Student Fees

Function/Activity: To document the payment of student fees to the University and the tracking of student fee payments. Includes the application and authorization of emergency loans.

Description/Type of Records: Emergency loan applications and authorizations, financial transaction summary reports, procedure and regulation information sheets, program statistical records, promissory notes, reconciliation records, student fee invoices and payment receipts, student loan agreements, tuition fee waivers, withhold notices and correspondence.

Retention Rules

Office of Primary Responsibility (OPR)	Retention	Disposition
Accounts Receivable (Finance)
Promissory Notes, Emergency Loan Applications and Withhold Notices:	Until account is paid	Confidential shred or delete
Summary Reports:	7 years	Confidential shred or delete
Reconciliation Records:	3 years	Confidential shred or delete
Program Statistical Records:	4 years	Confidential shred or delete
Procedure/Regulation Information Sheets:	Until superseded	Confidential shred or delete
Remainder of Records:	4 years	Confidential shred or delete

Other (Non-OPR’s)	Retention	Disposition
All other offices	Copies can be destroyed at discretion of office	Confidential shred or delete

Restrictions:
Freedom of Information and Protection of Privacy Act, access to these records is restricted to staff assigned the functional responsibilities related to the records as well as those with the authority to compile, classify, annotate, read, retrieve, transfer or destroy this record series.  All other applications for access can be made through a Freedom of Information and Protection of Privacy access request.

Citations:
For Offices of Primary Responsibility (OPR):
Income Tax Act, R.S.C. 1985 (5th Supp.), c.1, s.230(4); s.230(4)(b)(part)).
Limitations Act, Chapter L-12, s.3(1).

Approval Information:

• Art Kirk, Director of Financial Services
• Jo-Ann Munn Gafuik, University Archivist
• Bonnie Woelk, University Records Committee (Chair)

6 March 2003