Common Schedule - Governance and Administration

The Office of the President, the Office of Legal Counsel, the Board of Governors and the Senate are the Offices of Record for University-level governance. The following classifications apply to faculty, department and office governance records.

Click here for a printable version of the Governance Common Schedule. All documents referenced on this webpage are available in alternate formats, upon request.  Please contact us at fippa@umanitoba.ca, or 204-474-7559.

Faculty/Department/Office Governance
Accreditation
Committee Files
Department Process Manuals


GOV-010 (Faculty/Department/Office Governance)

This series contains records related to the senior administration of the faculty/department/office. Records may include governance documents, strategic planning documents, departmental procedures and guidelines, annual reports and correspondence. This series does not include records related to general adminstration (human resources, financial management, equipment and supplies and other routine administrative records).

Retention for GOV-010: End of Current Year + 6 Years: Transfer to Archives for selection

Example: Your office creates annual reports and strategic planning documents every year that need to be Archived. During the 2013 calendar year, any annual reports or strategic planning records from 2006 and older can be transferred to Archives for selection. During the 2014 calendar year, any annual reports or strategic planning records from 2007 and older can be transferred to Archives for selection.

Download a Requisition to Transfer Records (RTR) form for GOV-010.

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GOV-020 (Accreditation)

This series consists of records relating to the accreditation of faculties, schools, departments and programs, including evaluation, review and assessment of faculties, schools, departments and programs. This series may include records related to faculty, school, department and program history, academic and research activities, faculty member staffing and activity, student projects, student evaluations, physical facilities, area goals, progress reports, recommendation reports, findings, supporting documentation and related correspondence. Records can be further divided into the following sub-sets:

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GOV-021: Final and progress reports, evaluations, findings, histories, datasets and summaries.

Retention for GOV-021: End of Academic Year + 5 Years: Transfer to Archives

Example: Your department is required to complete an accrediation process every 5 years, and the last accreditation process was completed in April 2009. The end of the academic year for the April 2009 accreditation process would be the end of August 2009, therefore the records can be transferred 5 years after the end of the academic year in which the accreditation process took place, which would be the end of August 2014.

Download a Requisition to Transfer Records (RTR) form for GOV-021.

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GOV-022: Faculty and student projects, papers, published material, CVs and assignments.

Retention for GOV-022: Completion of Accreditation + 6 Months: Return to faculty and students.

Example: Faculty and students within your department provided copies of published materials to be included in the accreditation process, which ended in April 2009, therefore the materials can be returned to the faculty and students in October 2009.

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GOV-023: Drafts and supporting documentation.

Retention for GOV-023: End of Academic Year + 5 Years: Destroy

Example: A variety of drafts were created of the accreditation report and supporting documents were also gathered during the accreditation process. These items are not required to be transferred to Archives, and therefore, can be destroyed. Continuing with the April 2009 example, the drafts and supporting documents can be confidentially destroyed at the end of August 2014. 

Download a Requisition to Destroy Records (RDR) form for GOV-023.

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GOV-030 (Committee Files)

This series contains the agenda, minutes and meeting files for all University committees. Records can be further divided into the following sub-sets:

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GOV-031: Official minutes, agendas and supporting reports and documentation.

Retention for GOV-031: End of Current Year + 6 Years: Transfer to Archives

Example: Your office oversees an official University Committee and generates all agendas, minutes and reports for the Committee. During the 2013 calendar year, all Committee minutes, agendas, reports, etc from 2006 and older can be transferred to Archives for selection. During the 2014 calendar year, all Committee minutes, agendas, reports, etc from 2007 and older can be transferred to Archives for selection.

Download a Requisition to Transfer Records (RTR) form for GOV-031.

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GOV-032: Unofficial drafts and copies of minutes and agendas as well as student petitions, any material related to staffing (hiring or tenure decisions) that contains personally identifiable materials, or copies of any other documentation that contains personal information or personal health information that needs to be viewed by the committee, or originals of such materials, should the committee have viewed anonymized information.

Retention for GOV-032: End of Current Year + 6 Years: Destroy

Example: All other drafts, copies (not the official copies) and other records that were viewed by the committe, but not a part of the final reports, are to be confidentially destroyed. During the 2013 calendar year, records from 2006 and older can be destroyed. During the 2014 calendar year, records from 2007 and older can be destroyed.

Download a Requisition to Destory Records (RDR) form for GOV-032.

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GOV-040 (Departmental Process Manuals)

This series consists of internal departmental process manuals for ensuring the ongoing administrative functioning of an office. Examples include procedures for system administration and data entry, procedures for opening, sorting and distributing mail, and step-by-step processes for other routine functions.

Retention for GOV-040: When Manual is Superseded + 1 Year: Destroy

Example: Your office is implementing a new information management system to replace the current system. A new process manual is created to reflect the procedures for the new system. One year after the new process manual has been finalized, the old, obsolete manual can be confidentially destroyed.

Download a Requisition to Destroy Records (RDR) form for GOV-040. 

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Last Updated: August 8, 2017

Click on the links below to view the detailed schedule description and retention period:

Capital Assets - Management of Capital Assets, Projects and Planning

Community Life - University or Faculty Events

External Relations and Services - Marketing and Promotional Materials, Donor, Vendor, Publicity and Patient Files

Finance - Supplies, Grants and Awards, Endowment Administration and General Accounting

Governance and Administration - Governance, Accreditation, Committee Files, Department Process Manuals

Human Resources - Personnel Files, Recruitment, Promotion and Tenure, Staffing Management and Payroll Authorization

Legal - Contracts and Agreements, Legal Advice, Standard Waivers, University Forms

Student Services - Faculty/Department/Program Student Files, Criminal Records Check

Teaching and Learning - Exam Administration, Course and Curriculum Files, Academic Planning, Outreach and Training, Teaching Evaluations and SEEQs