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

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

RRSDA number


Record series

Internal 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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

Correspondence, grant applications, notifications of decisions and grant completion reports.

These relate to the application for internally adjudicated research grants. Applications for internally adjudicated grants are awarded by three committees: Publications, President's Research and SSHRC General Grants. The records are used to administer the Internal Research Grant files application process. Applications for such grants are signed by the applicant. The Chair of the applicant's department or the Dean, where the applicant is a Chair, provides a written evaluation of the application. Eligibility for these grants is determined by the terms of reference of the appropriate funding committee.

Funded applications described here have a term of twelve or twenty months as indicated in the notification of decision to the applicant or in correspondence allowing for an extension of the grant.

With regard to Travel Grants awarded by the SSHRC General Grants Committee, applications for unfunded grants are retained by Research Services following the Committee meeting.

There records are arranged alphabetically by applicant surname.

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


Funded Travel Grant applications are sent with the notification of decision by Research Services to the applicant's department. Such records are administered and retained by departments and not Research Services. This RRSDA does not apply to the retention and disposal of these departmental records.

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.


RRSDA is in force.

Approved by the University Archivist: 19 Jun 1996

Last revised: 17 October. 2011

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