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Course Management Records
Function
Teaching and Academic Programs
PIB
No
RRSDA Number
1999-002
Department
All University Departments
Description, purpose and use of records
The series consists of records relating to the management, administration, and delivery of courses offered to students at SFU. Records include documents relating to course enrollment, scheduling, class lists, add/drop forms, course book requisition forms, grade lists, correspondence relating to course administration, etc. Please note, this schedule does not apply to course outlines. For information about retention of course outlines, see RRSDA 2026-007 Course Outlines.
Retention periods
| Records | Active Retention |
Semi-Active Retention | Total retention | Final disposition |
|---|---|---|---|---|
| Course management records - non-accredited courses | CY + 1 year | 2 years | CY + 3 years | Destruction |
| Course management records - accredited programs | Accreditation cycle completed + 1 year | Nil | Accreditation cycle completed + 1 year | 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to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments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)
- 麻豆视频Policy T Series, Teaching
- Senate Guidelines for External Reviews of Academic Units
Retention rationale
Course Management Records 鈥� Non-accredited programs
Course management records document the routine administrative tasks associated with planning, organizing, and delivering courses.
In accordance with the Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165), information used to make a decision about an individual must be retained for a minimum of 1 year. Additionally, as per I 10.09, Retention and Disposal of Student Exams or Assignments, RRSDA 1995-018 Exams, Assignments and Grades, and T 20.01, Grading and the Reconsideration of Grades, exams and assignments must be retained for a minimum of 1 year after a grade or course appeal is resolved. As most course appeals are resolved within 1 year of course completion retaining course management records for 3 years is sufficient to meet the administrative and operational needs of the University.
Therefore, upon expiry of the total retention period of CY + 3, these records cease to have administrative value and should be destroyed.
Course Management Records 鈥� Accredited programs
Several professional programs (e.g., Engineering) must keep extensive information about courses as part of their external accreditation process. Accreditation cycles are typically up to 6 years, and previous years' accreditation applications are often referenced during subsequent accreditation cycles.
Therefore, a total retention period of 鈥淎ccreditation cycle completed + 1 year鈥� is sufficient to meet the administrative and operational needs of the University. Upon expiry of the total retention period (Accreditation cycle completed + 1 year), Course Management Records for accredited program should be deleted.
Retention and filing guidelines
Do not file instructor/course evaluations, completed student assignments and/or exams, or course outlines with other course management records. These records have different retention requirements which are easier to apply if they are kept separately (see the associated RRSDA section for more information).
Arrange course files by year, semester, and course number (i.e., 2026-Winter-ENG101).
RELATED RRSDAs
Status
RRSDA is in force
Approval Date
12 Oct 2000
Last Revised Date
28 September 2026