2014-005
External disbursement records - case files
Student Services
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| External disbursement case files | CY + 1 year | 2 years | CY + 3 years | Destruction |
CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.
Records relating to the disbursement of external funding including grants, awards, and scholarships to undergraduate and graduate students. Financial Aid and Awards receives funding from external groups that is to be awarded to a particular student in support of the student's academic studies. Financial Aid and Awards verifies enrollment and eligibility of student, produces disbursement reports, and disburses funding to the designated student.
Records may include, but are not limited to, the following records: disbursement reports; documentation verifying and tracking student enrolment; cheque logs; correspondence; etc.
Electronic records may include but are not limited to: email correspondence; disbursement tracking spreadsheets for external organizations and individual students; and records stored on shared drive.
See also:
This series is a Personal Information Bank; click here for PIB description.
These records are created, used, retained and managed in accordance with the following authorities:
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.
In accordance with Section 6(1) of the Limitation Act (SBC 2012, c. 13), which states that claim must not be commenced more than 2 years after the day on which the claim is discovered, retain records for a total of three years.
Case files are organized by the name of the funding organization. Folder title may sometimes include individual student name. Files are closed at the end of the academic year.
ELECTRONIC RECORDS
Records creators should note that this RRSDA applies equally to paper and electronic records and that they are responsible for deleting any records maintained in electronic form at the expiration of the total retention period (e.g. PDF versions, spreadsheets, database records, e-mail correspondence, etc.). Maintaining electronic copies of records with personal information after the recommended retention period places an undue burden on the University to continue to guard against unauthorized acces, use and disclosure of that personal information in accordance with the FOI/ POP Act and the records series' status as a PIB.
TRANSFERRING RECORDS TO THE URC
At the end of the active retention period, box and transfer the paper files to the University Records Centre (URC). For each box prepare a box contents listing, itemizing all files contained in the box. Always include ONE copy of the file list inside the box sent to the URC taped to the underside of the lid; keep ONE copy for your own records; and send ONE copy (paper or electronic) to the Archives (see Procedures for Transferring Records to the University Records Centre).
RRSDA is in force.
Approved by the University Archivist: 7 May 2014