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- Archival Film Flashes Back to 70s Student Life
- Manuscript Traces SFU's Architectural History
- Early University News Publications Now Digitally Available
- Digitized Programs Commemorate SFU’s Opening & Installation Ceremonies
- Archives Celebrates Fall Convocation with Release of Digitized Programs
- Films Capture Visual History and Sentiment of Time Gone By
- Lost and Found: Simon Fraser Letters
- Oral History Provides Glimpse into Mind of SFU’s First Chancellor Gordon Shrum
- Early SFU Photos Tell a Story That Frames Our World
- Aerial Photos Capture Campus Landscape & Photographer’s Legacy
- You have what...?!! and other interesting things you didn't know about the SFU Archives
- Charting the course of history: documenting SFU's early days from the student perspective (Part 1)
- Charting the course of history: documenting SFU's early days from the student perspective (Part 2)
- Helping others find their history in the future: Preserving the records of the Students of Caribbean and African Ancestry at SFU
- Preserving the sparks of global revolution in the Adbusters Media Foundation fonds
- Reflections of a co-op student
- Debunking popular myths and conspiracies with the Barry Beyerstein fonds
- In "The Beginning...": First student film returns to SFU
- "Got any pictures of Terry Fox?"
- My summer in the archives: a co-op placement retrospective
- Seeing the world through Arthur Erickson's eyes
- Beer (records) in the Archives!
- Quartet in the Quadrangle: PSQ Records Come to SFU
- Navigating silences and filling gaps: finding Black stories in the Archives
- Boxes, boxes, and more boxes: my summer co-op at SFU Archives
- Finding queer joy in the SFU Archives: Out On Campus records now available
- The Selma Wassermann fonds
- Glossary
Student Files - Undergraduates
Function
Student Services and Records
PIB
RRSDA Number
1999-016
Department
All University Departments
Description, purpose and use of records
The series consists of records documenting undergraduate students' academic history, maintained by departments as case files for each student. This schedule covers departmental files, including Co-operative Education program student files; it does not cover the records or record-keeping systems maintained by the Registrar's Office.
Records may include biographical data records; copies of transcripts, student information management system printouts and graduation reports; co-op applications, contracts and resumes; progress, research, internship and co-op placement reports; correspondence, memoranda and disciplinary notices; photographs; course add / drop forms and change of grade forms.
The official student academic record is stored on the student information management system maintained by the Registrar's Office. The student information management system is not covered by this RRSDA.
Retention periods
| Records | Active Retention |
Semi-Active Retention | Total retention | Final disposition |
|---|---|---|---|---|
| All departments holding these records | CY + 1 year | 4 years | CY + 5 years | Destroy |
Active = Active Retention Period, Keep in Office; Semi-Active = Semi-Active Retention period, transfer to University Records Centre; 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
Authorities
These records are created, used, retained and managed in accordance with the following authorities:
- Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165)
- SFU Policy T Series, Teaching
- SFU Policy I 10.04 Access to Information and Protection of Privacy
- SFU Policy I 10.05 Collection of Personal Information
Retention rationale
The Freedom of Information and Protection of Privacy Act requires that personal information used to make a decision that directly affects an individual must be retained for at least one year. Beyond this period, official transcript information is retained on the Registrar’s student information management system. Students who have not registered for 3 consecutive semesters must apply for re-admission to the University, but their former student file remains valuable. A total retention period of 5 years after last registration allows sufficient passage of time for re-admitting withdrawn students and for consultation of files when providing letters of reference for graduates.
Retention and filing guidelines
This schedule does not apply to the Registrar's Office, which has its own Retention Guidelines establishing retention rules on a document-by-document basis. Departments may continue to follow the Registrar's guidelines if they wish to regularly weed their student files for inactive documents. Alternatively, they may use this schedule to apply a single retention rule to the contents of the entire student file.
Keep undergraduate student files separate from graduate student files. Maintain separate undergraduate and graduate files for students who go through both programs.
Use student files only for records relating to academic performance. Do not file student employment records here; create a personnel file for these records - see RRSDA 1999-045, Personnel Files: Teaching Support Staff Union (TSSU) Employment Files.
related RRSDAs
Status
RRSDA is in force
Approval Date
12 Oct 2000
Last Revised Date
19 June 2013