Presidential Review Records

UCLASS Primary: HR225 – Employment Processes – Academic and Senior Administrative Staff

Retention Rule Number: Specific Retention Rule 2000.14

Function/Activity: To document the review of the current President of the University of Calgary following a submission for consideration for a second term.

Description/Type of Records: Agenda, annual reports, budgets, contact information for committee members, correspondence, criteria for reappointment, final reports, interview questions, letters of commentary, meeting plans and arrangements, minutes, progress reports, publicity material, quarterly reports, terms of reference for review committee, and related records.

Retention Rules

Office of Primary Responsibility (OPR) Retention Disposition
University Secretariat 12 years from date of review Confidential shred or delete
Office of Secondary Responsibility (OSR) Retention Disposition
Presidential Review Committee members Return all records to University Secretariat following review Confidential shred or delete

In accordance with the privacy provisions of the Freedom of Information and Protection of Privacy Act, access restrictions apply to all presidential review records.  Access is permitted by written permission of the Secretary to the Board of Governors.

For Offices of Primary Responsibility (OPR):
Limitations Act, Chapter L-15.1,s.1(f); s.3(1)).

Records Management Instructions:
For Office of Primary Responsibility (OPR):
Keep all presidential review records separate from active administrative files during review period.

Approval Information:

  • Rhonda Williams, Director, University Secretariat
  • Jo-Ann Munn Gafuik, University Archivist
  • Bonnie Woelk, University Records Committee (Chair)

03 June 2003