2014-008
U-Pass Student Transaction Records
Student Services
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Records as defined in U-Pass BC Agreement | CY year reported + 1 year | 4 years | CY year reported + 5 years | Destruction |
| All other records | CS + 3 semesters | Nil | CS + 3 semesters | 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 made and received in the administration of the U-Pass BC program, a mandatory program that provides eligible SFU students with access to transit services in the Greater Vancouver Regional District.
The records relate to the activities of determining student eligibility, processing exemptions, initiating the remission of fees to Translink, and fulfilling reporting requirements to Translink.
Records may include, but are not limited to, the following records: eligibility assessments and U-Pass card transactional records; exemption applications and supporting documents; payment and audit reports; remittance reports sent to Translink; etc.
Electronic records may include, but are not limited to, the following: records stored in U-Pass applications (e.g. U-Pass 2011 and U-Pass Compass); scanned or electronic records stored in shared drives; spreadsheets and electronic reports; email correspondence and attachments; etc.
Exemption decision appeals are considered by the U-Pass BC Appeal Committee. Records generated as part of the appeal process may be found in the records of the Appeal Committee.
Note that with the implementation of the Compass Card, the U-Pass Program will no longer handle or distribute cards and will no longer retain records of card transactions.
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. Records without personal information that provide data necessary to confirm the accuracy of reports submitted to Translink must be retained for five years from the date the report was submitted (U-Pass Agreement, 2013).
Records are primarily electronic and may be located in database applications or shared drive electronic storage.
Database records are organized by student ID number. Electronic documents, such as records related to exemption requests, are organized by term and are named according to naming conventions, which may include personally-identifiable information. Paper exemption records are filed by term.
The U-Pass BC agreement defines “records” as "any records held by [SFU] that are reasonably necessary to verify the accuracy of the reports and other information provided to Translink … but does not include any Personal Information (as such term is defined in FOIPPA)" and requires that records meeting this definition be kept for 5 years after they were generated. Records that contain personal information, including student ID, that have been used to make a decision that directly affects an individual must be retained for a minimum of one year to comply with the FOI / POP Act (RSBC 1996, c. 165, s. 31).
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 protect 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 PAPER 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: 12 Sep 2014