Legal Counsel
Contact Us
Office of the University Legal Counsel - Information and Privacy Office
Stevenson Hall, Room 3107
1151 Richmond Street
London, Ontario N6A 3K7
E-mail: privacy.office@uwo.ca
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
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
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
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
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
06 Community Services [Schedule Development Status: Pending]
- Community Service Projects
- Housing Services
- Housing Services – Resident Records
- Health Services
- Health Services – Client Records
- Legal Services
- Legal Advice – Client Records
- Athletics
- Athletics – Participant Records
- Food Services
- Daycare Services
- Daycare Services – Client Records
- Cultural Services
- Exhibitions
- Conferences and Events
- Charitable Activities
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
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
09 Information and Communications [Schedule Development Status: Pending]
- Institutional Identity
- Official Ceremonies and Special Events
- Distinguished Guest Books
- Addresses and Speeches
- Internal Communications
- Publicity and Marketing
- Media Relations
- Publications
- Mail and Courier Services
- Reprographic Services
- Telecommunications Services
- E-mail Systems
- Voice Mail Systems
- Archives, Library, and Gallery Holdings
- Preservation of Archives, Library, and Gallery Holdings
- Access and Use of Archives, Library, and Gallery Holdings
- Archives, Library, and Gallery Holdings – Users
- Audio-Visual and Photographic Equipment
- Audio-Visual and Photographic Productions
- Audio-Visual and Photographic Resources – Users
- Computer Equipment
- Computer Software
- Computer Systems
- Web Sites
- Computer Resources – Users