| Name | Marketing Communications |
| Location | Faculty, Department |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Names, personal email addresses, webinar registration lists, telephone numbers, student and staff number, questions to ask during event, level in current school, city, school name, program plan, volunteer lists for recruitment events |
| Uses | To deliver messaging for Queen’s - internally to students, staff and faculty and externally to media outlets, promote programs, info about registration for events or for requests for information |
| Users | Faculty, staff |
| Individuals in Bank | current and prospective students and their parents, community partners, alumni |
| Retention Schedule |
| Name | Research Accounting |
| Location | Research Accounting Office |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, contact information, employee number, salary & benefits details |
| Uses | Administer research projects |
| Users | Research Accounting staff, Funders |
| Individuals in Bank | ¾ÅÐãÖ±²¥ faculty and staff |
| Retention Schedule |
| Name | Payroll Taxes |
| Location | Office of the Controller |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, address, telephone number, email, id number, financial information, SIN, family information, employment information. |
| Uses | To record the tax related activities, calculation and payment of salaries and taxes withholdings for the workforce of the University, and documents related to tax payments/remittances and issuance of tax slips for ¾ÅÐãÖ±²¥ tax activities. |
| Users | Payroll Services, Human Resources |
| Individuals in Bank | Faculty members, staff, individuals on contract to the University |
| Retention Schedule |
| Name | Hiring Faculty |
| Location | Academic Unit and Office of the Provost and VP Academic |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Job descriptions, job advertisements, selection criteria, applicants' curricula vitae, application files, reference letters, interview notes, list of qualified applicants, reference / background verification files, offer letters, letters of appointment. |
| Uses | Hiring process of Faculty. |
| Users | Human Resources staff |
| Individuals in Bank | Queen’s faculty members |
| Retention Schedule |
| Name | Hiring Principal |
| Location | University Secretariat |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Records consist of signed confidentiality forms from Search Committee members, agendas and minutes from Search Committee meetings, advertisements and position profile documents, interview templates, application packages from candidates, reference letters, recommendation package to the Board of Trustees. |
| Uses | Hiring process of Principal. |
| Users | Human Resources/Search Committee |
| Individuals in Bank | Candidates for the position of Principal |
| Retention Schedule |
| Name | Hiring Vice-Principals |
| Location | Office of the Principal and Vice Chancellor |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Records consist of position description, executive brief, signed confidentiality forms from Search Committee members, agendas and minutes from Search Committee meetings, advertisements and position profile documents, interview templates, application packages from candidates, reference letters, recommendation package to the Principal's Office. |
| Uses | Hiring process of Vice-Principals. |
| Users | Human Resources/Search Committee |
| Individuals in Bank | Candidates for the position of Vice-Principal |
| Retention Schedule |
| Name | Hiring Academic Executives |
| Location | Office of the Provost and Vice-Principal (Academic), faculty offices or library. |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Records consist of job descriptions, job advertisements, selection criteria, applicants' curricula vitae and résumés, application files, reference letters, interview notes, list of qualified applicants, ranking, reference / background verification files, recommendation letters to the Provost's office, offer letters, letters of appointment and related information. |
| Uses | Hiring process of Academic Executives |
| Users | Human Resources staff |
| Individuals in Bank | Candidates for the positions of faculty dean, university librarian, vice-provost, deputy provost, associate dean, vice-dean and associate university librarian. |
| Retention Schedule |
| Name | Hiring Staff |
| Location | Academic Unit and HR |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Records consist of job descriptions, job advertisements, selection criteria, applicants' résumés, application files, reference letters, interview notes, list of qualified applicants, ranking, reference / background verification files, criminal record check, vulnerable sector check, recommendation letters, offer letters, letters of appointment, certification of test/examination results and related information. |
| Uses | Hiring process of University Staff. |
| Users | Human Resources staff |
| Individuals in Bank | Queen’s staff members |
| Retention Schedule |
| Name | Recruitment System - Applicant Profile |
| Location | Human Resources |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Records consist of applicant's name, email, addresses, phone numbers, citizenship information, Canadian residence information, equity data, résumé and cover letters. |
