Title and statement of responsibility area
Title proper
Registrar's Office fonds
General material designation
- Textual record
Parallel title
Other title information
Title statements of responsibility
Title notes
- Source of title proper: The title is based on the contents of the fonds.
Level of description
Fonds
Repository
Reference code
Edition area
Edition statement
Edition statement of responsibility
Class of material specific details area
Statement of scale (cartographic)
Statement of projection (cartographic)
Statement of coordinates (cartographic)
Statement of scale (architectural)
Issuing jurisdiction and denomination (philatelic)
Dates of creation area
Date(s)
Physical description area
Physical description
26.48 m of textual records.
451 reels of microfilm.
Publisher's series area
Title proper of publisher's series
Parallel titles of publisher's series
Other title information of publisher's series
Statement of responsibility relating to publisher's series
Numbering within publisher's series
Note on publisher's series
Archival description area
Name of creator
Administrative history
The British Columbia University Act (1908) stipulated that there should be an appointed Registrar whose duty was to keep all the necessary records and accounts and perform other such duties required by the Senate or Board. Consequently, the role of Registrar at UBC has evolved into a hybrid position, a combination of a senior academic officer and a senior records clerk. The primary functions of the Registrar’s Office include: serving in a secretariat capacity to the Senate and Faculties; implementing admission requirements as determined by the Senate; maintaining student records; providing examination scheduling, room booking and invigilation assignments for examinations; and participating in graduating ceremonies at the University. Since 2001 the Registrar’s Office has been subsumed within Enrolment Services, headed by the Associate Vice-President and Registrar.
Custodial history
Scope and content
The fonds consists of records dating from 1907 to 2008, which provide a unique source of information particularly about student-related matters such as grades, university admissions, graduation and examinations. In addition to records generated by the Registrar's Office itself, there are also Faculty records (1915-1963) which were probably maintained by the Registrar who served as the secretary to Senate. The Registrar’s Office also maintained the records of the Senate’s committees, reports, and elections (1912-1930). There are also records related to the Sopron Division of the Faculty of Forestry (1957-2007). These records include handwritten transcripts and correspondence. The records have been largely retained in their physical order in which they were acquired - as a result, records from different series are often inter-filed together, making it difficult to distinguish them with any accuracy. The records on microfilm include correspondence, student registration cards, academic records, and information on scholarships and bursaries dating from 1913 to 1968. The Registrar's Office also collected copies of student examinations. In 1993 copies of student examinations from 1915 to 1969 were microfilmed and the originals destroyed.
Notes area
Physical condition
Immediate source of acquisition
The records from the Registrar's Office have been received several separate accessions. The first resulted from a sampling of a large body of stored records. The records in the other major accessions came to the Archives in 1985 (Boxes 50-80), 2007 (Boxes 81-91), 2015 (Boxes 92-110), and 2017 (Boxes 111-114). Boxes 115-119, two oversized volumes, and one of the volumes in Box 21 were recovered from off-site storage in 2018.
Arrangement
Language of material
Script of material
Location of originals
Availability of other formats
The microfilm copies of student examinations are available on 94 reels in the Microform section of the Koerner Library (AW 1.R7655). For examinations after 1969, see the UBC Undergraduate Student Examination Collection (linked below).
Restrictions on access
These are institutional records and subject to the Freedom of Information and Protection of Privacy Act. Researcher access to these records is subject to review. To organize access please contact us at UBC Archives.
Terms governing use, reproduction, and publication
Finding aids
Online Finding Aid
Please see finding aid for the file list.