On the following pages is sample of a Records Retention and Disposition Schedule.
A
Alberta Records Management Committee
Records Retention and
Disposition Schedule
Organization Name Learning Org Code LRSchedule Number/Status
2001/148
Approved
Program/Service Name:Student Financial Assistance Program
SCHEDULE ADMINISTRATION
Type:
Continuing Schedule
Organization Chart:
2001148_OC.pdf
External Documents:
Comments: Y
Related Schedule(s):
Cancels/Replaces Schedule(s):
1975/139-A3 Students Finance Board
1991/098 STUDENTS FINANCE BOARD
Amendment History --- None --- Schedule Transfer History --- None ---
Schedule Cancellation History --- None ---
SCHEDULE APPROVALS
Senior Program Manager: Manager, Department Date: Jul 21, 2003 Senior Records Officer: Vickers, Kelly Date: Jul 30, 2003 ARMC Chair: Kessler, Sue Date: Oct 02, 2003
APPROVED IN ACCORDANCE WITH RECORDS MANAGEMENT REGULATION (A.R. 224/2001) AND GOVERNMENT ORGANIZATION ACT (R.S.A. 2000, Chapter G-10, Schedule 11)
PROGRAM/SERVICE INFORMATION
Purpose/Function
Learner Funding is responsible for processing and reviewing the eligibility of applications for financial assistance and ensures that award determinations are timely and accurate. Also ensures accountability for awards through liaison with stakeholders and partners and managing functions such as lender agreements, audit, budgeting and forecasting. Coordinates efforts with lending institutions and other partners to ensure loan administration and default management complies with current policies. This schedule covers the case file series only.
Brief History
The Student Assistance Board was established by authority of the Students Assistance Act, 1953 to administer the program of financial assistance to university students and student nurses provided in the act. In September 1959 the Student Assistance Board was designated as the appropriate authority to issue certificates of eligibility on behalf of the Canada Student Loans program. That same year, the Student Assistance Act was amended to allow for a broader range of funding to post-secondary students. In 1971, the name of the Board was changed to the Students Finance Board. The Board was given responsibility for the administration of provincial financial assistance to post- secondary students, including assistance issued through the Canada Student Loans program. In 1998, under the authority of the Student Finance Act and Student Loan Act the following changes were made:
The Minister is responsible for the operation and administration of student financial assistance programs and the apportionment and distribution of student financial assistance in the Province of Alberta.
The Student Finance Board advises the Minister on matters relating to student financial
assistance. It also advises the Minister on scholarships under the Alberta Heritage Scholarship Act. The Board may also conduct investigations or research studies on issues relating to student financial assistance on the Minister's behalf.
Mandate/Legal Authority
Student Finance Act, Student Loan Act, Heritage Scholarship Act, Student Financial Assistance Regulation, Heritage Scholarship Regulation, Canada Student Loan Act, Canada Student Loan Regulation, Canada Student Financial Assistance Act, Canada Student Financial Assistance Regulation, Limitations Act and the Government Organization Act.
APPRAISAL
Archivist: (not on file)
Manager, Government Records: Murdoch, Wayne Date: Jul 14, 2003 Director, Provincial Archivist: Thomson, Sandra Date: Jul 21, 2003 Organization Purpose:
Alberta Learning is the provincial government department responsible for the delivery of education programs and services for people of all ages. One of Alberta Learning's core businesses is to provide financial assistance to adult Albertans enrolled in approved educational institutions.
Business Function
Comments
Special Preservation/Conservation Factors Special Storage Requirements
OPINIONS
Opinion None requested
Aboriginal Opinion None requested Financial Opinion None requested FOIP Opinion None requested IT Opinion None requested Legal Opinion None requested
SCHEDULE ITEMS
01
Student Financial Assistance Files
Student assistance case file series contain original applications for student funding with supporting
documentation such as written correspondence to and from the students. The files may also contain original statutory declarations; medical information such as doctors' letters; original or photocopies of receipts, photo copies of marriage certificates and other documents required to determine a students eligibility for loan and/or grant funding. Information Student assistance files consist of three types of loans: Guarantee Loan, Risk Share Loan and Direct Loan. This Case files series is filed by Social Insurance Number. Note: Applicant has ten years to repay the loan. If the loan has not been repaid by that time - see item #2 of this schedule.
PIB - Contains personal information relating to the student; such as name, Social Insurance Number, student I.D. number, address, phone number, birth date , gender, education and employment history, income of applicant, parents, sponsors, spouse, marital status, residency status, amount of grants and/or loans, bank where loan resides and medical certificate and transcript information.
Date Range: 1969 to Date Media: Paper Other:
Legal Reference: FOIP Ref : PIB Closure Criteria:
Fiscal year end (Mar 31) Once loan has been repaid
Retention On-site:
2 Year(s)
Retention Off-site:
8 Year(s)
Concurrence Conditions:
Providing no outstanding litigation Final Disposition: Destroy
Archival Appraisal:
RECOMMEND FINAL DISPOSITION OF DESTROY.
These are operational records of the business function of providing student loans to adult learners. Policy and procedure for obtaining student loans does not allow for interpretation of requirements. All applicants must meet the same requirements and, while the information contained in each student’s case file is unique, the records document the routine process of processing student loans. These records consist of case files containing original applications, loan certificates and supporting documentation including correspondence, defaulted loan balances and/or grant funding overpayment details. Much like accounts payable and receivable, these records consist of routine operational files that have no long-term value. Evidence of the business function of providing student loans will be better provided in the department’s policy and
procedure files. The Provincial Archives of Alberta should not acquire them.
Items to be cancelled:
1975/139-A3 1 Student Loan Files
02
Collection Files
Defaulted student financial assistance files contain original loan certificates and supporting documentation such as defaulted loan balances and/or grant funding overpayment details. The files are either in active collection or balances have been written-off if they are considered economically uncollectable, but in either case the debtor's liability to the Crown is not removed. This Case files series is filed by Social Insurance Number.
Note: If the student: a) pays off the the debt(s) to the crown; or b) has applied for further funding and met the default criteria, the file retention and disposition revert to item 1 of this schedule.
PIB - Contains personal information relating to the student; such as name, Social Insurance Number, student I.D. number, address, phone number, birth date, gender, education and employment history, income of applicant, parents, sponsors, spouse, marital status, residency status, amount of loans, bank where loan resides and medical certificate and transcript information.
Date Range: 1981 to Date Media: Paper Other:
Legal Reference: FOIP Ref : PIB Closure Criteria:
After the student loan has been referred for collection or written-off
Retention On-site:
2 Year(s)
Retention Off-site:
80 Year(s)
Concurrence Conditions: Final Disposition: Destroy
Archival Appraisal:
R ECOMMEND FINAL DISPOSITION OF DESTROY.
As with the records found in item 01 above, these are operational records of the business function of providing student loans to adult learners. However, these case files document the unsuccessful attempts to have the learner repay their student loans. After ten years, if a loan is not repaid, the department retains the case file until such time as the loan is written off and the retention period of 82 years is met. Again, evidence of the business function of providing student loans will be better provided in the department’s policy and procedure files. These records have no long-term value so the Provincial Archives of Alberta need not acquire them.
Items to be cancelled: