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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)
  
• Graduate General Regulations, SFU Calendar
  

A total retention period of "CY student graduates or withdraws + 3 years" allows sufficient passage of time for addressing anomalies to a student's academic record; re-admitting withdrawn students; and for consultation of files when providing letters of reference for graduates.

Keep undergraduate student files separate from graduate student files.  Maintain separate undergraduate and graduate files for students who go through both programs.  

Faculty supervisors should file original records documenting their supervisory relationships (i.e. records falling within categories listed below) on departmental student files.  This measure ensures that all records relating to a student's academic history are located in one place, supporting consistent planning, evaluation and decision-making.  It also means that personal information about a student can more easily be located and retrieved in the case of an information access request, dispute, or some other emergency.  Faculty supervisors can open duplicate student files for their own personal reference and convenience, containing copies of the original records described above.  However, these files also should be disposed of in accordance with the retention periods outlined in this RRSDA.

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.

Because of the large volume of records on file, graduate secretaries may find it useful to break down individual student files into a number of standard categories (e.g. use dividers to structure file folders).  The following divisions are recommended.

ADMISSION
Use for records relating to admission to a graduate program, including application forms and submitted evidence of the applicant's ability to undertake work in the area of interest.

Records may include application forms, transcripts, reference letters, curricula vitae, statements of interest, writing samples, proof of landed immigrant status, TOEFL, GRE, GMAT, IELTS scores, admission evaluation checklists, and offer and admission letters.

AWARDS, SCHOLARSHIPS AND FEES
Use for records relating to awards, scholarships, financial aid, and registration fees.

Records may include scholarship application forms and award and rejection letters.  

COURSEWORK, SUPERVISION AND EVALUATION
Use for records relating to a student's course of study, including supervision and performance evaluations.  

Records many include advising transcripts, transfer credit and waiver requests, course add/drop forms, change of grade forms, Western Dean's Agreement forms, course plans, and research plans, directed reading forms, breadth evaluations, depth evaluations, oral evaluations, progress reports, approval of supervisory forms, approval of examining committee forms, scheduling masters degree forms, comprehensive exam forms, comprehensive exams, recommendation for award of degree forms, external examiner curricula vitae, and external examiner reports.

CO-OP
Use for records relating to a student's participation in the graduate co-op program.

Records may include intake forms, departmental approval forms, work-term application forms, student contracts, job application packages, site visit forms, work reports, supervisor evaluations, co-op placement student evaluations.

INTERNATIONAL
Use for records relating to the needs and requirements of international students.  File foreign transcripts and proof of landed immigrant status with admission related-records.

Records may include visa and immigration letters.

LEAVES AND WITHDRAWALS
Use for records relating to semester leaves and course or program withdrawals.

Records may include on-leave application forms, supporting medical documentation, and withdrawal forms.  

APPEALS
Use for records relating to all types of student appeals, including grade, progress evaluation, registration, graduation, re-entry to a program or any other matter relating to academic standing.

Records may include student appeals and documented outcomes.  

DISCIPLINARY ACTION
Use for records relating to student academic dishonesty and misconduct and disciplinary measures imposed.  

Records may include penalty reports.

THESIS
Use for records relating to thesis defense, submission and approval.

Records may include defense advertisements and posters, theses approval pages and abstracts, partial copyright licenses, ethics approval forms, and library approval letters.

OTHER
Use for records relating to a student's academic history in general, but that do not fall under any other more specific category.  

Records may include general correspondence and inquiries.

At the end of the active retention period, box and transfer 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).

Graduate program assistants and secretaries are responsible for deleting student data stored in departmental databases at the expiry of the total recommended retention period. 

• 1999-016: Student Files, Undergraduates
• 2000-017: Student Advising Records
  
• 2014-006: Withdrawal Under Extenuating Circumstances (WE) Applications - Undergraduates