| Activity | OP4914 Administration of Graduate Student Awards |
| Records Series | 10 - Graduate Student Awards Committee |
| OPR | School of Graduate Studies and Postdoctoral Affairs |
| Description | Records consist of application package, nomination package, meeting minutes, ranking lists and memos. Includes Queen's Graduate Awards, SGS Fellowship and awards that funded by external agencies but administered at Queen's School of Graduate Studies, such as Ontario Graduate Scholarship, Ontario Trillium Scholarships and Queen Elizabeth II Aiming for the Top Scholarship. |
| Retention Trigger | Competition files closed (detail see other notes in parent page). |
| Total Retention | 1 year |
| Final Action | DP/AR |
| Disposition Plan | Award letters to be reclassified as OP4910-30 Graduate Students Records. Lists of successful candidates, or reports of awards to be transferred to the Archives. The rest of the records to be destroyed one year after the files are closed. |
| Retention Rationale | Retention based on anticipated operational use. |
| PIB | No |
| Vital Records |
This schedule applies to official records in all media. Convenience or duplicate copies of official records are considered transitory and should not be kept longer than necessary, and in no event longer than the official copy.
GLOSSARY
- AR = Transfer to Archives
- AY = End of Academic Year
- CO = Continuous OVerwrite
- CY = End of Calendar Year
- D = Destroy / Delete
- DP = Special Disposition Plan
- FY = End of Fiscal Year
- OPR = Office of Primary Responsibility
- PIB = Personal Information Bank
Printed on Thursday, Apr 25 2024