Graduate Student Scholarships and Awards
UCLASS Primary: ST655 – Student Awards
Retention Rule Number: Specific Retention Rule 2008.04
Function/Activity: To document the adjudication and administration of internally and externally funded student scholarships and awards processed through the Faculty of Graduate Studies.
Description/Type of Records: Copy of the award application, letters of reference, lists of applications for other awards, lists of applicant’s publications, theses, performances, and/or exhibitions, notification of award, student’s pay line financial printouts, transcripts.
|Office of Primary Responsibility (OPR)||Retention||Disposition|
|Faculty of Graduate Studies|
|Scholarship Committee agendas and Minutes:||3 years (destroy copies of applications after each meeting)||Confidential shred or delete|
|Unsuccessful Applications (internal & external):||1 year from receipt||Confidential shred or delete|
|Successful Internal Award files:||5 years from tenure period of application||Confidential shred or delete|
|Successful External Award files:||7 years from tenure period of application||Confidential shred or delete|
Access to this series shall be limited to those with the authority for the following purposes:
- 1. File and/or case management
- 2. Evaluation of the application
- 3. Legal review
- 4. Research (at the discretion of the Chair, Scholarship Committee)
Freedom of Information and Protection of Privacy Act, (s) 35 (b) for 1-year retention of records.
Tri-Agency Financial Administration reporting and auditing requirements.
- Lindsey Rose, Graduate Associate Registrar (Policy and Planning)
- Jo-Ann Munn Gafuik, Information Management Compliance Officer
- Bonnie Woelk, University Records Committee (Chair)
22 January 2009