The following tools will help you manage University records efficiently. There are three main tools: Classification Guide, Classification Plan and MURRS.
Classification Guide
The Classification Guide combines two tools: Classification Plan and McGill University Records Retention Schedules (MURRS) in a simplified and understandable way. This tool is designed to streamline and enhance the efficiency of records management across the university, enabling you to more easily identify the retention rules that apply to the records created within your units and for which you are responsible.
Below you will find more detailed information about the MURRS and Classification Plan, but this document provides an overall view of types of records and their retention period.
For information we’ve provided the follow definitions to help you understand some of the terminology we are using in the Classification Guide and in other tools.
- Active phase: When created, the records is in constant use and it should be kept in the office where is was created or accumulated.
- Semi-active: The records may be retained in the office or in an alternative temporary storage area, as they are no longer actively used and are consulted only occasionally.
- Inactive: Eventually, records of permanent value are transferred to the Archives, representing only 5% to 10% of all University records.
MURRS (McGill Records Retention Schedule)
The MURRS , details different classes of records created and managed by the units and when they can be either destroyed or transferred to MUA. These rules are created in compliance with the requirements of the Archives Act.
The MURRS is updated periodically by the MUA as the rules should reflect McGill’s policies, procedures and legislative requirements around record-keeping but must also be a reasonable reflection of the needs and operations of University units.
The chart linked below provides information on how to reading a retention rule . It also shows some general points that apply to the overall content of the retention schedule:
Classification Plan
The McGill University Classification Plan is a university-wide hierarchical and logical structure consisting of headings that represent the institution's activities and functions, essentially the work that different units in the University carry out. The plan allows for the classification, filing and identification of documents produced or received by the University, whatever their medium (paper or digital). To ensure consistency and address the University's evolving needs, the Classification Plan will be updated as required, and sub-series and sub-sub-series may be added, modified, or deleted.
01. ADMINISTRATION AND MANAGEMENT
This series includes the management of the history and establishment of McGill University, its charter and mission statement, administrative organization, management and governance in addition to the strategic planning of administrative activities.
01-01 Constitution and History of McGill
01-02 Institutional Governance
01-03 Institutional Administration and Regulations
01-04 Units and Department Administration
01-01 Constitution and History of McGill
This subseries includes the University Charter and Statutes, its mission statement and principles as well as the University’s history. It also includes the historical research and related documentation on the evolution of the University and its departments, schools and faculties.
01-01-01 Charter and Statutes
This division includes files relating to the creation and management of the University Charter and statutes for the governance and operation of the University, as well as the official Coat of Arms.
01-01-02 Mission Statements and Principles
This division includes files relating to the management of governing statements and principles of the University. Unit level mission statements and principles are classified under 01-04-01.
01-01-03 Historical Research and Notes about the University
This division includes files relating to the history and development of the university, its faculties, departments, schools, centres, institutes and administrative units.
01-02 Institutional Governance
This subseries includes the administration and management of the governance of the University and management of the Board of Governors and Senate and their various committees as well as the administration and compliance of policies, statutes and regulations.
01-02-01 Board of Governors
This division includes files relating to the administration of nominations, elections, composition, operation, planning and organization of the Board of Governors and their meetings.
01-02-02 Senate
This division includes files relating to the administration of nominations, elections, composition, operation, planning and organization of Senate and their meetings.
01-02-03 Standing and Advisory Committees
This division includes files relating to the administration of standing and advisory committees according to university regulations.
01-02-04 Non-Standing Committees and Working Groups
This division includes files relating to the administration and management of ad-hoc and non-standing committees and working groups according to university regulations.
01-02-05 Regulatory
This division includes files relating to the compliance and enforcement of University statutes, policies and regulations.
01-03 Institutional Administration and Regulations
This subseries includes the development and management of the organization such as organizational charts and administration of the University through institutional planning, and to the development and management of university-wide policies and regulations.
