HS76 – Special Constable Incident/Occurrence Case Files

Records of incidents and occurrences responded to and/or investigated by Special Constable Service.

This records class is a Personal Information Bank.

Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Authority | Retention RationaleVersion Information

Content & Scope

Special Constable Service is committed to working in partnership with the campus community, providing a safe and secure environment for its students, faculty, staff, and visitors. Special constables are appointed by the Regional Municipality of Waterloo Police Services Board. Special constables routinely investigate incidents involving, for example, ambulance calls, drunkenness, mischief, bike theft, break and enter, assault, and motor vehicle accidents and collisions. Waterloo Regional Police Service will also be involved in the response to and/or the investigation of major incidents and occurrences.

The records include dispatch logs, copies of special constables' notes, detain sheets, property tags and receipts, evidence, interviews, statements, reports, and related correspondence.

Related Records

For special constables' notebooks, see HS78 – Special Constables' Notebooks.

Information Steward

Vice-President, Administration & Finance.

Information Confidentiality Classification

Highly Restricted.

Responsible Unit

Special Constable Service.


  • Major investigation class codes as listed in Appendix B, Part One of Waterloo Regional Police Service Records Retention - Law Enforcement Activity (2nd ed): 75 years.
  • Major investigation class codes as listed in Appendix B, Part Two of above: 25 years.
  • General incidents/occurrences: 7 years.

Note: Evidence for major investigations is retained by Waterloo Regional Police Service.


Secure Destruction.


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.


  • Police Services Act, s. 53.
  • Ontario Major Case Management Manual.
  • O. Reg.3/99: Adequacy and Effectiveness of Police Services.

Retention Rationale

The retention period is based on the records retention practices of the Waterloo Regional Police Service.

Approval Date

19 December 2011