Records of services and events for alumni, supporting their continuing relationship and involvement with the University.
This records class includes Personal Information Banks.
Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Archival Records | Authority | Retention Rationale | Personal Information Banks | Version Information
Content & Scope
Alumni Relations organizes and sponsors services and events to facilitate continuing relationships between the University and our alumni. Services include discounts on professional development courses and services/products available from affinity partners, career advising, and access to job listings intended specifically for Waterloo alumni. Events include networking and social events such as reunions and alumni chapter meetings and events.
This class excludes records documenting the University’s relationship with individual alumni.
The records include: production elements, drafts and final versions of promotional materials and alumni publications; background research and working papers informing the development and review of alumni services and events; service and event management and operational records; event/activity registration and attendance records; and, related correspondence.
Related Records
- For records of Alumni Council, see AD20 – Administrative Committees.
- For agreements with affinity partners, see AD80 – Contracts & Agreements.
- For records documenting the University’s relationship with individual alumni, see UR70 – Alumni & Donor Case Files.
Responsible Unit
- Alumni Relations.
- Other units providing services to alumni.
Information Steward
Vice-President, Advancement.
Information Confidentiality Classification
- Public: promotional information on alumni programs, services, and events intended for public release.
- Restricted: event/activity registration and attendance records; release forms signed by individuals whose personal information is used in promotional materials.
- Confidential: all other records.
Retention
- Event/activity registration and attendance records: 1 year after the conclusion of the event/activity.
- Note: registration and attendance records of individual alumni which are required for a longer period of time are classified with UR70 – Alumni & Donor Case Files.
- All other records: minimum of 2 years and no more than 5 years after last administrative use. 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.
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
Publications and newsletters for alumni, and some records documenting alumni services and events, have long-term historical value. 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
University of Waterloo Act, 1972.
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 records are of long-term historical value.
Under Review Date
12 February 2020