RS20 – Sponsored Research Administration

These records relate to the administration of funded research activities.

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

Content & Scope

University research is funded by federal, provincial, and international governments and granting agencies, as well as by industrial and other private or non-profit sponsors. Funding may support specific research projects, research chairs, research infrastructure, and research-related travel.

This records class excludes records of financial transactions and procurement related to research activities.

The records include research reports, account reconciliations, financial reports, audit reports, and related correspondence.

Related Records

For records related to financial transactions and procurement for funded research activities, see FN05 – Accounting Journal Entries; FN10 – Accounting System; FN12 – Accounts Payable; FN15 – Purchasing Card Transactions; FN20 – Revenues and Accounts Receivable; and FN70 – Procurement and Purchasing.

Responsible Unit

  • Office of Research.
  • Award holder (research reports).

Information Steward

Vice-President, Research & International.

Information Confidentiality Classification



7 years after the close of the research account unless a longer period is specified by the research sponsor.


Research reports are retained for a longer period at the discretion of the award holder and/or the award holder's academic unit or research centre or institute, or the Office of Research, as applicable.


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.


Policies, guidelines, or contractual requirements of research sponsors.

Retention Rationale

The retention period is based on the requirements of the major research funding bodies.

Approval Date

14 January 2011