Activity:

To document matters related to support services not shown elsewhere in this block. Material of a specific nature should be placed on the appropriate subject file.

Activity:

To document the provision of animal resources for University research; and to document the provision of health care for animals in the University’s custody.

Cross Reference(s)

• For ethical applications involving the use of animals, see RE Ethics Review and Approval.

Activity:

To document the administration of Campus Card services.

Activity:

To document the provision of shipping and receiving, stores and storage, and mail services on campus.

Activity:

To document the development, administration and monitoring of environmental conditions and worker safety procedures. Also to document procedures related to the transportation, handling and disposal of hazardous materials. Records may include inspection reports, incident and investigation reports, statistics, manuals and workbooks, waste disposal forms, certificates of destruction, summary disposal reports and related correspondence.

Cross Reference(s)

• For staff training and orientation in health and safety issues, see HR Training and Development.
• For disaster planning, emergency response plans and threat assessments, see GV Risk Management.
• For changes to legislation, see GV Government Relations.

Retention Rule(s):

• Hazardous Waste Storage and Disposal Process (Specific Retention Rule #2008.05)

Activity:

To document the provision of university housing services for students, including family housing; and to document the provision of accommodation for conference delegates, visiting scholars and other guests.

Cross Reference(s)

• For the processing of payments for housing, see FM Accounts Receivable Cash Receipt and Deposit Vouchers.

Retention Rule(s):

• Residence Client Files (Specific Retention Rule #2013.03)

Activity:

To document the provision of services to monitor, maintain and operate the University’s infrastructure. May include janitorial services, building maintenance, equipment maintenance and repairs, key assignments, and grounds maintenance and landscaping.

Cross Reference(s)

• For the maintenance and repair of computer hardware and software, see SS Technology Support.
• For the provision of utilities and telecommunications services, see SS Utilities.

Activity:

To document the provision of information and analysis to stakeholders. Records may include requests for information, quantitative data, incidental and major project files, correspondence, and final reports.

Retention Rule(s):

• Institutional Analysis Process (Specific Retention Rule #2009.04)

Activity:

To document the provision of support for the creation of teaching and learning materials, and the support of educational technologies including online courses and media production. Also to document the provision of educational supplies such as textbooks, university publications, lab supplies, computer software and hardware, and other learning resources for purchase.

Cross Reference(s)

• For the provision of training and development courses for staff, see HR Training & Development.

Retention Rule(s):

• Body Donation Process (Specific Retention Rule 2014.02)

Activity:

To document the management and operations of the motor vehicles pool, and the maintenance of University services vehicles.

Activity:

To document the administration of campus parking facilities and the collection of parking fees.

Activity:

To document the procurement of goods and services including the tender process. Records may include Expressions of Interest (EOI), Requests for Information (RFI), and Requests for Proposals (RFP).

Cross Reference(s)

• For the payment of goods and services, see FM Accounts Payable Vouchers.
• For the administration of equipment and supplies inventories, and the disposal or transfer of obsolete equipment, see CA Equipment & Materials Management.

Retention Rule(s):

• Competitive Bid Procurement Process (Specific Retention Rule 2010.01)

Activity:

To document the provision of security programs and services designed to maintain the personal safety of the university community and of campus assets from loss and harm. Records may include incident and accident reports, dispatch logs, security programs and services files, emergency checklists, and related correspondence.

Cross Reference(s)

• For staff training and orientation in security procedures, see HR Training and Development.
• For the security aspects of information sources, see CI Protection of Collections.
• For disaster planning, emergency response plans and threat assessments, see GV Risk Management.

Retention Rule(s):

• Controlled Goods Security Assessment Process (Specific Retention Rule 2014.12)
• Security Incident Reporting Process (Specific Retention Rule 2011.06)
• Threat Assessment Response Process (Specific Retention Rule 2017.16)

Activity:

To document the provision of computing support services to the University community, including technical advisory services and maintenance support for hardware and software applications and networks.

Cross Reference(s)

• For the disposal of obsolete equipment, see CA Equipment & Materials Management.
• For the development and implementation of information systems, see CI Information Systems.

Retention Rule(s):

• Printing Services Print Project Files (Specific Retention Rule 2017.03)

Activity:

To document the provision of utility and telecommunications services including heat, ventilation, air conditioning, electricity, water, telephones, voice-mail and Ethernet connections.