HS40 – Activities/Events Risk Management

Records of safety promotion and risk mitigation in activities and events under University auspices undertaken by members of the University on its campuses and in any location external to the University.

This records class includes Personal Information Banks.

Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Authority | Retention Rationale | Version Information

Content & Scope

The University requires that members of the University conducting or participating in activities and events considered to be higher risk complete risk management forms to document that possible risks have been identified, that mitigating measures will be undertaken, and that participants have been informed of possible risks and of precautions to be taken.

The records include risk management forms, acknowledgement of risk and responsibility forms, emergency information forms, and supporting documents.

Responsible Unit

  • Safety Office.
  • Waterloo International.
  • Units responsible for higher risk activities.

Information Steward

Vice-President, Administration & Finance.

Information Confidentiality Classification



3 years after the end of the activity.


Transfer records where environmental risks have been identified to the Safety Office for permanent retention. Securely destroy all other records.


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.


  • Policy 34 – Health, Safety, and Environment.
  • Health, Safety, and Environment Program.
  • Field Work Risk Management Program.

Retention Rationale

The retention period is based on the provisions of the Limitations Act, 2002, which specifies a basic limitation of two years for claims against injury, loss, or damage (s. 2), except that there is no limitation period in respect of an environmental claim that has not been discovered (s. 17).

Approval Date

19 December 2011