Where do I file…?

Non Records

Non-records tend to be published materials and reference materials. Examples include externally published reports, supply or equipment catalogues, brochures/annual reports/pamphlets from other institutions or companies, blank forms and reference articles or journals.

DO NOT file non-records using UCLASS. Non-records should be kept in a reference library area and weeded on a regular basis.

Records from external bodies

There are a number of Primaries in UCLASS that document personnel involvement with external bodies.

Personnel involvement with administrative organizations, including associations, societies, committees, councils, clubs, task forces, etc.	AD200 – External Organizations
Liaison with other universities and colleges	AC180 – Educational Institutions EXCEPTION: Joint academic programs with other universities and colleges are represented by AC625 Program Development.
Personnel involvement in research organizations	RE635 – Research Bodies – External
Personnel involvement with sponsoring research organizations	RE235 – External Research Funding
Personnel involvement with government related committees and councils	GV275 – Government Relations

Records from internal committees

The records of University committees or councils, working groups and task forces are classified according to the activity of the committee.

Examples:

All strategic planning at the unit, department, faculty, and senior executive levels, including departmental and faculty committee/council meetings

GV700 Strategic Planning & Reporting

EXCEPTIONS:

Board of Governors committee records in GV090 Board of Governors.
General Faculties Council committee records in GV255 General Faculties Council
Senate committee records in CR650 Senate

Development of ethical protocols related to research involving humans and animals

RE200 Ethics and Ethical Approval.

Discussion of social issues and the development of policies on these matters, including discrimination, harassment, gender issues, recruitment and retention, diversity, race relations and religion

GV280 Human Rights Advocacy.

Employee-related records

Planning for new positions for either support staff or academic staff	HR525 Position Planning
The process of hiring support staff or MaPS	HR230 Employment Processes – Support Staff, Management & Professional Staff Includes summer students, lab personnel, consultants or project staff.
The process of hiring academic staff	HR225 Employment Processes – Academic and Senior Administrative Staff EXCEPTION: Records related to the hiring process of Chairs & Professorhsips in RE110 Chairs & Professorships.
Once a new hire becomes a University employee	HR180 Employee Files – Academic & Senior Administrative Staff HR185 Employee Files – Support Staff, Management & Professional Staff
Employee benefits including health and dental plans, insurance, pension and retirement, sick leave, flexible spending and wellness benefits	HR080 Benefits Administration
Timesheets, vacations and leaves for support staff	AD500 Office Support
Leaves for academic staff	HR035 Academic Leave Administration
Reviews, terminations and dismissals of support staff	HR230 Employment Processes – Support Staff, Management & Professional Staff File the end result of these processes in the employee file.
Reviews and evaluations of academic staff	HR225 Employment Processes – Academic and Senior Administrative Staff File the end result of these processes in the employee file.
Dismissals of academic staff	HR250 Faculty Dismissals

Records from individual faculties departments or units

Records received from or sent to faculties, departments and administrative units are classified according to the activity represented in the record.

Examples:

ALL strategic planning, including annual or other periodic reports, department, faculty and senior executive committees or councils	GV700 Strategic Planning and Reporting
Fundraising	CR320 Fund Development
Budgets	FM200 Budget Development
Reviews and reorganization	GV540 Organizational Change and Review
Space management, including alterations and renovations and moves	CA650 Space Management
Program development	AC625 Program Planning