Directory of records

University of Waterloo directory of records

Ontario’s Freedom of Information and Protection of Privacy Act [s. 32(b)] requires the university to make available to the public an index of the general classes and types of records prepared by or in the custody or control of the university.

The directory of records index is organized according to the function or activity that the information or record supports rather than the current organizational structure of the university. The directory is still under development. Further entries will be added as they are identified.

Administration
Campus services
External relations and communications
Finance
Governance
Health, safety, and security
Information management
Property and facilities
Research management
Student management
Teaching and learning

Administration

Records relating to the management of the university as a whole, and of its constituent units and departments

Administration - general

Calendaring system

These records are comprised of Outlook, the university's centrally managed calendaring database.

Elections and nominations​

These records relate to the organization and conduct of elections and nominations of the members of the university to internal or external bodies, committees, task forces, etc.

​Forms and templates

These records are comprised of blank forms and templates.

​Inquiries and advice

These records relate to inquiries and requests for advice or information.

​Internal relations

These records relate to administration and interactions between the unit and other areas within the university.

​Office administration

These records relate to general office administration.

​Program management

These records relate to the administration of university units' programs, functions, activities, and services.

​Program planning

​These records relate to the development of short- or long-term plans, either university wide or unit or program specific.

​Reports and statistics

​These records relate to quantitative and qualitative data summarizing or analyzing the activities of the university as a whole or of its component units, programs, or services.

​Room, facility, and equipment scheduling

​These records relate to booking or scheduling the use of university rooms, facilities, and/or equipment by internal or external parties.

​University directory

​These records are comprised of contact and related information about employees, and other members of the university community stored in the university's centrally-managed online system. (Personal Information Bank)

​Committees

​Administrative committee meetings

These records relate to meetings of committees of an administrative nature.

​Committees' constitution and terms of reference

These records are comprised of the constitution and terms of reference of committees formally established by the university.

Faculty council by-laws, constitution, and terms of reference

These records are comprised of the by-laws, constitution, and terms of reference of faculty councils and their assemblies, committees, and subcommittees.

​Faculty councils and their committees

These records relate to the meetings of the university's faculty councils and their assemblies, committees, and subcommittees.

​Legal affairs

​Contracts and agreements

These records relate to contracts and agreements between the university and an individual or a corporate body.

​Intellectual property: copyright

These records relate to the licensing of copyrighted works.

​Intellectual property: patents, trademarks, and industrial designs

These records relate to patents, trademarks, and industrial designs in which the university holds rights.

​Legal advice

These records relate to opinions, advice, and background on legal matters obtained from legal counsel.

​Legal proceedings

​These records relate to law, administrative tribunal, or regulatory agency, including complaints submitted to the Human Rights Tribunal of Ontario.

​Licenses and permits

These records are comprised of government licenses and permits necessary to the conduct of the university's activities.

​Notarized documents, sworn affidavits and declarations

These records relate to transactions completed by notaries public or commissioners for taking affidavits employed by the university. (Personal Information Bank).

Policies and procedures

​Operating procedures and guidelines

These records are comprised of operating procedures, guidelines, statements, and related documents.

​University of Waterloo policies

These records are comprised of University of Waterloo numbered policies.

​Risk management

​Field work risk management

​These records relate to mitigating risks in activities undertaken by members of the university in any location external to University of Waterloo campuses for the purpose of research, study, training or learning.

​Indemnification and releases

These records relate to the release of the university from liability related to activities involving employees, students, or other persons.

​Internal audit

These records relate to the internal audit of university services and activities.

​Property and liability insurance: claims

​These records relate to claims brought by or against the university concerning reimbursement for losses or payment for damages.

​Property and liability insurance: policies

​These records relate to the university's insurance program that covers all university property against accidental loss or damage, and provides protection to all members of the university against third party liability claims arising from university related activities.


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Campus services

Records relating to the provision of auxiliary services to the university community

​Catering and conference services

These records relate to the operation of catering and conference services.

Daycare services

These records relate to children registered in child care facilities owned by the university.

