UM Common Records Authority Schedule

Series contains records related to the management of physical assets, including buildings, furniture, keys and permanent fixtures. Records can be divided into the following sub-sets:

ASSETS-011 (Asset Management): Copies of documents related to the purchase, transfer, and sale of assets: policy and procedures: and plans and specifications. Ensure that an original copy of all signed agreements or contracts has been sent to Legal Counsel in accordance with the Signing of Agreements Policy.

Retention: Obsolete + 3 years: Destroy.

ASSETS-012 (Maintenance): Maintenance records documenting service and repairs, minor office/room renovations, current and future plans and requirements and asset inventories (not including IT equipment).

Retention: Completion/Use/Warranty/Replacement + 3 Years: Destroy.

ASSETS-013 (Routine Operations): Routine records related to the day-to-day operation and management of assets, including key and room allocations, furniture deployment and permanent fixtures.

Retention: Obsolete + 2 Years: Destroy.

Series contains records related to the planning and development of new assets such as new buildings, new software systems and infrastructure, whether the project was completed or not. Also includes planning for major (building wide) renovations for existing infrastructure, as well as project management documentation for the approved projects. Records include documents like Final Project Charters, Project Information Documents, Privacy Impact Assessments (PIAs), status updates, Threat Risk Assessments (TRAs), updates to Project Boards.

ASSETS-021 (Final Records): Projects related to the physical buildings and infrastructure of University campuses, or enterprise-wide software systems and planning.

Retention: Completion or Termination of the Project + 10 years: Transfer one copy of each final report or document to Archives.

ASSETS-022: Departmental or Unit-specific projects related to Software-as-a-Service implementation.

Retention: System Decommission or Project Close + 10 years: Destroy.

ASSETS-023 (Working Copies): Day-to-day project correspondence, status updates, supporting documents and drafts or versions of reports and updates for all projects.

Retention: Calendar Year + 3 Years: Destroy.

Series contains records related to the support and management of Information Assets. This includes documentation regarding the proper filing and storage practices for paper or hard copy information, system maintenance and upgrade information, internally developed software manuals and instructions for software and services that manage digital records and information.

Retention: System Decommission + 3 years: Destroy.

Series consists of records documenting the community life and events of the University of Manitoba. Records can be divided into the following sub-sets:

COMM LIFE-011 (Promotional Materials): Records in all media documenting and promoting University events, departments and research. Records include posters, final itineraries or agendas, advertising and promotional items for the event, biographies or CVs of external speakers, content planning for major events.

Retention: Calendar Year + 6 years: Transfer to Archives for selection.

COMM LIFE-012 (Planning and Logistics): Logistical information behind event planning. Can include catering and travel information, address or contact lists, media contact information, room bookings and confirmations.

Retention: Calendar Year + 2 years: Destroy.

COMM LIFE-013 (Memorabilia): Yearbooks and other memorabilia from Faculties, Colleges and Schools.

Retention: Transfer 1 copy to Archives upon completion.

Series consists of records relating to the design, creation and distribution of all information/promotional/marketing materials produced for or by the faculty/department/unit. Records may include promotional reports, brochures, posters, advertisements, mail-outs, website/internet-related materials, correspondence, drafts, final copies, screen shots of web/internet-related materials and supporting documentation. Records can be divided into the following sub-sets:

ER-011(Marketing Materials): Final version.

Retention: Transfer one copy of each final product to Archives.

ER-012 (Drafts): All other records:

Retention: Last Use + 3 Years: Destroy.

Series consists of correspondence with donors pertaining to their donations and direct relationships with the University/faculty/department. This applies to any gift made via cash, credit, gifts of securities as well as gifts in kind including gifts of archival papers, books, specimen collections, equipment, etc. A copy of the final agreement and donor contact information should be shared with Donor Relations before finalization, and an original copy of any legal contract or deed of gift must be sent to the Office of Legal Counsel for retention. Records can be divided into the following sub-sets:

ER-021(Donor Files): Files pertaining to a relationship that has resulted in the formal transfer of gift of any sort to the University, including correspondence, appraisal and logistical information, copy of the deed of gift:

Retention: Retain active files within your office. Transfer inactive files to the Archives.

