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External Disbursement Records - Case Files
Function
Student Services and Records
PIB
RRSDA Number
2014-005
Department
Student Services
Financial Aid and Awards
Description, purpose and use of records
Records relating to the disbursement of external funding including grants, awards, and scholarships to undergraduate and graduate students. Financial Aid and Awards receives funding from external groups that is to be awarded to a particular student in support of the student's academic studies. Financial Aid and Awards verifies enrollment and eligibility of student, produces disbursement reports, and disburses funding to the designated student.
Records may include, but are not limited to, the following records: disbursement reports; documentation verifying and tracking student enrolment; cheque logs; correspondence; etc.
Electronic records may include but are not limited to: email correspondence; disbursement tracking spreadsheets for external organizations and individual students; and records stored on shared drive.
Retention periods
| Records | Active Retention |
Semi-Active Retention | Total retention | Final disposition |
|---|---|---|---|---|
| External disbursement case files: | CY + 1Y | 2Y | CY + 3 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to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments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)
- Limitation Act (SBC 2012, c. 13)
Retention rationale
The FOI / POP 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.
In accordance with Section 6(1) of the Limitation Act (SBC 2012, c. 13), which states that claim must not be commenced more than 2 years after the day on which the claim is discovered, retain records for a total of three years.
Retention and filing guidelines
Case files are organized by the name of the funding organization. Folder title may sometimes include individual student name. Files are closed at the end of the academic year.
related RRSDAs
Status
RRSDA is in force
Approval Date
7 May 2014
Last Revised Date
7 May 2014