Oct 2, 2020 10:15 am
ActivityEX4600 Dispute Resolution
Records Series

11 - University Student Appeal Board (USAB) Files

OPRUniversity Secretariat and Legal Counsel
DescriptionRecords consist of all USAB proceedings, including any written documents filed by the parties; transcripts of the hearing; any interim orders made by the Board and the decision of the Board and the reasons therefore.
Retention TriggerDecision made.
Total Retention (years)5
Final ActionDP/AR
Disposition PlanAs soon as the board renders a decision, destroy duplicate records (including the ones distributed to USAB members). All original records (including tape recordings) are to be kept by the University Secretariat and Legal Counsel. Tape recordings are to be destroyed after one year. All original files of cases that were adjudicated under the Policy on Sexual Violence Involving Queen’s University Students or that addressed issued about sexual misconduct of any kind will be kept for 99 years after the retention trigger, the rest of the original records are to be kept for five years.

At the end of the retention period, the records determined by the University Secretariat and Legal Counsel as precedent-setting cases will be transferred to the Archives; all other records will be destroyed.
Retention Rationale

Limitations Act, 2002, S.O. 2002, c. 24, Sched. B s.16 (1)

There is no limitation period in respect of,

(h) a proceeding based on a sexual assault;

(h.1) a proceeding based on any other misconduct of a sexual nature if, at the time of the misconduct, the person with the claim was a minor or any of the following applied with respect to the relationship between the person with the claim and the person who committed the misconduct:

(i) the other person had charge of the person with the claim,

(ii) the other person was in a position of trust or authority in relation to the person with the claim,

(iii) the person with the claim was financially, emotionally, physically or otherwise dependent on the other person;

(h.2) a proceeding based on an assault if, at the time of the assault, the person with the claim was a minor or any of the following applied with respect to the relationship between the person with the claim and the person who committed the assault:

(i) they had an intimate relationship,

(ii) the person with the claim was financially, emotionally, physically or otherwise dependent on the other person.

PIBPIB
Vital Records

This schedule applies to official records in all media. Convenience or duplicate copies of official records are considered transitory and should not be kept longer than necessary, and in no event longer than the official copy.



GLOSSARY

  • AR = Transfer to Archives
  • AY = End of Academic Year
  • CY = End of Calendar Year
  • D = Destroy / Delete
  • DP = Special Disposition Plan
  • FY = End of Fiscal Year
  • OPR = Office of Primary Responsibility
  • PIB = Personal Information Bank


Printed on Saturday, Jan 28 2023