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- 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
Volunteer Files
Description, purpose and use of records
This series consists of records related to the application, onboarding, and management of volunteers for University events, programs, and departments (e.g., SFU Alumni Career Mentorship Program, volunteer positions at the Museum of Archaeology and Ethnology and/or other SFU departments, Career and Counselling Services Mentor Program, etc.).
The records include resumes, employment history information, signed application forms and confidentiality agreements, volunteer evaluations, references, correspondence, completed criminal record checks, as well as records related to honoraria.
Records are arranged by individual volunteer.
Retention periods
| Records | Active Retention |
Semi-Active Retention | Total retention | Final disposition |
|---|---|---|---|---|
| Volunteer Files | End of contract or assignment term + 1 year | 6 years | End of contract or assignment term + 7 years | 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
Authorities
These records are created, used, retained and managed in accordance with the following authorities:
- Employment Standards Act (RSBC 1996, c. 113)
- Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165)
- Income Tax Act (BC) (RSBC 1996, c. 215)
Retention rationale
The Freedom of Information and Protection of Privacy Act requires that personal information used to make a decision that directly impacts an individual must be retained for at least one year. In addition, volunteers are considered employees under the Employment Standards Act, meaning the records must be retained for a full four years after creation.
Volunteers may return to a position after a number of years of inactivity. Extending the retention period slightly beyond four years reduces the frequency in which destroyed volunteer files must be recreated. Requirements under the Income Tax Act, which are relevant due to possible presence of records related to honoraria, also necessitate this extension.
Therefore, a total retention period of seven years following the end of the volunteer commitment is sufficient to meet the University’s legal, administrative, and fiscal, and audit requirements.
Retention and filing guidelines
File by last name.
Status
RRSDA is in force
Approval Date
7 Jul 2023