Records of relations between the University and other universities, professional associations, and external organizations.
Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Archival Records | Authority | Version Information
Content & Scope
University offices and individual employees collaborate and maintain relations with other universities and external organizations, including professional associations, in support of the unit’s or the position’s responsibilities.
This records class excludes contracts and agreements with external organizations, and records of the University’s relations with federal, provincial and municipal governments and government agencies.
This class includes records of membership in professional associations and consortia facilitating inter-institutional collaboration, as well as records associated with special events, projects and ongoing programs, such as proposals, meeting minutes, working papers, reports, surveys, questionnaires, associated data sets and analyses, and related correspondence.
Related Records
- For data sets and associated records derived from inter-institutional initiatives which are used in University planning and benchmarking, see AD30 – Planning & Review.
- For contracts and agreements with other universities and organizations, see AD80 – Contracts & Agreements.
- For records of relations and interactions with government agencies and officials, see UR80 – Government Relations.
Responsible Unit
Unit responsible for the relationship.
Information Steward
The information steward for the area of administration of the unit responsible for the relationship. Consult the directory of information stewards for guidance.
Information Confidentiality Classification
- Public: records intended for public release, promoting or reporting on the University’s collaborations with other organizations.
- Confidential: all other records.
Retention
Minimum of 2 years and no more than 7 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
Some records 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
University of Waterloo Act, 1972
Under Review Date
12 February 2020