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