- Archives
- Records Management
- Directory of University Records
- File Classification
- The Model File Classification Plan
- Administration
- Advancement
- Committees
- Communications
- Equipment and Supplies
- Facilities
- Finances
- Governance
- Human Resources
- Information and Technology Management
- Liaison and Cooperation
- Policy
- Records and Information Management
- Research Management and Administration
- Student Services and Records
- Teaching and Academic Programs
- Frequently Asked Questions
- Transfer Paper Records
- Transfer Digital Records
- Retrieve Paper Records
- Annual Destruction and Accession Process
- Links and Resources
- Directory of University Records
- FIPPA
- Digital preservation
- Resources
- About
- Mission, vision and values
- Contact us
- Feedback and comments
- Our blog
- Archival Film Flashes Back to 70s Student Life
- Manuscript Traces SFU's Architectural History
- Early University News Publications Now Digitally Available
- Digitized Programs Commemorate SFU’s Opening & Installation Ceremonies
- Archives Celebrates Fall Convocation with Release of Digitized Programs
- Films Capture Visual History and Sentiment of Time Gone By
- Lost and Found: Simon Fraser Letters
- Oral History Provides Glimpse into Mind of SFU’s First Chancellor Gordon Shrum
- Early SFU Photos Tell a Story That Frames Our World
- Aerial Photos Capture Campus Landscape & Photographer’s Legacy
- You have what...?!! and other interesting things you didn't know about the SFU Archives
- Charting the course of history: documenting SFU's early days from the student perspective (Part 1)
- Charting the course of history: documenting SFU's early days from the student perspective (Part 2)
- Helping others find their history in the future: Preserving the records of the Students of Caribbean and African Ancestry at SFU
- Preserving the sparks of global revolution in the Adbusters Media Foundation fonds
- Reflections of a co-op student
- Debunking popular myths and conspiracies with the Barry Beyerstein fonds
- In "The Beginning...": First student film returns to SFU
- "Got any pictures of Terry Fox?"
- My summer in the archives: a co-op placement retrospective
- Seeing the world through Arthur Erickson's eyes
- Beer (records) in the Archives!
- Quartet in the Quadrangle: PSQ Records Come to SFU
- Navigating silences and filling gaps: finding Black stories in the Archives
- Boxes, boxes, and more boxes: my summer co-op at SFU Archives
- Finding queer joy in the SFU Archives: Out On Campus records now available
- The Selma Wassermann fonds
- Personal and political in the archives of Andrew Petter
- Walking tour
- Glossary
Transcript Request Records
Description, purpose and use of records
Records made and received by Student Services and the Office of the Dean of Graduate Studies in the processing of student transcript requests. Requests take one of three forms: official transcript requests, advising transcript requests, and unofficial transcript requests. Official transcripts are usually generated for use by other institutions or agencies in confirming academic credentials. Advising transcripts are used by students and student advisors in the reviewing and the planning of the former's academic progress. Unofficial transcripts are are used by students as an informal, snapshot record of their academic progress.
Records include electronic request data submitted by students through SFU's online student services portal and electronic copies of all transcripts generated by SIMS (Student Information Management System). Records also include paper request forms completed by non-current students who do not have access to SFU's online student services portal. Records do not include the actual paper transcripts that result from the request.
Retention periods
| Records | Active Retention |
Semi-Active Retention | Total retention | Final disposition |
|---|---|---|---|---|
| Official Transcript Request Records | CY | 1 year | CY + 1 year | Destroy |
| Advising Transcript Request Records | 1 month | Nil | 1 month | Destroy |
| Unofficial Transcript Request Records | 1 month | Nil | 1 month | Destroy |
Active = Active Retention Period, Keep in Office; Semi-Active = Semi-Active Retention period, transfer to University Records Centre; 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
Retention rationale
The total retention period for official transcript request records allows for sufficient time to verify that a request was received and a transcript generated and mailed to the institution or agency indicated in the request. Advising and unofficial transcript request records are transitory and can be destroyed after a transcript has been generated.
Retention and filing guidelines
These records contain personal information. At the end of the total recommended retention periods (see above) systems staff will purge the electronic data covered by this RRSDA from SIMS. Paper request forms should be destroyed by confidential shredding; contact Facilities Management to make arrangements.
Status
RRSDA is in force
Approval Date
9 Feb 2006