Protected Disclosure Process
UCLASS Primary: GV280 – Human Rights Advocacy
Retention Rule Number: Specific Retention Rule 2016.03
Function/Activity: To document cases of protected disclosure that may involve research or academic integrity, harassment, or other behaviour that constitutes a breach of the Code of Conduct.
Description/Type of Records: Correspondence, notes pertaining to disclosures, investigative reports, annual reports on protected disclosure activities.
Retention Rules
Office of Primary Responsibility (OPR) | Retention | Disposition |
---|---|---|
Office of Diversity, Equity and Protected Disclosure | ||
Case files: | 12 years from the date the file is closed Select files may be retained at the discretion of the Office of Protected Disclosure | Confidential shred or delete |
Annual Reports on Protected Disclosure | 5 years for reference purposes | Transfer to the Archives |
Office of Secondary Responsibility (OSR) | Retention | Disposition |
---|---|---|
Deans Managers | ||
Investigative Reports | 12 years after action is taken on the findings of the report | Confidential shred or delete |
Restrictions:
Records pertaining to a Protected Disclosure are the property of the University and will be safeguarded to ensure confidentiality and, when applicable, the Complainant’s anonymity.
Records Management Instructions:
To facilitate the retention and destruction of records relating to protected disclosure, campus units should maintain these files as a separate series, organized by date rather than by name.
Citations:
For Offices of Primary Responsibility (OPR):
Public Interest Disclosure (Whistleblower Protection) Act
UofC
Procedure for Protected Disclosures
UofC Research Integrity Policy
UofC Investigating a Breach of Research Integrity Procedure
Limitations Act, Chapter L-12, s.3(1).
Approval Information:
- Karen Jackson, General Counsel
- Jo-Ann Munn Gafuik, Senior Officer, Policy and FOIP
- Bonnie Woelk, University Records Committee (Chair)
14 December 2016