Records of applications or nominations for scholarships, bursaries, awards, loans, work-study or work-placement jobs, or other financial aid programs which do not receive the award or aid applied for.
This records class is a Personal Information Bank.
Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition ´¥ÌýAuthority | Retention Rationale | Version Information
Content & Scope
The records include application or nomination forms, supporting documents, and related correspondence.
Responsible Unit
- Registrar's Office, Student Awards & Financial Aid.
- Graduate Studies and Postdoctoral Affairs.
- Units responsible for administering scholarships, bursaries, and awards.
Information Steward
- Registrar, for undergraduate student case files.
- Associate Vice-President, Graduate Studies and Postdoctoral Affairs, for graduate student case files.
Information Confidentiality Classification
Highly Restricted.
Retention
1 year after the decision process has been completed.
Disposition
Secure Destruction.
Note
Responsible Units should document the disposal/destruction of official records using the University records destruction form or equivalent documentation, to verify that we are following our records retention rules.
Authority
University of À¶Ý®ÊÓƵ Act, 1972.
Retention Rationale
Retention is based on regulations to the Freedom of Information and Protection of Privacy Act requiring that personal information be retained for a minimum of one year after its use, unless the individual to whom the information relates consents to its earlier disposal (RRO 1990 Reg 460, s 5(1)).
Approval Date
26 July 2010