​Mail services

These records relate to university mail pick-up and delivery services.

Parking

​These records relate to parking and parking permits issued to university students, faculty, staff, and visitors. (Personal Information Bank)

​Retail services

​These records relate to the operation of university owned retail services.

Theatres

​These records relate to the operation of university theatres.

WatCard

​These records relate to the issuing and use of university photo ID cards. (Personal Information Bank)

Athletics and recreation

Athlete information and eligibility records

These records relate to students' athletic history and eligibility to participate in sports regulated by Canadian University Sport. (Personal Information Bank)

Sports clubs

These records relate to the administration of recreational sports clubs. (Personal Information Bank)

Student services

Career counseling services

These records relate to the provision of career development services for students and alumni of the university.

Housing and residences operational records

These records relate to the operation of student housing and residences.

Housing and residences student records

These records relate to students living in student housing and residences. (Personal Information Bank)

International student services

These records relate to the provision of events, programs, and resources for new and current students.

Study/learning skills services

These records relate to the provision of student learning support services.

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External relations and communications

​Records relating to the university's or one of its constituent units' relationships with its external constituents and stakeholders and to internal and external communications

Communications

Images

These records relate to photographic images of people and events at or associated with the university. (Personal Information Bank)

Media relations

These records relate to the dissemination of communications to inform and educate the public about University of Waterloo issues, events, and contributions.

Publications

These records relate to the production of works, regardless of format, issued for general distribution or for sale internally or to the public.

Speeches

These records relate to speeches and addresses made by university officials.

Website

These records relate to the administration of the university's website.

Development and alumni relations

Alumni benefits

These records relate to the implementation and administration of programs to provide products and services to University of Waterloo alumni through agreements with affinity partners.

Alumni services

These records relate to services provided to alumni to encourage their continuing involvement and participation with the university.

Development database

These records are comprised of the development database (Raiser's Edge). (Personal Information Bank)

Donors and prospective donors case files

These records relate to information about individual and corporate donors and potential donors and their relationship with the university. (Personal Information Bank)

Giving

These records relate to the co-ordination and organization of development campaigns and other activities to foster relationships with individual and corporate sponsors and to encourage donations to the university.

Events and ceremonies

Convocation

These records relate to the organization of convocation ceremonies for the university's graduates.

Events and celebrations

These records relate to university-related events and celebrations.

Government and inter-institutional relations

Government relations

These records relate to relations between the university or one of its units and government agencies and departments.

Inter-institutional relations

These records relate to relations between the university or one of its units and other universities, professional associations, and other external institutions and organizations.

Outreach

ESQ inclusion program case files

These records relate to children participating in the Engineering Science Quest camp inclusion program for children with special needs. (Personal Information Bank)

Outreach event files

These records relate to the day to day administration of outreach events and activities, including children's camps.

Outreach event registration information

These records relate to registration of individuals for outreach events and activities run by the university, including children's camps. (Personal Information Bank)

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Finance

Records relating to the management of the university's financial resources

Accounting

Accounting journ​​al entries

These records relate to the logging of transactions into the accounting journal.

Accounting system

These records are comprised of the Oracle E-business Suite Financials accounting system.

Accounts paya​ble

These records relate to expenditures of monies for goods and services on behalf of the university.

Purchasing card transactions

These records relate to the acquisition of goods and services through the University of Waterloo purchasing card (Pcard) program.

Revenues a​nd accounts receivable

These records relate to monies receivable or received by the university. (Personal Information Bank)

Student accounts

These records support the collection and administration of student fees. (Personal Information Bank)

Banking and cash

Banking and cash administration

These records relate to the university's banking and cash administration.

Operating investments and loans

These records relate to the management of university operating income and borrowed money.

Budgeting

Budg​ets

These records relate to the planning, control, and follow-up for university and individual unit annual budgets.

Endowments and pension funds

Endowment and pension funds

These records relate to the monitoring and reconciliation of endowment and pension fund activity and performance.

