Oct 2, 2020 10:15 am

Approved University Records Retention Schedules

Schedule NumberTitleApproval Date (dd/mm/yyyy)
AD1300Administration of University and Departmental Events21/01/2020
AD1550General Inquiries and Complaints15/12/2011
AD2200University Budgeting05/11/2022
AD2500University Accounting19/04/2022
AD2570Research Accounting04/04/2017
AD2600Banking04/04/2017
AD2650Payment Card Security15/04/2020
AD2700Taxes04/04/2017
AD2800Internal Audit Services03/07/2024
AD2900Procurement16/12/2014
AD3100Investment Management16/04/2019
AD3400Insurance Services21/01/2020
AD3900Signing Authority Administration15/12/2011
AD4110Hiring26/03/2021
AD4200Employee History Files26/03/2021
AD4210Departmental Academic Personnel Files03/07/2024
AD4215Departmental Casual Staff and Volunteer Files26/03/2021
AD4280Staff Contact Information15/12/2011
AD4300Payroll (Financial Services)04/04/2017
AD4410Return to Work and Accommodation27/04/2015
AD4550Pension Administration16/12/2014
AD5600Retiree Engagement20/04/2021
AD6100Physical Plant Services Operation31/10/2013
AD6200Construction and Engineering Project Management31/10/2013
AD6300Physical Properties Maintenance and Custodial Services31/10/2013
AD6400Real Property Development and Management31/10/2013
AD6600Physical Resources Management31/10/2013
AD6610Fleet Vehicle Management31/10/2013
AD6620Administration of Professional Workwear31/10/2013
AD6700Sustainability31/10/2013
AD6800Parking Services31/10/2013
AD7100Workplace Health and Safety23/07/2019
AD7300Off-Campus Activity Safety07/11/2012
AD8800Web Content Management19/10/2023
AD8900Records Management13/03/2024
AD9100Local Administration and Operations13/12/2017
AD9250Departmental Record Keeping08/09/2009
AD9300Non-Research Grant Management (External)11/04/2022
EX1250Facilitation of University Policy Development13/11/2014
EX1270Principal's Office Operations13/12/2017
EX1400Administration of Nomination and Appointment to Governing Bodies13/11/2014
EX1500Board of Trustees13/11/2014
EX1750International Initiatives13/07/2022
EX2100Senate - Academic Governance13/11/2014
EX2200University Council13/11/2014
EX2500Enrolment Planning08/01/2007
EX3100Faculty Board Operations22/09/2022
EX3310Cyclical Program Review (CPR)07/11/2012
EX4100Legal Services20/01/2020
EX4300Access to Information and Privacy13/07/2022
EX4400University Contracts Management (University Secretariat and Legal Counsel)20/01/2020
EX4600Dispute Resolution26/03/2021
EX4700Fraud Reporting and Response21/04/2023
EX4800Improper Acts Reporting (University Secretary)21/04/2023
OP1100Advancement Management18/05/2018
OP1200University Development18/05/2018
OP1300Alumni Relations18/05/2018
OP1400Advancement Services18/05/2018
OP2200Library General Administration and Operations03/07/2024
OP2210Library Collection Development and Management09/02/2009
OP2220Library Reference, Research and Instructional Services09/02/2009
OP2230Library Access Services09/02/2009
OP2280Library Systems01/08/2012
OP2290Library Services for Students with Disabilities01/08/2012
OP2310Collections Management - Queen’s University Archives and W. D. Jordan Rare Books and Special Collections03/07/2024
OP2330Archives Public Services04/04/2017
OP2350Conservation Services - Queen’s University Archives and W. D. Jordan Rare Books and Special Collections22/11/2023
OP2400Campus Security and Emergency Services15/04/2020
OP2500Event Services16/04/2020
OP2730Administration of Student-athlete Information16/04/2019
OP2735Administration of Sport Therapy and Medical Information03/05/2019
OP2790Camp for Minors Services03/05/2019
OP3100Human Rights and Equity21/04/2023
