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) web site 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)
Personal Information Databanks
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
Legal Authority: Trent University Act 1963
Information Maintained: Name, contact information
Individuals in Bank: Trent University Honourary Degree Recipients
Location: External Relations and Advancement, Mackenzie House
Uses: Administration of University Functions and Convocation
Uses: External Relations and Advancement staff
Retention & Disposal: Updated annually
University Presidents & Chancellors
Legal Authority: Trent University Act 1963
Information Maintained: Name, contact information
Individuals in Bank: Trent University’s presidents and chancellors
Location: External Relations and Advancement, Mackenzie House
Uses: Administration of University Functions and Convocation
Uses: External Relations and Advancement staff
Retention & Disposal: Updated annually
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