If you are not identified as a responsible unit but you hold copies of the information described in these class codes, keep them for reference or working documents only, for a short period of time (such as two years), and then destroy them.
6000-Governance
Functions and supporting activities codes for management of records associated with the University’s governing bodies and compliance with regulatory frameworks.
Supporting activities
Secondary Copies
6100 Constitution and Governing Bodies
6110 - Acts and Bylaws
Description
Records related to the adoption of acts, charters, statutes and bylaws defining the University’s authority, rights and privileges.
Can include charters, bylaws, acts, orders and amendments.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Secretary-General | Superseded or obsolete | 1 | Send to archives | n/a |
6120 - Governing Bodies
Description
Records related to administration of convening and deliberations of governing and decision-making bodies for the University as defined in the University of Ottawa Act or University bylaws, or as required by legislation, regulatory bodies, professional standards or internal policies or procedures. Includes the Senate, Board of Governors, Faculty Councils and their committees, as well as all internal committees, councils, standing committees, subcommittees, ad hoc committees, task forces, and working and advisory groups.
Can include agendas, notices, meeting packages, correspondence, schedules, supporting documentation, resolutions, approved minutes and terms of reference.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Secretary-General Responsible faculty or service | Calendar year end date | 5 | Send to archives | See 3120: Unit Meetings |
6121 - Governing Bodies—Elections and Nominations
Description
Records related to planning and implementation of the election and nomination process for University governing bodies.
Can include lists, procedures, ballots, correspondence, service agreements, forms and biographical information of candidates.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Secretary-General Responsible faculty or service University of Ottawa Students’ Union / student associations | File closed date and any applicable appeals resolved | 2 | Destroy | See 6120: Governing Bodies for minutes of the governing body documenting outcome of election; 7221: Selection of President and Vice-Chancellor and Chancellor |
6122 - Governing Bodies—Co-ordination
Description
Records related to co-ordination and logistics in preparation for convening governing bodies.
Can include agenda co-ordination, location logistics, member training, member qualifications, attendance tracking, member profiles and onboarding material.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Secretary-General Responsible faculty or service | Calendar year end date | 2 | Destroy | See 6120: Governing Bodies for minutes of governing bodies |
6200 Regulations
6210 - University Policy and Regulation Management
Description
Records related to development, adoption, review and amendment of policies approved by a governing body, as well as supporting procedures, protocols, standards and other University instruments regulating governance, operations and management.
Can include proposals, research papers, consultations, reports, final documents, correspondence and major drafts.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Secretary-General | Superseded or obsolete | 5 | Send to archives | See 3140: Unit Procedures, Guidelines and Standards |
6211 - Breach of University Policies and Regulations—Case Files
Description
Records related to individual investigations into breaches of University policies, procedures and regulations that are not dealt with in another activity.
Can include forms, notes, incident details, correspondence, supporting documentation, assessments, reports, requests, interventions, statements, applications to appeal, decisions, measures and recommendations.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| All responsible units | File closed date and any applicable appeals resolved | 15 | Destroy | See 2211: Human Rights and Equity—Case Files; 3210: General Inquiry Responses for inquiries and complaints related to a unit; 7630: Labour and Employee Relations Disputes and Grievances—Case Files; 1520: Student Academic Misconduct—Case Files; 8322: Research Integrity Investigations—Case Files; 6120: Governing Bodies for Minutes of Governing Bodies receiving cases (Senate Appeals Committee) |
6300 Organizational Strategy and Planning
6310 - Organizational Governance and Mandate
Description
Records related to the governing statements, structures, principles and mandates of the University and its academic, administrative and research units. Includes the establishment of the University’s vision, mission and values guiding its strategic and operational direction, and reinforcing the its identity.
Can include organizational charts, delegations of authority, mandates, leadership structures, reporting structures, correspondence, lists, analyses, reports and statements.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Office of the President Secretary-General Responsible faculty or service | Superseded or obsolete | 5 | Send to archives | n/a |
6320 - Institutional Strategic Planning
Description
Records related to preparation, development, implementation and renewal of planning instruments that allow the University to focus and prioritize its administrative and operational resources. Development of the corporate budget, including provisions for operating expenses and identification of strategic initiatives to be undertaken by departments.
Can include correspondence, surveys, reference documentation, notes, reports, summaries, plans, charters and approvals.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Secretary-General President and Vice-Chancellor Provost and Vice-President Academic Affairs Vice-President Research and Innovation Vice-President International and Francophonie Vice-President Finance and Administration Vice-President Advancement Institutional Research and Planning | File closed date | 7 | Send to archives | See 3110: Unit Planning for unit strategic plans; 3110: Unit Planning for unit operational plans; 6330: Institutional Operational Planning |
6330 - Institutional Operational Planning
Description
Records related to definition of initiatives, determination of annual plans and performance indicators, and identification of best approaches for achieving those goals, as defined in University strategic planning instruments. Includes operational planning for faculties, departments and research units.
Can include correspondence, surveys, reference documentation, notes, reports, summaries, plans, charters and approvals.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Secretary-General President and Vice-Chancellor Provost and Vice-President Academic Affairs Vice-President Research and Innovation Vice-President International and Francophonie Vice-President Finance and Administration Vice-President Advancement Institutional Research and Planning | Superseded or obsolete | 7 | Send to archives | See 3110: Unit Planning for unit operational plans; 6320: Institutional Strategic Planning |
Questions and support
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