Records of the University's Board of Governors.
This records class includes Personal Information Banks.
Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Archival Records | Authority | Retention Rationale | Other Units with Copies | Personal Information Banks | Version Information
Content & Scope
The role and powers of the Board of Governors are defined in the University of Waterloo Act, 1972. They include: overall governance of the University; control of its property and revenues, and the conduct of its business and affairs (other than in areas of responsibility assigned to the Senate); appointing the President and other University officers and employees; regulating the conduct of students, faculty, staff, and visitors; establishing and delegating responsibility to committees; and, enacting by-laws and regulations for the conduct of its affairs.
The records include: by-laws; records of the election and appointment of members of the Board; a register of all past and current Board members; meeting agendas, minutes, presentations and reports; correspondence and other records supporting the Board’s activities maintained by the Board chair and secretary.
Related Records
For the records of Board of Governors committees, see GV20 – Board of Governors Committees.
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: register of Board members; records of closed/in camera sessions of meetings.
- Confidential: all other records.
Retention
- Register of Board members: Permanent.
- By-laws; meeting agendas, minutes, presentations and reports: Permanent; transfer to the University archives, in the Library Special Collections & Archives department, after 20 years.
- Election & nomination records: 1 year after election or nomination process is complete.
- Supporting records maintained by chair and secretary: until superseded or obsolete.
Disposition
- Election & nomination records; supporting records maintained by chair and secretary: Secure Destruction.
- All other records: Permanent or Archives. Board of Governors minutes are permanent University records, but they may be transferred to the University archives to facilitate preservation and access.
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, reports, and supporting records maintained by chair: transfer to the University archives, in the Library Special Collections & Archives department.
Authority
- University of Waterloo Act, 1972
- Income Tax Regulations, 5800 (1)
- Corporations Act (Ontario), s. 300
- Freedom of Information and Protection of Privacy Act, R.R.O. 1990, Reg. 460: 5. (1)
Retention Rationale
- The Income Tax Regulations, 5800 (1) specify that the minutes of meetings of the directors of a corporation or a registered charity be retained until 2 years after the corporation/charity is dissolved.
- The Corporations Act (Ontario) s. 300 (4) specifies that a corporation should keep: "A register of directors in which are set out the names and addresses of all persons who are or have been directors of the corporation with the several dates on which each became or ceased to be a director." This statute also requires that the minutes of meetings of the directors of a corporation be preserved.
- 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.
- Most of these records have long-term historical value.
Other Units with Copies
- Board members, University vice-presidents.
- Other units may have copies of records that are open to the public.
Retention of Copies
Copies of records may be kept until the end of a Board member's term of office or for 6 years, whichever comes first.
Disposition of Copies
Secure Destruction.
Personal Information Banks
The register of Board members includes: name, business address, business telephone, email, assistant's name, assistant's telephone, assistant's email, home address, home telephone.
Approval Date
3 April 2018
Previous Version
17 February 2010