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EDI International Mobility Award
Description, purpose and use of records
Records relating to the processing, adjudication and administration of the Equity, Diversity, and Inclusion International Mobility Award (EDI IMA).
Initial application records may include application forms, adjudicator's evaluations, and other supporting documentation. If successful, a post-acceptance case file is created which may include proof of travel (plane tickets, boarding passes, receipts, etc.), reports, and other supporting documentation.
Retention periods
| Records | Active Retention |
Semi-Active Retention | Total retention | Final disposition |
|---|---|---|---|---|
| Unsuccessful Initial Application | Current year award adjudicated + 1Y | Nil | Current year award adjudicated + 1Y | Destruction |
| Post Acceptance Case File | Current year award adjudicated + 1Y | 5Y | Current year award adjudicated + 6Y | 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to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments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)
Retention rationale
A retention period of CY award adjudicated + 1 year followed by destruction for unsuccessful applications is sufficient to meet the Universities administrative and audit needs for these records.
However, if applications are successful the EDI International Mobility Award has an adjudication window of 4 terms after the award has been conditionally confirmed. Students also have the opportunity to defer the award (for example a student who applies for the award with a November 15, 2022 deadline will have the option to select a term for international learning up to and including Spring 2024). In addition, students must provide proof of travel (boarding passes, receipts, etc.) which must be retained for 6 years as per requirements established by the EDI IMA funding organization (Global Skills Opportunity, the Government of Canada's Outbound Student Mobility Pilot Program). Therefore, the total retention period of CY award adjudicated + 6 years followed by destruction for the EDI IMA Post-Acceptance Case File is sufficient to meet the University's administrative and audit needs for these records.
related RRSDAs
Status
RRSDA is in force
Approval Date
13 Jul 2023
Last Revised Date
13 Jul 2023