GV Governance
This block covers the governance function involving the overall control and direction of the policies, functions and activities of the University. It includes activities of General Faculties Council and Board of Governors committees, senior administrative groups, and faculty councils. It also includes risk management, policy coordination, organizational change and review, insurance coverage, legal matters, government relations, and University endowments.
Activity:
To document matters related to governance not shown elsewhere in this block. Material of a specific nature should be placed on the appropriate subject file.
Activity:
To document the negotiating and drafting of agreements. Records may include drafts and official agreements such as lease agreements, lease of space agreements, ground leases, affiliation agreements, third party agreements, contracts, memoranda of understanding, faculty housing loans, secondment agreements, partner agreements, correspondence, notes, background information, and other working materials.
Cross Reference(s)
- For agreements relating to specific activities, see the primary related to that activity.
Retention Rule(s)
- Confidentiality Agreements (Specific Retention Rule: 2014.14)
Activity:
To document the functions, operations, policies and procedures of the Board of Governors and its standing and ad hoc committees including membership and elections. Records include agendas, minutes, reports, background information, meeting notes, related documentation and correspondence.
Cross Reference(s)
- For strategic planning by administrative committees or other senior executive bodies, see GV Strategic Planning and Reporting.
Retention Rule(s)
- Board of Governors and Board Committees (Specific Retention Rule 98.0004).
Activity:
To document the publication of the annual calendar of the University, which is the contract between the student and the University. Records may include calendar mock-ups, preparation and working papers, and related documentation and correspondence.
Cross Reference(s)
- For the scheduling of courses, see AC Timetabling.
Retention Rule(s)
- Calendar Submissions Drafts (Specific Retention Rule 98.0009)
Activity:
To document letters of concern, criticism or complaint generated by the University community or by stakeholders. Also to document formal sexual or other harassment complaints and reports and integrity in scholarly activity.
Cross Reference(s)
- For complaints related to individual employees, see HR Complaints – Human Resources
- For complaints that have progressed to the formal legal stage, see GV Litigation Protection and Legal Advice.
Retention Rule(s)
- Sexual Violence Disclosure (Specific Retention Rule 2017.02)
Activity:
To document the delegation of authority, including signing authority. Records may include correspondence, forms and other records documenting the on-going or temporary delegation of authority, including signing authority.
Activity:
To document the establishment, development and administration of endowments to the University and the policies which govern them.
Cross Reference(s)
- For fund raising campaigns, see CR Fund Development.
- For matters related to the dismissal of senior administrative and academic staff, see HR Faculty Dismissals.
- For vacation and leave scheduling, see HR Academic Leave Administration.
- For concerns related to employee performance, see HR Complaints – Human Resources.
Retention Rule(s):
- Employee Files – Academic and Senior Administrative Staff (Specific Retention Rule 98.0016)
- Employee Files – Academic and Senior Administrative Staff (Faculty of Medicine) (Specific Retention Rule 2000.04)
Activity:
To document the functions, operations, policies and procedures of the General Faculties Council and its standing and ad hoc committees, including membership and elections. Records include agendas, minutes, reports, background information, meeting notes, related documentation and correspondence.
Cross Reference(s)
- For strategic planning by administrative committees or other senior executive bodies, see GV Strategic Planning & Reporting.
Retention Rule(s):
- General Faculties Council and GFC Committees (Specific Retention Rule 98.0003)
Activity:
To document the liaison function between the University and all levels of government including the notification of initiatives, changes, programs and/or policies and the consultative and evaluative response and submission process on these issues and initiatives; to document the appointment or placement of University personnel on government committees, task forces or other bodies and to document the activities of University personnel with these bodies; to document the implementation of new acts and legislation or revisions to existing legislative including the consultative process. Records may include notifications of initiatives, appointment or placement correspondence, submissions or responses, evaluations and analyses, reports and presentations.
Cross Reference(s):
- For correspondence with the provincial government of a financial nature, see FM Provincial Funding.
- For correspondence with governments regarding academic program development and review, see AC Program Planning.
Activity:
To document human rights advocacy on behalf of university staff and students (including discrimination, harassment, diversity, race relations and religion), and the protected disclosure of activities by members of the University’s community which are contrary to the Code of Conduct, including scholarly integrity. May include discussion of human rights issues and development of policy.
