Office of Primary Responsibility (OPR):
Financial Assistance
| Active (in office) | SemiActive (records centre) | Total | Final Dispostion | |
|---|---|---|---|---|
| OPR paper files | CY + 2 years | 6 years | CY + 6 years | Destruction |
| OPR paper files | CY + 1 semester | Nil | CY + 1 semester | Destruction |
CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete
Series comprises records made or received by Financial Assistance in the course of administering the Work Study program. The provincial government funds and sets criteria for student eligibility for this program, while Financial Assistance is responsible for identifying and notifying eligible students, receiving project proposals from University Departments, referring eligible students to projects, and providing account for the use of provincial work-study funds. Increasingly, many of these transactions are performed electronically and generate no paper record.
Paper records include project proposals, correspondence, payroll, project summary and student eligibility reports, and financial reports to the Ministry.
The files are arranged by the Ministry year (September-August).
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Retention and Filing Guidelines
CY = Current Ministry year. The routine bi-weekly payroll reports from Financial Services should be destroyed before transferring records for semi-active storage.
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Retention and Filing Guidelines -- Non-OPR
CS = Current semester work study takes place. Departments may wish to retain these longer for their own reference, but should not send them to the University Records Centre for storage.
Approved by the University Archivist