Endowment files

These records relate to donations of money given to the university for general or specific purposes and which must be held in perpetuity.

Financial audit

Financial ​statements

These records are comprised of the university's annual audited financial statements.

Funding

Operating gr​ants

These records relate to the management of operating grants received by the university from various levels of government.

Procurement and purchasing

Procurement and purchasing

These records relate to procuring and purchasing goods and services for the university.

Taxation

Taxes and duties

These records relate to the collection and payment of taxes and duties levied by various levels of government.

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Governance

Records relating to the operation of the university's governing bodies

Board of Governors

Board chair's correspondence

These records are comprised of the official correspondence of the chair of the Board of Governors.

Board of Governor​s by-laws, constitution, and terms of reference

These records are comprised of the by-laws, constitution, and terms of reference of the Board of Governors and standing and ad hoc committees and subcommittees of the board.

Board of Governors committees

These records relate to meetings of standing and ad hoc committees and subcommittees of the Board of Governors.

Board of Governors meetings

These records relate to meetings of the university's Board of Governors.

Governance - general

Board and Senate membership

These records relate to the membership of the university's Board of Governors and Senate. (Personal Information Bank)

Senate

Senate by-laws, constituti​on, and terms of reference

These records are comprised of the by-laws, constitution, and terms of reference of Senate and the standing and ad hoc committees and councils of Senate.

Senate committees and ​councils

These records relate to the meetings of standing and ad hoc committees, subcommittees, and councils of Senate.

Senate meetings

These records relate to the meetings of the university's Senate.

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​Health, safety, and security

Records relating to the provision of services and programs to ensure the well-being of the university and its members

Conflict management and human rights

Conflict and unethical behaviour case files

These records relate to the response of the Conflict Management & Human Rights Office to conflicts and other forms of non-human-rights-related unethical behaviour under University of Waterloo Policy 33: Ethical Behaviour. (Personal Information Bank)

Conflict, unethical behaviour, and human rights consultation files

These records relate to initial consultations with the Conflict Management & Human Rights Office regarding possible human-rights-related infringements, conflicts, and other forms of unethical behaviour. (Personal Information Bank)

Human rights complaint files

These records relate to informal and formal responses to human-rights-based complaints.

Persons wi​th disabilities client files

These records relate to the provision of services by the Office for Persons with Disabilities to students and other members of the university community with disabilities. (Personal Information Bank)

Health

Counseling and ​psychotherapy client files

These records relate to the provision of services to persons seeking psychotherapy and counseling. (Personal Information Bank)

Employee assistance programs

These records relate to the provision of employee assistance programs.

Employment-related health records

These records relate to the provision of occupational health services to University of Waterloo employees.

Medical records

These records are comprised of the patient records of persons using university medical clinics and services. (Personal Information Bank)

Optometry records

These records are comprised of the patient records of persons using the university's optometry clinics. (Personal Information Bank)

Safety

Fire drills

These records relate to fire drills in university facilities.

Injury/incident reports

These records relate to reports of injuries and other incidents occurring on university property or to University of Waterloo students or employees engaged in activities under the auspices of the university.

Workplace safety insurance board claims

These records relate to claims made to the Workplace Safety and Insurance Board. (Personal Information Bank) 

Security

Access control

These records relate to the management of access cards, keys, security codes, etc. to maintain the security of university buildings.

Police case files

These records relate to incidents investigated by the university police. (Personal Information Bank)

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​Information management

Records relating to the management of the university's information and cultural resources and systems

Freedom of information and privacy

Freedom of information and protection of privacy consultations

These records relate to consultations with the Freedom of Information and Privacy Coordinator regarding various access to information and privacy matters. (Personal Information Bank)

Freedom of information and protection of privacy requests

These records relate to requests for access to information or concerning the privacy of personal information made under the Freedom of Information and Protection of Privacy Act. (Personal Information Bank)

Information systems

Data storage and backup

These records relate to the management of system data storage, including the operation of backup, archiving, and deleting routines.

Information security

These records relate to the management of security for the university's information and information systems.

