SFU Records Retention Schedule and Disposal Authority (RRSDA)
External Research Grant Files

Description | PIB | Authorities | Retentional rational | Rentention and filing guidelines | Status

RRSDA number


Record series

External Research Grant Files

Office of Primary Responsibility (OPR)

Research Services

Retention periods

Records Active retention (in office) Semi-active (records centre) Total retention Final disposition
Research Services CY grant closed + 1 year Nil CY grant closed + 1 year Destruction
All other university departments CY grant closed + 1 year Nil CY grant closed + 1 year 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.

Description, purpose and use of records

Research grant applications to various external granting agencies and organizations, correspondence, project descriptions, notifications of decisions, agreements, budgets and progress reports. Except for applications to industry, copies retained by Research Services are limited to the title and signature pages; the abstract or summary; detailed budget and all accompanying financial information; and letters of support or commitment from collaborating companies or institutions. It is the responsibility of applicants to ensure that a copy of the full application material is retained in their own records.

These records relate to external grant applications in process, unfunded grant applications and approved grants. The records are used to administer the External Research Grant application process. Applications for grants from external granting agencies are signed by the applicant, the Chair of the department (the Dean if the applicant is the Chair), the Dean and the Grants Officer. Principal investigators are normally SFU faculty and adjunct faculty members. Grant requests may be sent to government agencies or private foundations.

These records are created and used in accordance with SFU's External Research Grants and Contracts Policy, R10.01. This policy governs the administration of research performed by eligible faculty using University facilities or resources where such research requires external financial support. Research Services is the department responsible for administering this policy.

The records are arranged alphabetically by faculty member surname. There exists one file for each faculty member who has received a research grant within the last two years. Each file contains in process grant applications and awarded grants documentation. When notification of non-funding is received by Research Services, the original application package is pulled from the grant file and the bulk of the application support documents are removed and destroyed. Documents retained for unfunded applications include:

1) the notification of non-funding;

2) any correspondence relating to the application; and,

3) those documents which show the application's original title, scope and amount requested.

A computer database is used to generate statistical information concerning sources and distribution of research funds within the University.

Personal Information Bank (PIB)

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:

Retention and filing guidelines

Grants are closed by Financial Services and no further transactions are permitted through the account. Research Services will cull those documents on an individual faculty member's External Research Grant file which relate to closed grants on an annual basis.


RRSDA is in force.

Approved by the University Archivist: 19 Jun 1996

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