HS80 – Special Constable Service & Law Enforcement [DRAFT]

Records of Special Constable Service’s response to incidents and occurrences at the University, and public complaints about the Special Constable Service.

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

Special constables are appointed by the Waterloo Regional Police Services Board, and work in partnership with the campus community to ensure a safe and secure University environment. Special constables routinely investigate incidents involving, for example, ambulance calls, drunkenness, mischief, bike theft, break and enter, assault, and motor vehicle accidents and collisions. Waterloo Regional Police Service (WRPS) will also be involved in the response to incidents and occurrences meeting the definition of “major cases” in O. Reg. 354/04: Major Case Management under the Police Services Act, R.S.O. 1990, c. P.15.

This records class includes: dispatch logs, special constables' notebooks, copies of special constables’ notes, detain sheets, liquor seizure forms, recordings of Special Constable Service telephone and radio communications, copies of tickets served under the Provincial Offences Act for minor non-criminal offences, offence notices, summonses, trespass notices issued to individuals and supporting documentation, property tags and receipts, evidence, interviews, statements, reports, and related correspondence. Records of complaints received about Special Constable Service include: complaints, complaint investigation records, responses, reports, and related correspondence.

Responsible Unit

Special Constable Service.

Information Steward

University Secretary.

Information Confidentiality Classification



  • Trespass notices: 1 year after expiry.
  • Tickets served under the Provincial Offences Act: minimum of 30 days after disposition of ticket.
  • Liquor seizure forms: 1 year after current.
  • Special Constable Service telephone and radio communications recordings: 2 years.
  • Complaints received about Special Constable Service: 7 years.
  • Special constables' notebooks: 75 years after termination of employment.
  • Major investigation case files: minimum of 25 years and a maximum of 75 years, based on Special Constable Service assessment of the severity of the occurrence, in consultation with the WRPS.
  • General incidents/occurrences: 7 years.

Note: Evidence for major investigations is retained by WRPS.


Secure destruction.


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.


  • Police Services Act, R.S.O. 1990, c. P.15, and O. Reg.3/99: Adequacy and Effectiveness of Police Services.
  • Ontario Major Case Management Manual.
  • Liquor Licence Act, R.S.O. 1990, c. L.19.
  • Trespass to Property Act, R.S.O. 1990, c. T.21.
  • Provincial Offences Act, R.S.O. 1990, c. P.33.

Retention Rationale

Retention is based on operational use and the records retention practices of the WRPS.

Personal Information Banks

  • Trespass notices include name of person served trespass notice, date the notice is served.
  • Provincial offence records may include name, address, telephone number, e-mail address, student or employee number, gender, date of birth, descriptions of incidents.
  • Public complaints include name of complainant, address, telephone number, e-mail address, description of complaint, investigation and response.
  • Incident/occurrence records may include name, address, telephone number, e-mail address, student number, employee number, gender, date of birth, descriptions of incidents, statements, and physical descriptions.

Under Review Date

14 February 2020

Previous Version

19 December 2011

(This records retention schedule replaces HS74 - Liquor Seizure Forms, HS76 - Special Constable Incident/Occurrence Case Files, HS78 - Special Constables' Notebooks, HS80 - Special Constable Voice Communications, HS82 - Provincial Offences, HS83 - Public Complaints, and HS88 - Trespass Notices)