The Provost and Vice-President Academic oversees the administration of all academic and academic support programs and services, research and student services. For more information, visit the website.
General Records
Budget & Financial Records (Retention: 7 years)
Minutes of Committee Meetings (Academic Planning & Budget Committee, Committee on Academic Personnel (COAP), Cyclical Program Review Committee, Faculty Board, Undergraduate Academic Policy Committee (UAPC), and Undergraduate Studies Committee (USC)) (Retention: Indefinite)
Policy & Procedure Documents (Retention: Replaced when new approved version created)
Correspondence & Other Administrative Records (Retention: until no longer required; time varies)
Personal Information Databanks
Personnel Files
Legal Authority: Trent University Act 1963
Information Maintained: Name, hiring date, letter of appointment, CV/resumes, leaves of absence, performance evaluations & personal requests
Individuals in Bank: Senior administration staff & VP Academic office staff
Uses: Administration and maintenance of employment records
Users: VP Academic & office staff
Retention & Disposal: 7 years after departure, then shred
Labour Relations Files
Legal Authority: Trent University Act 1963 and Ontario Labour Relations Act 1995
Information Maintained: Memoranda of agreements, grievance files, arbitration files/awards and termination agreements)
Individuals in Bank: Faculty, staff and management of Trent University
Users: VP Academic & office staff, HR staff
Retention: Indefinite
Academic Integrity Records
Legal Authority: Trent University Act 1963
Information Maintained: Name, contact information, supporting documentation, penalties imposed
Individuals in bank: Students charged with academic dishonesty
Uses: Administration of Trent’s undergraduate academic integrity policy, imposition of penalties, historical record
Users: Provost & office staff; undergraduate deans
Retention & Disposal: Basic record of offences maintained permanently; detailed records of individual cases destroyed 2 years after graduation or for inactive students, 10 years after penalty