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.
7000-Human Resources
Functions and supporting activities codes for classification of records concerning employee management including recruitment, employee relations, compensation, benefits, professional and workforce development.
Supporting activities
Secondary Copies
7100 Human Resources Planning
7110 - Workforce Planning
Description
Records related to planning, analysis and monitoring of uOttawa positions to manage hiring requirements, position justifications and staff hiring.
Can include studies, analysis, reports and recommendations on staff needs and on the status of positions, staffing plans, inventory and structure of positions, lists of staff, lists of seniority and other items.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Human Resources VP Academic Affairs—Faculty Relations | Superseded or obsolete | 5 | Send to archives | See 3110: Unit Planning for unit position planning; 7120: Position Management for position descriptions; 7121: Evaluation of Positions |
7120 - Position Management
Description
Records related to definition and classification of positions that must be effectively occupied, and the number and distribution of these positions that must be established for University functions to be fulfilled.
Can include official definition of functions and tasks, work plan and allocation of tasks.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Human Resources VP Academic Affairs—Faculty Relations | Superseded or obsolete | 10 | Send to archives | See 7121: Evaluation of Positions |
7121 - Evaluation of Positions
Description
Records related to evaluation of administrative and union positions, including creation, classification and re-classification of positions at the University.
Can include job descriptions, organizational charts, forms, reference documentation, questionnaires, correspondence, analysis, reports and decisions.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Human Resources VP Academic Affairs—Faculty Relations | Decision date | 10 | Destroy | See 7120: Position Management |
7200 Recruitment and Selection
7210 - Position Postings
Description
Records related to creation, approval and management of internal and external employment postings for all types of positions.
Can include job vacancy notices, announcements, advertisements, postings and lists.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Human Resources VP Academic Affairs—Faculty Relations | File closed date | 6 | Destroy | See 7220: Recruitment— Case Files |
7220 - Recruitment— Case Files
Description
Records related to recruitment and hiring of employees to fill all types of positions. Includes permanent, term, contract, tenure, tenure track and adjunct positions for support staff, faculty and senior leadership positions (vice-presidents, secretary-general, deans, librarian, associate vice-presidents and vice-provosts, board chair and vice-chair).
Can include application packages, correspondence, interview schedules and results, interview notes, exams, questionnaires, offer letters, reference letters, supporting documentation, CVs, ranking information, lists, background and verification information and decisions.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Human Resources All responsible units VP Academic Affairs—Faculty Relations | Competition closure or cancellation; resolution of any grievance or litigation resulting from the process | 6 | Destroy | See 7221: Selection of President and Vice-Chancellor and Chancellor; 7300: Employee Files Management for documentation of successful candidates to be included in employee file |
7221 - Selection of President and Vice-Chancellor and Chancellor
Description
Records related to the selection and appointment process for the president and vice-chancellor and chancellor positions. Also includes the preliminary call for comments and proposals from the community, submissions to the Board of Governors for approval and consultations for re-appointment.
Can include forms, agendas and minutes from Selection Committee meetings, advertisements and position profile documents, interview templates, interview notes, application packages from candidates, reference letters, recommendation packages and consultation items.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Secretary-General | Successor hired | 1 | Send to archives | See 7220: Recruitment—Case Files for all other senior leadership/executive positions; 7300: Employee Files Management for documentation of successful candidates to be included in employee file; 6120: Governing Bodies for minutes of the Board of Governors (submitted recommendations) |
7230 - Unsolicited Applications
Description
Records related to the unsolicited submission of application information by individuals not as a direct response to a posting.
Can include personal information, CVs, resumés, reference information and supporting documentation.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Human Resources All responsible units VP Academic Affairs—Faculty Relations | Creation date | 1 | Destroy | n/a |
7300 Employee File Management
7310 - Academic Staff—Faculty Files
Description
Records related to the evolution of academic staff (including APUO and APTPUO members) careers, including all documentation found in the career development section, the confidential section and the personal section of APUO members’ faculty files.
