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- Early University News Publications Now Digitally Available
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- Walking tour
- Glossary
Consent/Release Forms
Description, purpose and use of records
Record series consists of consent forms signed by parents/guardians of minors who participate in SFU Athletics and Recreation programs (e.g., camps) and/or release forms signed by parents/guardians of minors who access SFU Athletics and Recreations facilities (e.g., Aquatic Centre).
Records include standardized form with a signature. Originally these records were created in paper and maintained in paper; as Athletics and Recreation adopt a digital workflow these forms are being created electronically and paper copies are being digitized and stored electronically.
Records are made and received by the Athletics and Recreation Department.
Retention periods
| Records | Active | Semi-Active | Total retention | Final disposition |
|---|---|---|---|---|
| Consent / release forms | CY + 1 year | 15 years | CY + 16 years | Destruction |
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to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments
Authorities
These records are created, used, retained and managed in accordance with the following authorities:
- Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165)
- Limitation Act (RSBC 1996, c. 266)
Retention rationale
The Limitations Act s.6(1) for individuals over the age of majority (19 years old) states that "a court proceeding in respect of a claim must not be commended more than 2 years after the day on which the claim is discovered." These forms are for minors (ages 5 and up) participating in SFU programs. Per the Limitations Act s.18, the discovery period for individuals under the age of majority is suspended until they reach the age of majority (i.e., turn 19) or a claim is discovered at which point the 2 year discovery rule would apply. Since Athletics does not store the forms based on the age of the program participant and instead based on the date that they participate in programs retaining theses forms for CY + 16 ensures that the obligations under the Limitations Act can be fulfilled.
Status
RRSDA is in force
Approval Date
29 October 2021
Last Revised Date
29 Octover 2021