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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
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- Preserving the sparks of global revolution in the Adbusters Media Foundation fonds
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- Debunking popular myths and conspiracies with the Barry Beyerstein fonds
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- "Got any pictures of Terry Fox?"
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- The Selma Wassermann fonds
- Glossary
Scholarship, award, and bursary Application Files
Function
Student Services and Records
PIB
RRSDA Number
1999-048
Department
All University Departments
Description, purpose and use of records
The series consists of records relating to the processing and adjudication of scholarship, award and bursary applications.
Records may include application forms and supporting documentation (letters of reference, statements of interest); adjudicator's evaluations, recommendations and working papers; correspondence, memoranda and email; appeal forms and supporting documentation.
Application procedures and departments involved vary depending on the scholarship, award or bursary. This schedule covers all paper files created in the various departments in the course of processing an application. It does not cover electronic records stored in the university's student information system database that may be generated during the process.
Retention periods
| Records | Active Retention |
Semi-Active Retention | Total retention | Final disposition |
|---|---|---|---|---|
| All departments holding these records | Adjudicated + 1 year | Nil | Adjudicated + 1 year | Destroy |
| Student Information Management System | Under review | |||
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to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments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 Calendar
- Senate Graduate Awards Adjudication Committee (SGAAC) Terms of Reference
- Senate Undergraduate Awards Adjudication Committee (SUAAC) Terms of Reference
Retention rationale
The Freedom of Information and Protection of Privacy 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. Award information is retained in the student information system database.
Retention and filing guidelines
Organize records by award and within these groupings alphabetically by applicant.
Do not send these files to the University Records Centre (URC); destroy at the end of the total retention period (CY + 1). Files contain personal information and must be destroyed by confidential shredding; contact Facilities Management to make arrangements.
Departments offering awards for their own students should retain an on-going record of award winners and amounts for their own information and departmental history.
ELECTRONIC RECORDS
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 the unauthorized use or disclosure of that personal information in accordance with the FOI/ POP Act and the records series' status as a PIB.
Related RRSDAs
Status
RRSDA is in force
Approval Date
12 Oct 2000
Last Revised Date
17 Jun 2014