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- Glossary
Tuition Refund Requests and Appeals Case Files
Description, purpose and use of records
This series consists of case files related to the administration of tuition refund requests and appeals by the Appeals Coordinator and members of the Enrollment Appeal Committee.
Records in this series include Tuition Appeals Health Care Provider form, timeline of extenuating circumstances, written correspondence with instructors/advisors, death certificates/obituaries, and other supporting documentation.
Retention periods
| Records | Active | Semi-Active | Total retention | Final disposition |
|---|---|---|---|---|
| Tuition Refund Requests and Appeals Case Files | 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to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments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:
- Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165)
- Limitation Act (SBC 2012, c. 13)
Retention rationale
The Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165, s. 31) requires that personal information used to make a decision that directly affects an individual must be retained for at least one year. Section 6(1) of the Limitation Act (SBC 2012, c. 13) states that claim must not be commenced more than 2 years after the day on which the claim is discovered. Finally, students have a period of one month to appeal any decision made by the Enrollment Appeal Committee. Therefore a total retention period of "Case closed + 2 years" is sufficient to meet the administrative, legal, fiscal and audit needs of the university.
Retention and filing guidelines
Tuition Refund Appeal applications are created and managed electronically by Student Services. Students submit an application form and attach supporting documents using an online web form. Once received by Student Services the refund appeal process is managed electronically and paper records are not created.
Please note, in cases where a student makes multiple or frequent applications for Tuition Refund their case files may be reopened at the discretion of the Registrar.
related RRSDAs
Status
RRSDA is in force
Approval Date
5 January 2023
Last Revised Date
5 January 2023