ER-022(Constituent Files): Files pertaining to a potential donor, where the final agreement has not been reached.

Retention: If an agreement is reached, handle as ER-021. In the event that the relationship becomes inactive, retain for 3 years following last contact, then destroy.

*This series is separate from the main donor files held by Donor Relations.

Series consists of current contact information, products description and delivery or maintenance schedule information from vendors used by the faculty/department/unit. This series does not include contracts or service agreements.

Retention: Obsolete + 1 year: Destroy.

*This series is separate from the main Vendor Files held by Financial Services.

Series includes media releases, responses, published information from external sources (newspaper and magazine clippings, newscasts etc.) and interviews by University staff, students or affiliates pertaining to University issues.

Retention: Calendar Year + 3 Years: Transfer to Archives.

Series includes medical, dental or psychological patient files, for clients of health services offered by the University of Manitoba. Retention rules are not impacted by authorized research that utilizes patient clinical records.

Retention: Termination of patient relationship + 10 years: Destroy. In the event the patient is a minor, retain for 10 years after the patient reached the age of majority before destroying.

Series consists of records relating to the purchase and maintenance of general office supplies and equipment, including order forms, packing slips, catalogues, brochures, budget number lists, purchase orders and related correspondence.

Retention: 6 Months: Destroy.

Series consists of records related to the financial management and/or supervision of scholarships, bursaries, fellowships, research grants and prizes awarded to faculty, students and research staff. Record may include applications (or copies of applications to external bodies), disbursement conditions, payment schedules, account information, supporting documents and related correspondence. Records can be divided into the following sub-sets:

FINANCE-021(Successful): Records related to successful applicants, included but not limited to Proposals and Funding Application Approval Forms (FAAFs)

Retention: Completion of Grant/Award + 7 Years: Destroy.

FINANCE-022(Unsuccessful): Records related to unsuccessful applicants:

Retention: Calendar Year + 1 Year: Destroy.

Series consists of records relating to the establishment, monitoring and disbursement of faculty endowment funds. Records can be further divided into the following sub-sets:

FINANCE-031 (Administration): Series contains general administrative documents such as disbursements, account information, declined project proposals and FOAP Requests.

Retention: Fiscal Year + 7 Years: Destroy.

FINANCE-032 (Establishment): Records relating to the establishment of funds, correspondence with donors, approved projects, fund charters and supporting documentation.

Retention: Life of Trust or Endowment + 7 years: Transfer to Archives. If the Endowment is perpetual, these records may be transferred to the Archives when they become historical and no longer referred to frequently by the original office. Contact the Access and Privacy Office at fippa@umanitoba.ca for more information.

Series consists of records related to the routine financial administration of the unit. Records may include sales transactions* (including interdepartmental charges), bills, statements, Monthly Operating Reconciliations (MORs) and supporting materials, reconciliations and materials, credit card/debit statements and receipts, pre-concur travel claim forms, purchase requisitions, copies of journal entries, copies of budget adjustments, systems contract forms and related correspondence.

Retention: Fiscal Year + 6 Years: Destroy.

*Paper receipts generated from debit card machines that contain cardholder information must be retained securely for 12 or 18 months, in accordance with University of Manitoba’s Cash Control Procedures. (Please follow the link for full details about retention requirements) These slips may then be destroyed in accordance with the Transitory Records Procedure. The electronic record generated by the transaction will be retained for the full retention.

**Please note that any documents such as bills or receipts may be required to support warranties on equipment should be retained under either ASSETS-012 or FINANCE-040 using whichever retention results in the longer retention.

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. Series does not include records related to general administration (human resources, financial management, equipment and supplies and other routine administrative records).

Retention: Calendar Year + 6 Years: Transfer to Archives for selection.

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. 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, recommendations reports, findings, supporting documentation and related correspondence. Records can be divided into the following sub-sets:

GOV-021 (Final Reports and Addendum): Final and progress reports, evaluations, findings, histories, datasets and summaries.

Transfer 1 copy of all final documents to the Office of the Vice-Provost, (Academic Planning and Programs) immediately.

Retention: Academic Year + 5 years: Transfer to Archives.

