SFU Records Retention Schedule and Disposal Authority (RRSDA)
Special Arrangement Records

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

RRSDA number


Record series

Special Arrangement Records

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
Special Arrangement Records CS + 1 yr. Nil CS + 1 yr. 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CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 academic accommodation arrangements made for students with disabilities, including arrangements made with instructors and departments for accommodations in classes and exams; and the production of learning materials in alternate formats such as Braille, taped text, or large print.

Records include completed forms detailing the nature of the academic accommodation, signed receipts verifying the instructor/department's acknowledgment of an academic accommodation, interlibrary loan requests, and course outlines and reading lists.

See also: RRSDA 2004-003, Student Disability Case Files 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

The FOI / POP Act (RSBC 1996, c. 165, s. 31) requires that personal information used to make a decision that directly affects an individual must be retained for at least one year.

Retention and filing guidelines

Records are maintained in binders by semester and are arranged alphabetically in the binders by student name.

Copies of completed forms placed on the student case file should be retained in accordance with RRSDA 2004-003, Student Disability Case Files. This RRSDA applies only to records maintained separately from the case files for reasons of administrative convenience or volume.

The CSD should retain the records in-office for the full retention period (CS + 1 yr.) rather than send them to the University Records Centre (URC) for semi-active storage. The CSD is responsible for their destruction at the expiration of their total retention period. The records contain personal information and must be destroyed by confidential shredding; contact Facilities Management to make arrangements.


RRSDA is in force.

Approved by the University Archivist: 24 Dec 2004

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