Records of individual and corporate donors, prospective donors, alumni, and their relationship with the University.

This records class includes Personal Information Banks.

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

Content & Scope

The Office of Advancement, through its constituent Development and Alumni Relations offices, is responsible for supporting the University’s mission through raising funds and maintaining relationships with our alumni through a variety of activities, programs and events.

This records class excludes financial records of donations and the management of endowments, and donation/gift agreements.

This records class includes information on alumni, donors, and prospective donors, their activities and their continuing relationship with the University. The records include biographical and contact information, photographs, news items, corporate information, profiles, proposals, meeting and briefing notes, donation forms, copies of donation agreements, and related correspondence. A permanent record of gifts and donations to the University is maintained in the enterprise development system.

Related Records

  • For executed donation agreements, see AD80 – Contracts & Agreements.
  • For financial records of donations and management of endowments, see FN20 – Revenues and Accounts Receivable and FN50 – Endowment Files.

Responsible Unit

Office of Advancement.

Information Steward

Vice-President, Advancement.

Information Confidentiality Classification

Highly restricted.

Retention

15 years after the relationship with the University has ended.

Disposition

Secure destruction.

Authority

  • University of Waterloo Act, 1972
  • Freedom of Information and Protection of Privacy Act
  • Policy 7 – Gift Acceptance
  • Policy 10 – Naming Opportunities

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)).

Personal Information Banks

Information may include: name, address, telephone number, email address, date of birth, national origin, gender, marital status, educational history, employment history, family names, activities and interests, donation history, and correspondence.

Under Review Date

12 February 2020