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Schedule Number
FM3100
Primary Title
Student Accounts
Office of Primary Responsibility
UBCV: Financial Operations; Enrolment services
UBCO: Procurement and Finance Services; Enrolment Services
| Reference and duplicate copies of records are considered transitory and should only be kept as long as necessary and never longer than the retention of the official record. |
Description
Records in this series cover the collection and administration of student fees, including tuition, residence, and incidental. These include payment records, promissory notes, collection records, tuition benefit records, related documents and correspondence.
Personal information that may be found in this series includes student ID, contact information, payment details, SIN, status at the university, collection records.
Note: Once records are loaded and approved in Workday the record holder should destroy the referent records.
Vital: Yes
PIB: Yes
Authority:
BoG Policy GA4: Records Management
UBC Information Security Standard U1
Records Management Office Digitization Standard
Date Approved: 20220729
Retention Schedule Secondaries
| Secondary No. | Secondary Title, Scope & Content | Retention, DD = Destroyestruction & DD = Destroyisposition |
Secondary No. 01 |
Secondary Title, Scope & Content Policies and Procedures |
Retention, DD = Destroyestruction & DD = Destroyisposition EVEV = Event+5Y, FRFR = Full Retention by University Archives unless otherwise noted EVEV = Event=DD = Destroyate superseded or obsolete FRFR = Full Retention by University Archives unless otherwise noted=UAUA = University Archives will fully retain records from this series |
Secondary No. 05 |
Secondary Title, Scope & Content General |
Retention, DD = Destroyestruction & DD = Destroyisposition EVEV = Event+5Y, DD = Destroy EVEV = Event=DD = Destroyate superseded or obsolete |
Secondary No. 10 |
Secondary Title, Scope & Content Accounts Includes Student Financial Aid Dockets (see ST6900-10) |
Retention, DD = Destroyestruction & DD = Destroyisposition FYFY = Fiscal Year+6Y, DD = Destroy SRSR = Selective Retention by University Archives=UAUA = University Archives will selectively retain records from this series |
Secondary No. 25 |
Secondary Title, Scope & Content Residential Fees |
Retention, DD = Destroyestruction & DD = Destroyisposition FYFY = Fiscal Year+6Y, DD = Destroy |
Secondary No. 35 |
Secondary Title, Scope & Content Tuition Fees |
Retention, DD = Destroyestruction & DD = Destroyisposition FYFY = Fiscal Year+6Y, DD = Destroy |
Secondary No. 45 |
Secondary Title, Scope & Content Issues |
Retention, DD = Destroyestruction & DD = Destroyisposition FYFY = Fiscal Year+5Y, DD = Destroy |
Secondary No. 60 |
Secondary Title, Scope & Content Reports |
Retention, DD = Destroyestruction & DD = Destroyisposition FYFY = Fiscal Year+5Y, SRSR = Selective Retention by University Archives SRSR = Selective Retention by University Archives=UAUA = University Archives will selectively retain records from this series |
Acronym Key: AY = Academic Year; CY = Calendar Year; D = Destroy; EV = Event; FY = Fiscal Year; FR = Full Retention by University Archives unless otherwise noted; OPR = Office or Department responsible for source of truth records; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year