EAG 20 GOVERNANCE RECORDS CLASSIFICATION PLAN AND RETENTION SCHEDULE

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1 EAG 20 GOVERNANCE RECORDS CLASSIFICATION PLAN AND RETENTION SCHEDULE URIMC Approved: September 23, 2013 URIMC Revised: May 12, 2016; May 7, 2018 RIM Edits (consistency, typographical, updates, etc.): October 1, 201; November 15, 2016; March 2, 2017; November 6, 2018 Contact the s and Information Management Program (Archives and Special Collections, University Library) for more information:

2 EAG 20 GOVERNANCE FUNCTIONAL GROUPING DESCRIPTION The Act provides the framework within which the is governed. The Act identifies the responsibilities of the Board of Governors, Senate and Council and these bodies create and/or approve policies and decisions relative to their responsibilities. The relationships with the provincial government, the federated colleges and other institutions further define and enhance the governance of the University. EAG 20 FUNCTIONS LIST 100 Board of Governors 200 Senate 300 Council and Executive of Council 400 Governance Legislation 500 Governance Policies 600 External Appointments URIMC Revised: May 12, 2016; May 7,

3 EAG 20 GOVERNANCE FUNCTION 100 BOARD OF GOVERNORS FUNCTION DESCRIPTION Consists of records relating to proceedings and actions of the Board of Governors. The governance, conduct, management and control of the University and its property, revenues, expenditures, business and affairs are vested in the Board. s may include agenda packages, minutes, reports, working papers, presentations, related documentation and correspondence. These records are not filed in Tools 10 because the impact of the Board of Governors and its Committees extend to the whole University. EAG Board Management Disposition Guidelines and U Sec U Sec 7 years 7 years Transfer to Archives. Themes include Board compensations, Board correspondence, Board evaluations, Board orientation, President s performance review process, Board skills matrix, Board dinners and events, Board schedules and cycles, Board expenses, Board financial orientation, Board by-laws and Board website information. s that contain policies, procedures and guidelines that apply until replaced will be retained until superseded or replaced plus 7 years. will be retained for 7 years following creation or last action. URIMC Revised: May 12, 2016; May 7,

4 Disposition Guidelines and EAG Board Meetings Includes final agendas, minutes and U Sec U Sec Permanent A copy is transferred to Archives after the meeting. appendices. EAG Board Meetings Index of Decisions U Sec U Sec Permanent EAG Board Committee Meetings Final Copy Includes final copies of agendas, minutes and appendices and supporting documentation for each of the committee meetings. Each committee includes a terms of reference. U Sec U Sec 4 years Transfer to Archives. Currently includes Ad Hoc Faculty Appeals, Audit and Risk Management, Distinguished Service Award, Finance and Facilities, Governance and Nominations and Human Resources. Reasonable security arrangements will be made for records containing personal information in order to protect these records from unauthorized access, collection, use, disclosure or disposal. URIMC Revised: May 12, 2016; May 7,

5 EAG EAG Board Committee Meetings Working Copy Includes working copies of all Board committee agendas, minutes and appendices and supporting documentation. Board Special Committees Disposition Guidelines and U Sec U Sec 3 years Archives will appraise records to determine final disposition. U Sec U Sec 4 years Transfer to Archives. EAG Includes agendas, minutes and appendices and supporting documentation. Membership Contains contact information and terms, and includes past and present Board members. U Sec U Sec Permanent 7 years URIMC Revised: May 12, 2016; May 7,

6 EAG 20 GOVERNANCE FUNCTION 200 SENATE FUNCTION DESCRIPTION Consists of records relating to proceedings and actions of Senate. Discussions and actions of this body deal with such areas as curriculum, academic standards, program development, faculty promotion and tenure. s may include agenda packages, minutes, reports, working papers, presentations, related documentation and correspondence. These records are not filed in Tools 10 because the impact of the Senate and its Committees extend to the whole University. EAG Senate Management Disposition Guidelines and U Sec U Sec 7 years 7 years Transfer to Archives. EAG EAG Themes include Senate orientation, special events and information and direction to or from senate members not relating to specific agenda items. Senate Meetings Includes agendas, minutes and appendices. Senate Meetings Index of Decisions U Sec U Sec Permanent A copy is transferred to Archives after the meeting. U Sec U Sec Permanent URIMC Revised: May 12, 2016; May 7,

7 EAG Senate Committee Meetings Final Copy Includes final copies of agendas, minutes and appendices and supporting documentation for each of the committee meetings. Each committee includes terms of reference materials. EAG Senate Committee Meetings Working Copy Disposition Guidelines and U Sec U Sec 4 years Transfer to Archives. Currently includes Joint Committee on Ceremonies, Senate Affiliation and Federation Committee, Senate Appeals Committee, Senate Bylaws Committee, Senate Executive Committee, Senate Membership and Elections Committee and Senate Nominating Committee. Reasonable security arrangements will be made for records containing personal information in order to protect these records from unauthorized access, collection, use, disclosure or disposal. U Sec U Sec 3 years Archives will appraise records to determine final disposition. EAG Includes working copies of agendas, minutes and appendices and supporting documentation. Senate Special Committees Includes agendas, minutes and appendices and supporting documentation. U Sec U Sec 4 years Transfer to Archives. Reasonable security arrangements will be made for records containing personal information in order to protect these records from unauthorized access, collection, use, disclosure or disposal. URIMC Revised: May 12, 2016; May 7,

