Senate records

Record series is comprised of the official record of Senate meetings. Records include original agendas, minutes, reports, proposals, memoranda, correspondence, and background papers.

Senate committee records

Record series is comprised of Senate committee official annual reports and official minutes (with relevant documents attached) that have been transferred to the secretary of Senate annually as per the general regulations section of the Guidelines and Terms of Reference for Senate and Faculty Council Standing Committees. Records document all deliberations of the Senate, including the passage of motions and resolutions and the approval of governing decisions. They cover both open sessions (available to all members of the University and the public) and closed (restricted to Senate members and associate members, typically concerning graduates and recipients of honorary degrees).

  • Senate records should be filed chronologically by meeting date
  • Senate committee records received by the secretary annually should be filed alphabetically by committee name and then chronologically by meeting date within each committee

Office of primary responsibility (OPR): Secretary of Senate
 
Retention periods

Records
Active retention
(in office)
 
Semi-active
(in storage)
 
Total retention Final disposition  
OPR official records (paper) Academic year + 5 years
0 years
Academic year + 5 years Transfer to archives for permanent retention
OPR working papers (includes notes taken at meetings, research/background information, etc.) Academic year + 5 years 0 years
Academic year + 5 years Transfer to archives for permanent retention
OPR unofficial records (paper and electronic) Academic year + 1 year 0 years Academic year + 1 year Destruction or deletion
Non-OPR unofficial copies (paper and electronic Academic year or when no longer needed
0 years Academic year or when no longer needed
Destruction or deletion

 

Senate committee records
Record series is comprised of records created and used to support the activities and deliberations of the various committees established by Senate. Includes standing and ad hoc committees. Records include minutes, agendas, correspondence, annual reports, supporting papers, etc.

The records of each committee should be filed chronologically by meeting date.
 
Office of primary responsibility (OPR): Either the committee chair or committee secretary, as determined by the committee.
 
Retention periods

Records Active retention
(in office) 

Semi-active
(in storage)

Total retention   Final disposition
OPR annual reports; minutes with relevant documents (paper) Academic year 0 years Academic year Transfer to secretary of Senate
OPR working papers (includes notes taken at meetings, research/background information, etc.) Academic year 0 years Academic year Transfer to secretary of Senate
OPR copies of annual reports; minutes with relevant documents (paper or electronic) Academic year or until no longer needed for reference 0 years Academic year or until no longer needed for reference Destruction or deletion
Non-OPR copies of committee records (paper or electronic) While needed or until no longer a member of the committee 0 years While needed or until no longer a member of the committee Destruction or deletion