Parking Appeals

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

• University Act (RSBC 1996, c. 468)
• Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165)
• SFU Policy AD 1-3, Traffic and Parking Regulations

The total recommended retention period of "CY parking appeal concluded + 1 year" meets the University's responsibilities under the FOI / POP Act (RSBC, c. 165, s. 31), which states that personal information used to make a decision that directly affects an individual must be retained for at least one year.

While information documented on the paper-based parking appeal files is, for the most part, mirrored electronically in a parking management database, there are minor differences. The paper files contain original notice of appeal forms that include signatures and reflect the appeal process and conclusion, while the database is used to generate unique appeal numbers and log final decisions. Furthermore, the parking appeal-related database entries act as an index to the paper files and as a quick reference to details pertaining to a specific appeal. Therefore, the paper-based parking appeal records and electronic database entries together make up the complete record. As a result, the same retention period and final disposition should be applied to both record types to ensure this schedule is applied consistently. The only exception is how the paper and electronic records are handled at the end of the active retention period (see below).

Appeals are reviewed by the Manager, Parking Services, who can grant, partially grant, or deny an appeal. In the event that an appeal is partially or completely denied, copies of the appeal documentation are forwarded as "packages" to each member of the Parking Appeals Review Committee (PARC) for final review. The committee may reduce, cancel or uphold the Manager's decision. A Parking Clerk records their final decision on the original appeal form, and sends a carbon copy to the appellent (accompanied by a cheque in the event of any refund owing). The Parking Clerk shreds the committee's appeal packages, but retains the original appeal documentation for filing. Therefore, no records of PARC are retained, apart from their final decision noted on the original appeal form. All completed parking appeals and related documentation are then filed together numerically in ranges of 50 appeals.