Directory of records

The Directory contains short descriptions of the functions, activities and records common to university departments or units. Records that contain Personal Information Banks are also indicated

For questions relating to the content of the Directory, please contact www.fippa.utoronto.ca

Please report any problems relating to the use of this Directory to utarms@list.library.utoronto.ca

1. Administration and Governance

Records relating to the day-to-day self-governance, management and operation of the university and its academic and administrative units.

General Records
Campus services
Ceremonies and Celebrations
Contracts and agreements
Committees and meetings
Elections
Intellectual Property
Policies, procedures and standards
Program Management and Administration
Reports and Statistics
Strategic Planning
University relations

Personal Information Banks

Contracts - case files

Honorary degrees- case files
University Tribunal- case files

2. Advancement

Records relating to the promotion of the university's mission, departments and programs, and expansion of its resources

General records

Alumni relations
Campaign Projects
Fund raising
Gifts

Personal Information Banks

Alumni - case files
Donors - case files
Estates - case files

3. Buildings and Property

General Records

Building Management
Campus Planning
Capital Construction Projects
Janitorial Services
Property Management
Security
Space Management
Utilities

Personal Information Banks

Faculty Housing – case files
Police – case files

4. Communications and Public Relations

Records relating to the collection, analysis and dissemination of information about the university, its departments and activities.

General Records

Biographical files
Conferences and Presentations
Public Relations
Publications and Brochures

5. Equipment and Supplies

Records relating to the management of university and unit movable property and supplies, including records concerning asset management, information technologies supplies, office equipment, furniture and supplies, and vehicles.

General Records

Catalogues, Manuals and Price Lists
Disposal and Surplus
Inventories
Maintenance and Repairs
Procurement

6. Finance

Records relating to the management of university and departmental financial resources.

General Records

Audit
Accounts Payable
Accounts Receivable
Banking / Cashiers
Personal Expenses
Purchasing
Restricted Funds

Personal Information Banks

Impressed Banking Accounts/Petty Cash
Student accounts
Tax Returns

7. Human Resources

Records relating to the management of university employees.

General Records

Employee Relations
Grievances
Human Rights and Equity
Job Description, Classification and Compensation
Occupational Health and Safety
Payroll
Pensions and Benefits
Professional Development
Recruitment and Hiring
Work Schedules and Absences

Personal Information Banks

Academic Appointments Personnel File

Non-academic appointments personnel file

Human Resource Information System (HRIS)

Research Assistants

Teaching Assistants

8. Information Systems and Records Management

Records relating to the management of the university's information resources.

General Records

Administrative Management Services
Computing Services
Freedom of Information and Protection of Privacy Act (FIPPA)
Libraries
Records Management

Personal Information Banks

FIPPA applications - case files
Library patrons database