Records Management and Privacy Office

Records Management and Privacy Office

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University Governance

Name Administration of Nominating Process to Governing Bodies
Location University Secretariat
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Name, address, email address, telephone number, CV, occupation, education, professional and public affiliations, charity and volunteer experience, reference letters, convocation information, other biographical information.
Uses To maintain a list of individuals nominated for a Governing Body.
Users University Secretariat staff
Individuals in Bank Committee applicants.
Retention Schedule EX1400-30
Name Elections to Governing Bodies
Location University Secretariat
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Name, address, email address, telephone number, CV, occupation, education, professional and public affiliations, charity and volunteer experience, reference letters, convocation information, other biographical information.
Uses To maintain a list of candidates for various elections to the governing bodies.
Users University Secretariat staff
Individuals in Bank Election candidates.
Retention Schedule EX1400-31
Name Selection of Members for Standing and Sub-committees of Governing Bodies
Location University Secretariat
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Name, email address, occupation, reference letters, committee experience.
Uses To maintain a list of successful applicants for nomination to various standing and sub-committees to the governing bodies.
Users University Secretariat staff
Individuals in Bank Committee applicants.
Retention Schedule EX1400-33
Name Board of Trustees Membership
Location University Secretariat
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Name, address, email address, telephone number, occupation, education, professional and public organization experience, CV, correspondence, term of appointment, agreements, other biographical information.
Uses To maintain a list of honorary and present board members, maintain contact with current and honorary board members.
Users Board of Trustees, Principal’s Office Staff, staff of Senior Administration offices, University Secretariat staff
Individuals in Bank Board of Trustees members.
Retention Schedule EX1500
Name Principal Search
Location University Secretariat
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Name, address, email address, telephone number, employee number, CV, personal statement, reference letters, teaching evaluations, committee recommendation letter, decision letters.
Uses Aids in candidate selection process.
Users University Secretariat staff
Individuals in Bank Potential and selected candidates.
Retention Schedule EX1500-12
Name Principal Review
Location University Secretariat
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Name, address, email address, telephone number, CV, occupation, education, professional and public affiliations, review documents.
Uses Aids in process of Principal review.
Users University Secretariat staff, selected members of the Board of Trustees
Individuals in Bank Past and current university principals.
Retention Schedule EX1500
Name University Policy Development
Location University Secretariat
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained staff, faculty, student and alumni names, email addresses, IDs, physical address, various demographic and academic information (in sample frames); and in addition, opinion/behaviour/experience data .
Uses support policy, planning and decision-making.
Users faculty, admin staff
Individuals in Bank students, faculty/staff and graduates .
Retention Schedule EX1250

