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.
|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|Procedure/Regulation Information Sheets:||Until superseded||Confidential shred or delete|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|
|All other offices||Copies can be destroyed at discretion of office||Confidential shred or delete|
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.
- Art Kirk, Director of Financial Services
- Jo-Ann Munn Gafuik, University Archivist
- Bonnie Woelk, University Records Committee (Chair)
6 March 2003