Can include hiring documents, letters of recommendation, applications for academic leave, contract renewals, promotions and tenure application documentation, letters, annual reports, workload assignments, direct peer reviews, annual reviews, grants, patents, contracts, research funds and travel expenses.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Dean of responsible faculty | Departure date | 15 | Career Development section: Send to archives All other sections: Destroy (There may be more than one faculty file and responsible unit if a member is employed by more than one faculty or on an interdisciplinary basis. Career development section includes all documentation related to the hiring of a member including letters of recommendation (identity redacted), all academic leave application documentation referred to in the collective agreement, all contract renewal and promotion and tenure application documentation referred to in the collective agreement including letters from external evaluators (identity redacted), annual reports, workload assignments; and direct peer review of teaching (identity redacted).) | See 7311: Academic Staff—-HR File |
7311 - Academic Staff—HR Files
Description
Records related to the human resources portion of academic staff member files (APUO and APTPUO), including records pertaining to fringe benefits, salary and deductions and members’ disability status (if applicable) for APUO members.
Can include correspondence, forms, letters, memos, salary progressions, salary adjustments, deductions and disability status.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Human Resources | Departure date | 10 | Destroy | See 7500: Employee Benefits for pension files |
7320 - Non-Academic Employee—HR File
Description
Records related to career evolution of all permanent and term non-academic employees from hiring to departure from the University. Includes support staff, leadership, management and senior leadership employees.
Can include employment offers, CVs, diplomas, application forms, job descriptions, notices of hire or change, salary progressions, salary adjustments, benefits, professional development activities, status changes, leave notices, letters of resignation and notices of termination.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Human Resources | Departure date | 10 | Destroy (President and vice-chancellor’s and chancellor’s employee files: Send to archives) | See 7500: Employee Benefits; 7811: Employee Health and Wellness—Case Files; 7330: Temporary Employee Files |
7321 - Non-Academic Employee—Unit File
Description
Records related to the career evolution of all permanent and term non-academic employees within their unit from hiring to departure from the unit. Includes support staff, leadership, management and senior leadership employees.
Can include copies of hiring records, letters, correspondence, leave information, scheduling information, work agreements, performance objectives and reviews, and copies of termination or resignation letters.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| All responsible units | Departure date | 2 | Destroy (Relevant information sent to Central HR to be managed in HR employee file) | See 7320: Non-Academic Employee—HR Files; 7500: Employee Benefits; 7811: Employee Health and Wellness—Case Files; 7640: Employee Discipline and Administrative Measures—Case Files for discipline letters; 7330: Temporary Employee File |
7330 - Temporary Employee File
Description
Records related to the employment status and employment history of temporary, short-term, work-study students or unpaid staff at the University. Includes short-term contract employees, post-doctoral fellows, clinicians, casual employees, teaching and research assistants.
Can include hiring records, supporting documentation, letters or appointment, correspondence, compensation records, records of employment, performance plans, resignation or termination letters, resumés, deduction information.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Human Resources All responsible units | Departure date | 7 | Destroy (Relevant information sent to Central HR to be managed in HR employee file) | See 7310: Academic Staff—Faculty Files 7311: Academic Staff—HR Files and 7320: Non-Academic Employees—HR Files |
7400 Compensation
7410 - Remuneration Management
Description
Records related to planning, analysis and administration of salary scales and pay bases for different categories of employees.
Can include statistics, reference documents, trends analyses, equity information, salary scales, salary and pay rates, reports, correspondence, recommendations and surveys.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Human Resources | Superseded or obsolete | 7 | Send to archives | See 5410: Payroll Administration |
7420 - Working Time Control
Description
Records related to administration of employee attendance, shift scheduling and hours worked, for the purposes of payment and seniority tracking.
Can include reporting forms, time sheets, work schedules, banked time information, correspondence and supporting documentation.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
Human Resources; All responsible units | Calendar year end date | 7 | Destroy | See 5410: Payroll Administration |
7500 Employee Benefits
7510 - Employee Benefits Programs Management
Description
Records related to development and management of employee group insurance plans and programs, and other in-house University-offered benefit programs, including group health and dental benefits, long-term disability, life insurance, accidental death and dismemberment benefits, health-care spending accounts, tuition fee support and professional expense reimbursements.
Can include plan documentation, correspondence, reports, contracts, agreements, premium information, payment information, statements and items on relationships with third-party providers.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Human Resources Financial Resources | Superseded or obsolete | 7 | Send to archives | See 7520: Pension Plan Administration; 7511: Group Insurance—Member Case Files; 7512: In-house Employee Benefits—Case Files |
7511 - Group Insurance—Member Case Files
Description
Records related to administration of individual employees’ enrolment in group insurance benefits plans, decisions regarding optional contributions, beneficiaries and optional coverage. Includes health and dental benefits, long-term disability, life insurance, accidental death and dismemberment, and health-care spending account benefits.
