SFU Records Retention Schedule and Disposal Authority (RRSDA)
Financial Aid and Awards subject files

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

RRSDA number


Record series

Financial Aid and Awards subject files

Office of Primary Responsibility (OPR)

Student Services

Retention periods

Records Active retention (in office) Semi-active (records centre) Total retention Final disposition
FAA subject files CY file closes + 2 years 5 years CY file closes + 7 years Selective retention

CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 administration of the Financial Aid and Awards unit (FAA) of Enrolment Services and the operation of student financial aid programs. The FAA unit awards financial aid and awards to undergraduate and graduate students, including scholarships, awards, bursaries, and work-study opportunities. FAA also administers loans to students that have been awarded by external bodies.

Records may include but are not limited to: correspondence and memoranda; reports and statistics; forms; mailing lists and courier logs; policies and procedures; terms of reference for scholarships, awards, and bursaries; budgets and budget planning documents; audits, financial reports and transaction records; work orders; manuals and documentation; proposals; brochures and publications; project files; legal files; invoices, receipts and vouchers; equipment warranties; and reference files.

Electronic records may include but are not limited to: email correspondence; records stored on shared drive; and databases used to maintain current Terms of Reference for scholarships, awards, and bursaries.

This is a default schedule covering all the FAA records UNLESS a more specific RRSDA applies.

See also:


These records are created, used, retained and managed in accordance with the following authorities:

Retention rationale

The records document the administration of financial aid and award programs to undergraduate and graduate students. A total recommended retention period of "CY + 7 years" ensures that the administrative, legal, fiscal, and audit values of the records has passed.

Retention and filing guidelines

Close files relating to the administration, policies, and procedures of financial aid and awards programs when the program has ended or significantly changed, or when superseded.


FAA maintains a detailed file classification plan. The Plan provides detailed guidelines for classifying records and applying retention periods tailored to the classification categories. Not all the records covered by this RRSDA need be retained for the full 7-year retention period and these exceptions are noted below (see "WEEDING FILES"). FAA is responsible for maintaining and revising the Plan as needed, using the relevant administrative and operational RRSDAs to apply retention rules and final disposition.


Records creators should note that this RRSDA applies equally to paper and electronic records and that they are responsible for deleting any records maintained in electronic form at the expiration of the total retention period (e.g. PDF versions, spreadsheets, database records, e-mail correspondence, etc.). Maintaining electronic copies of records with personal information after the recommended retention period places an undue burden on the University to continue to guard against unauthorized access, use and disclosure.


At the end of the active retention period and before the records are transferred to the University Records Centre, cull and destroy the following documents:


At the end of the active retention period, cull records as instructed above. Then box and transfer the remaining 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).


RRSDA is in force.

Approved by the University Archivist: 28 Apr 2014

Back to top