2000-019
Senate Undergraduate Awards Adjudication Committee (SUAAC) Files
Student Services
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| ARO acts as committee secretariat and maintains records | CY + 2 years | 5 years | CY + 7 years | Selective Retention by Archives |
CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.
Records made or received and used to support the activities and deliberations of the Senate Undergraduate Awards Adjudication Committee (SUAAC).
Records include membership lists and terms of reference, agendas and minutes, correspondence, memoranda and email, award application forms and support documentation, decision letters and notifications.
SUAAC adjudicates applications for university undergraduate and private scholarhips and awards. SUAAC is a standing committee of the Senate and reports to and advises the Senate Policy Committee on Scholarships, Awards and Bursaries (SPCSAB). The Director of the Academic Resources Office (ARO) acts as the committee secretariat and maintains the official records of SUAAC in the ARO offices.
While SUAAC adjudicates applications, the administration of scholarships, awards and bursaries is a function of the Academic Resources Office; for ARO records relating to this activity, see RRSDA 2000-013, Academic Resources Office Subject Files.
These records are created, used, retained and managed in accordance with the following authorities:
Total retention period is consistent with the ARO's default retention rule (facilitating application) and with the general university-wide schedule for committee files (RRSDA 1999-003) and ensures that the university's administrative, audit and legal needs are met. Files with shorter retention requirements and which do not need to be sent the University Records Centre are noted in the ARO File Classification Plan. The retention of records relating to individual applications is consistent with the general, university-wide RRSDA 1999-48, Scholarship, Award and Bursary Application Files.
The ARO acts as secretariat to SUAAC. The File Classification Plan developed for the ARO in the fall semester 2000 makes provision for keeping these records separate from ARO records. The Plan provides detailed guidelines for classifying SUAAC records and applying retention periods tailored to the classification categories. Not all the records covered by this RRSDA need be retained for the full 7-year retention period and these exceptions are noted in the Classification Plan. The ARO is responsible for maintaining and revising the Plan as needed. Any changes affecting retention rules and/or final disposition must be approved by the University Archivist.
RRSDA is in force.
Approved by the University Archivist: 20 Dec 2000