01-03-01 Policies and Regulations Management
This division includes files relating to the management of policies and regulations developed at the senior level of administration for the governance and operations of the University.
01-03-02 Structure and Organizational Charts
This division includes files relating to the planned development of units and descriptions of units’ responsibilities and staff titles.
01-03-03 Institutional Planning
This division includes files relating to the planned development and management of the University as part of its strategic planning and organizational development.
01-03-04 Authority and Signature Delegation
This division includes files relating to the allocation, delegation and approval of authority in administrative units.
01-04 Units and Department Administration
This subseries includes the administration and planning of activities at the unit and department level of the University, including the unit level authority and mandate, policies, and meetings.
01-04-01 Authority and Mandate
This division includes files relating to the management of the decision making process and directions of the department or unit from which the operating procedures are determined.
01-04-02 Unit-level Policies and Procedures
This division includes files relating to the development and management of policies and procedures for the administration of the unit.
01-04-03 Planning and Activities Management
This division includes files relating to the planning of activities and objectives of the unit. Includes strategic planning.
01-04-04 Units and Departments Meetings and Working Groups
This division includes files relating to the management of meetings at the unit and departmental levels.
01-05 Audits and Reviews
This subseries includes the management of audits through cyclical unit reviews and internal and external audits.
01-05-01 Annual Reports and Cyclical Unit Reviews
This division includes files relating to the management of institutional review of academic and administrative units and the Annual Reports of all academic teaching units. Documents relating to accreditation are classified under 08-02-03.
01-05-02 Internal and External Audits
This division includes files relating to the management of assessment and assurance of the University’s operations through internal audits.
02. LEGAL AFFAIRS
This series includes the administration and management of legal opinions, advice, counsel and procedures. It also includes the administration of access to document requests and their responses as well as intellectual property and contracts.
02-03 Access to Documents and Protection of Personal Information
This subseries includes the issuing or receipt of internal and external legal opinions.
02-01-01 External Legal Opinions
This division includes files relating to the management of legal opinions and advice issued by an external body.
02-01-02 Internal Legal Opinions
This division includes files relating to the management of legal opinions and advice issued by Legal Affairs to units or for litigation involving the University.
02-02 Legal Procedures
This subseries includes the management of complaints and mediation as well as disputes or litigation resulting in trials.
02-02-01 Trials (disputes or litigation)
This division includes files relating to the preparation, process, hearing and management of disputes and litigation in court as well as those settled outside of court
02-03 Access to Documents and Protection of Personal Information
This subseries includes the administration and management of access to document requests and responses as well as inventories of personal information files.
02-03-01 Access to Documents and Protection of Personal Information Management
This division includes files relating to the administration and management of access to document requests received as part of the access legislation and law enforcement, including records for reporting and tracking requests and meetings regarding requests.
02-03-02 Access to Documents Requests
This division includes files relating to the management of the receipt, processing and response to access to information requests.
02-03-03 Personal Information Files Inventory
This division includes files relating to the management of the identification, tracking, and management of files series and divisions containing personal information.
02-04 Contracts and Agreements
This subseries includes the administration and management of contracts and agreements arising from capital projects and non-capital projects.
02-04-01 Capital Projects Contracts and Agreements
This division includes files relating to the management of contractual obligations of the university and the contractor for scope of work and services in a capital project (as approved by the Board of Governors, Senate or Office of the Principal or similar).
02-04-02 Non-Capital Projects Contracts and Agreements
This division includes files relating to the management of contractual obligations of the university and the contractor for the scope of work and services in a major but not a capital project such as vendors for supplies to the university and tenders or bids those approved at the level of Financial Services.
This subseries includes the management of intellectual property through the activities of copyright licenses and permissions, trademarks, reports on invention, patents and industrial design as well as licenses and permits.
02-05-01 Copyright Licenses and Permissions
This division includes files relating to the management of requests to use McGill copyrighted materials in publications or to reproduce the materials as well as requests by McGill to other institutions or organizations to reproduce non-McGill materials.
