Research RS13 - Research Grants and Awards - External

Accessed:	2026-07-17
Purpose of series:	Records series documenting the application for and administration of external grants for which terms and conditions are not negotiable and for which intellectual property remains with researcher.
Scope and contents:	Includes (but is not limited to): applications and proposals, award notices, budgets, project descriptions, reports and related correspondence,
Cross reference:	For contracts and agreements see: Research - Research Contracts and Agreements (RS10); For review of ponsor-researcher contracts see: Review of Sponsor-Researcher Contracts (RS11); For financial records related to research accounting see: Finance - Research Accounting (FN14); For financial documentation processed centrally with Financial Services see: Financial Transactions - Processed Centrally (FN10). For financials processed internally by unit see: Financial Transactions - Processed by Unit (FN11)
Exceptions:	Internal research grants and awards see: Research - Research Grants and Awards - Internal (RS12)

Primary offices:	Office of Research Services, Faculties
Primary office retention trigger:	Superseded / Obsolete
Primary office disposition:	Transfer to University Archives
Primary office retention period:	10 years*
Primary office retention instructions:	Funded proposals: S/O = Research account closed records retained for 10 additional years, *unless a longer period is specified by the research sponsor, then transferred to the University Archives for selective retention. Non-initiated research applications and proposals S/O = The end of the fiscal year (FY) the application or proposal denied or withdrawn, records are retained for 2 additional years, then securely destroyed.

Secondary offices:	Units
Secondary office retention trigger:	Fiscal Year
Secondary office disposition:	Secure Destruction
Secondary office retention period:	3 years
Secondary office retention instructions:	Record closed on the fiscal year (FY), retained for 3 years and then securely destroyed.

Retention rationale:

Expected Operational Use, Income Tax Act and Appeal Period.

Vital records	Electronic systems	Personal information	Official media
No	NAS, SharePoint, Romeo	Yes	Paper, Electronic

Approval date:	Last updated:	Edited by:	Security classification:
2021-12-13	2022-01-21 11:19:09	cr618206	Sensitive

Notes: