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- Manuscript Traces SFU's Architectural History
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- Glossary
Student Advising Records
Description, purpose and use of records
Records relating to advice given by Student Services to students regarding a variety of topics including but not limited to: student academic matters (e.g., decisions about courses, decisions about programs, etc.) and international student advising (e.g., immigration, moving to Canada, obtaining health insurance while living in Canada, etc.).
Records include forms completed by staff advisors after routine advising sessions, correspondence, memoranda and supporting documentation. For academic advising a case file for an individual student is opened only in special circumstances, where the student requires on-going advising. Routine advising sessions are documented only by the Advisors' standard forms, which are filed together by semester, arranged alphabetically. For international student advising records consist primarily of email correspondence and associated attachements.
Retention periods
| Records | Active | Semi-Active | Total retention | Final disposition | |
|---|---|---|---|---|---|
| Academic advising correspondence | CY + 1 year | 2 years | CY + 3 years | Destruction | |
| Academic advising student case files | CY + 1 year | 2 years | CY + 3 years | Destruction | |
| International student advising correspondence | CY + 1 year | 5 years | CY + 6 years | Destruction | |
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to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments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:
- University Act (RSBC 1996, c. 468)
- Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165)
- SFU Calendar
Retention rationale
Academic Advising:
The records are used by Student Services staff to document what advice was given. In exceptional circumstances the records are brought together in a single case file to ensure consistency of advice and facilitate progress-tracking of the student. A 3-year total retention period for routine forms allows sufficient time for Student Services to identify exceptional cases and pull the required records. A case file is superseded or obsolete (S/O) when the student has left the university for a certain period of time. Student Services has developed a complex set of criteria to identify S/O files (see below).
International Student Advising:
With regards to International student advising (i.e., advising on non-academic matters for international students, such as visas, immigration, health care etc.), the Immigration Consultants of Canada Regulatory Counsel advises that immigration consultants keep advising records for 6 years from the date advise is given.
Related RRSDAs
Status
RRSDA is in force
Approval Date
Approved by the University Archivist: 27 August 2021
Last Revised Date
27 August 2021