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Records Schedules

• Human Resource Records Schedule (approved January 2012)
  (N.B. this supersedes "Personnel Records, Faculty" and "Personnel Records, Staff", which are still listed below for reference purposes only)

Draft Records Schedules

Note: These are draft records retention guidelines, presented here for the information of record-keeping staff in UBC offices and departments. If you have any questions or comments, please contact us.

• Awards and Financial Aid Records - 001
  • Student Financial Aid Dockets - 001-01
  • Unsuccessful Financial Aid Applications - 001-02
  • Donor Files - 001-03
  • External Donor Files - 001-04
  • Entrance Scholarship Award Applications - 001-05
  • Summer Session Bursary and Scholarship Applications - 001-06
  • Computer Reports for Selection of Award Recipients - 001-07


• Financial Records - 002
  • Accounts Payable - 002-01
  • Bank and Endowment Accounting - 002-02
  • Cashier - 002-03
  • Computer Reports - 002-04
  • Data Management - 002-05
  • General Accounting - 002-06
  • Payroll - 002-07
  • Research and Trust Accounting - 002-08
  • Treasury - 002-09


• Personnel Records, Faculty - 003
  (superceded by Human Resource Records Schedule, January 2012)
  • Faculty Files - 003-01
  • Other Academic Personnel Files - 003-02
  • Post-Doctoral Fellows - 003-03
  • Applications for Advertised Faculty Positions - 003-04
  • Applications and Inquiries - 003-05


• Personnel Records, Staff - 004
  (superceded by Human Resource Records Schedule, January 2012)
  • Employee Files - 004-01
  • Student Assistant Files - 004-02
  • Student Appointment Files - 004-03
  • Employee Records Database (IHRIS) - 004-04
  • Employee Relations - 004-05
  • Memoranda of Agreement - 004-06
  • Job Descriptions / External Advertisements - 004-07
  • Workers' Compensation Board Claim Files - 004-08
  • Job Evaluation Files - 004-09


• Research Grant Records - 005
  • Animal Care Commitee Files - 005-01
  • Human Ethics Committee Files - 005-02
  • Committee Files - 005-03
  • Grant Applications - 005-04
  • Grant Accounts - 005-05


• Student Records - 006
  • Academic Records Database (SIS) - 006-01
  • Student Dockets, Undergraduate - 006-02
  • Student Dockets, Masters - 006-03
  • Student Dockets, PhD - 006-04
  • Student Record Cards - 006-05
  • SIS Change of Registration Forms - 006-06
  • SIS Error Reports - 006-07
  • Records of Unsuccessful Applicants - 006-08
  • Medical Certificates - 006-09
  • Sessional Evaluations - 006-10
  • Review of Assigned Standing Requests - 006-11
  • Change of Grade Forms - 006-12
  • Reports of Grades - 006-13
  • Applications for Graduation - 006-14
  • Faculty Lists for Graduation - 006-15
  • In-Absentia Graduation Cards - 006-16
  • Requests for Replacement Diplomas - 006-17
  • Convocation Programs - 006-18
  • Supplemental Examination Records - 006-19
  • Broadsheets - 006-20

» University Archives
» Records Management Services
Records Retention Schedule and Disposal Authorities

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