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 RecordsAuthorityVersion 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.


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).


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

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.


University of Waterloo Act, 1972

Under Review Date

12 February 2020