Graduate Student Scholarships and Awards

Function/Activity: To document the adjudication and administration of internally and externally funded student scholarships and awards processed through the Faculty of Graduate Studies.

Description/Type of Records: Copy of the award application, letters of reference, lists of applications for other awards, lists of applicant’s publications, theses, performances, and/or exhibitions, notification of award, student’s pay line financial printouts, transcripts.

Retention Rules

Office of Primary Responsibility (OPR)	Retention	Disposition
Faculty of Graduate Studies
Scholarship Committee agendas and Minutes:	3 years (destroy copies of applications after each meeting)	Confidential shred or delete
Unsuccessful Applications (internal & external):	1 year from receipt	Confidential shred or delete
Successful Internal Award files:	5 years from tenure period of application	Confidential shred or delete
Successful External Award files:	7 years from tenure period of application	Confidential shred or delete

Restrictions:
Access to this series shall be limited to those with the authority for the following purposes:

• 1. File and/or case management
• 2. Evaluation of the application
• 3. Legal review
• 4. Research (at the discretion of the Chair, Scholarship Committee)

Citations:
Freedom of Information and Protection of Privacy Act, (s) 35 (b) for 1-year retention of records.
Tri-Agency Financial Administration reporting and auditing requirements.

Approval Information:

• Lindsey Rose, Graduate Associate Registrar (Policy and Planning)
• Jo-Ann Munn Gafuik, Information Management Compliance Officer
• Bonnie Woelk, University Records Committee (Chair)

22 January 2009