Directory of Records

The University of Western Ontario Directory of Records, which includes an index of Personal Information Banks (PIBs), is based on Western’s Records Retention and Disposal Schedules. These Retention and Disposal Schedules reflect the functions that particular records document or support. Both the Directory of Records and Records Retention and Disposal Schedules are divided into the following nine functional categories:

Within each category, individual headings correspond to the major series or types of records that relate to specific functions, activities or subjects. Although the general structure of the Records Retention and Disposal Schedules has been established, individual schedules are currently in the process of being developed and implemented. As a result, the specific record series identified within each functional category of the Directory of Records may change over time. The current development status of the Records Retention and Disposal Schedules for each functional category is noted beside its title below. Only series that are part of approved Records Retention and Disposal Schedules are assigned numbers.

Records series titles that contain at least one Personal Information Bank (PIB) are linked to the corresponding PIB index entry or entries, which will provide details on the type of personal information maintained, where it is located, how it is used, to whom it is disclosed, and how long it is retained. Questions about the PIB should be directed to the Information and Privacy Office.

01 Administration [Schedule Development Status: In Progress]

  • Reference Records
  • Liaison Records
  • Lists and Inventories
  • Chronological Correspondence
  • Meetings and Agendas
  • External Participation
  • Calendar of Activities
  • Inquiries
  • Committees - General
  • Committees - Membership
  • Board – General
  • Board Policies
  • Senate – General
  • Senate – Membership
  • Senate Policies
  • Honorary Degrees
  • Strategic Planning
  • Delegation of Authority
  • Organization and Structure
  • Internal Audit
  • Reports and Statistics
  • Records Management
  • Vital Records
  • Records Storage Services
  • Records Retention and Disposal
  • Legislation and Regulations
  • Intellectual Property and Copyright
  • Legal Deposit
  • Patents and Trademarks
  • Registration of Industrial Designs
  • Legal Opinions and Advice
  • Legal Proceedings
  • Public Liability Insurance
  • Legal Claims
  • Contracts and Agreements
  • Licences and Permits
  • Access Requests
  • Privacy Complaints

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02 Human Resources [Schedule Development Status: In Progress]

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03 Financial Resources [Schedule Development Status: Approved]
  • 03.01 Accounting
  • 03.02 Accounts Payable - General
  • 03.03 Accounts Payable - Federally/ Provincially Funded Projects
  • 03.04 Accounts Receivable - General
  • 03.05 Accounts Receivable - Federally/ Provincially Funded Projects
  • 03.06 Allowances
  • 03.07 Audit
  • 03.08 Banking
  • 03.09 Budget - University Wide
  • 03.10 Budget - Faculties, Departments, Units
  • 03.11 Endowments
  • 03.12 Fundraising
  • 03.13 Grants - General Operating
  • 03.14 Grants - Federally/ Provincially Funded Projects
  • 03.15 Investments and Loans
  • 03.16 Payroll
  • 03.17 Purchasing General
  • 03.18 Purchasing - Federally/ Provincially Funded Projects
  • 03.19 Reports
  • 03.20 Taxes
  • 03.21 Special Funds

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04 Real Property and Moveable Assets [Schedule Development Status: Pending]
  • Property Management
  • Facilities Management
  • Space Planning
  • Parking
  • Parking Permits
  • Movable Property Management
  • Movable Property Allocation
  • Vehicles
  • Maintenance and Repair
  • Water, Electricity, Heat
  • Protective Services
  • Emergency Planning
  • Security Programs
  • Access Controls
  • Hazardous Products
  • Security Equipment

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05 Student Affairs [Schedule Development Status: Approved]

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06 Community Services [Schedule Development Status: Pending]

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07 Teaching [Schedule Development Status: Approved]

  • Organization of Teaching Activities
  • Faculties and Departments
  • Programs – Planning and Implementation
  • Programs – Review and Evaluations
  • Undergraduate Program Management
  • Graduate Program Management
  • Continuing Education Programs
  • Distance Education Programs
  • Special Programs
  • Off-campus Teaching
  • Program Accreditation and Certification
  • Academic Timetable
  • Academic Sessions
  • Course Accommodation
  • Class Sizes
  • Course Loads
  • Course Load Allocation
  • Course Master Timetables
  • Academic Calendars
  • Course Management
  • Course Outlines
  • Course Materials and Notes
  • Laboratories and Seminars
  • Practica, Internships and Co-ops
  • Student Trainee Records
  • Academic Pedagogy
  • Teaching Evaluations
  • Grading Systems/Evaluation Methods
  • Tutoring
  • Examinations and Tests
  • Student Work
  • Dissertations and Theses
  • Degrees, Diplomas and Certificates
  • Interdisciplinary Teaching

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08 Research and Development [Schedule Development Status: Pending]
  • Research and Development Administration
  • Ethical Codes and Reviews
  • Internal Research and Development Funding Programs
  • External Research and Development Funding Programs
  • Research Grant Applications
  • Research and Development Organizations
  • Research Centres, Laboratories and Groups
  • Research Chairs
  • Research and Development Projects
  • Research Records
  • Use of Laboratory Animals and Biological Material
  • Researchers
  • Interdisciplinary Research
  • International Research

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09 Information and Communications [Schedule Development Status: Pending]

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