02-05-03 Reports on Invention, Patents and Licenses
This division includes files relating to the management of reporting inventions, including the application of patents, registration of industrial designs, licenses and permits of the invention.
03. FINANCIAL RESOURCES MANAGEMENT
This series includes the administration and management of financial resources such as budgetary control, revenue and funding, expenses, banking operations and payroll. Income tax statements and financial audits are also included.
03-02 University Revenue and Funding
This subseries includes to the planning and budget forecasting, including budget preparation, presentation and approval of budgets.
03-01-01 Budgets Planning and Forecasts
This division includes files relating to the proposal and application, planning, monitoring and forecasting of the budgets during the fiscal year.
03-01-02 Budgets Approval and Updates
This division includes files relating to the approval and monitoring of funds and the management of budgetary requests including periodic budget plans during the current fiscal year.
03-01-03 Budget Control
This division includes files relating to the monitoring and controlling costs and operations during the accounting period and for adjusting budgetary performance to meet financial goals and balance budgetary plans.
This subseries includes the management of revenue and funding through grants, endowments, donations and foundations as well as investments, loans and guarantees.
03-02-01 Grants
This division includes files relating to the receipt, creation and management of grants either received by the University or distributed to others. It includes both external and internal grants in which grant money may be generated from within the University budget or received from external sources such as the government, donors, institutions or other sources.
03-02-02 Endowments, Donations and Foundations
This division includes files relating to the fiscal management of donations as well as the financial establishment of the funding, the terms and conditions of the funding, the disbursement of the funds and the investment of the principle amounts. Constituent files are classified under 07-04-01.
03-02-03 Investments, Loans and Guarantees
This division includes files relating to the management of investments, loans and guarantees, the payment of debt, interest earned, transfer of funds between markets, stocks and bonds, and the determination of investments such as CAMSR for ethical and socially responsible investments.
This subseries includes the administration and management of accounting actions such as FOAPALs, accounts payable and receivable, student accounts, journals and ledgers.
03-03-01 Charts of Accounts
This division includes files relating to the administration of the Charts of Accounts or FOAPALs used for analysis, planning and budgeting of revenues and expenditures as well as assets and liabilities.
03-03-02 Accounts Payables
This division includes files relating to the administration and management of accounts payable and expense reimbursement or advances, such as the authorization process of expenses, internal and external billings and charges, vendor and supplier accounts management, travel expenses reports and reimbursements.
03-03-03 Accounts Receivables
This division includes files relating to the management of accounts receivable and receipt of monies owing to the University. This may be either in the general accounts or individual accounts. Student accounts that are classified under 03-03-04.
03-03-04 Student Accounts
This division includes files relating to the management of student accounts including charges, fines and fees, and account adjustments.
03-03-05 Journals and Ledgers
This division includes files relating to the business transactions and accounting of the University, including the posting of the transactions into the journals and the subsequent financial statements generated for each
This subseries includes the administration of bank accounts and transactions as well as the management of credit cards and procurement cards.
03-04-01 Bank Accounts
This division includes files relating to the management of bank accounts, deposits, reconciliation, and cheques that are issued and cashed.
03-04-02 Bank Transactions
This division includes files relating to the management of encumbrances, transfers, allocations, carry forwards and entries, as well as tracking fund transfers between Treasury and other McGill units.
03-04-03 Credit Cards and Procurement Cards
This division includes files relating to the management of credit and procurement cards issued by the University.
This division includes files relating to the management of credit and procurement cards issued by the University.
03-05-01 Taxes
This division includes files relating to the fiscal management of general taxes for the University as an institution and public body.
This subseries includes the administration and management of payroll functions, including timesheets, deductions, pay deposits and the production of income tax slips.
03-06-01 Worked Hours
This division includes files relating to the management of calculating hours and salaried time of employees for the purpose of payment and seniority tracking.
