Records Management and Privacy Office

Records Management and Privacy Office

site header

Communications and Public Relations

Name Marketing Communications
Location Faculty, Department
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Names, personal email addresses, webinar registration lists, telephone numbers, student and staff number, questions to ask during event, level in current school, city, school name, program plan, volunteer lists for recruitment events
Uses To deliver messaging for Queen’s - internally to students, staff and faculty and externally to media outlets, promote programs, info about registration for events or for requests for information
Users Faculty, staff
Individuals in Bank current and prospective students and their parents, community partners, alumni 
Retention Schedule AD1200

Financial Management

Name Research Accounting
Location Research Accounting Office
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Name, contact information, employee number, salary & benefits details
Uses Administer research projects
Users Research Accounting staff, Funders
Individuals in Bank Queen's faculty and staff
Retention Schedule AD2570-31
Name Payroll Taxes
Location Office of the Controller
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Name, address, telephone number, email, id number, financial information, SIN, family information, employment information.
Uses To record the tax related activities, calculation and payment of salaries and taxes withholdings for the workforce of the University, and documents related to tax payments/remittances and issuance of tax slips for Queen's tax activities.
Users Payroll Services, Human Resources
Individuals in Bank Faculty members, staff, individuals on contract to the University
Retention Schedule AD2700-31

Human Resources Management

Name Departmental Academic Personnel Files
Location Faculty, Department or Library
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Name, Date of Birth, Hire Date, Address, Social Insurance & Direct Deposit information. Curriculum vitae, Annual Report to the Dean, university transcripts, letters of application, references, salary and work history, student evaluations, disciplinary letters, assessments, commendatory letters, decisions and recommendations together with reasons arising from personnel decisions, correspondence, curriculum vitae updates, and copies of materials reflecting professional development and achievement
Uses Administer payroll and comply with provincial and federal laws
Users Human Resources staff
Individuals in Bank Queen’s faculty members
Retention Schedule AD4210-30, AD4210-31
Name Pension Administration
Location Pension and Insurance Office
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Name, address, telephone number, email/phone correspondence, id number, employment information, salary, DOB's, date of termination, date of membership in the pension plan, accrued service and benefits in the plan, pension contributions, beneficiaries, SIN and banking information
Uses To record pension related information in order to accurately calculate and administer pension and death benefits
Users Pension Services Unit
Individuals in Bank Active, Deferred, survivors and beneficiaries of the pension plan
Retention Schedule AD4550-30
Name Payroll Records
Location Financial Services Office
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Name, address, telephone number, email, id number, financial information, SIN, family information, employment information
Uses To record the tax related activities, calculation and payment of salaries to the workforce of the University, and documents related to payroll transactions at departmental level.
Users Payroll Services, Human Resources
Individuals in Bank Faculty members, staff, individuals on contract to the University
Retention Schedule AD4300-31, AD4300-32, AD4300-34
Name Return to Work and Accommodation
Location Employee / Labour Relations Office
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Name, address, telephone number, email/phone correspondence, id number, union group, employment information, medical information, nature of absence
Uses Collect medical information in order to assess our legal duty to accommodate employees in the workplace, or allow entitlement to the sick leave benefit. 
Users Return to Work and Accommodation Unit
Individuals in Bank Students in residence and students in apartments and housing owned by the University
Retention Schedule AD4410-30
Name Volunteer Administration
Location Faculty / Department Office
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Name, email, program information, academic year of study
Uses To maintain a record of student volunteers for upcoming recruitment events
Users Academic Staff
Individuals in Bank Students
Retention Schedule AD4680 
Name Staff and Student Personnel Files
Location Human Resources Office
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Name, Date of Birth, Hire Date, Address, Social Insurance & Direct Deposit information
Uses Administer payroll and comply with provincial and federal laws
Users Human Resources staff
Individuals in Bank Queen’s employees
Retention Schedule AD4215 
Name Faculty Personnel Files
Location Human Resources Office
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Name, Date of Birth, Hire Date, Address, Social Insurance & Direct Deposit information. Curriculum vitae, Annual Report to the Dean, university transcripts, letters of application, references, salary and work history, student evaluations, disciplinary letters, assessments, commendatory letters, decisions and recommendations together with reasons arising from personnel decisions, correspondence, curriculum vitae updates, and copies of materials reflecting professional development and achievement
Uses Administer payroll and comply with provincial and federal laws
Users Human Resources staff
Individuals in Bank Queen’s faculty members
Retention Schedule AD4210-30
Name Equity Records
Location Equity Office
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Names, employee ID, email, department, self-identification information.
Uses Communication to students and employees for census information, training records, listservs, equity updates, hiring and promotion databases, equity data warehouse, exit survey database, DEAP Tool, I Count Equity Census.
Users Employment Equity Representatives and delegates, Equity Office staff, Deans
Individuals in Bank Staff, faculty, and students
  AD5400
Name Emergency Contact List
Location Faculty, Department
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Name, name of emergency contact, contact information for contact.
Uses To contact the family of staff a, faculty or students at Queen's University in the event of an emergency.
Users Human Resources staff
Individuals in Bank Staff, faculty, and students
Retention Schedule AD4280-31

Physical Resources Management

Name Parking Services
Location Physical Plant Services
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Name, home address, home telephone number, licence plate number, employee number, student number, banking information and Ontario Provincial Accessible permit information for parking requests, parking ticket history files, payment plan agreements and void cheques
Uses To maintain a record on student and staff parking permits, pre-authorized payment plan agreements and parking violation appeal files
Users Physical Plant Services staff
Individuals in Bank Faculty, staff, students, KGH staff
Retention Schedule AD6800-31, AD6800-32

Environmental Health and Safety Management

Name Workplace Incident and Accident Files
Location Department of Environmental Health and Safety
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained ---
Uses ---
Users ---
Individuals in Bank Faculty, staff
Retention Schedule AD7100-31
Name Workplace Incident and Accident Files - Unpaid Student Placement
Location Department of Environmental Health and Safety
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained ---
Uses ---
Users ---
Individuals in Bank Students
Retention Schedule AD7100-32
Name Off-Campus Activity Safety
Location Department of Environmental Health and Safety
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Records consist of personal details of participants, participants' emergency contact information, activity and travel details, hazards and risks assessments, immunization information, special needs information.
Uses ---
Users ---
Individuals in Bank ---
Retention Schedule AD7300-31, AD7300-33