University of Calgary
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AD - Administrative Services

This block covers administrative liaison with external organizations, including associations, societies, clubs, agencies, committees and councils; and liaison with University clubs and associations.  It also covers the booking of facilities and equipment, and administrative activities at the unit level including support staff meetings, the coordination of staff vacations and leaves, and the development of internal office procedures.

AD001 - ADMINISTRATION - GENERAL

Activity:

To document administrative functions and activities not shown elsewhere in the Administration block.  Material of a specific nature should be placed on the appropriate subject file.

AD080 - BOOKING SERVICES

Activity:

To document the booking of facilities and equipment including classrooms, labs, campus recreation spaces, conferencing or meeting sites, and audio-visual equipment.

Cross Reference(s):

AD200 - EXTERNAL ORGANIZATIONS

Activity:

To document University personnel's external administrative involvement and liaison with associations, societies, clubs, agencies, organizations committees and councils.  Also to document University personnel's attendance at conferences and seminars.  Records may include correspondence, agenda packages, nominations for positions, requests for information, questionnaires, invitations, press releases, conference packages and membership information.

Cross Reference(s):

Retention Rule(s):

AD300 - INTERNAL ORGANIZATIONS

Activity:

To document the proceedings and activities of University associations, clubs, societies and organizations.

Cross Reference(s):

  • For involvement with student organizations, see ST Student Associations.
  • For internal University committees, see the primary related to the activity of the committee, council or task force. 
AD500 - OFFICE SUPPORT

Activity:

To document the administrative procedures of University units at the office level including internal office procedures, support staff meetings, and the coordination of staff vacations and leaves.  Records may include correspondence, procedures manuals, support staff meeting minutes and timesheets.

Cross Reference(s):