Information systems management

These records relate to the development, implementation, post-implementation modification, administration, and maintenance of the university's information systems.

Information systems monitoring and testing

These records relate to the routine monitoring and testing of the university's information systems and actions taken to correct problems and optimize performance.

Information systems support services

These records relate to information systems support services provided to the university community.

Libraries, museums, and galleries

Integrated library system (Trellis)

These records are comprised of the integrated library system. (Personal Information Bank)

Special collection donation files

These records relate to the donation and use of collections of private records and papers to the university library. (Personal Information Bank)

Records management

Classification and retention schedules

These records relate to the university's records classification system and retention schedules.

Files plans

These records relate to file plans for organizing the records created, received, and maintained by individual university academic or administrative units.

Records disposal

These records relate to the disposal of university records in any format or medium.

Records storage

These records relate to the secure storage of physical university records.

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​Property and facilities

Records relating to the management of university property and facilities

Buildings

Building and property plans

These records are comprised of scale construction drawings for university buildings and properties.

Building maintenance and repair

These records relate to the maintenance and repair of buildings.

Capital construction projects

These records relate to the construction of buildings and other significant structures.

Renovations

These records relate to renovations, reconstruction projects, and improvements to buildings.

Space planning

These records relate to the assignment and management of building and land spaces.

Utilities

These records relate to installation, maintenance, and provision of utilities.

Equipment and supplies

Equipment disposal and surplus

These records relate to the disposal of equipment.

Equipment maintenance and repair

These records relate to the maintenance and repair of equipment.

Inventories

These records relate to the control of the university's movable property.

Facilities

Décor and art

These records relate to the design, installation, and maintenance of décor and art.

Parking facilities

These records relate to the operation, maintenance, and repair of parking facilities.

Waste management

These records relate to the management of waste and recycling.

Land

Grounds' maintenance

These records relate to the maintenance of grounds, including landscaping and snow removal.

Maps

These records are comprised of maps and the university.

Signage

These records relate to the provision of permanent and temporary signage.

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​Research management

Records relating to the management of research in the university

Research administration

External research grants and awards

These records relate to applications for external research grants and awards for which the terms and conditions are non-negotiable and for which the intellectual property remains with the researcher.

Internally adjudicated research grants and awards

These records relate to internally adjudicated research grants and awards.

Post-award research administration

These records relate to the post-award administration of funded research activities.

Research study participant pools

These records relate to the potential participants for research studies. (Personal Information Bank)

Research ethics

Animal use in teaching and research

These records relate to the care and use of animals in research and teaching, including ethics approval for research proposals and experiments involving animals. (Personal Information Bank).

Human research ethics clearance

These records relate to the ethics clearance for research involving human subjects, including clinical research. (Personal Information Bank).

Research involving controlled goods or technology

Controlled goods or technology: projects

These records relate to use or development of controlled goods or technology in research projects at uWaterloo.

Controlled goods or technology: security assessments

These records relate to security clearance for individuals with access to controlled goods or technology.

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​Student management

Records relating to the management of students within the university

Admissions and recruitment

Applications for admission

These records are comprised of supporting documents for applications for admission to the university's undergraduate and graduate programs. (Personal Information Bank)

Prospective students

These records relate to potential applicants for admission to the university's undergraduate and graduate programs. (Personal Information Bank)

Student recruitment activities

These records relate to activities organized for the purpose of recruiting new students to the university's undergraduate and graduate programs.

Financial aid, scholarships, and awards

Ontario Student Assistance Program (OSAP) case files

These records support applications for financial assistance through the Ontario Student Assistance Program (OSAP). (Personal Information Bank)

Scholarships, bursaries, and awards

These records relate to the establishment of scholarships, bursaries, and awards.

