Student Dicipline Records

Student Discipline Records

Function

Student Services and Records

PIB

PIB-076

RRSDA Number

2006-003

Department

Student Services
Senate

Description, purpose and use of records

Records relating to examinations of allegations of student academic dishonesty and/or misconduct by the University Board on Student Discipline (UBSD) and/or the Senate Committee on Disciplinary Appeals (SCODA).

Records include, but are not limited to, correspondence with the parties involved, notices of hearings, submissions of supporting documentation, audio cassette tapes (UBSD case files only), findings of fact, UBSD and SCODA decision letters, recommendations made to the President, President's decision letters, typed transcripts of open hearings, and checklists.

Note that UBSD and SCODA case files are maintained by different support staff within Student Services.

This records series is a Personal Information Bank (PIB). See PIB description.

Retention periods

Records	Active	Semi-Active	Total retention	Final disposition
UBSD and SCODA Case Files	Current year case closed + 2 years	Nil	Case closed + 2 years	Destruction
UBSD and SCODA Summaries	Current year + 2 years	Nil	Case closed + 2 years	Full retention
Sealed Records (SCODA Appeals Package)	Current year case closed + 2 years	Nil	Case closed + 2 years	Destruction

Active = Active Retention Period, Keep in Office; Semi-Active = Semi-Active Retention period, transfer to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments

Authorities

These records are created, used, retained and managed in accordance with the following authorities:

University Act (RSBC 1996, c. 468)
S10.01 Student Academic Integrity Policy
S10.02 University Board on Student Discipline
S10.03 Senate Committee on Disciplinary Appeals
S10.04 Student Conduct Policy
Limitation Act (SBC 2012, c. 13)

Retention rationale

These are operational records that document the examination of allegations of student academic dishonesty and misconduct. A total retention period of "CY case closed + 2 years" is sufficient to meet SFU's administrative, legal, fiscal and audit needs for the UBSD and SCODA case files, and to comply with the 2 year period established by the Limitations Act.

Retention and filing guidelines

CLOSING FILES

The severity of a UBSD penalty can be appealed to SCODA. Students have three weeks to make an appeal from the date of receiving the President's decision letter. Do not close case files until this appeal period has expired. Students cannot appeal SCODA decisions.

TRANSITORY RECORDS

The official record of the SCODA appeal package is maintained by Student Services. All SCODA panel members are asked to destroy their copies of the SCODA appeal package (including any handwritten notes) immediately following the hearing, including any electronic information contained in their trash email folder. Draft decision letters should be destroyed once additions and corrections have been made and a final version created.

SEALED RECORDS

Sealed records (SCODA appeal packages) are saved in the student file and copies of the Academic Integrity Report (AIR) are given to the student, instructor, Chair and Academic Integrity Coordinator.

In the case where sealed records become part of ongoing litigation or additional appeal process these records may need to be retained for a longer period of time. This is rare and should be assessed on a case-by-case basis.

related RRSDAs

Status

RRSDA is in force

Approval Date

2 March 2007

Last Revised Date

1 February 2022

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