Records of the University's faculty councils and their assemblies, committees, and subcommittees.
Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Archival Records | Authority | Retention Rationale | Version Information
Content & Scope
The University's faculty councils are the Arts Faculty Council, Engineering Faculty Council, Environment Faculty Council, Health Faculty Council, Mathematics Faculty Council, and Science Faculty Council. These bodies fulfil policy and planning functions and deal with academic matters, such as faculty regulations and procedures, curriculum, academic standards, and program development.
This records class excludes the records of faculty tenure and promotion committees and committees which adjudicate issues regarding individual students.
The records include: constitutions and terms of reference; records of elections and nominations of faculty council and committee members; meeting agendas, minutes, presentations and reports; correspondence and other records supporting committee/council activities maintained by chairs and secretaries.
Related Records
- For the records of tenure and promotion committees, see HR38 – Tenure & Promotion.
- For committees which adjudicate issues related to individual students, see the relevant records class in the Student Management function.
Responsible Unit
Dean's office of the relevant faculty.
Information Steward
Dean of the relevant faculty.
Information Confidentiality Classification
- Public: constitutions and terms of reference; minutes of the open sessions of meetings; communications and reports intended for public release.
- Confidential: all other records.
Retention
- Constitutions and terms of reference; supporting records maintained by chairs and secretaries: until superseded or obsolete.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
Constitutions and terms of reference, meeting agendas, minutes, presentations and reports 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.
Authority
- University of Waterloo Act, 1972
- Freedom of Information and Protection of Privacy Act, Reg. 460: 5. (1)
Retention Rationale
- The retention period is based on operational use.
- Election & nomination records: Freedom of Information and Protection of Privacy Act, R.R.O. 1990, Reg. 460, s. 5 (1): Personal information that has been used by an institution shall be retained by the institution for at least one year after use unless the individual to whom the information relates consents to its earlier disposal.
- Some of these records have long-term historical value.
Under Review Date
6 February 2020
Previous Version
19 December 2011
(This records retention schedule replaces AD35 – Faculty Council By-Laws, Constitutions, and Terms of Reference, and AD37 – Faculty Council/Committee Meetings)