SFU Records Retention Schedule and Disposal Authority (RRSDA)
Student Disability Case Files

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

RRSDA number


Record series

Student Disability Case Files

Office of Primary Responsibility (OPR)

Centre for Students with Disabilities

Retention periods

Records Active retention (in office) Semi-active (records centre) Total retention Final disposition
Student Disability Case Files CY last entry on file recorded + 2 yrs. 3 years CY last entry on file + 5 yrs. Destruction
Student Disability Database Records CY last entry on file recorded + 2 yrs. Nil CY last entry on file + 2 yrs. 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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

Records relating to the provision of individualized services and academic accommodations to students with disabilities. Services and accommodations provided by the University are aimed at mitigating the effect of a student's disability on learning. In consultation with the student, the Centre for Students with Disabilities (CSD) will assess the individual student's need for assistance and accommodation, make appropriate recommendations based on the documentation submitted and coordinate the support services to be provided.

Records are organized as individual case files and may include documentation of disabilities from regulated health practitioners; correspondence with health practitioners, students and faculty; registration forms; running records, documenting the CSD's interactions with individual students; meeting notes; student schedules and transcripts; consent forms; forms documenting academic accommodations and campus parking accommodations; provincial government grant applications for specialized equipment and supplies, and raw test data detailing a disability.

Information from the student case files also is maintained in summarized form in a database to facilitate quick retrieval of certain facts and to aid in the generation of demographic reports at the end of each semester.

See also: RRSDA 2004-004, Special Arrangement Records RRSDA 2004-005, Service Provider Records

This record series is a Personal Information Bank (PIB). Click here for the PIB description.

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 rationale

BC's Ministry of Advanced Education (Students Services Branch) requires that original applications to the Assistance Program for Students with Disabilities (APSD) must be held by SFU for 3 years for audit purposes. APSD applications may form part of a student disability case file. The total retention period prescribed in this RRSDA meets this audit need. It also allows for a reasonable time frame in which a semi-active file can be reverted to active status in the event that a former student client should return to the CSD for assistance.

Retention and filing guidelines

At the end of the active retention period (CY last entry on file recorded + 2 yrs.), box and transfer the paper files to the University Records Centre (URC). For each box prepare a box contents listing, itemizing all files contained in the box. Always include ONE copy of the file list inside the box sent to the URC taped to the underside of the lid; keep ONE copy for your own records; and send ONE copy (paper or electronic) to the Archives (see Procedures for Transferring Records to the University Records Centre).

Summarized data maintained in the Student Disability Database only has value as a generator of semester-end statistics and as a quick means of retrieving basic facts about student clients. Authoritative data is stored on the paper file. This explains the shorter retention rationale for student database records (CY last entry on file + 2 yrs.) which is based on the administrative tracking needs of the CSD's staff. Student data is re-entered in the database if a client returns to the CSD for services after this total retention period has expired.


RRSDA is in force.

Approved by the University Archivist: 24 Dec 2004

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