DEANS OFFICE
The Office of the Dean of Arts and Science is responsible for the coordination and support of Trent University’s undergraduate academic departments and programs, and the appointment and career development of its faculty members. The Dean’s Office administers the Teaching Support Fund. The Dean’s Office is responsible for the administration of the undergraduate Academic Integrity policy. Visit the Dean's website.
General Records -Kept indefinitely
Financial Records - kept seven years and shred
Undergraduate Departmental Records (personnel, staffing, hiring, budget, enrolment limits) - kept three years and shred
Course Syllabus - retained in the Course Syllabus Catalogue
Statistical Reports - kept indefinitely
Deans Meeting Minutes - kept indefinitely
Personal Information Databanks
Faculty and Staff Personnel Records
Legal Authority: Trent University Act 1963
Information Maintained: May include name, contact information, Social Insurance Numbers, DOB, NRD, hiring date, CVs, appointments, salaries, promotions, merit, tenure, sabbatical information, tenure and probationary information, performance reviews (staff)
Individuals in Bank: Current and retired TUFA, CUPE, OPSEU and Exempt employees
Uses: Human Resources functions
Users: Department Chair
Retention & Disposal: TUFA - When a TUFA member's appointment terminates under any of the provisions in the collective agreement, that member's personnel file shall, three (3) years from the date of termination, be transferred to the Office of the President where they shall remain closed for a period of ninety (90) years from the date of birth of the member; CUPE - When a CUPE member has not been employed in seven (7) years the file is destroyed; OPSEU and Exempt - kept until retired then shred/delete
ACADEMIC DEPARTMENTS AND PROGRAMS
Trent University’s Faculty of Arts and Science is divided into 29 single discipline undergraduate departments and programs, 12 interdisciplinary undergraduate programs, and 15 graduate departments and programs.
General Records -Kept indefinitely
Financial Records - kept seven years and shred
Departmental Committee Meeting Minutes - kept permanently
External Review Records - kept until next external review
Staffing and Sabbatical Plans - kept three years
Personal Information Databanks
Departmental Personnel Files
Legal Authority: Trent University Act 1963
Information Maintained: May include CVs, student letters of appreciation, information on Right of First Refusal, CUPE files, job descriptions, course evaluations, OPSEU performance appraisals
Individuals in Bank: Current and retired OPSEU and CUPE employees of the department
Uses: Human resources functions
Users: Department Chair
Retention & Disposal: kept five years then destroyed
Student Information Files
Legal Authority: Trent University Act 1963
Information Maintained: Student records, marks, transfer credit information, letters of permission, marks appeals, waivers, thesis applications (after processed by department do not keep), student complaints, TWSP files, exams; may include information on placements (consent forms, placement records, student evaluation forms, photos), academic integrity/plagiarism (after processed no need to keep as they are kept with the academic integrity office)
Individuals in Bank: Students enrolled in courses within the Department
Uses: Administration of academic functions
Users: Department Chair and staff
Retention & Disposal: Exams - kept 12 months then shred; Student complaints - kept 2 years then shred; TWSP files - kept 1 year then shred; TUFA - Student experience of teaching surveys (SETS) - retained by the department, surveys conduced in a paper format shall be scanned by the department and retained in electronic format, original paper copies returned to faculty member. CUPE - student course evaluations forms - department will retain the originals or copies for a twenty-four (24) month period