03-06-02 Deductions Management
This division includes files relating to the management of deductions and employee financial contributions calculated for earnings of an employee.
03-06-03 Pay Deposits
This division includes files relating to the management of pay deposit for the requisition of cheques and direct deposit transactions.
03-06-04 Income Tax
This division includes files relating to the production and transmission of tax slips to employees.
This subseries includes the administration and management of financial statements and audits or reports to ensure the accuracy and transparency of investments and other related funds.
03-07-01 Financial Statements
This division includes files relating to the auditing of financial statements to ensure accuracy and for tax, financing, or investing purposes.
03-07-02 Audits and Reports
This division includes files relating to the management and reporting of financial audits
04. HUMAN RESOURCES MANAGEMENT
This series includes workforce planning such as the hiring and movements of personnel and their staff files, working conditions, salary management, and the development of McGill University’s human resources management.
04-02 Recruitment and Postings
04-07 Benefits and Working Conditions
04-08 Professional Training and Development
04-10 Employee Health and Safety
This subseries includes the analysis and planning of staffing requirements, including the management of job profiles and the evaluation of positions as well as the administration of employee and seniority lists.
04-01-01 Workforce Analysis and Plan
This division includes files relating to the planning and monitoring of the workforce to manage hiring requirements, position justifications and the onboarding of personnel.
04-01-02 Job Profiles
This division includes files relating to the classification and description of administrative and union positions within the organizational framework.
04-01-03 Positions Evaluation
This division includes files relating to the classification and evaluation of administrative and union positions.
04-01-04 Employee and Seniority Lists
This division includes files relating to the management of employee and seniority lists.
This subseries includes the development, approval and management of employment postings, the search exercise (membership, interview forms, evaluation guidelines and selection grids), appointment and reappointment of permanent, casual and term, and faculty staff. More specifically, permanent and casual workers postings and recruitments relate to personnel requisitions, justification forms, hiring criteria and qualification requirements, lists of candidates, evaluation guides and selection grids, resumes, and summaries of interviews.
Faculty positions focus on the search for, and appointment, re-appointment and cross appointment of faculty/librarian appointees, including requisitions, job talks, candidate short lists, and appointment notices.
04-02-01 Postings
This division includes files relating to the creation, approval and management of employment postings for the monitoring and control of staff positions, such as justification, approval or denial, and posting of a position as well as staff vacancies.
04-02-02 Personnel Recruitment
This division includes files relating to the management of hiring requests and processes for staffing positions as well as the selection process, membership of the hiring committee and the use of recruitment agencies.
This subseries includes the management of academic personnel and administrative staff files, including personal information as part of the dossier administration.
04-03-01 & 04-03-02 Personnel Records
This division includes details of an employee’s history from hiring to retirement, departure, or termination. They are used to manage employment relationships, track performance, handle administrative decisions like promotions and compensation, and ensure legal compliance.
04-03-04 Practicums and Internships
This division includes files relating to the personnel management of practicums and internships only. For internships, practicums and fellowships managed for McGill students, see 08-05-02 Internship and Practicum Candidate Files.
This subseries includes the management of employment changes and staffing mobility such as reclassification and developmental assignments, promotions and tenure.
04-04-01 Tenure
This division includes files relating to the tenure process and appointment of academic and library staff.
04-04-02 Promotions
This division includes files relating to employee promotions within the unit but excludes the tenure process.
04-04-03 Employees Transfers
This division includes files relating to the transfer of employees to another position or unit as part of term positions, developmental assignments or abolition of position in which there is a continuation of service for the employee.
This subseries includes the administration of salary and wage matters, such as rates of pay, pay schedules, and standards for wage and salary payment. It also includes salary scales, allowances and bonus and pay equity.
04-05-01 Remuneration Analysis and Tendencies
This division includes files relating to the administration of salary scales and pay bases for the different categories of employees, analysis of salary changes and revisions of salary rates, and salary equity adjustments.
