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- Manuscript Traces SFU's Architectural History
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- Glossary
U.S. Student Loan and U.S. Veteran's Benefits Records - Case Files
Function
Student Services and Records
PIB
RRSDA Number
2014-002
Department
Student Services
Financial Aid and Awards
Description, purpose and use of records
Records relating to the disbursement of undergraduate and graduate student aid through externally-administered U.S. aid programs, including the U.S. Department of Education and the U.S. Department of Veterans Affairs.
Financial Aid and Awards confirms and monitors the eligibility of the student for a given aid program, administers the financial details of the loan or benefits, and liaises between the student and the aid program(s) to assist the student in providing the correct information to the aid authority. Financial Aid and Awards does not distribute loan or benefits money, and original records of the loan or benefit are kept with the aid originators/authority.
Records consist of the case files of all students receiving funding through a particular external aid program. The U.S. Department of Education administers loan programs to eligible U.S. citizens and permanent residents; the U.S. Department of Veterans Affairs adminsters educational benefits that have been earned by service in the U.S. military.
U.S. loan case files, including loans administered through the Direct Loan programs (for both student and parent loans) of the U.S. Department of Education, may include, but are not limited to: credit reports; financial information of parents or guardians; financial aid history information for transfer students; assessment package and supporting documents; internal and externally-required checklists; cost of attendance information; confirmation of admission and enrolment; documentation of satisfactory academic progress; student certification statements; documents used to verify applicant data and resolve conflicting information; documentation of all professional judgment decisions; advising notes and instructions given to the student; and correspondence.
U.S. Veterans Affairs benefits case files may include, but are not limited to: confirmation of eligibility, admission and enrolment; documentation of satisfactory academic progress; forms documenting attendence; correspondence; etc.
Students must apply each term for U.S. loan funding. Students apply each year for U.S. veterans benefits.
U.S. student loan case files are no longer tracked in the student electronic information system (SIMS). Case file records related to U.S.-administered student financial aid exist outside of SIMS. Similarly, U.S. veteran's benefits information are not maintained in SIMS and are maintained only by the Financial Aid and Awards unit of Enrolment Services.
Retention periods
| Records | Active Retention |
Semi-Active Retention | Total retention | Final disposition |
|---|---|---|---|---|
| U.S. loans and U.S. veteran's benefits case files: | Student last attended (registered or graduated) + 1 year | 2 years | Student last attended (registered or graduated) + 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)
- Federal Student Aid Handbook, 2013-2014 (U.S), Chapters 7 (Record keeping, Electronic Processes, and Privacy) and 9 (Program Review, Sanctions, and Close-out)
- 34 Code of Federal Regulations (U.S) 668.24 - RECORD RETENTION AND EXAMINATIONS.
- 34 Code of Federal Regulations (U.S) 682.610 - ADMINISTRATIVE AND FISCAL REQUIREMENTS FOR PARTICIPATING SCHOOLS.
Retention rationale
The Freedom of Information and Protection of Privacy 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. Student case files must be retained for three years after the year in which the student last attended (registered or graduated) in compliance with 34 CFR (U.S) 668.24.
Retention and filing guidelines
Case files are organized by last name of the student. Files are closed when a student graduates, or in the year the student last registered for classes.
related RRSDAs
Status
RRSDA is in force
Approval Date
28 Apr 2014
Last Revised Date
28 Apr 2014