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Work-Study Opportunity Records
Function
Student Services and Records
PIB
No
RRSDA Number
2014-001
Department
Student Services
Financial Aid and Awards
Description, purpose and use of records
Records relating to the administration of Work-Study financial aid to undergraduate and graduate students. As part of its function to award and administer financial aid and awards, Financial Aid and Awards determines and monitors student eligibility for Work-Study aid, approves student placements, administers payroll packages to ensure proper payments to students, monitors funding and work hours, charges departments for hours worked above the time specified in the project agreement, and administers payroll for certain smaller departments that lack access to the central payroll system.
Records may include, but are not limited to, the following records: declaration forms signed by project supervisors; signed student appointment forms and project placement letters; withdrawal reports of students whose enrolment falls below the required number of credits per term and termination of appointment correspondence; international student contract letters and/or work permits; payroll, budget, and differential foreign aid reports; overpayment reports and corresponding charges made to a department for hours worked above project agreement; biweekly payroll reports; correspondence; etc.
Electronic records may include, but are not limited to, the following records: email correspondence; records stored on shared drive; and project descriptions and student applications stored in databases and accessible through web applications. Student applications for Work-Study opportunities are input by the student into SIMS and remain on SIMS; project proposals are submitted by supervisors via an application called .NET and are maintained there. SIMS is not covered by this RRSDA.
Retention periods
| Records | Active Retention |
Semi-Active Retention | Total retention | Final disposition |
|---|---|---|---|---|
| Work-study opportunity records: | CFY + 1Y | 2Y | CFY + 3Y | 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to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments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)
- Limitation Act (SBC 2012, c. 13)
- Senate Policy Committee on Scholarships, Awards and Bursaries (SPCSAB) Terms of Reference
Retention rationale
The Freedom of Information and Protection and 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. Section 6(1) of the Limitation Act (SBC 2012, c. 13) states that claim must not be commenced more than 2 years after the day on which the claim is discovered. Therefore, a total retention period of "CFY + 3 years" is sufficient to meet the administrative, legal, fiscal or audit needs of the university.
Retention and filing guidelines
Work-Study opportunity records are retained by fiscal year, rather than academic year. Records are organized by document type (e.g. declaration forms, types of reports, etc.) and not by student or supervisor name. Files are closed at the end of the fiscal year.
EXCEPTION: CASES OF DISABILITY
Section 25 of the Limitations Act provides that the basic limitation period of 2 years is suspended if the claimant becomes a person under a disability during the normal limitation period. The limitation period resumes when the claimant ceases to be a person under a disability. This non-routine case is handled in the same manner as files involved in litigation: they are placed on legal hold and will not be routinely destroyed.
If a student becomes a person under a disability during a Work-Study opportunity, records relating to the student's placement should be retained in the Financial Aid and Awards unit and should not be sent to the URC.
related RRSDAs
Status
RRSDA is in force
Approval Date
7 May 2014
Last Revised Date
7 May 2014