Records of programs, services, and activities for young people under the age of 18, including camps, workshops, special events, and child care services.

This records class includes Personal Information Banks.

Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Archival RecordsAuthority | Retention Rationale | Personal Information BanksVersion Information

Content & Scope

Recreational and educational programs for young people under the age of 18 operate under the University guideline Children’s Camps on Campus. As well, the Department of Psychology’s Early Childhood Education Centre (ECEC) operates as a licensed child care centre under the Child Care and Early Years Act. Many of these programs involve unpaid volunteers who assist University employees and participants with activities.

This records class excludes: strategic and annual plans; financial records for fee payments; reports of participants’ injuries, accidents and other safety-related incidents; and, incidents requiring the involvement of Police Services.

The records include: program management and operational records; participants’ registration, attendance and participation records; and, records of volunteers assisting University staff in program delivery.

Management and operational records include: reviews & approvals of the program; promotional and orientation information for participants and their parents/guardians; procedures, training materials and manuals for staff and volunteers (e.g., safety rules, assisting participants with special needs, etc.); sign-in/sign-out and attendance logs, event and incident reports; facilities and equipment checklists, inspection logs, and other documentation of compliance with standard procedures; staff contact information; reports and related correspondence/communications.

Participant records include: application, registration, and attendance forms and databases; parent/guardian contact information; health information; consent/release forms signed by parent/guardian (e.g., for participation in events/activities); daily incident and activity participation reports; copies of serious occurrence reports submitted to the Safety Office and Police Services.

Records for volunteers include: applications, resumes and references; police records checks; records of required training (e.g., health & safety); descriptions of duties/responsibilities; documentation of compliance with procedures; and, related correspondence.

Related Records

  • For records of annual and strategic planning, see AD30 – Planning & Review.
  • For financial records of participation/registration fee payments see FN20 – Revenues and Accounts Receivable.
  • For emergency/serious occurrence reports, see HS52 – Injury/Accident Reports.
  • For records of incidents requiring the involvement of Police Services, see HS76 – Police Incident/ Occurrence Case Files.

Responsible Unit

  • Units offering activities and programs for young people.
  • Early Childhood Education Centre.

Information Steward

  • The information steward for the area of administration of the unit offering the activities and programs. Consult the directory of information stewards for more information.
  • Dean of Arts, for records of the ECEC.

Information Confidentiality Classification

  • Public: Promotional and other information intended for public release.
  • Restricted: records containing the personal information of parents/guardians, participants, and volunteers.
  • Confidential: All other records.

Retention

  • [Records of children and volunteers in child care (as defined in the Child Care and Early Years Act) with the ECEC: to be determined]
  • Records of participants and volunteers in other activities and programs: 2 years after the individual’s involvement ends.
  • All other records: minimum of 2 years after last administrative use, and then until superseded or obsolete. Units should document the specific retention periods within this range that they are using for their records (contact the University Records Manager for assistance, if required).

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.

Archival Records

Promotional materials and reports may be 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. Records of long-term historical value to the University will be selected by the Library Special Collections & Archives department.

Authority

  • Child Care and Early Years Act, 2014, SO 2014, c 11, Sched 1
  • O Reg 137/15: General, under Child Care and Early Years Act, 2014
  • Children's Camps on Campus Guideline; Children's Camps on Campus Checklist

Under Review Date

12 February 2020