Vice-President, External Relations & Advancement

External Relations and Advancement is responsible for fundraising activities, alumni relations and promotion of the University through community relations. Please visit the Vice President, External Relations & Advancement website for more information.

General Records

Departmental Personnel Records
Financial Records
Contracts
Policies
Department Working Files
Committee Records (Fundraising Council, Trent University Foundation, Annual Fund Leadership committee, Alumni council and its committees)

Fundraising and Alumni Records

Legal Authority: Trent University Act 1963; Ministry of Training, Colleges and Universities Act, Section 5.1; Income Tax Act
Information Maintained: Name, contact information, date of birth, gender, marital status, tax receipts, donation and proposal history, financial information, academic information, employment history, personal interests and relationships, information relating to interactions with the University or staff
Individuals in Bank: Alumni, donors, faculty, parents, prospects, staff, students, volunteers
Uses: Fundraising
Uses: Departmental staff on a need-to-know basis
Retention & Disposal: Minimum of 7 years then shred/delete

Distribution Lists

Legal Authority: Trent University Act 1963; Ministry of Training, Colleges and Universities Act, Section 5.1
Information Maintained: Name, contact information
Individuals in Bank: Alumni, donors, faculty, parents, prospects, staff, students, volunteers
Uses: Fundraising and communication
Uses: Departmental staff on a need-to-know basis
Retention & Disposal: Updated regularly, no specific retention period

Honorary Degree Recipients

University Presidents & Chancellors

Professor & Librarians Emeritus, Retired Professors

Legal Authority: Trent University Act 1963
Information Maintained: Name, contact information
Individuals in Bank: Former Trent professors and librarians granted Emeritus status; retired Trent professors
Uses: Administration of University Functions and Convocation
Uses: External Relations and Advancement staff
Retention & Disposal: Updated annually

Eminent Service, Research & Teaching Award Winners, Student Medalists

Legal Authority: Trent University Act 1963
Information Maintained: Name, contact information (at time of award)
Individuals in Bank: Staff, faculty and student award winners as announced at Convocation
Uses: Administration of University Functions and Convocation
Uses: External Relations and Advancement staff
Retention & Disposal: Updated annually

Photo Databanks

Legal Authority: Trent University Act 1963; Ministry of Training, Colleges and Universities Act, Section 5.1
Information Maintained: Name, contact information, photographs, photograph descriptions and release information
Individuals in Bank: Alumni, donors, faculty, parents, prospects, staff, students, volunteers and related stakeholders
Uses: Fundraising, communications and promotions
Uses: University staff with access clearance
Retention & Disposal: Minimum 1 year then shred/delete