SFU Records Retention Schedule and Disposal Authority (RRSDA)
Student Discipline Records

Description | PIB | Authorities | Retentional rational | Rentention and filing guidelines | Status

RRSDA number

2006-003

Record series

Student Discipline Records

Office of Primary Responsibility (OPR)

Student Services

Retention periods

Records Active retention (in office) Semi-active (records centre) Total retention Final disposition
UBSD and SCODA Case Files CY case closed + 1 year Nil CY case closed + 1 year Destruction
UBSD Index S/O Nil S/O Full Retention by Archives
Sealed Records Pending Review Pending Review Pending Review Pending Review

CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.

Description, purpose and use of records

Records relating to examinations of allegations of student academic dishonesty and/or misconduct by the University Board on Student Discipline (UBSD) and/or the Senate Committee on Disciplinary Appeals (SCODA).

Records include, but are not limited to, correspondence with the parties involved, notices of hearings, submissions of supporting documentation, audio cassette tapes (UBSD case files only), findings of fact, UBSD and SCODA decision letters, recommendations made to the President, President's decision letters, typed transcripts of open hearings, and checklists.

Note that UBSD and SCODA case files are maintained by different support staff within Student Services.

This records series is a Personal Information Bank (PIB). See PIB description.

Personal Information Bank (PIB)

This series is a Personal Information Bank; click here for PIB description.

Authorities

These records are created, used, retained and managed in accordance with the following authorities:

Retention rationale

The FOI / POP Act (RSBC 1996, c. 165, s. 31) requires that personal information used to make a decision that directly affects an individual must be retained for at least one year.

Retention and filing guidelines

CLOSING FILES

The severity of a UBSD penalty can be appealed to SCODA. Students have three weeks to make an appeal from the date of receiving the President's decision letter. Do not close case files until this appeal period has expired. Students cannot appeal SCODA decisions.

ELECTRONIC RECORDS

Records created in electronic form should be printed to paper and placed on the file to ensure all relevant documentation (e.g. substantive email exchanges between the parties, decision letters drafted with word processing software, etc.) relating to a single case can be easily located and disposed of. Once printed to paper, electronic versions of the records become transitory and can be deleted immediately. Failure to do so means that records maintained in electronic form in email applications, on desktops, in shared directories, or on removable storage devices could continue to exist long after the total recommended retention periods outlined in this schedule. If copies of electronic records need to be kept so that they can be reworked for future uses, anonymize the records and save them as templates. For example, create and save a decision letter template instead of reworking an actual decision letter for the purpose of drafting a new decision letter.

OTHER TRANSITORY RECORDS

Handwritten notes taken by UBSD or SCODA panel members should be destroyed once a decision has been drafted. Draft decision letters should be destroyed once additions and corrections have been made and a final version created.

SEALED RECORDS

Sealed disciplinary records are placed on student files in home departments, the Office of the Registrar, and the Office of the Senior Director, Student and Community Life. Currently, SFU Policy 10.03, Academic Dishonesty and Misconduct Procedures (ss. 6.4, 6.6, 6.7, and 6.8) prescribes that these records be destroyed after a student graduates. At the drafting of this RRSDA, this policy was under review and retention periods may change.

Status

RRSDA is in force.

Approved by the University Archivist: 2 Mar 2007

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