Can include enrolment forms, continuation of benefits during leave, advice to payroll, requests, memos, adjustments, change notice forms, correspondence, reports, claims, supporting documentation, premiums and termination information.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Human Resources | Termination date | 16 | Destroy | See 7521: Pension (Active, Deferred and Pensioner Member)—Case Files; 7512: In-house Employee Benefits—Case Files |
7512 - In-house Employee Benefits—Case Files
Description
Records related to administration of individual employees’ enrolment in University-provided employee benefits programs such as tuition fee support and professional expense reimbursements.
Can include enrolment forms, supporting documentation, correspondence, requests, memos, reports and claims.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Financial Resources | Departure date | 7 | Destroy | See 7511: Group Insurance—Member Case Files |
7520 - Pension Plan Administration
Description
Records related to administration of pension plans and pension funds, including records that document the creation, support and operation of and investment in University, provincial and federal pension plan(s).
Can include amendments to current and predecessor plans, trust agreements, insurance contracts, collective bargaining agreements, member booklets, employer responsibilities, delegation, copies of filing reports and statements filed with FSRA, annual information returns, pension fund financial statements, actuarial valuation reports, correspondence, statements, investment policies and procedures.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Human Resources | As long as plan is in force | 10 | Send to archives | See 7521: Pension (Active, Deferred and Pensioner Member)—Case Files; 7522: Pension Terminated Membership—Case Files for files on individual pension members; 6120: Governing Bodies for Pension Plan Committee materials |
7521 - Pension (Active, Deferred and Pensioner Member)—Case Files
Description
Records related to administration of individual pension entitlements for active members, deferred members and pensioner members (beneficiaries), including initial enrolment, decisions made by employees regarding optional contributions and beneficiaries over time, and any correspondence with members.
Can include enrolment information, forms, transfer information, buyback information, modifications to beneficiaries, family law status and declarations, dependant certificates, labour relations information, retirement information, deferrals, death notices, insurance information, bank authorizations, copies of legal documents, requests for corrections and modifications, contribution and interest statements, pension estimates and correspondence.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Human Resources | Members, surviving spouse or beneficiaries no longer having an entitlement under the plan | 75 | Destroy | See 7520: Pension Plan Administration; 7522: Pension Terminated Membership— Case Files |
7522 - Pension Terminated Membership—Case Files
Description
Records related to summaries for pension beneficiaries who no longer have an entitlement under the pension plan, providing confirmation that the entitlement under the plan has been settled. Includes terminated memberships, for example, retiree or survivor deaths, active employee deaths and lump sum payments or transfers for deferred members.
Summaries for plan beneficiaries should include, at a minimum, the following:
- the plan beneficiary’s name, employee number or social insurance number (as applicable)
- the plan membership entry date (as applicable)
- the retirement date (as applicable)
- the retired member’s date of death
- the date of death of the retired member’s spouse or their designated beneficiary (as applicable)
- the pension amount that was paid to the retired member, their spouse, designated beneficiary or estate (as applicable), including
- any evidence that substantiates the payment information (e.g., payment stubs, T4A slips, or any other forms of evidence)
- the date(s) when payment(s) commenced and terminated, if periodic payments were made
- the date payment was made and the amount of the payment, if a lump-sum payment was made
The summary information that is retained must be sufficient to clearly identify the recipient of the payment(s), the exact amount(s) paid to them, and the dates when the payment(s) commenced and terminated.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Human Resources | Members, surviving spouse, or beneficiaries no longer having an entitlement under the plan | 1 | Send to archives | n/a |
7600 Labour Relations
7610 - Labour Negotiations
Description
Records related to management of collective bargaining, negotiations and agreements between the University and the associations or groups representing its employees. Includes negotiation, approval and application of collective labour contracts.
Can include correspondence, guidelines and updates, preparation for negotiations, supporting documents, minutes of settlement, memoranda, collective agreements, interpretation of collective agreements, letters of agreement attached, notes, legal opinions, cost projections, proposals and mandates.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Human Resources; Vice-President, Academic Affairs— Faculty Relations | Approval of the next collective agreement | 20 | Send to archives | See 7630: Labour and Employee Relations Disputes and Grievances—Case Files |
7620 - Employee Associations and Unions Relations
Description
Records related to the University’s relations with the employee associations and unions representing its employees.
