Administration and Governance

Name Board of Governors Membership
Location University Secretariat
Legal Authority York University Act 1965
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 University Secretariat staff
Individuals in Bank Honorary and present board members
Retention & Disposal 7 years after last action, then Transfer to Archives
See Also ADG07 Board of Governors for a full description of the file class to which this PIB belongs
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Name Senate Committee on Awards—Honorary Degree Case Files
Location University Secretariat, Office of the President
Legal Authority York University Act 1965
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 Honorary Degree recipients
Users President’s Office staff, Honorary Degrees and Ceremonials Committee
Individuals in Bank Honorary degree nominees and recipients
Retention & Disposal Successful candidates: 3 years, then transfer to Archives. Unsuccessful candidates: 5 years, then return to candidate pool or destroy. Candidates unwilling or unable to accept: 1 year, then destroy
See Also ADG12-12 Senate Committee on Awards – Honorary Degree Case Files for a full description of the file class to which this PIB belongs
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Name Senate Committee on Awards—University Professor Case Files
Location University Secretariat
Legal Authority York University Act 1965
Information Maintained Name, address, email address, telephone number, nomination form, CV, occupation, education, professional and public affiliations, reference letters
Uses To maintain a list of University Professors
Users Honorary Degrees and Ceremonials Committee
Individuals in Bank University Professor nominees and recipients
Retention & Disposal Successful candidates: 3 years, then transfer to Archives. Unsuccessful candidates: one consideration period, then destroy if not re-nominated
See Also ADG12-15 Senate Committee on Awards – University Professor Case Files for a full description of the file class to which this PIB belongs
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Name Promotion and Continuing Appointments Committee for Advancement of Professional Librarians—Case Files
Location PCAC Secretary
Legal Authority York University Act 1965
Information Maintained Name, address, email address, telephone number, employee number, CV, personal statement, reference letters, teaching evaluations, committee recommendation letter, President's decision letter
Uses Documents librarian continuing appointments and promotions
Users PCAC committee members
Individuals in Bank Faculty (librarians and archivists)
Retention & Disposal Application and President's decision letter: Permanent; 7 years after decision, then detroy for rest of file
See Also ADG03-05 Promotion and Continuing Appointments Committee for Advancement of Professional Librarians (PCAC) – Case Files for a full description of the file class to which this PIB belongs
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Name Search Committee Files—Chancellor
Location University Secretariat
Legal Authority York University Act 1965
Information Maintained Name, address, email address, telephone number, CV, occupation, education, professional and public affiliations, nomination forms
Uses Aids in candidate selection process
Users Search Committee members and University Secretariat staff
Individuals in Bank Potential and selected candidates
Retention & Disposal 7 years after last action, then Archives review
See Also ADG03 Committees for a full description of the file class to which this PIB belongs
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Name Search Committee File—Deans
Location Vice-President Academic & Provost
Legal Authority York University Act 1965
Information Maintained Name, address, email address, telephone number, CV, occupation, education, professional and public affiliations, reference letters, candidate's statement
Uses Aids in candidate selection process
Users Search Committee members, staff in relevant ofiices
Individuals in Bank Potential and selected candidates
Retention & Disposal 7 years after last action, then Archives review
See Also ADG03 Committees for a full description of the file class to which this PIB belongs
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Name Search Committee Files—President
Location University Secretariat
Legal Authority York University Act 1965
Information Maintained Name, address, email address, telephone number, CV, occupation, education, professional and public affiliations, reference letters, candidate's statement
Uses Aids in candidate selection process
Users Search Committee members, University Secretariat staff
Individuals in Bank Potential and selected candidates
Retention & Disposal 7 years after last action, then Archives review
See Also ADG03 Committees for a full description of the file class to which this PIB belongs
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Name Search Committee Files—Vice-Presidents
Location Office of the President
Legal Authority York University Act 1965
Information Maintained Name, address, email address, telephone number, CV, occupation, education, professional and public affiliations, reference letters, candidate's statement
Uses Aids in candidate selection process
Users Search committee members, staff in relevant offices
Individuals in Bank Potential and selected candidates
Retention & Disposal 7 years after last action, then Archives review
See Also ADG03 Committees for a full description of the file class to which this PIB belongs
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Name Senate Appeals Committee (SAC)—Case Files
Location University Secretariat, Faculty Councils
Legal Authority York University Act 1965
Information Maintained Name, address, email address, telephone number, student number, personal statement, petition form and outcome, letter of response, reference letters, transcript, health information, Appeal Committee decision
Uses Documents petitions concerning academic regulations, grade re-appraisals, and charges of breach of academic honesty
Users Senate Appeals Committee (SAC)
Individuals in Bank Students
Retention & Disposal Request to appeal and Committee's decision letter: Permanent; 10 years, then destroy for rest of file
See Also ADG12-06 Senate Appeals Committee (SAC) – Case Files for a full description of the file class to which this PIB belongs
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Name Senate Tenure and Promotion Committee—Case Files
Location University Secretariat, faculties
Legal Authority York University Act 1965
Information Maintained Name, address, email address, telephone number, employee number, CV, personal statement, reference letters, teaching evaluations, committee recommendation letter, President's decision letter
Uses Documents faculty tenure and promotions
Users University Secretariat staff
Individuals in Bank Faculty
Retention & Disposal Application and President's decision letter: Permanent; 7 years, then destroy for rest of file
See Also ADG12-36 Senate Tenure and Promotion Committee (T&P) – Case Files for a full description of the file class to which this PIB belongs
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Name Senate Tenure and Promotion Appeals Committee—Case Files
Location Unversity Secretariat
Legal Authority York University Act 1965
Information Maintained Name, address, email address, telephone number, CV, appeal letter, Faculty Tenure and Promotion Committee response, decision letter, health information, third party information
Uses Documents appeals concerning tenure and promotion and advancement to candidacy
Users Senate Tenure and Promotions Appeals Committee (STAPAC)
Individuals in Bank Faculty
Retention & Disposal 2 years after decision, then destroy
See Also ADG12-33 Senate Tenure and Promotion Appeals Committee (STAPAC) – Case Files for a full description of the file class to which this PIB belongs
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