GOV-022 (Work Samples): Faculty and student projects, papers, published material, CVs and assignments:

Retention: Accreditation + 6 months: Return originals to faculty and students. Paper or electronic copies may be destroyed as transitory records.

GOV-023 (Drafts): Drafts and supporting documentation:

Retention: Completion + 10 years: Destroy

Series contains the agenda, minutes and meeting files for all University committees and Faculty Councils. Please note that the recording secretary or committee head is responsible for the retention of the official record, and the versions held by other members are considered transitory working copies to be retained as needed. Records can be divided into the following sub-sets:

GOV-031(Minutes and Agendas): Official minutes, agendas and supporting reports and documentation:

Retention: Calendar Year + 6: Transfer to Archives.

GOV-032 (Drafts and supporting documents): 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 material, or copies 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: Calendar Year + 6 years: Destroy.

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, distributing mail and step-by-step processes for other routine functions.

Retention: Superseded + 1 year: Destroy.

Series consists of statistics regarding departmental administration and governance or mandate of the office. This includes, but is not limited to, enrollment, program and departmental statistics, usage, service or sustainability statistics, and statistics related to services provided to clients external to the university.

GOV-051 (Statistics): De-identified or anonymized statistical datasets.

Retention: Calendar Year + 6 years: Transfer to Archives.

GOV-052 (Working papers and source data): Source data, reports and drafts used to develop the final statistics.

Retention: Calendar Year + 6 years: Destroy.

Series consists of Local Area Safety and Health (LASH) Committee minutes and records.

Retention: Calendar Year + 10 years: Destroy.

Series contains records related to the ongoing management of individual faculty and staff. Records may include consolidated work histories and other information relating to grievances, disciplinary action*, system access approvals, copies of proof of training and certification requirements required, HR forms, resignations, STEP increases, correspondence, services records, applications, resumes, staff issues, etc. Series may also be referred to as Personal Files or Employment Files.

Retention: Cessation of Employment + 6 Years: Destroy.
 

Advice for managing records for various employment groups is found below:

HR-011 (Support Staff Employment Satellite Files): Consists of locally held copies of records held by the supervising office, maintained in the home office. All original records should be sent to Human Resources.

Series should not include copies of material that can be accessed by the department in VIP. Health information in paper format that remains within the local office should be filed in a sealed envelope or in a secured sub-file.

Retention: Cessation of Employment + 6 Years: Destroy.

HR-012 (Academic Staff, Primary Files): The official file for academic staff is the file held by the Deans’ or the Directors’ Office. It should contain the appropriate documentation required to facilitate employment and evaluate performance as per university procedures and the Collective Agreement with UMFA.

Retention: Cessation of Employment + 6 years: Destroy.

HR-013 (Academic Staff, Satellite Files): Personnel files for academic staff held at the departmental level.

Retention: Upon Cessation of Employment, transfer all original documents to the official file at the Deans’ or Directors’ Office and destroy all copies in accordance with the Transitory Records Procedure. 

*All records documenting or resulting from disciplinary actions should be retained within a personnel file as detailed under the appropriate labour agreement or university policy applicable to the staff member(s) involved. Refer to the appropriate collective agreement or University Policy for additional information.

Series contains records related to the hiring, promotion, and tenure of academic staff.  Records can include Promotion and Tenure applications, CVs, search committee records, scoring matrices and other evaluations used, as well as correspondence and copies of professional profile material, letters of reference, research, and publications.  Records can be divided into the following sub-sets:

HR-021 (CV and Portfolio): Series consists of CV, supporting documents and portfolio from the employee applying for the promotion or tenure.

Retention: Return physical copies to applicant where relevant. For digital copies, retain for Conclusion of promotion and tenure cycle + 1 year; Destroy.

HR-022 (Letters of Reference): Letters of reference obtained on an employment candidate:

Retention: Conclusion of Promotion and tenure cycle + 1 Year: Destroy.

HR-023 (Offers and Applications): Letters of Offer, Application forms Sections A to F for promotion applications:

Action: Transfer to HR-010 (Personnel File) if approved. Delete, or destroy all copies if the application withdrawn.

HR-024 (General): All Other Records, including deliberations of committee, completed hiring rubrics.

Retention: Academic Year + 3 years: Destroy.