Academic Governance

Name Selection for Distinguished Service Awards
Location University Secretariat
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Name, address, email address, telephone number, nomination form, CV, occupation, education, professional and public affiliations, charity and volunteer experience, reference letters, convocation information.
Uses To maintain a list of Distinguished Service Award recipients.
Users University Secretariat staff
Individuals in Bank Distinguished Service Award recipients.
Retention Schedule EX2200-30
Name Selection of University Chancellor
Location University Secretariat
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Name, address, email address, telephone number, employee number, CV, personal statement, reference letters, teaching evaluations, committee recommendation letter, decision letters.
Uses Aids in candidate selection process.
Users University Secretariat staff
Individuals in Bank Potential and selected candidates.
Retention Schedule EX2200-31
Name Cyclical Program Review
Location Academic Units and Office of the Provost and Vice-Principal (Academic)
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Self-Studies of academic programs including faculty members' C.V. Review Team reports, internal responses, SCPRC minutes, Final Assessment Reports and Implementation Plans.
Uses Information used by the Senate Cyclical Program Review Committee to evaulate the quality of academic programs.
Users Members of the Senate Cyclical Program Review Committee, Vice-Provost (Teaching and Learning), relevant Deans and members of the unit/program under review.
Individuals in Bank Faculty members.
Retention Schedule EX3310-35
Name Senate Membership
Location University Secretariat
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Name, address, email address, telephone number, occupation, education, professional and public organization experience, CV, correspondence, term of appointment, agreements, other biographical information.
Uses To maintain a list of past and present Senate members.
Users University Senate, Principal’s Office Staff, staff of Senior Administration offices, University Secretariat staff.
Individuals in Bank Senate members.
Retention Schedule EX2100
Name University Council Membership
Location University Secretariat
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Name, address, email address, telephone number, occupation, education, professional and public organization experience, CV, correspondence, term of appointment, agreements, other biographical information.
Uses To maintain a list of honorary, past and present University Councillors, maintain contact with current, past and honorary University Councillors.
Users University Council, Principal’s Office Staff, staff of Senior Administration offices, University Secretariat staff.
Individuals in Bank Honorary and present board members.
Retention Schedule EX2200
Name Honorary Degrees
Location University Secretariat
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Name, home address, email address, home telephone number, home fax number, occupation, date of birth, age, gender, marital/family status, national/ethnic origin, education, professional and public organization experience, employment history, CV, correspondence, reference letters, political beliefs and opinions expressed about individual by another, term of appointment, agreements, other biographical information.
Uses To gather information on prospective honorary degree recipients.
Users Senate, University Secretariat.
Individuals in Bank Prospective degree recipients.
Retention Schedule EX2100-12
Name Chairs and Trustees Emeritus
Location University Secretariat
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Name, address, email address, telephone number, CV, occupation, education, professional and public affiliations, charity and volunteer experience, reference letters, convocation information, other biographical information.
Uses To maintain a list of Chairs and Trustees Emeritus.
Users University Secretariat staff
Individuals in Bank Chairs and Trustees Emeritus recipients.
Retention Schedule EX2200
Name Professional Issues Management
Location Vice-Principal (Academic), Faculties, Departments
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Name, address, telephone, home email, date of birth, SIN, employee number, employment history, education history, resumes, reference letters, performance appraisals, reports, personal health, third party opinions about the individual.
Uses To maintain records of professional inquiries, reviews and appeals.
Users Senior staff, professional organization staff.
Individuals in Bank Faculty, Senior Staff.
Retention Schedule EX2150
Name Internal Academic Review
Location University Secretariat, Office of the Vice-Principal (Academic), Faculties, Departments
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained CVs, publication and research records, external review reports and accreditation body reports.
Uses To maintain record on academic departments and faculties undergoing the Academic Review process.
Users Vice-Principal Academic, Faculties, Departments, and University Secretariat staff.
Individuals in Bank Faculty and staff.
Retention Schedule EX3310

Legal Issues Management

Name University Student Appeal Board (USAB) Files
Location Office of the University Ombudsman
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Name, student number, program/year, appeal and grievance documentation.
Uses To document student appeal process.
Users Ombudsman Office staff.
Individuals in Bank Students.
Retention Schedule EX4600-11
Name Dispute Advisory Files
Location Office of the University Ombudsman
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Name, student number, employee number,email correspondence, notes, consent forms, referral letters, draft appeal letters, staff advisor reports and other supporting documents.
Uses To document process.
Users Ombudsman Office Staff
Individuals in Bank Students, Staff.
Retention Schedule EX4600-31
Name Appeal and Arbitration Files
Location Office of the University Ombudsman
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Name, student number, employee number,email correspondence, notes, consent forms, referral letters, draft appeal letters, staff advisor reports and other supporting documents.
Uses To document process.
Users Ombudsman Office Staff
Individuals in Bank Students, Staff, Faculty.
Retention Schedule EX4600-32
Name Safe Disclosure Reporting and Investigation
Location Office of the University Ombudsman
Legal Authority Queen’s Royal Charter of 1841, as amended
Information Maintained Disclosure information, Respondent information, investigative notes and documents, correspondence with Responsible Officer, proposed changes to university policies or practices, Investigator's final written report.
Uses Procedure for the reporting, investigation and response to good-faith disclosures of improper acts.
Users Ombudsman Office Staff.
Individuals in Bank Current and former members of the university community.
Retention Schedule EX4600-33