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 web site.
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 usefu
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
Honorary Degree Recipient and Award Winner Records
Legal Authority: Trent University Act 1963
Information Maintained: Name, contact information, biography, appointment/award dates, news clippings
Individuals in Bank: Chancellors, Honorary Graduands, award recipients.
Uses: Administration of ceremonials, awards, visits; historical research.
Users: Secretariat staff, University Honours Subcommittee
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