- Archives
- Records Management
- FIPPA
- Digital preservation
- Resources
- About
- Mission, vision and values
- Contact us
- Feedback and comments
- Our blog
- Archival Film Flashes Back to 70s Student Life
- Manuscript Traces SFU's Architectural History
- Early University News Publications Now Digitally Available
- Digitized Programs Commemorate SFU’s Opening & Installation Ceremonies
- Archives Celebrates Fall Convocation with Release of Digitized Programs
- Films Capture Visual History and Sentiment of Time Gone By
- Lost and Found: Simon Fraser Letters
- Oral History Provides Glimpse into Mind of SFU’s First Chancellor Gordon Shrum
- Early SFU Photos Tell a Story That Frames Our World
- Aerial Photos Capture Campus Landscape & Photographer’s Legacy
- You have what...?!! and other interesting things you didn't know about the SFU Archives
- Charting the course of history: documenting SFU's early days from the student perspective (Part 1)
- Charting the course of history: documenting SFU's early days from the student perspective (Part 2)
- Helping others find their history in the future: Preserving the records of the Students of Caribbean and African Ancestry at SFU
- Preserving the sparks of global revolution in the Adbusters Media Foundation fonds
- Reflections of a co-op student
- Debunking popular myths and conspiracies with the Barry Beyerstein fonds
- In "The Beginning...": First student film returns to SFU
- "Got any pictures of Terry Fox?"
- My summer in the archives: a co-op placement retrospective
- Seeing the world through Arthur Erickson's eyes
- Beer (records) in the Archives!
- Quartet in the Quadrangle: PSQ Records Come to SFU
- Navigating silences and filling gaps: finding Black stories in the Archives
- Boxes, boxes, and more boxes: my summer co-op at SFU Archives
- Finding queer joy in the SFU Archives: Out On Campus records now available
- Glossary
Financial Aid and Awards subject files
Function
Student Services and Records
PIB
No
RRSDA Number
2014-004
Department
Financial Aid and Awards
Description, purpose and use of records
Records relating to the administration of the Financial Aid and Awards unit (FAA) of Enrolment Services and the operation of student financial aid programs. The FAA unit awards financial aid and awards to undergraduate and graduate students, including scholarships, awards, bursaries, and work-study opportunities. FAA also administers loans to students that have been awarded by external bodies.
Records may include but are not limited to: correspondence and memoranda; reports and statistics; forms; mailing lists and courier logs; policies and procedures; terms of reference for scholarships, awards, and bursaries; budgets and budget planning documents; audits, financial reports and transaction records; work orders; manuals and documentation; proposals; brochures and publications; project files; legal files; invoices, receipts and vouchers; equipment warranties; and reference files.
Electronic records may include but are not limited to: email correspondence; records stored on shared drive; and databases used to maintain current Terms of Reference for scholarships, awards, and bursaries.
This is a default schedule covering all the FAA records UNLESS a more specific RRSDA applies.
Retention periods
| Records | Active | Semi-Active | Total retention | Final disposition |
|---|---|---|---|---|
| FAA subject files: | CY + 2 years | 5 years | CY+ 7 years | Selective retention |
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)
- 34 Code of Federal Regulations 668.24, RECORD RETENTION AND EXAMINATIONS
- 34 Code of Federal Regulations 682.610, ADMINISTRATIVE AND FISCAL REQUIREMENTS FOR PARTICIPATING SCHOOLS.
- StudentAid BC Administration Manual 2012/2013 Program Year Sect 5
- StudentAid BC Policy Manual 2013/2014 Chpt 1 Sect 3
- Limitation Act (SBC 2012, c. 13)
- Federal Student Aid Handbook, 2013-2014 (U.S), Chapters 7 (Record keeping, Electronic Processes, and Privacy) and 9 (Program Review, Sanctions, and Close-out)
- Canada Student Loan Act (RSC 1985, c. S-23)
- Canada Student Financial Assistance Act (SC 1994, c. C-28)
- Senate Policy Committee on Scholarships, Awards and Bursaries (SPCSAB)
Retention rationale
The records document the administration of financial aid and award programs to undergraduate and graduate students. A total recommended retention period of "CY + 7 years" ensures that the administrative, legal, fiscal, and audit values of the records has passed.
Related RRSDAs
Status
RRSDA is in force
Approval Date
28 April 2014
Last Revised Date
28 April 2014