The Risk Management Department is responsible for protecting persons and property at Trent University through the provision of policies, programs and services including Campus Security, Environmental Health and Safety, Access Control, Emergency Preparedness and Response, the University Insurance Program, Enterprise and Operational Risk Management, Walkhome and Trent University Emergency First Response. The department also provides, maintains, enforces and administers the University’s Parking and TrentU Card programs. For more information, visit the Risk Management web site.
General Records
Committee Reports, Financial Records (original RMD financial records), Statistical Reports, Insurance Records - Retention: 7 years
WSIB Records - Retention: indefinite
Risk Management Records Security Reports - Retention: 7 years
Hazardous Waste Disposal - Retention: 7 years
Health and Safety Inspections - Retention: 2 years
Joint Health and Safety Committee (original agendas, minutes, and committee reports) - Retention: Permanent.
Fire Wardens Lists – Retention Location Lists: 1 year; Retention Training Lists: indefinite
Fire Safety Plans and related Files - Retention: until superseded by subsequent year’s plans
Personal Information Databanks
ParkAdmin and Security Incident Reporting Database
Location: externally hosted server
Legal Authority: Trent University Act 1963
Information Maintained: May include name, contact information, license plate number, driver’s license number, date of birth, parking pass status, date/location of infraction, fee collection information, student account information, security incident reports
Individuals in Bank: Persons with parking permits, persons associated with parking violations, and persons involved in security incidents
Uses: Administration and enforcement of parking system, provision of information for security and police investigations, analysis of security incident/crime trends/problem areas to facilitate protection strategies, provision of statistical information for planning purposes, facilitation of disciplinary action
Users: Security Manager, Security Guards, EH&S Officer, Parking and Access Control Supervisor, parking staff, Campus Card Coordinator, Director, Risk Management, VP Administration and authorized employees on a need to know basis
Retention & Disposal: Parking Accounts and related personal information – 7 years of inactivity, then delete; Security Incident Reports – Delete after 7 years unless incident is open and ongoing. Format: electronic.
Walkhome and Trent University Emergency First Response Team Files
Legal Authority: Trent University Act 1963
Information Maintained: Name, student number, contact information, criminal record check certificates, patient name, student/employee number and contact information along with details of injury/illness, treatment received and any volunteered medical history.
Individuals in Bank: Walkhome and TUEFRT volunteers/staff
Uses: Management of TUEFRT and Walkhome program
Users: Security Supervisor, Director, Risk Management, Walkhome Coordinator, TUEFRT program director and authorized staff
Retention & Disposal: 3 years, then delete/shred. Format: paper and electronic.
Drivers’ Forms and Insurance Claims Reports
Legal Authority: Trent University Act 1963
Information Maintained: Driver license information and driver history, particulars of insurance claims. Motor vehicle accident reports and related documentation.
Individuals in Bank: Authorized university drivers, individuals who have incurred losses of or on university property.
Uses: Provided to Insurance Companies to verify driver status and to adjust insurance claims, motor vehicle accident reports and background documentation. Documents may be provided to legal counsel in the case of civil actions.
Users: Risk Management Administrative Assistant, Director, Risk Management, VP Administration, CURIE, Marsh (or current insurance provider) and authorized employees on a need to know basis.
Format: paper and electronic.
Retention & Disposal: Insurance records – Indefinitely; driver forms – 3 years, then delete/shred.
Emergency Operations Centre Contact Files and related Files:
Legal Authority: Emergency Management and Civil Protection Act of Ontario; Federal Emergencies Act; Police Services Act; Fire Protection and Prevention Act; Health Protection and Promotion Act.
Information Maintained: Name, address and contact numbers, emergency plans, manuals, maps, communications and related resource documents.
Individuals in Bank: University employees, lease contacts, City of Peterborough contact information.
Uses: Contact employees or their alternate in the event of an emergency or crisis, contact lessees as required, contact City of Peterborough emergency coordinators as required.
Users: Risk Management staff (possibly others, under direction of the Crisis Response Team, in the event of a Crisis or Emergency Operations Centre Group as required)
Retention & Disposal: Format: paper and electronic. Updated annually. Retain: minimum 1 year (per FIPPA). Once new list is received, old one is deleted/shredded.
Departmental Emergency Contact Files:
Legal Authority: Trent University Act 1963
Information Maintained: Name, address and contact numbers
Individuals in Bank: University employees
Uses: Contact employees or their alternate in the event of an emergency or crisis.
Users: Risk Management staff (possibly others, under direction of the Crisis Response Team, in the event of a crisis)
Format: paper and electronic.
Retention & Disposal: Updated annually. Retain: 1 year (per FIPPA).
Workplace Safety and Insurance Files
Legal Authority: Trent University Act 1963, WSIA, OHSA
Information Maintained: WSIB files including investigation reports, injury reports, compensation and accommodation records
Individuals in Bank: Current and past Trent employees; Students injured on an unpaid work placements
Format: paper.
Uses: Administration of WSIB
Users: Risk Management Office staff
Retention & Disposal: Indefinite
Personnel Files
Common to all departments
Retention: When employment with department is completed, relevant records are transferred to file in HR and the remainder shredded. Format: paper.
Activity Risk Management Forms/Reports
Legal Authority: Trent University Act 1963
Information Maintained: risk management forms, acknowledgement of risk and responsibility forms, emergency information forms (name, address), supporting documents.
Format: paper and electronic.
Users: Safety Office; Risk Management.
Retention: 3 years, then destroy by shredding.
Student Activity Waivers.
Legal Authority: Trent University Act 1963
Information Maintained: Informed consent waivers (with signatures)
Format: paper.
Users: Risk Management Office staff
Retention: 3 years routinely then delete; 7 years then delete if advised that an incident or loss occurred during the activity for which the waiver was raised.
TrentU Student and Employee Cards (including Axiom)
Legal Authority: Trent University Act 1963
Information Maintained: Student/Employee Number, First Name, Last Name, photograph, account balance and transaction record and to provide related services.
Individuals in Bank: Current and past Trent employees and students Uses: To identify a student, staff or faculty
Users: Card Office, Security, Housing
Retention: Photographs and GuardCard (access control, door scheduling, programming, card history report) information are kept 1 year after last "activity" e.g. graduation, termination. Maintained in Axiom program (database).
Format: electronic.
Retention: electronic photographs Current year + 1 year inactive, then delete.
Retention: MultiPlan
datatel number and account balance: Current year + 2 years Inactive (after last account activity) then delete.
First Aid Training Employee / Student List
Information Maintained: contact information, location, employee number and first aid training history.
Individuals in Bank: university staff and students training in formal first aid training. Uses: Used to identify first aid coverage in each university building.
Users: EHS Officer, Risk Management Administrative Assistant, Director, Risk Management. First aid training is valid for a maximum of two years and then requires recertification.
Format: paper and electronic.
Retention & Disposal: Current year (1) + 3 years Inactive, then delete/shred.
Mandatory Ministry of Labour Health and Safety Training.
Legislation: OHSA
Information Maintained: employee number and training history. Individuals in Bank: university staff
and paid graduate students. Uses: Used to identify employees and paid graduate students who have
completed mandatory Ministry of Labour Health and Safety Training.
Users: EHS Officer, Risk
Management Administrative Assistant, Manager of Payroll. Training certificate is permanent. Type:
Secure electronic database (HRIS system); related excel electronic summary, paper copy of external
training records provided.
Retention & Disposal: Indefinite.