OP3150Harassment and Discrimination Reporting and Response14/02/2023
OP3300Ombuds Services21/04/2023
OP3500Health Care Services - Queen’s Family Health Team28/05/2019
OP3510Rehabilitation Therapy Services27/01/2022
OP3515Rehabilitation Services at the Health Hub02/02/2023
OP3520Psychology Clinic Services28/05/2019
OP3530Psychoeducational Assessment Services28/05/2019
OP3540Developmental Disabilities Consulting Services21/09/2020
OP4100Student Record - Office of the University Registrar09/02/2009
OP4200Faculty Office Undergraduate Student Record - Faculty of Arts and Science29/11/2011
OP4210Departmental Undergraduate Student Record15/12/2011
OP4400Student Registration13/12/2006
OP4500Student Admission - Undergraduate Programs04/03/2015
OP4600Administration of Student Fees09/02/2009
OP4700Awarding of Scholarships and Bursaries08/01/2007
OP4810Administration of Government Loans08/01/2007
OP4820Administration of Student Line of Credit Program08/01/2007
OP4830Administration of Queen's University Student Short-Term and General Loans08/01/2007
OP4910Student Record - School of Graduate Studies and Postdoctoral Affairs07/11/2012
OP4911Coordination of Recruitment - Graduate Programs07/11/2012
OP4912Student Admissions - Graduate Programs07/11/2012
OP4914Administration of Graduate Student Awards07/11/2012
OP4915Annual Evaluation of Graduate Students07/11/2012
OP4916Thesis Completion07/11/2012
OP4917Administration of Postdoctoral Fellows05/11/2022
OP4919Departmental Graduate Student Record07/11/2012
OP4950Faculty of Law Student Record25/07/2019
OP4970Post-Graduate Medical Trainee Record19/04/2022
OP4981Teacher Candidate Practicum Placement - Faculty of Education03/05/2007
OP4982Administration of Teacher Candidate Practicum - Faculty of Education03/05/2007
OP4983Administration of Teacher Candidate Alternate Placements - Faculty of Education03/05/2007
OP4984Administration of Teaching Awards - Faculty of Education03/05/2007
OP4985School Board Partnerships Management - Faculty of Education03/05/2007
OP4986Administration of International Teacher Placements - Faculty of Education03/05/2007
OP4987Administration of Career Placements - Faculty of Education03/05/2007
OP4988Management of Career Placement Events - Faculty of Education03/05/2007
OP4989Student Record - Continuing Teacher Education, Faculty of Education13/12/2017
OP5200Student Financial Advising08/01/2007
OP5300Student Assessment - Course Work22/09/2022
OP5600Student Academic Integrity15/12/2021
OP5700Student Non-academic Misconduct Administration09/09/2019
OP5800Awarding of Degrees08/01/2007
OP6800Community Housing Services16/04/2020
OP6900Student Wellness Services02/02/2023
OP6950Services for Women Students19/04/2022
OP7300Faith and Spiritual Life Services16/04/2019
OP7400University Rector Services12/04/2020
OP7600International Centre Services28/11/2011
OP7700Legal Aid Services26/08/2013
OP8410Research Grant Management (External Programs)09/02/2009
OP8420Research Grant Management (Internal Programs)09/02/2009
OP8430Research Contract Management10/06/2008
OP8600Research Ethics Administration23/06/2023
OP8650Research Integrity Administration18/05/2018
OP8900Animal Care Management19/04/2022
OP9200Academic Course Administration22/09/2022
OP9500Administration of Student Assessment of Teaching20/04/2021
OP9700Academic Timetable Management08/01/2007
OP9800Organization of Examination Sessions02/02/2023
OP9850Examination Questions - Centrally Administered Academic Assessments02/02/2023
OP9860Examination Questions - Faculty/Department Copies02/02/2023
OP9900Academic Calendar Coordination13/12/2006