Series contains records related to the general administration of human resources, including records related to staff complements, job descriptions, VIP forms, salary guidelines, attendance records, human resources procedures, unsuccessful applications, resumes and communications related to staffing, hiring boards, etc. Series does not contain personnel records. Records can be divided into the following sub-sets:

HR-031(General Staffing Management): General series, including staff complements, attendance records such as schedules or timesheets.

Retention: Current Year + 3 Years: Destroy.

HR-032 (Unsuccessful Applications): Includes CV’s and cover letters, all evaluations, interview questions, group scoring materials and notes taken by members of the hiring board. All original records must be collected by the hiring office’s administrative coordinator and retained in the main file upon the conclusion of the process. Any copies of resumes or interview materials held by members of the hiring board should be destroyed securely in a timely manner.

Retention: Closure of Posting + 3 years: Destroy.

HR-033 (Procedures and Salary Guidelines): Procedures and salary guidelines obtained from human resources:

Retention: Keep current.

HR-034 (Justifications Reports): When required, justification reports should be submitted to your Human Resources Consultant upon the selection of a candidate.

Retention: Retain a copy for 3 years: Destroy.

HR-035 (LMIA Packages): Copies of justification reports, advertising posting, details indicating where the advertisement was posted and for what timeframes for positions where an LMIA is required.

Retention: Calendar Year + 7 years: Destroy.

Series consists of records related to department and unit payroll authorization and annual or extraordinary salary increment changes.

HR-041 (Payroll Authorization): Includes records detailing the verification of employee employment and appropriate fund charges. The University of Manitoba has a central payroll function that relies on input from individual departments and units in order to determine employee remuneration. The primary signing authority of each Fund/Organization combination is responsible for verifying all employee remuneration amounts charged to that Fund/Organization.

Retention: Fiscal Year + 1 Year: Destroy.

HR-042 (Salary Management): Includes any communication, forms, or reports held in the local faculty/unit/department relating to the approval and budgeting for general salary increases, step salary increases, or extraordinary salary increases prior to the uploading of new salary information in VIP.

Retention: Fiscal Year + 1 Year: Destroy

Series consists of blank forms and templates used for HR purposes that are developed within the business unit. For forms developed by Human Resources, such as annual performance reviews, simply use a copy of the most recent from HR and file the completed form as required.

HR-051 (Hiring support materials): Series includes records such as sample interview questionnaires, department designed hiring rubrics.

Retention: Obsolete + 6 years: Destroy

HR-052 (Job Descriptions): Series consists of completed and finalized job descriptions.

Retention: Obsolete + 3 years: Destroy

For Academic Staff who receive an Emerita or Senior Scholar designation, a file can be set up to retain their CV, details of their academic and research career, teaching and other achievements and awards, as well as records related to managing their access to University facilities and resources.

Retention: End of Appointment + 1 year: Transfer to Archives.

Series includes copies of all original legal agreements, contracts, and Memorandums of Understanding (MOU) or Memorandums of Agreement (MOA). These include, but are not limited to software license agreements, exchange or practicum agreements, and terms of service for software subscriptions. Office of Primary Responsibility is the Office of Legal Counsel, and they are responsible for maintaining the original contract or agreements for full retention. For all other offices:

Retention: File completed + 1 year: Destroy.

One copy of the agreement that has been signed by all parties must be forwarded to the Office of Legal Counsel for filing in the University’s Central Contracts Vault. Units should make a copy of the contract or agreement for their files. For more details, see the Office of Legal Counsel’s Information Regarding Signing of Agreements Policy and Procedure.

Series consists of copies all correspondence to and from internal and external counsel. Records may include memos, emails, letters and samples. Office of Primary Responsibility for these records is the Office of Legal Counsel and they are responsible for ensuring full retention of these records. For all other offices:

Retention: File completed + 1 year: Destroy.

All Legal advice is considered privileged unless otherwise directed by counsel.

