University Secretariat

The University Secretariat provides the governing bodies of the University with administrative services, research and analysis, and general support. The office manages the senior academic appeals process and supports presidential searches. The Secretariat provides information and advice on Senate and Board of Governors policies, procedures, precedents and records and administers access/privacy matters. For more information, visit the Secretariat website.

General Records

• Governance (Board of Governors, Board Committees, Senate, select Senate committees):
  Board and Senate master records kept indefinitely; committee membership lists/minutes/agendas transferred to Archives after five years and/or archived electronically.
• Corporate – significant documents (e.g. articles of incorporation, corporate filings, etc.) kept indefinitely
• Departmental Budget – three years then destroy
• Legal – most transferred to VP Finance and Administration in 2013; opinions on Secretariat governance and legislative compliance matter retained for at least five years and thereafter for as long as advice remains useful
• Access/Privacy – freedom of information requests, privacy complaints, privacy breach files – ten years then destroy

Personal Information Databanks (all located in Secretariat)

Board and Senate Membership Records

• Legal Authority: Trent University Act 1963 and Corporations Act
• Information Maintained: May include name, contact information, biography, appointment dates, committee assignments
• Individuals in Bank: Governors and Senators
• Uses: Corporate and governance administration; prize nominations, historical research.
• Users: Secretariat staff
• Retention & Disposal: Indefinite

Election & Award Nomination Records

• Legal Authority: Trent University Act 1963
• Information Maintained: Name, nomination letter, biography
• Individuals in Bank: Nominees for Board membership, Senate/Senate committee membership, Chancellorship, honorary degrees and awards
• Uses: Selection of individuals for volunteer appointments and honours
• Users: Secretaries of Board and Senate and Nominating/Honours Committees
• Retention & Disposal: Current year plus four, then shred

Judicial Process Case Files

• Legal Authority: Trent University Act 1963
• Information Maintained: Name, address, telephone number, email address, appeal documents
• Individuals in Bank: Appellants
• Uses: Administration of academic appeals
• Users: Secretary and Chair of Special Appeals Committee
• Retention & Disposal: Seven years then all but the decision letter will be deleted.

Access to Information/Protection of Privacy Requests

• Legal Authority: Freedom of Information and Protection of Privacy Act
• Information Maintained: Name, address, telephone number, email address, details of request and related documents
• Uses: Administer access/correction requests; compile annual statistical report
• Users: Access/privacy coordinator, Head or delegate and authorized staff
• Individuals in Bank: Individuals submitting requests under FIPPA
• Retention & Disposal: Ten years then shred all but final decision letters and appeal records

Personnel

• Legal Authority: Trent University Act
• Information Maintained: Name, address, terms & conditions of appointment, staff annual review documents, attendance records
• Uses: Salary & benefits administration, performance review, attendance management
• Users: Staff supervisor/University Secretary
• Individuals in Bank: Department staff, Presidents
• Retention & Disposal: Staff files – normally shredded one year after departure; presidential files retained permanently

Presidential Reviews and Searches

• Legal Authority: Trent University Act
• Information Maintained: See Retention and disposal below.
• Uses: Support of presidential review and search processes
• Users: University Secretary, search consultants, members of review/search committees
• Individuals in Bank: incumbents, applicants, referees
• Retention and Disposal: review/search committee membership, terms of reference, process followed, committee’s report to Board of Governors - retained indefinitely as the official record; applicant CVs and references - retained securely for one year then crosscut shredded; transitory paper and electronic records from reviews and searches including consultation responses and draft documents – destroyed following Board acceptance of committee’s final report to Board.

Manuals

Board of Governors’ Handbook, Senate Handbook