Records of the development, monitoring and review of short- and long-term plans for the University, and for its administrative units and programs.
Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Archival Records | Authority | Retention Rationale | Version Information
Content & Scope
Records of the unit's role in developing, drafting, monitoring and reviewing short- or long-term plans, either University-wide or specific to the unit's areas of responsibility. The records class includes records of internal or external reviews and evaluations of University programs, services or units which assess the implementation of plans and support future planning.
This records class excludes records of academic program planning and review, and other records classified with a more specific records class (e.g., business continuity plans, in HS12 – Emergency/Safety Plans & Programs).
The records include: final versions of plans; plan updates, revisions and amendments; vision statements, statements of goals and objectives; performance measures and targets; major drafts of plans which have been distributed for review and comment; working or discussion papers and reports used in developing and updating plans; final implementation plans and associated working papers (e.g. analyses, benchmarking exercises and performance monitoring); reports and measures; and, related correspondence.
Related Records
- For records of plan implementation and administration of associated projects, programs and services, see AD10 – Program & Service Management.
- For records of academic program development, see GV50 – Faculty Councils & Committees, and the records of Senate and its committees/councils (GV30 – Senate, GV40 – Senate Committees & Councils).
- For records of academic program reviews, see TL10 – Accreditation, TL15 – Graduate Program Review, and TL18 – Undergraduate Program Review.
Responsible Unit
All units.
Information Steward
- Associate Provost, Integrated Planning & Budgeting, for records relating to University-wide planning and review.
- Information steward responsible for the area of University administration (consult the directory of information stewards for more information), for other planning & review records
Information Confidentiality Classification
- Public:
- University-wide strategic plan, major drafts, discussion papers, implementation plans, progress reports, performance measures and targets intended for public release.
- Other unit-specific or program plans, implementation plans, progress reports, performance measures and targets, and planning document drafts which are intended for public release.
- Restricted: Data used in planning and review activities that contains personal information.
- Confidential: all other records.
Retention
- Final version of plans, plan updates/amendments, and associated implementation plans, progress reports, performance measures and targets: Until the next planning, implementation and review cycle is complete.
- All other records: Minimum of 2 years and no more than 5 years after last action. 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/deidentified data may be retained until superseded or obsolete, as resources for planning and review activities.
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
The University’s strategic plan, the plans of the offices of Executive Council members, and associated plan updates/amendments, implementation plans, progress reports, performance measures and targets are of long-term historical value to the University.
Please contact the University Records Manager for further 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
- Broader Public Sector Accountability Act, 2010, S.O. 2010, c. 25 (Part V.1 – Business Plans); Broader Public Sector Business Documents Directive.
Retention Rationale
The retention period is based on operational use and requirements of the Broader Public Sector Business Documents Directive to make the University’s business plans and other records available to the public. Selected records are of long-term historical value.
Under Review Date
8 May 2023