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Records relating to meetings, deliberations and activities of university, faculty and department committees.

Scope Notes

Committees (General)

Use for records relating to committees in general but which do not fall under any other primary in this subject heading. Create a separate primary for the records of any individual committee. Note that the secondaries "Policies and Procedures," "General," "Planning," "Reports and Statistics," "Special Projects," and "Reference and Information Files" can also be attached to any other primary.  

Board of Governors Committees

Use for records relating to Board of Governors committees. These records are scheduled under RRSDA 1996-003. Note that retention requirements are different for the official records of the committee (maintained by University Secretariat) versus the copies received by departments or individuals for information purposes. Create a separate primary for each Board committee. 

Department/Faculty Tenure Committee

Use for records created (i.e. made or received) by the Departmental Tenure Committee. Note that while DTC files are generally scheduled for selective archival retention under RRSDA 1999-003, Committee Files, the case files created by the committee in reviewing individual cases are scheduled separately under RRSDA 1999-019, Renewal, Tenure, Promotion and Salary Review Files, which provides for a total retention period of "current year final decision concluded + 1 additional year, then destroy by confidential shredding. "

Graduate Studies Committee

Use for records created (i.e. made or received) by the departmental or faculty Graduate Studies Committee if applicable.

Search Committees

Use for records created (i.e. made or received) by Search Committees. Note that while Search Committee files are generally scheduled for selective archival retention under RRSDA 1999-003, Committee Files, the competition files created by the committee to document each individual candidate are scheduled separately under the following RRSDAs, depending on the category of appointment: Academic Appointments (RRSDA 1999-024); Non-academic Appointments (RRSDA 1997-013); or Senior Administrative Appointments (RRSDA 1999-012).

Senate Committees

Use for records relating to Senate committees. By default, these records are generally scheduled under RRSDA 1997-003. However, a number of Senate committees have their own specific retention schedules; consult the departmental RRSDAs under Senate to determine if a separate schedule has been developed for a committee. Note that retention requirements are different for the department or person functioning as the committee's secretariat (maintaining its official records) versus the copies received by departments or individuals for information purposes. Create a separate primary for each Senate committee.

Study Leave Committee

Use for records created (i.e. made or received) by Study Leave Committees if applicable. Note that while Study Leave Committee files are generally scheduled for selective archival retention under RRSDA 1999-003, Committee Files, the case files created by the committee to document each individual application are scheduled separately under the following RRSDA 1999-020.

Undergraduate Studies Committee

Use for records created (i.e. made or received) by the departmental or faculty Undergraduate Studies Committee if applicable.

University Tenure Committee

Use for records created (i.e. made or received) by the University Tenure Committee. Note that while UTC files are generally scheduled for selective archival retention under RRSDA 1999-003, Committee Files, the case files created by the committee in reviewing individual cases are scheduled separately under RRSDA 1999-019, which provides for a total retention period of "current year final decision concluded + 1 additional year, then destroy by confidential shredding."