| Name | Administration of Nominating Process to Governing Bodies |
| Location | University Secretariat |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, address, email address, telephone number, CV, occupation, education, professional and public affiliations, charity and volunteer experience, reference letters, convocation information, other biographical information. |
| Uses | To maintain a list of individuals nominated for a Governing Body. |
| Users | University Secretariat staff |
| Individuals in Bank | Committee applicants. |
| Retention Schedule |
| Name | Elections to Governing Bodies |
| Location | University Secretariat |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, address, email address, telephone number, CV, occupation, education, professional and public affiliations, charity and volunteer experience, reference letters, convocation information, other biographical information. |
| Uses | To maintain a list of candidates for various elections to the governing bodies. |
| Users | University Secretariat staff |
| Individuals in Bank | Election candidates. |
| Retention Schedule |
| Name | Selection of Members for Standing and Sub-committees of Governing Bodies |
| Location | University Secretariat |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, email address, occupation, reference letters, committee experience. |
| Uses | To maintain a list of successful applicants for nomination to various standing and sub-committees to the governing bodies. |
| Users | University Secretariat staff |
| Individuals in Bank | Committee applicants. |
| Retention Schedule |
| Name | Board of Trustees Membership |
| Location | University Secretariat |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, address, email address, telephone number, occupation, education, professional and public organization experience, CV, correspondence, term of appointment, agreements, other biographical information. |
| Uses | To maintain a list of honorary and present board members, maintain contact with current and honorary board members. |
| Users | Board of Trustees, Principal’s Office Staff, staff of Senior Administration offices, University Secretariat staff |
| Individuals in Bank | Board of Trustees members. |
| Retention Schedule |
| Name | Principal Search |
| Location | University Secretariat |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, address, email address, telephone number, employee number, CV, personal statement, reference letters, teaching evaluations, committee recommendation letter, decision letters. |
| Uses | Aids in candidate selection process. |
| Users | University Secretariat staff |
| Individuals in Bank | Potential and selected candidates. |
| Retention Schedule |
| Name | Principal Review |
| Location | University Secretariat |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, address, email address, telephone number, CV, occupation, education, professional and public affiliations, review documents. |
| Uses | Aids in process of Principal review. |
| Users | University Secretariat staff, selected members of the Board of Trustees |
| Individuals in Bank | Past and current university principals. |
| Retention Schedule |
| Name | University Policy Development |
| Location | University Secretariat |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | staff, faculty, student and alumni names, email addresses, IDs, physical address, various demographic and academic information (in sample frames); and in addition, opinion/behaviour/experience data . |
| Uses | support policy, planning and decision-making. |
| Users | faculty, admin staff |
| Individuals in Bank | students, faculty/staff and graduates . |
| Retention Schedule |
| Name | Selection for Distinguished Service Awards |
| Location | University Secretariat |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, address, email address, telephone number, nomination form, CV, occupation, education, professional and public affiliations, charity and volunteer experience, reference letters, convocation information. |
| Uses | To maintain a list of Distinguished Service Award recipients. |
| Users | University Secretariat staff |
| Individuals in Bank | Distinguished Service Award recipients. |
| Retention Schedule |
| Name | Selection of University Chancellor |
| Location | University Secretariat |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, address, email address, telephone number, employee number, CV, personal statement, reference letters, teaching evaluations, committee recommendation letter, decision letters. |
| Uses | Aids in candidate selection process. |
| Users | University Secretariat staff |
| Individuals in Bank | Potential and selected candidates. |
| Retention Schedule |
| Name | Cyclical Program Review |
| Location | Academic Units and Office of the Provost and Vice-Principal (Academic) |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Self-Studies of academic programs including faculty members' C.V. Review Team reports, internal responses, SCPRC minutes, Final Assessment Reports and Implementation Plans. |
| Uses | Information used by the Senate Cyclical Program Review Committee to evaluate the quality of academic programs. |
| Users | Members of the Senate Cyclical Program Review Committee, Vice-Provost (Teaching and Learning), relevant Deans and members of the unit/program under review. |
| Individuals in Bank | Faculty members. |
| Retention Schedule |
| Name | Senate Membership |