8 EAG EAG Membership Includes contact information, appointment information on renewals, new appointments and elections of members, ID information, attendance records, parking list information, resignation information and a current and past listing of members. Senate Elections Includes call for nominations and tally sheets. Disposition Guidelines and U Sec U Sec Permanent 7 years The past and present Senate member files are updated and rolled over from year to year. U Sec U Sec SO Ballots are destroyed after the count is verified. URIMC Revised: May 12, 2016; May 7,

9 EAG 20 GOVERNANCE FUNCTION 300 COUNCIL AND EXECUTIVE OF COUNCIL FUNCTION DESCRIPTION Consists of records relating to proceedings and actions of Council. Discussions and actions of this body deal with such areas as curriculum, academic standards and program development. s may include agenda packages, minutes, reports, working papers, presentations, related documentation and correspondence. These records are not filed in Tools 10 because they impact the whole University. EAG Council Management Disposition Guidelines and U Sec U Sec 7 years 7 years Transfer to Archives. EAG Themes include Council orientation, templates, meeting index, reports to Senate, special events and information and direction to or from council members not relating to specific agenda items. Council and Executive of Council Meetings Includes agendas, minutes and appendices. U Sec U Sec Permanent URIMC Revised: May 12, 2016; May 7,

10 EAG Council Committee Meetings Includes final copies of agendas, minutes and appendices and supporting documentation for each of the committee meetings. Each committee includes terms of reference and membership materials. Disposition Guidelines and U Sec U Sec 4 years Transfer to Archives. Currently includes Council Agenda Committee, Council Discipline Committee, Council Nominating Committee, Council Committee on Student Appeals, Council Committee on Undergraduate Admissions and Studies, Council Committee on Undergraduate Awards, Council Committee on the Faculty of Graduate Studies and Research, Council Committee on Research, Council Committee on Academic Mission and Council Committee on Budget, Joint Council/Senate Committee on Ceremonies. Reasonable security arrangements will be made for records containing personal information in order to protect these records from unauthorized access, collection, use, disclosure or disposal. URIMC Revised: May 12, 2016; May 7,

11 EAG Council Special Committees EAG Includes agendas, minutes and appendices and supporting documentation. Council Committee Meetings Working Copy Disposition Guidelines and Related Series U Sec U Sec 4 years Transfer to Archives. Reasonable security arrangements will be made for records containing personal information in order to protect these records from unauthorized access, collection, use, disclosure or disposal. U Sec U Sec 3 years Archives will appraise records to determine final disposition. EAG Includes working copies of agendas, minutes and appendices and supporting documentation. Executive of Council Elections Includes call for nominations and tally sheets. U Sec U Sec SO SO Ballots are destroyed after the count is verified. URIMC Revised: May 12, 2016; May 7,

12 EAG 20 GOVERNANCE FUNCTION 400 GOVERNANCE LEGISLATION FUNCTION DESCRIPTION The University s governance structure is established by The Act and Regulations. As the University evolves it must interpret the Act to determine whether it remains relevant to the changes that occur and define and propose revisions as appropriate. EAG Interpretations U Sec U Sec Permanent N/A Disposition Guidelines and EAG EAG EAG Case files containing legal advice and decisions that clarify The University of Regina Act and Regulations. Revisions s relating to the process of consultation and drafting leading to amendments to the Act. Comparative Legislation of similar legislation (in whole or specific sections) and analysis. Legal Advice Advice provided by legal counsel with regard to governance legislation. U Sec U Sec 7 years N/A Transfer to Archives. U Sec U Sec 2 years Archives will appraise records to determine final disposition. U Sec U Sec 10 years Destroy. URIMC Revised: May 12, 2016; May 7,

13 EAG 20 GOVERNANCE FUNCTION 500 GOVERNANCE POLICIES FUNCTION DESCRIPTION Consists of policies, associated procedures and supporting documentation approved by the Board of Governors, Senate, Council or Executive Management that relate to or impact on the University as a whole or more than one thematic group. Policies and procedures that relate to a specific thematic group are filed in Tools (i.e., Tools for policies and procedures relating to Executive Management and Governance). EAG EAG EAG Current Policies Policies and associated procedures and supporting documentation (approval information and analysis and recommendation regarding the policy). Repealed and Retired Policies Complete Current Policies documentation including associated procedures as well as repeal/retire documentation. Policy Administration Includes policy tools (templates, procedures, framework, etc.) and approvals. U Sec U Sec SO and transfer to EAG SO Disposition Guidelines and U Sec U Sec 6 years Transfer to Archives. U Sec U Sec SO Archives will appraise records to determine final disposition. URIMC Revised: May 12, 2016; May 7,

14 EAG 20 GOVERNANCE FUNCTION 600 EXTERNAL APPOINTMENTS FUNCTION DESCRIPTION Consists of records relating to the appointment of a University employee to a board or committee of an external corporation. These include correspondence with the external entity, appointment documentation and internal correspondence relating to information transfers from a previous appointee, etc. EAG External Appointment Case Files Includes letters of appointment and supporting documentation. U Sec U Sec Permanent N/A Disposition Guidelines and URIMC Revised: May 12, 2016; May 7,