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:

01 Administration
02 Human Resources
03 Financial Resources
04 Real Property and Movable Assets
05 Student Affairs
06 Community Services
07 Teaching
08 Research and Development
09 Information and Communications

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]

Staff Functions
Staff Recruitment
Staff Hiring
Personnel Records – Faculty
Personnel Records – Staff
Personnel Records – Students
Leave Management
Performance Evaluation
Employee Assistance Programs
Staff Movement
Unions and Employee Associations
Collective Agreements and Employment Agreements
Labour Relations
Salary Scales
Benefits Management
Group Insurance
Life Insurance
Pension Records
Long-Term Disability Records
Employment Contracts
Pension Plan Audit and Reconciliation Records
Benefit Claim Records
Occupational Health and Safety
Accident/Incident Reports
Staff Medical Records
Health and Safety Training
Learning and Development Programs
Equity and Human Rights Services
Equity and Human Rights Issues Records

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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]

05.01 Student Population
05.02 Student Recruitment
05.03 Admissions Management (Operational Records)
05.04 Admissions Management (Policies and Procedures)
05.05 Admissions Management - Incomplete, Unsuccessful, Not Registered Applicants
05.06 Registration Management (Policies and Procedures)
05.07 Registration Management (Operational Records)
05.08 Student Academic Records
05.09 Student Information Requests
05.10 Undergraduate Student Records
05.11 Accessibility Category Profiles
05.12 Graduate Student Records
05.13 Student Academic Counselling
05.14 Student Evaluation
05.15 Student Scholastic Offences and Academic Requests for Relief
05.16 Student Code of Conduct
05.17 Student Appeals
05.18 Convocation
05.19 Alumni Activities and Services
05.20 Alumni Records
05.21 Alumni Organizations
05.22 Academic Orientation Programs and Services (Policies and Procedures)
05.23 Academic Orientation Programs and Services - Student Records
05.24 Exchange Programs (Program Records)
05.25 Exchange Programs - Student Records
05.26 Career Information Services (Program Records)
05.27 Learning Skills Services (Program Records)
05.28 International Student Services (Program Records)
05.29 First Nations Student Services (Program Records)
05.30 Services for Students with Disabilities (Program Records)
05.31 Psychological Services (Program Records)
05.32 Student Services - Client Records
05.33 Financial Assistance Services (Program Records)
05.34 Bursaries, Needs-Based Awards and Work Studies (Program Records)
05.35 Scholarships and Awards (Program Records)
05.36 Government Loans and Grants (Program Records)
05.37 Loans and Grants Awarded by Outside Organizations (Program Records)
05.38 Financial Assistance - Student Records
05.39 Scholarships and Awards - Student Records