1998-017
Harassment Consultation and Informal Resolution Case Files
Human Rights Office
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| Harassment Resolution Office: | CY case closed + 2 years | 3 years | CY case closed + 5 years | Destruction |
| All other university departments: | CY case closed | Nil | CY case closed | Transfer to Harassment Resolution Office |
CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.
Records relating to the intake, review and resolution of harassment complaints at the informal stage as defined by the university's Harassment Policy (GP 18, Revision B 1998). Records include correspondence, memoranda, Consent Forms, informal agreements, and notes to file.
Under Policy GP 18, complaints of harassment may be resolved by either informal or formal procedures. The resolution process passes through four stages: Informal - (1) Consultation; (2) Informal Resolution; Formal - (3) Mediation; (4) Investigation. Complaints may be resolved at any stage or proceed through all of them. This schedule applies to records relating to complaints which go no further than informal procedures, i.e. (1) and (2) above.
Other Harassment Policy administrators may be involved in the process of complaint resolution, though typically this occurs only when formal procedures are requested and employed. If any such administrators, however, were involved in the Informal Resolution, their own files relating to the case are transferred to the HRO upon the complaint closing or their active involvement coming to an end. These files are added to the HRO case file, but maintained in separate folders, each clearly labelled with the title of the administrator who created the records.
The Informal Resolution case files created by the predecessor office (the Harassment Policy Office) under the old Harassment Policy have been scheduled under a one-time disposal schedule, RRSDA 1995-041.
This series is a Personal Information Bank; click here for PIB description.
These records are created, used, retained and managed in accordance with the following authorities:
Use colour coding to distinguish case files which close at the Informal stages: (e.g. house them in blue file folders).
When other administrators involved in the case transfer their files to the HRO, add these files to the HRO case file, but maintain them in separate folders, each clearly labelled with the title of the administrator who created the records.
RRSDA is in force.
Approved by the University Archivist: 17 Jul 1998