Cross Reference(s):
- For policies on drugs and alcohol, see GV Policy Coordination
- For matters related to pay and employment equity, see HR Labour Relations
- For formal complaints related to human rights, see GV130 Complaints
Retention Rule(s):
- Protected Disclosure Process (Specific Retention Rule 2016.03)
Activity:
To document the coordination of the University’s obligations under the Freedom of Information and Protection of Privacy legislation (FOIP), including the development and implementation of policies, procedures and standards.
To document the coordination of the University’s obligations under the Freedom of Information and Protection of Privacy legislation (FOIP), including the development and implementation of policies, procedures and standards.
Retention Rule(s):
- Access and Privacy Cases (Specific Retention Rule 2007.01)
Activity:
To document the administration of liability and protection against loss or or damage to university assets. Records may include claim files, insurance renewals, and certificates of insurance, agreements, authorization forms, and valuation files.
Cross Reference(s):
- For the assessment and control of risks, see GV Risk Management.
Retention Rule(s):
- Insurance Claims (Specific Retention Rule 2011.02)
Activity:
To document the auditing of the University’s operations, policies and procedures.
Cross Reference(s):
- For matters related to the Auditor General, see GV Government Relations.
Retention Rule(s):
- Internal Audit Process (Specific Retention Rule 2015.04)
Activity:
To document legal actions or potential actions brought against the University, to monitor the University’s legal affairs and protect it from litigation, and to ensure compliance with government regulations and reporting requirements; and to document legal representation on behalf of the University in human rights complaints or claims. Records may include statements of claim, correspondence and accompanying documentation, litigation audit reports, legal decisions, and complaints.
Cross Reference(s):
- For letters of concern, criticism or complaint generated by the University community or by stakeholders that have not reached the formal legal state, see GV Complaints.
- For the administration of grievances, see HR Grievance Administration.
- For matters on human rights advocacy not related to legal representation, see GV Human Rights Advocacy.
Activity:
To document the development of criteria and proposals for the naming and renaming of buildings or structures, portions of buildings, and interior or exterior spaces. Records may include minutes of meetings, lists of names, recommendations, proposals, criteria, and correspondence with stakeholders.
Cross Reference(s):
- For the naming and renaming of faculties, departments or units, see GV Organizational Change & Review.
- For activities related to major fund contributions, see CR Fund Development.
Activity:
To document the organizational change of the University over time including the development of reporting structures and functions, and administrative reviews of functions and positions. May include changes to committee reporting structures and reorganization of committees. Records may include administrative manuals, organizational charts, documents outlining departmental responsibilities, reorganization or restructuring proposals, administrative reviews, and related correspondence.
Activity:
To document the coordination of the development, implementation and review of university and departmental policies. Also to document the development of standards for the systematic creation, distribution and publication of university and departmental policies.
Cross Reference(s):
- See also primaries related to the topic of the policy in question.
Activity:
To document the assessment and control of risks faced by the University, and disaster preparedness and recovery.
Cross Reference(s)
- For the risk management of collections and information sources, see CI Protection of Collections.
Retention Rule(s):
- Driver Authorization (Specific Retention Rule 2011.05)
- Waiver of Liability and Informed Consent Forms (Specific Retention Rule 2000.17)
Activity:
To document the strategic planning and reporting processes for academic and administrative units and the University as a whole including the development of goals and objectives, mission statements and visioning processes; and to document strategic planning and reporting at the senior executive level. Records may include periodic and annual reports, planning documents, Faculty Council and departmental meeting minutes, Deans’ Council and other senior executive committees and councils meeting minutes, and related documentation and correspondence.
Cross Reference(s)
- For matters related to the budgeting process, see FM Budget Development.
- For administrative reviews of functions and operations, see GV Organizational Change & Review.
Retention Rule(s):
- Deans’ Council & Deans’ Council Executive Agenda & Discussion Notes (Specific Retention Rule 98.0006)
- Faculty Council Agendas and Minutes (Specific Retention Rule 98.0007)
Activity:
To document student academic appeals, student academic misconduct appeals, and student non-academic reviews; and to document student appeals against denial of admission.
Cross Reference(s)
- For student appeals or complaints of grades or the registration process, see AC Student Academic Files.
Retention Rule(s):
- Student Appeal Process (Specific Retention Rule 98.0015)