Student Fees

UCLASS Primary: FM650 – Student Fees

Retention Rule Number: Specific Retention Rule 2000.20

Function/Activity: To document the payment of student fees to the University and the tracking of student fee payments. Includes the application and authorization of emergency loans.

Description/Type of Records: Emergency loan applications and authorizations, financial transaction summary reports, procedure and regulation information sheets, program statistical records, promissory notes, reconciliation records, student fee invoices and payment receipts, student loan agreements, tuition fee waivers, withhold notices and correspondence.

Retention Rules

Office of Primary Responsibility (OPR) Retention Disposition
Accounts Receivable (Finance)
     Promissory Notes, Emergency Loan Applications and Withhold Notices: Until account is paid Confidential shred or delete
     Summary Reports: 7 years Confidential shred or delete
     Reconciliation Records: 3 years Confidential shred or delete
     Program Statistical Records: 4 years Confidential shred or delete
     Procedure/Regulation Information Sheets: Until superseded Confidential shred or delete
     Remainder of Records: 4 years Confidential shred or delete
Other (Non-OPR’s) Retention Disposition
All other offices Copies can be destroyed at discretion of office Confidential shred or delete

Freedom of Information and Protection of Privacy Act, access to these records is restricted to staff assigned the functional responsibilities related to the records as well as those with the authority to compile, classify, annotate, read, retrieve, transfer or destroy this record series.  All other applications for access can be made through a Freedom of Information and Protection of Privacy access request.

For Offices of Primary Responsibility (OPR):
Income Tax Act, R.S.C. 1985 (5th Supp.), c.1, s.230(4); s.230(4)(b)(part)).
Limitations Act, Chapter L-12, s.3(1).

Approval Information:

  • Art Kirk, Director of Financial Services
  • Jo-Ann Munn Gafuik, University Archivist
  • Bonnie Woelk, University Records Committee (Chair)

6 March 2003