HR07 – Appointments (Academic Administrative Officers)

Records of the appointment and reappointment of University academic administrative officers.

Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Archival RecordsAuthority | Retention Rationale | Other Units with Copies | Personal Information BanksVersion Information

Content & Scope

Academic administrative appointments include the President, the Vice-President, Academic & Provost, the Vice-President, Research & International, Deans of Faculties, and Chairs and Directors of academic units.

The records include nominating committee agendas and minutes, position profiles and selection criteria, advertisements, lists of actual and potential candidates, nominations, candidates' CVs, interview questions, timetables, end of term reviews, solicited feedback on candidates, comment summaries, reference reports, ballots and ballot summaries, recommendations, announcements, and related correspondence.

Responsible Unit

  • Secretariat, for President, Vice-President, Academic & Provost, Vice-President, Research & International, and Deans.
  • Faculties, for Chairs and Directors of academic units.

Information Steward

Vice-President, Administration & Finance.

Information Confidentiality Classification



  • Nominating committee records (including minutes, the position profile, advertisement, end of term reviews) and materials related to the successful candidate (e.g., nominations, CVs, comment summaries, and reference reports): Retain records regarding the search for the incumbent and previous incumbent.
  • Materials related to unsuccessful candidates, solicited feedback, and ballots: retain for 1 year after the appointment is approved, then securely destroy.
  • The nomination/application files of candidates who were not short listed may be securely destroyed after a shorter period if prior notice has been given to the candidates.


Archives Selection.

Records which are not selected for the University archives must be securely destroyed at the end of their retention period.


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

Nominating committee records and materials relating to the successful candidate for the positions of President, Vice-President, Academic & Provost, Vice-President, Research & International, and Deans of Faculties are of long-term historical value to the University. Please contact the University Records Manager for assistance with these records at the end of their retention period.


University of Waterloo Class A policies.

Retention Rationale

Retention is based on operational use and regulations to the Freedom of Information and Protection of Privacy Act requiring 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 (RRO 1990 Reg 460, s 5(1)). Some of these records have long-term historical value.

Other Units with Copies

Committee members.

Retention of Copies

Until the appointment/reappointment process has been completed.

Disposition of Copies

Secure Destruction.

Approval Date

26 October 2011