Provost & Vice-President, Academic

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