RS10 – External Research Grants & Awards

This records class is a Personal Information Bank.

Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Authority | Retention RationaleVersion Information

Content & Scope

Records of applications for external research grants and awards for which the terms and conditions are non-negotiable or have been pre-negotiated under an institutional agreement and for which the intellectual property remains with the researcher.

This records class excludes research contracts and agreements classified with RS05 – Contracts, Agreements, and Licenses (Research), internally adjudicated research grants and awards classified with RS15 – Internally Adjudicated Grants and Awards, and student research awards classified with ST28 – Scholarships, Bursaries, and Awards Case File.

The records include Office of Research cover sheets, research proposals, applications and nominations, budgets, copies of ethics clearances and other required certifications, notices of award, and related correspondence.

Related Records

  • For research contracts and agreements, see RS05 – Contracts, Agreements, and Licenses (Research).
  • For internally adjudicated grants and awards, see RS15 – Internally Adjudicated Grants and Awards.
  • For student research awards, see ST28 – Scholarships, Bursaries, and Awards Case Files.

Responsible Unit

Office of Research.

Information Steward

Vice-President, Research & International.

Information Confidentiality Classification



  • Non-initiated research applications and proposals: 2 years after application or proposal denied or withdrawn.
  • Funded proposals: 7 years after the close of the research account, unless a longer period is specified by the research sponsor.


Secure Destruction.


Responsible Units should document the disposal/destruction of official records using the University records destruction form or equivalent documentation, to verify that we are following our records retention rules.


  • University of Waterloo Procedure 1A.
  • Policies, guidelines, or contractual requirements of research sponsors.

Retention Rationale

The retention period is based on operational use.

Approval Date

14 January 2011