Records of events and activities supplementing the University’s scholarship, teaching and research programs.
This records class includes Personal Information Banks.
Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Archival Records | Authority | Retention Rationale | Personal Information Banks | Version Information
Content & Scope
The University organizes events and other activities for the University community and the general public which are not regular, continuing components of its scholarship, teaching and research programs. These include sports and cultural events, conferences, symposia, seminars, workshops, celebrations, receptions, special lectures and lecture series. University facilities are also rented by community organizations (e.g., local dance schools and theatre groups) for special events and by other organizations for conferences, lectures, and other professional activities.
This class excludes: records of events and activities intended for young people under the age of 18; records of events and activities classified with a more specific records class (e.g., alumni events, classified with UR50 – Alumni Relations & Services); and, records of Catering & Event Services.
The records include: proposals, budgets and other planning records; registration, ticketing, and attendance records; publicity, media releases, brochures, programmes and publications of proceedings; permits; event photographs, video and recordings; release forms signed by individuals appearing in event photographs and video; correspondence and other operational records of the event/activity.
Related Records
- For contracts with organizations renting University facilities and theatres, see AD80 – Contracts & Agreements.
- For events and activities intended for participants under the age of 18, see UR40 – Activities & Programs for Young People.
- For records of fees paid to the University by participants or attendees, see FN20 – Revenues and Accounts Receivable.
- For records of Catering & Event Services, see CS30 – Food Services.
Responsible Unit
Units organizing events, activities, or conferences.
Information Steward
The information steward for the area of administration of the unit organizing the special event. Consult the directory of information stewards or the University Records Manager for guidance.
Information Confidentiality Classification
- Public: Publicity/promotional information and other information intended for public release.
- Restricted: Registration, attendance and contact information, and other records (e.g., photos, release forms) containing the personal information of event participants not classified as Public.
- Confidential: all other records.
Retention
- Publicity/promotional information: until superseded or obsolete.
- Event registration information: minimum of 1 year and no more than 2 years after the event.
- All other records: Minimum of 1 year and not more than 7 years after the conclusion of the event/activity. Units should document the specific retention periods within this range that they are using for their records (contact the University Records Manager for assistance, if required).
Note: anonymized data derived from these records may be retained by the University until superseded or obsolete.
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
Promotional materials, conference programmes and proceedings, event photographs, video and recordings may be of long-term historical value to the University. Please contact the University Records Manager for assistance with these records at the end of their retention period. Records of long-term historical value to the University will be selected by the Library Special Collections & Archives department.
Authority
- University of Waterloo Act, 1972
- R.R.O. 1990, Reg. 460: General, under Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. F.31
Retention Rationale
Retention is based on operational use and regulations to the Freedom of Information and Protection of Privacy Act requiring 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 (RRO 1990 Reg 460, s 5(1)).
Some records are of long-term historical value.
Personal Information Banks
Registration information for participants may include: name, telephone number, email, mailing address, and financial information.
Under Review Date
12 February 2020