Presidential Search Records

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

Retention Rule Number: Specific Retention Rule 2000.15

Function/Activity: To document the search for a new President of the University of Calgary.

Description/Type of Records: Agenda, budgets, contact information and profiles for committee members, correspondence, criteria for selection, interview questions, letters of commentary, meeting plans and arrangements, progress reports, publicity material, and related records.

Retention Rules

Office of Primary Responsibility (OPR) Retention Disposition
University Secretariat To end of next presidential search process Transfer to Archives
Office of Secondary Responsibility (OSR) Retention Disposition
Presidential Advisory Search Committee members Return all records to University Secretariat following search Confidential shred or delete

The privacy provisions of the Freedom of Information and Protection of Privacy Act and University practice dictate that these records are restricted to Presidential Advisory Search Committee members during the search period.  After the appointment of the new President, access is permitted by written permission of the Secretary to the Board of Governors.

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

Approval Information:

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

03 June 2003