| Uses | Hiring University Employees. |
| Users | Human Resources staff |
| Individuals in Bank | Applicants |
| Retention Schedule |
| Name | Recruitment System - Job Requisition |
| Location | Human Resources |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Records consist of job requisitions, job advertisements, applicant lists and funding information in ¾ÅÐãÖ±²¥ central HR's recruitment system. |
| Uses | Hiring University Employees. |
| Users | Human Resources staff |
| Individuals in Bank | Applicants |
| Retention Schedule |
| Name | Principal's and Vice-Principals' Personnel Files |
| Location | University Secretariat, Principal's Office |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Records consist of employment history files and latest C.V. and /or résumé of ¾ÅÐãÖ±²¥ Principals, Vice-Principals or employees holding a position equivalent to Vice-Principal. Name, Date of Birth, Hire Date, Address, Social Insurance & Direct Deposit information. |
| Uses | Administer payroll and comply with provincial and federal laws |
| Users | Human Resources staff |
| Individuals in Bank | Principal and Vice-Principals |
| Retention Schedule |
| Name | Employee Personnel Files |
| Location | Human Resources |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Records include of performance reviews, letters of appointment, leave requests, changes in appointment, disciplinary notations and other employment-related documentation. Name, Date of Birth, Hire Date, Address, Social Insurance & Direct Deposit information. |
| Uses | Administer payroll and comply with provincial and federal laws |
| Users | Human Resources staff |
| Individuals in Bank | ¾ÅÐãÖ±²¥ staff and faculty |
| Retention Schedule |
| Name | Staff Employee Personnel Files - Local Copies |
| Location | Department/Unit |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Records consist of local copies of staff employee personnel files from the date of hire to separation. Name, Date of Birth, Hire Date, Address, Social Insurance & Direct Deposit information. |
| Uses | Administer payroll and comply with provincial and federal laws |
| Users | Department/Unit, Human Resources staff |
| Individuals in Bank | ¾ÅÐãÖ±²¥ staff |
| Retention Schedule |
| Name | Departmental Academic Personnel Files |
| Location | Faculty, Department or Library |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, Date of Birth, Hire Date, Address, Social Insurance & Direct Deposit information. Curriculum vitae, Annual Report to the Dean, university transcripts, letters of application, references, salary and work history, student evaluations, disciplinary letters, assessments, commendatory letters, decisions and recommendations together with reasons arising from personnel decisions, correspondence, curriculum vitae updates, and copies of materials reflecting professional development and achievement |
| Uses | Administer payroll and comply with provincial and federal laws |
| Users | Human Resources staff |
| Individuals in Bank | Queen’s faculty members |
| Retention Schedule |
| Name | Departmental Casual Employee Files |
| Location | Department/Unit |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, Date of Birth, Hire Date, Address, Social Insurance & Direct Deposit information |
| Uses | Administer payroll and comply with provincial and federal laws |
| Users | Department/Unit, Human Resources staff |
| Individuals in Bank | Queen’s casual employees |
| Retention Schedule |
| Name | Files of Students Employed by the University |
| Location | Department/Unit |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, Date of Birth, Hire Date, Address, Social Insurance & Direct Deposit information |
| Uses | Administer payroll and comply with provincial and federal laws |
| Users | Department/Unit, Human Resources staff |
| Individuals in Bank | Queen’s student employees |
| Retention Schedule |
| Name | Post-doctoral Fellow Files |
| Location | Department/Unit |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, Date of Birth, Hire Date, Address, Social Insurance & Direct Deposit information |
| Uses | Administer payroll and comply with provincial and federal laws |
| Users | Department/Unit, Human Resources staff |
| Individuals in Bank | Queen’s Postdoctoral Fellows |
| Retention Schedule |
| Name | Departmental Paid Intern Files (Non-¾ÅÐãÖ±²¥ Students) |
| Location | Department/Unit |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, Date of Birth, Hire Date, Address, Social Insurance & Direct Deposit information |
| Uses | Administer payroll and comply with provincial and federal laws |
| Users | Department/Unit, Human Resources staff |
| Individuals in Bank | Queen’s paid interns |
| Retention Schedule |
| Name | Volunteer Files |
| Location | Department/Unit |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, Date of Birth, Start Date, Address. |
| Uses | Comply with provincial and federal laws |
| Users | Department/Unit |
| Individuals in Bank | Queen’s volunteers |
| Retention Schedule |
| Name | Emergency Contact List |
| Location | Faculty, Department |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, name of emergency contact, contact information for contact. |
| Uses | To contact the family of staff a, faculty or students at ¾ÅÐãÖ±²¥ in the event of an emergency. |