Series consists of standard waiver forms for student trips, travel and study abroad, exchanges, participation in work-study co-ops, volunteering etc. Waivers should be maintained in the office of origin. It is recommended that you obtain standard legal forms for use from the website, rather than relying on previously saved versions. Standard forms may be found by visiting the webpages for the Office of Legal Counsel. Records can be divided into the following sub-sets:

LEGAL-031 (Waiver Sample): Blank sample of waiver form:

Retention: Transfer 1 copy of any amended, revised or new waiver form to Archives for permanent retention.

LEGAL-032 (Completed Forms, Adults): Completed waiver forms.

Retention: Retain for 3 years: Destroy.

LEGAL-033 (Completed Forms, Minors): Completed waiver forms.

Retention: Retain for 20 years: Destroy.

This records series may be used by units that have received authorization to retain copyright clearances for course materials by the Copyright Office. All other units should continue to forward clearances to the Copyright Office (um.copyright@umanitoba.ca).

This series applies to permissions for use of copyrighted materials for course materials outside of Fair Dealings limitations. Agreements or permissions may take the form of but are not limited to emails or other forms of correspondence, formal agreements, standard forms that provide a set period for access and use.

Retention: Completed + 5 years: Destroy.

Series consists of all university created forms for use by applicants, students and staff. This includes but is not limited to: application, appeal, authorization, permission, request and recommendation forms. This classification applies only to a blank sample form: all completed forms should be filed in the client/subject’s appropriate file.

Retention: 1 blank copy of each form and any revision to the form should be transferred to Archives. Please include the dates the form was in use when transferring records to the archives

Series consists of individual student admissions and advising files maintained by the faculty/department/program to facilitate student progress within the faculty/department. Records may include applications, admission records, progress reports, academic summaries, copies of transcripts, degrees received, supporting information and related correspondence. Discipline letters for students who have been found not to have committee any infraction should be filed in the Faculty or Department file. Records can be divided into the following sub-sets: 

STUDENT-011 (Incomplete): Application and Admission records for students accepted, but that did not complete their registration, or students that were rejected.

Retention: Academic Year + 1 Year: Destroy.  

STUDENT-012 (Withdrawals): Records related to students who have formally withdrawn from a program; or for students who have not registered for classes for enough consecutive terms to be considered withdrawn from the program under Faculty/Departmental policy. 

Retention: Deemed withdrawal date + 3 Years: Destroy.

STUDENT-013 (Graduates): Graduation from faculty/department/program or Completion of Program:

Retention: Retain for 3 Years after graduation or completion date: Destroy. 

Series consists of records related to the solicitation, receipt and evaluation of criminal records checks for entry and acceptance to University programs. Records include criminal records checks, child abuse registry and vulnerable sector checks, any supporting documents and related correspondence.

Please note: Units may choose to require a paper or physical copy of the forms, make a copy of the form, or verify that a completed check was presented and verified by the Department. 

Retention: Completed + 1 year: Destroy. 

Series consists of investigative and committee records related to student discipline handled in accordance with the Student Discipline Bylaw and the supporting procedures at the Department or Faculty/School Level. This series includes Local Discipline Committee files (LDC) level hearings and records. This series relates to the records created and used by the disciplinary authority and have no bearing on any disciplinary actions that result in information and annotations being added to a student’s Transcripts or Academic History under the relevant University policy.

Where student misconduct does not require an investigation, documents outlining the incident and response may be retained within the student’s Faculty file (Student-010). For example, if a student was disruptive in a class and is suspended from the remainder of that class and no further action is required, then any records documenting the incident should be filed on the students primarily file within the Faculty office the incident occurred in. Academic employees should submit all documents to the Faculty Office for full retention.

Where further investigation is undertaken, the following series apply:

Student-031 (Student Discipline Decision Letter, Academic Misconduct)

Retention: Graduation or Withdrawal from the program + 6 years: Destroy

Student-032 (Student Academic Misconduct, Investigation file)

Retention: Academic Year + 2 years: Destroy.

Student-033 (Student Discipline Decision letter, Non-Academic Misconduct and Concerning Behaviour)

Retention: Completion of Disciplinary Action + 16 years: Destroy.

Student-034 (Student Non-Academic Misconduct and Concerning Behaviour Investigation/Case file)

Retention: Completion of Disciplinary Action + 2 years: Destroy.

Student-035 (Appeals Files, Local Discipline Committee)

Retention: Close files at the end of the Appeal Resolution, retain for 16 years: Destroy.

