Records of the University's Senate.
Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Archival Records | Authority | Retention Rationale | Other Units with Copies | Version Information
Content & Scope
Senate is responsible for the academic mission of the University, including curriculum, program development, and academic standards. The structure and powers of the present Senate are spelled out in the University of Waterloo Act, 1972, and include the power to enact by-laws and establish committees and councils.
The records include: by-laws; records of the nomination and election of members of Senate; meeting agendas, minutes, presentations and reports; correspondence and other records supporting Senate’s activities maintained by the Senate chair and secretary.
Related Records
For the records of Senate committees and councils, see GV40 – Senate Committees & Councils.
Responsible Unit
Secretariat.
Information Steward
University Secretary.
Information Confidentiality Classification
- Public: by-laws; minutes of the open sessions of meetings; communications and reports intended for public release.
- Restricted: records of closed/in camera sessions of meetings.
- Confidential: all other records.
Retention
- By-laws; supporting records maintained by chair and secretary: until superseded or obsolete.
- Meeting agendas, minutes, presentations and reports: 20 years.
- Election & nomination records: 1 year after election or nomination process is complete.
Disposition
Archives Selection.
Records which are not selected for the university archives should be destroyed at the end of their retention period. All confidential – including restricted and highly restricted – records must be securely destroyed.
Note
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.
Archival Records
By-laws, meeting agendas, minutes, presentations and reports: transfer to the University archives, in the Library Special Collections & Archives department.
Authority
- University of Waterloo Act, 1972
- Freedom of Information and Protection of Privacy Act, R.R.O. 1990, Reg. 460: 5. (1)
Retention Rationale
- The retention period is based on operational use.
- Election & nomination records:the Freedom of Information and Protection of Privacy Act, R.R.O. 1990, Reg. 460: 5. (1) requires that personal information be retained for a minimum of one year after its use, unless the individual to whom the information relates consents to its earlier disposal.
- Some of these records have long-term historical value.
Other Units with Copies
- Senate members.
- Other units may have copies of the records that are open to the public.
Retention of Copies
Copies of records may be retained until the end of a Senate member’s term of office or for 6 years, whichever comes first.
Disposition of Copies
Secure Destruction.
Approval Date
3 April 2018
Previous Version
17 February 2010