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Directory of University Records
Model File Classification Plan

Committees

Records relating to meetings, deliberations and acitivities of university, faculty and department committees. By default, these records are scheduled under RRSDA 1999-003, Committee Files. Exceptions are noted in brackets, with a link to the over-riding RRSDA. See scope notes for more detailed description.

Committees (General) (RRSDA 1999-003)
Policy, Procedures, Standards
General
Planning
Reports and Statistics
Special Projects
Reference and Information Files
Board of Governors Committees (RRSDA 1996-003)
Policy, Procedures, Terms of Reference
General
Planning
Reports and Statistics
Special Projects
Reference and Information Files
Members
Agendas and Minutes
Meeting Support Papers
Case Files
Departmental/Faculty Tenure Committee
Policy, Procedures, Terms of Reference
General
Planning
Reports and Statistics
Special Projects
Members
Agendas and Minutes
Meeting Support Papers
Renewal, Tenure, Promotion and Salary Review Case Files (RRSDA 1999-019)
Graduate Studies Committee
Policy, Procedures, Terms of Reference
General
Planning
Reports and Statistics
Special Projects
Members
Agendas and Minutes
Meeting Support Papers
Curriculum Development Files
Search Committees
Policy, Procedures, Terms of Reference
General
Planning
Reports and Statistics
Special Projects
Members
Agendas and Minutes
Meeting Support Papers
Competition Case Files
Senate Committees (RRSDA 1997-003)
Policy, Procedures, Terms of Reference
General
Planning
Reports and Statistics
Special Projects
Members
Agendas and Minutes
Meeting Support Papers
Case Files
Study Leave Committee
Policy, Procedures, Terms of Reference
General
Planning
Reports and Statistics
Special Projects
Members
Agendas and Minutes
Meeting Support Papers
Leave Application Case Files (RRSDA 1999-020)
Undergraduate Studies Committee
Policy, Procedures, Terms of Reference
General
Planning
Reports and Statistics
Special Projects
Members
Agendas and Minutes
Meeting Support Papers
Curriculum Development Files
University Tenure Committee
Policy, Procedures, Terms of Reference
General
Planning
Reports and Statistics
Special Projects
Members
Agendas and Minutes
Meeting Support Papers
Renewal, Tenure, Promotion and Salary Review Case Files (RRSDA 1999-019)

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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. Note that the secondaries "Policy, Procedures, Standards," "General," "Planning," "Reports and Statistics," "Special Projects," and "Reference and Information Files" can also be attached to any other primary if needed. See How to Use the Model Classification Plan for more details regarding generic secondaries.
 
Create a separate primary for the records of any individual committee.
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.
Departmental/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, 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."

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Page created May 22, 2001