Can include copies of accreditations, charters and regulations, correspondence and membership lists.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Human Resources Vice-President, Academic Affairs— Faculty Relations | End of the accreditation | 5 | Send to archives | See 7300: Employee Files Management for applicable employee files for union delegates’ leave |
7630 - Labour and Employee Relations Disputes and Grievances—Case File
Description
Records related to administration of formal and informal complaints, grievances, arbitration, adjudication or other labour disputes between employees and/or employee groups and the University in connection with labour contracts and University policies and regulations. Includes unionized and non-unionized employees.
Can include grievance forms, correspondence, regulations, supporting documentation, notes, letters of understanding, mediation and arbitration files, minutes, reports and decisions.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Human Resources Vice-President, Academic Affairs— Faculty Relations | File closed date | 15 | Send to archives (Retain final arbitration decision, post settlement, post judgement, destroy the rest. | See 7631: Work Stoppage and Strikes—Case Files; 3610: Legal Counsel—Case Files for litigation |
7631 - Work Stoppage and Strikes—Case Files
Description
Records relating to management of work stoppages of employees, such as strikes, and follow-up activities.
Can include correspondence, list of essential services, plans, communications.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Human Resources Vice-President, Academic Affairs— Faculty Relations | File closed date | 5 | Send to archives | See 7610: Labour Negotiations; 4420: Business Continuity and Emergency Response; 6120: Governing Bodies for minutes of committees; 7640: Employee Discipline and Administrative Measures—Case File; 4450: Incident Response and Investigation—Case Files for Protection Services’ responses |
7640 - Employee Discipline and Administrative Measures—Case File
Description
Records related to administrative actions, administrative measures, disciplinary measures, notices, warnings, suspensions, reprimands, retrogradations or dismissals of University employees. Includes measures imposed on employees to address performance concerns such as poor performance, breaches of codes of conduct, breaches of Human Resources policy or procedure or excessive absences.
Can include meeting notes, interviews conducted, investigation notes, decisions, performance improvement plans, official letters, reports and correspondence.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Human Resources Vice-President, Academic Affairs—Faculty Relations | Decision date; grievance or litigation resolution | Refer to applicable collective agreement or University policy | Destroy | See 3610: Legal Counsel—Case Files for litigation; 7650: Employee Termination—Case Files |
7650 - Employee Termination—Case Files
Description
Records related to preparation and implementation of the termination and off-boarding of employees.
Can include correspondence, notes, investigations, reports, decisions, letters of termination, notification to Payroll, Security and IT, including requests for revocation of user access rights, retaining assets, data recovery and transfer to designated units.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Human Resources Vice-President, Academic Affairs— Faculty Relations | Departure date; grievance or litigation resolution | 5 | Destroy (Copy of letter of termination kept in applicable employee file) | See 7300: Employee Files Management; 3610: Legal Counsel—Case Files for: litigation; 7630: Labour and Employee Relations Disputes and Grievances—Case Files for agreements resulting in employee relations case files |
7700 Professional Development
7710 - Learning and Development Programs Management
Description
Records related to planning and implementation of training, learning, and development programs that do not lead to a degree or professional certification. Includes programs offered to University staff, professional development opportunities, continued education programs and training offered to users of various University services.
Can include schedules, courses, course descriptions, workshops, seminars, shadowing programs, program outlines, orientation materials and manuals, advertisement, brochures, catalogues, videos and reference texts, planning materials, evaluation and assessment of needs, reports, correspondence, funding requests, travel expense documents, attendance records, evaluation reports and comments, certificates and facilitator information.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Human Resources All responsible units | Superseded or obsolete | 5 | Destroy | See 1100: Academic Program Organization; 7711: Learning and Development Activities—Case Files |
7711 - Learning and Development Activities—Case Files
Description
Records related to administration of specific learning and development opportunities such as workshops, seminars, courses and shadowing sessions offered to the University community that do not lead to a degree or professional certification.
Can include applications, forms, correspondence, evaluations, registration lists, attendance and participation certificates.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Human Resources All responsible units | Event conclusion | 5 | Destroy | See 4320: Health and Safety Training; 7300: Employee Files Management for records and certificates of attendance and evaluation results for mandatory training sent to employee files; 7710: Learning and Development Programs Management |
7720 - Employee Evaluation Programs
Description
Records related to planning, development and implementation of recurring performance review and evaluation programs conducted for employees.
