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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