| Location | University Secretariat |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, address, email address, telephone number, occupation, education, professional and public organization experience, CV, correspondence, term of appointment, agreements, other biographical information. |
| Uses | To maintain a list of past and present Senate members. |
| Users | University Senate, Principal’s Office Staff, staff of Senior Administration offices, University Secretariat staff. |
| Individuals in Bank | Senate members. |
| Retention Schedule |
| Name | University Council Membership |
| Location | University Secretariat |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, address, email address, telephone number, occupation, education, professional and public organization experience, CV, correspondence, term of appointment, agreements, other biographical information. |
| Uses | To maintain a list of honorary, past and present University Councillors, maintain contact with current, past and honorary University Councillors. |
| Users | University Council, Principal’s Office Staff, staff of Senior Administration offices, University Secretariat staff. |
| Individuals in Bank | Honorary and present board members. |
| Retention Schedule |
| Name | Honorary Degrees |
| Location | University Secretariat |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, home address, email address, home telephone number, home fax number, occupation, date of birth, age, gender, marital/family status, national/ethnic origin, education, professional and public organization experience, employment history, CV, correspondence, reference letters, political beliefs and opinions expressed about individual by another, term of appointment, agreements, other biographical information. |
| Uses | To gather information on prospective honorary degree recipients. |
| Users | Senate, University Secretariat. |
| Individuals in Bank | Prospective degree recipients. |
| Retention Schedule |
| Name | Chairs and Trustees Emeritus |
| Location | University Secretariat |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, address, email address, telephone number, CV, occupation, education, professional and public affiliations, charity and volunteer experience, reference letters, convocation information, other biographical information. |
| Uses | To maintain a list of Chairs and Trustees Emeritus. |
| Users | University Secretariat staff |
| Individuals in Bank | Chairs and Trustees Emeritus recipients. |
| Retention Schedule |
| Name | Professional Issues Management |
| Location | Vice-Principal (Academic), Faculties, Departments |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, address, telephone, home email, date of birth, SIN, employee number, employment history, education history, resumes, reference letters, performance appraisals, reports, personal health, third party opinions about the individual. |
| Uses | To maintain records of professional inquiries, reviews and appeals. |
| Users | Senior staff, professional organization staff. |
| Individuals in Bank | Faculty, Senior Staff. |
| Retention Schedule |
| Name | Internal Academic Review |
| Location | University Secretariat, Office of the Vice-Principal (Academic), Faculties, Departments |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | CVs, publication and research records, external review reports and accreditation body reports. |
| Uses | To maintain record on academic departments and faculties undergoing the Academic Review process. |
| Users | Vice-Principal Academic, Faculties, Departments, and University Secretariat staff. |
| Individuals in Bank | Faculty and staff. |
| Retention Schedule |
| Name | University Student Appeal Board (USAB) Files |
| Location | Office of the University Ombudsman |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, student number, program/year, appeal and grievance documentation. |
| Uses | To document student appeal process. |
| Users | Ombudsman Office staff. |
| Individuals in Bank | Students. |
| Retention Schedule |
| Name | Dispute Advisory Files |
| Location | Office of the University Ombudsman |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, student number, employee number,email correspondence, notes, consent forms, referral letters, draft appeal letters, staff advisor reports and other supporting documents. |
| Uses | To document process. |
| Users | Ombudsman Office Staff |
| Individuals in Bank | Students, Staff. |
| Retention Schedule |
| Name | Appeal and Arbitration Files |
| Location | Office of the University Ombudsman |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Name, student number, employee number,email correspondence, notes, consent forms, referral letters, draft appeal letters, staff advisor reports and other supporting documents. |
| Uses | To document process. |
| Users | Ombudsman Office Staff |
| Individuals in Bank | Students, Staff, Faculty. |
| Retention Schedule |
| Name | Safe Disclosure Reporting and Investigation |
| Location | Office of the University Ombudsman |
| Legal Authority | Queen’s Royal Charter of 1841, as amended |
| Information Maintained | Disclosure information, Respondent information, investigative notes and documents, correspondence with Responsible Officer, proposed changes to university policies or practices, Investigator's final written report. |
| Uses | Procedure for the reporting, investigation and response to good-faith disclosures of improper acts. |
| Users | Ombudsman Office Staff. |
| Individuals in Bank | Current and former members of the university community. |
| Retention Schedule |