Can include guides, reports, analysis, explanatory documents, descriptions of job categories, behavioural competency guidelines and correspondence.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Human Resources All responsible units | Calendar year end date | 5 | Destroy (Individual employee evaluations are kept in the applicable employee file) | See 7640: Employee Discipline and Administrative Measures—Case Files; 7300: Employee Files Management for evaluations of individual employees |
7730 - Recognition Program Management
Description
Records related to planning, development and administration of programs that recognize the achievements and initiatives of faculty, researchers and staff, such as university-wide awards, community involvement awards, service and retirement recognition.
Can include program guide and criteria, supporting documents, application procedures, correspondence, awarding criteria and guidelines, prize information, announcements and communications.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Human Resources; Responsible faculty or service | Superseded or obsolete | 5 | Send to archives | See 9420: Student Financial Aid Program Management for scholarships and financial aid for students; 3310: University Events for event organization; 9440: Student Recognition Programs |
7731 - Employee Recognition Awards—Case Files
Description
Records related to application, evaluation and selection process for individual prizes and awards recognizing the achievements and initiatives of faculty, researchers and staff.
Can include calls for nominations and applications, application forms, nominations, proposals, evaluations and recommendations, lists of candidates, selection information, correspondence and notices of acceptance.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| All responsible units | Decision date | 7 | Destroy | See 2350: Sports Championships, Tournaments and Recognition Events for sports-related recognition and awards; 9420: Student Financial Aid Program Management for scholarships and similar academic-based financial awards; 3310: University Events for organization of events; 7300: Employee Files Management for formal letters of award to successful academic and non-academic employees that are sent to the applicable employee files |
7800 Employee Health and Wellness
7810 - Employee Health and Wellness Programs Management
Description
Records related to planning, development and management of programs that support the physical and mental health and well-being of employees.
Can include items pertaining to vaccination clinics, health resources, employee and family assistance program and Healthy and Active Campus initiatives, surveys, communications and resources.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Human Resources | Superseded or obsolete | 5 | Send to archives | See 9410: Student Support and Orientation Services for student health and wellness programs; 2160: Health and Psychological Services—Patient Files for student health and wellness case files; 7811: Employee Health and Wellness Case Files; 2160: Health and Psychological Services—Patient Files |
7811 - Employee Health and Wellness—Case Files
Description
Records related to case files documenting interactions and plans to support the physical and mental health and well-being of individual employees.
Can include requests for accommodations, accommodation plans, return to work plans, ergonomic assessments and needs, assessment of risks to mental and physical health, risks to hearing health, risks to respiratory health, and records of vaccinations, mask fittings and short- and long-term disability, and of other health-related leave.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Human Resources | Departure date | 10 | Destroy | See 2160: Health and Psychological Services—Patient Files; 4350: Workplace Injuries and Incidents—Case Files |
7900 Employee Services
7910 - International Employment and Immigration Services
Description
Records related to planning, development and implementation of services offered to assist foreign nationals in obtaining authorization to visit or to work in Canada and at the University. Includes support for applicants’ family members.
Can include guides, strategies, correspondence, copies of immigration requirements, legislation, interactions with government bodies, program materials for internally and externally administered programs, notes, reports, lists of clients and client interaction tracking documentation.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Human Resources | Superseded or obsolete | 5 | Send to archives | See 9410: Student Support and Orientation Services for international student assistance; 7911: Immigration and Citizenship Support—Case Files |
7911 - Immigration and Citizenship Support—Case Files
Description
Records related to case files documenting interactions with prospective and current employees or visitors regarding immigration and citizenship processes and applications.
Can include agreements, copies of supporting documents, copies of official documents, correspondence, copies of passports, client biographical information, authorizations, applications and submissions, acknowledgments and notes.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Human Resources | File closed date | 6 | Destroy (Some Personal information may also be found in the relevant employee file.) | See 7910: International Employment and Immigration Services for program management; 7300: Employee Files Management for information filed in applicable employee files; 9410: Student Support and Orientation Services; 9411: Student Support Services—Case Files for International Student Assistance |
Questions and support
For any questions or additional support regarding the Information Disposition Schedule, please contact [email protected]; additional resources and format of the Schedule are available on our VirtuO page (login required).