Scholarships, bursaries, and awards case files

These records relate to the awarding of scholarships, bursaries, and awards to individual students. (Personal Information Bank)

Student financial aid case files

These records relate to financial aid and advice offered to individual students. (Personal Information Bank)

Unsuccessful financial aid and award applications

These records relate to applications or nominations for scholarships, bursaries, awards, loans, work-study or work-placement jobs, or other financial aid programs which do not receive the award or aid applied for. (Personal Information Bank)

Student management - general

Diplomas and certificates

These records relate to the issuing of diplomas and certificates to students who have completed their program of study.

Document requests

These records relate to requests by students or former students for documents of various types. (Personal Information Bank)

Student records

Continuing education students

These records relate to students enrolled in the university's continuing education courses and programs. (Personal Information Bank)

Grade revisions

These records relate to authorizing revisions to students' grades posted in the student information system.

Grade/course credit submission

These records are comprised of course grades and credits submitted to the Registrar/Graduate Studies Office for upload into the student information system (Quest).

Student files, graduate

These records are comprised of supporting documents relating to graduate student academic history. (Personal Information Bank)

Student files, undergraduate

These records are comprised of supporting documents relating to undergraduate student academic history. (Personal Information Bank)

Student information system (Quest)

These records are comprised of the student information system (Quest). (Personal Information Bank)

Student relations

Student appeals case files

These records relate to appeals by students of decisions made under Policy 33: Ethical Behaviour, Policy 70: Student Petitions and Grievances, or Policy 71: Student Discipline. (Personal Information Bank)

Student discipline case files

These records relate to the investigation by the Associate Deans of the university's faculties of allegations of academic and non-academic misconduct by university students. (Personal Information Bank).

Student grievances case files

These records relate to student grievances regarding a decision of a university authority or the action of a faculty member or staff member of the university. (Personal Information Bank)

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​Teaching and learning

Records relating to delivering university courses and programs and to enhancing student learning

Academic calendars

Academic calendars

These records are comprised of the University of Waterloo undergraduate and graduate calendars.

Academic program management

Accreditation 

These records relate to the accreditation of university programs by appropriate professional bodies.

Graduate program review

These records relate to quality appraisals of the university's existing graduate programs.

Undergraduate program review

These records relate to quality reviews of the university's undergraduate programs.

Continuing education

Continuing education courses and programs

These records relate to administering the continuing education courses and programs offered through the university.

Course management

Accommodation due to illness

These records relate to accommodations made for students experiencing illness or medical conditions which prevent them from meeting academic obligations.

Class enrolment

These records relate to requesting and enrolling in classes.

Course catalog

These records are comprised of Senate approved descriptions of undergraduate and graduate courses offered at the University of Waterloo.

Course evaluation

These records relate to the anonymous evaluations of university courses by students.

Course outlines

These records are comprised of course outlines for each offering of the university's undergraduate courses.

Online courses

These records relate to courses offered or supported using Waterloo's online course environment.

English language proficiency

English language proficiency examination (ELPE)

These records relate to students' English language proficiency examinations. (Personal Information Bank)

English language proficiency program

These records relate to the administration of the English language proficiency program.

Examinations and student work

Examination accommodation

These records relate to accommodations for midterm and final examinations made for students with disabilities. (Personal Information Bank)

Examination administration

These records relate to the administration of examinations.

Examination papers and course assignments

These records relate to work submitted by students for evaluation in accordance with course or program requirements and evaluated by the course instructor or delegate. (Personal Information Bank)

Instructors' grade records

These records document test scores, assignment scores, and final grades for students, which become the basis for submitting grades to the Registrar/GSO for upload to the student information system.

Theses

These records relate to submission of approved masters and doctoral theses for deposit in the University of Waterloo Library.

Experiential learning programs

Co-op information system

These records are comprised of the co-operative education information system. (Personal Information Bank)

Exchange programs

These records relate to the administration of the university's international student exchange programs. 

Internships and practica

These records relate to the administration of internships, practica, and other student trainee programs.

Professional development and training

Professional development and training programs

These records relate to professional development and skills training programs provided to university employees and students.

Scheduling

Examination schedule

These records are comprised of the schedule of final examinations in each term.

Schedule of classes

These records are comprised of the schedule of classes offered in each term.

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