1995-031
President's Office Subject Files
President, Office of the
| Records | Active retention (in office) | Semi-active (records centre) | Total retention | Final disposition |
|---|---|---|---|---|
| President's Office | CY + 3 years | 2 years | CY + 5 years | Selective Retention by Archives |
CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.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 created and used in support of the administrative and operational activities and responsibilities of the President's Office.
Records include correspondence; policies and procedures; agendas and minutes of committee and other meetings; copies of cheque requisitions, purchase orders, financial statements and commitment reports; budget papers; reports; program proposals; studies; statistics; brochures, bulletins and other generally distributed materials; rough notes and working papers.
The President is the Chief Executive Officer of the University and is accountable to the Board of Governors and the Senate for the overall integrity of the Unversity, including: academic issues and programs including student affairs; administration, finance and physical plant; University development, including grants, scholarships and donations; faculty and staff relations; research activities; decisions relating to faculty and departmental business; external relations including agreements, relations and liaison with post-secondary institutions, federal, provinicial and municipal governments, business and private organizations, associations and individuals.
The selection of a President is recommended by a special search committee struck for the purpose of finding a suitable candidate. The Search Committee recommends a short list of candidates to the Board of Governors. The Board then appoints the President. By convention the President's term of appointment is five years and is renewable.
The total retention period (CY + 5) ensures that records of a former President will remain under the control of the President's Office and be available for use by succeeding Presidents.
At the end of the active retention period and before the records are transferred to the University Records Centre the following documents are culled and destroyed: chronological correspondence; courtesy correspondence; copies of Senate and other committee minutes and summaries (unless annotated); copies of routine financial papers and other records retained by Financial Services; publications; bulletins and brochures; routine administrative correspondence with associations.
RRSDA is in force.
Approved by the University Archivist: 28 Nov 1995