| Users | Human Resources staff |
| Individuals in Bank | Staff, faculty, and students |
| Retention Schedule |
| Name | Payroll Records |
| Location | Financial Services Office |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, address, telephone number, email, id number, financial information, SIN, family information, employment information |
| Uses | To record the tax related activities, calculation and payment of salaries to the workforce of the University, and documents related to payroll transactions at departmental level. |
| Users | Payroll Services, Human Resources |
| Individuals in Bank | Faculty members, staff, individuals on contract to the University |
| Retention Schedule | , , |
| Name | Return to Work and Accommodation |
| Location | Employee / Labour Relations Office |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, address, telephone number, email/phone correspondence, id number, union group, employment information, medical information, nature of absence |
| Uses | Collect medical information in order to assess our legal duty to accommodate employees in the workplace, or allow entitlement to the sick leave benefit. |
| Users | Return to Work and Accommodation Unit |
| Individuals in Bank | Students in residence and students in apartments and housing owned by the University |
| Retention Schedule |
| Name | Pension Administration |
| Location | Pension and Insurance Office |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, address, telephone number, email/phone correspondence, id number, employment information, salary, DOB's, date of termination, date of membership in the pension plan, accrued service and benefits in the plan, pension contributions, beneficiaries, SIN and banking information |
| Uses | To record pension related information in order to accurately calculate and administer pension and death benefits |
| Users | Pension Services Unit |
| Individuals in Bank | Active, Deferred, survivors and beneficiaries of the pension plan |
| Retention Schedule |
| Name | Volunteer Administration |
| Location | Faculty / Department Office |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, email, program information, academic year of study |
| Uses | To maintain a record of student volunteers for upcoming recruitment events |
| Users | Academic Staff |
| Individuals in Bank | Students |
| Retention Schedule |
| Name | Equity Records |
| Location | Equity Office |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Names, employee ID, email, department, self-identification information. |
| Uses | Communication to students and employees for census information, training records, listservs, equity updates, hiring and promotion databases, equity data warehouse, exit survey database, DEAP Tool, I Count Equity Census. |
| Users | Employment Equity Representatives and delegates, Equity Office staff, Deans |
| Individuals in Bank | Staff, faculty, and students |
| Name | RAQ Membership Applications |
| Location | Human Resources |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, contact information date of retirement, and department information. |
| Uses | To facilitate activities to engage ¾ÅÐãÖ±²¥ retirees with the University. |
| Users | Human Resources staff |
| Individuals in Bank | Staff and faculty. |
| Retention Schedule |
| Name | RAQ Membership Database |
| Location | Human Resources |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, contact information date of retirement, and department information. |
| Uses | To facilitate activities to engage ¾ÅÐãÖ±²¥ retirees with the University. |
| Users | Human Resources staff |
| Individuals in Bank | Staff and faculty. |
| Retention Schedule |
| Name | Parking Services |
| Location | Physical Plant Services |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, home address, home telephone number, licence plate number, employee number, student number, banking information and Ontario Provincial Accessible permit information for parking requests, parking ticket history files, payment plan agreements and void cheques |
| Uses | To maintain a record on student and staff parking permits, pre-authorized payment plan agreements and parking violation appeal files |
| Users | Physical Plant Services staff |
| Individuals in Bank | Faculty, staff, students, KGH staff |
| Retention Schedule | , |
| Name | Workplace Incident and Accident Files |
| Location | Department of Environmental Health and Safety |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | --- |
| Uses | --- |
| Users | --- |
| Individuals in Bank | Faculty, staff |
| Retention Schedule |
| Name | Workplace Incident and Accident Files - Unpaid Student Placement |
| Location | Department of Environmental Health and Safety |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | --- |
| Uses | --- |
| Users | --- |
| Individuals in Bank | Students |
| Retention Schedule |
| Name | Off-Campus Activity Safety |
| Location | Department of Environmental Health and Safety |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Records consist of personal details of participants, participants' emergency contact information, activity and travel details, hazards and risks assessments, immunization information, special needs information. |
| Uses | --- |
| Users | --- |
| Individuals in Bank | --- |
| Retention Schedule | , |