Risk Management

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, 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 website.

General Records

• Committee Reports, Financial Records (original RMD financial records), Statistical Reports, Insurance Records - Retention: 7 years
• Risk Management Records Security Reports - Retention: 7 years

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).

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.

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.