Student-036 (Faculty/Department/Unit Discipline Register). 

Some Faculty/Department/Units may have developed a tracking database or spreadsheet to manage and ease searching in individual case files and to cross reference in the event of multiple infractions. Creation of this type of records is at the discretion of the Faculty/Department/Unit and should be based on business need for the information.

Retention: Ongoing, retain 16 years’ worth of data within the database, purge older data annually.

For statistics related to discipline generated for reporting to the University Disciplinary Committee, please see GOVERNANCE-050 (Statistics).

Series consists of the final records required to generate a proof of completion/final transcript for programs administered outside of the Registrar’s office and Aurora Student. Some programs retain decentralized control over final student completion documents. This includes units such as Rady College of Medicine, as well as some non-degree/non-credit courses offered through other faculties.

Student-041: UGME and PGME Degree program, final student records.

Retention: Permanent. Retain permanently within the Creating Unit.

Student-042: Non-Degree, Non-credit programs.

Retention: Retain documents within the creating faculty or departments for 25 years: Transfer to archives for Permanent Storage.

Student coursework, whether it be unclaimed paper copies or electronic documents, are not university business records, the content is owned by the student who created it. It is recommended that the faculty, department or school determine a retention timeframe for these materials, with a minimum retention of “End of Term + 3 months” to a maximum of “End of Term + 6 months” recommended. Students should be advised of the timeframe via the course syllabus, or by their instructor.

If the coursework be subject to a grade appeal, it may be necessary to include a copy of the assignment within the appeal file, and decision be retained for 2 years following the appeal decision.

Series consists of records related to the administration of academic examinations, including planning and delivery of exams. Series may contain examination schedules, examination scripts (regardless of format), invigilator files, appeals, related correspondence and supporting documentation. Records can be divided into the following sub-sets:

TEACHING-011 (Exam Administration): General exam administration records:

Retention: Academic Year + 1 Year: Destroy.

TEACHING-012 (Scripts): Examination scripts:

Retention: If there is no appeal on the exam retain for last posted date of Appeals Period + 6 months: Destroy. If an appeal is launched, retain as Teaching-013.

TEACHING-013 (Appeals): Examination appeals:

Retention: End of Appeal + 2 Years: Destroy.

Please note: all exam deferral forms should be maintained in the Student File. See STUDENT-010.

Series consists of records related to the development and delivery of course and curriculum content, including faculty/department calendars, course descriptions, course syllabi, reading lists, as well as related committee minutes and reports.

Retention: Academic Year + 6 Years: Transfer one final copy to Archives.

Series consists of records relating to short and long term enrolment planning and management, faculty complement planning, appointment planning, academic load, budgeting and analysis of resource requirements for academic programs. Records may include reports, models, databases, projections and correspondence. 

Retention: Academic Year + 3 Years: Transfer to Archives for selection.

Series consists of records relating to educational or informative programs organized or provided by University staff either as part of a University training program for other staff members, or as part of an outreach program generating awareness of the University’s programs and services to internal or external audiences, or academic conferences, events and lectures supporting University programs, faculties and events. Records can be divided into the following sub-sets:  

TEACHING-041 (Presentation): Final presentations, promotional handouts, event agendas, biographies and speeches.  

Retention: Transfer to Archives when obsolete or completion of event.

TEACHING-042 (Planning): Logistics, conference planning, communication (drafts of presentations, brochures or speeches, registration tracking. (All financial records should be retained under FIN-040.)

Retention: Calendar year + 2 years: Destroy. 

All forms of teaching evaluations carried out should be carried out in accordance with the University of Manitoba’s Teaching Evaluation Policy and the policies and procedures of the Faculty/Department or School. This includes the Student Rating of Instruction (SRI) and the previous format the Student Evaluation of Educational Quality (SEEQ).

Retention of this material within the instructors Personnel file (HR-012) should be in accordance with article 35 of the Collective Agreement between The University of Manitoba and The University of Manitoba Faculty Association, (the “UMFA Agreement”), or Article 18 of the Collective Agreement between The University of Manitoba and the Canadian Union of Public Employees Local 3909 (Sessionals - Unit #2).