04-05-02 Remuneration Annual Recommendations
This division includes files relating to the management of yearly recommendations from remuneration analysis and trends as well as that from bargaining units and unions.
This subseries includes the administration of employee performance planning and review as well as the management of the employee performance process for efficiency and productivity.
04-06-01 Employee Evaluation Programs
This division includes files relating to the organization and management of the employee evaluation programme, as well as the procedures for conducting evaluations, and the analysis of position requirements. Individual employee evaluations or performance dialogues are classified under 04-03-01 & 04-03-02
This subseries includes the administration and management of employee benefits and plans, contributions and working conditions.
04-07-01 Schedules, Absences and Leaves
This division includes files relating to the management of staff and faculty attendance and absences.
04-07-02 Employee Insurances
This division includes files relating to the administration and management of employee insurances such as Employment Insurance, short- and long-term disability insurances and other programs.
04-07-03 Pension Plans
This division includes files relating to the administration and management of pension plans for faculty and staff, as well as the University Pension Advisory Committee and its membership.
04-07-04 Employee Assistance and Accessibility
This division includes files relating to the various employee assistance and accessibility programs and activities, including campus accessibility and resource services.
04-07-05 Employer Contributions
This division includes all information contained in an individual participant file relating to the administration of employer contributions provided to McGill University staff and faculty.
This sub-section includes the administration of professional training activities and development and educational assistance programs, such as internal and external activities in which staff created and taught or those in which they attended as participants.
04-08-01 Professional Development and Training
This division includes information used to develop, manage, and monitor training and professional development programs offered to University staff, as well as professional development activities, courses, exchanges, and internships undertaken by staff. This includes any external conferences attended by staff.
This subseries includes the management of labour relations between McGill and its staff, as well as trade unions and professional relations, collective agreements and negotiations, work stoppages and conflicts, disciplinary measures, complaints and grievances.
04-09-01 Employees Associations and Unions
This division includes files relating to McGill University's relations with trade and faculty unions and associations of professional and managerial staff.
04-09-02 Collective Agreements
This division includes files relating to the management of negotiations and collective agreements between McGill and the unions or employee associations.
04-09-03 Work Conflicts and Strikes
This division includes files relating to the management of work stoppages and follow-up activities.
04-09-04 Disputes, Complaints, Grievances and Arbitration
This division includes files relating to the administration of labour disputes, grievances and arbitration of staff and faculty.
This subseries includes the management of employee health and safety programs as well as the administration of workplace accidents, compensation for loss of earnings, and other safety issues.
04-10-01 Implementation and Activities
This division includes files relating to the management of occupational health and safety programs and the prevention of hazardous work environments and workplace accidents among employees.
04-10-02 Incidents Files
This division includes files relating to the management of incident cases and accidents within the workplace as well as complaints regarding work environments such as air quality.
05. FACILITIES AND MATERIAL MANAGEMENT
This series includes the physical operations, maintenance, construction and procurement services for the University’s supplies, facilities, buildings and land, as well as risk management and insurance, security and environmental safety.
05-03 Facilities Security and Environmental Protection
This subseries includes the stewardship and financial sustainability of buildings and grounds, building operations and both minor and major renovation and construction projects through the planning of University lands, facilities, infrastructure and related property matters.
05-01-01 Acquisition and Leasing
This division includes files relating to the planning, review and approval of the acquisition and disposition of land and buildings, as well as related leasing and permits of immovable property.
05-01-02 Construction and Major Renovation
This division includes files relating to the management of construction and major renovation projects as distinguished by the scale of the project, the approval process and cost where funding comes from either the Capital Budget or Plant Fund.
05-01-03 Facilities Maintenance and Minor Renovation
This division includes files relating to the operation and management of building and lands maintenance, including minor or cosmetic renovations and alternations, and inspections.
05-01-04 Space Management
This division includes files relating to the signage, design, reconfiguration, use and allocation of interior and exterior spaces for students, staff, faculty and researchers.
05-01-05 Rooms and Venues Usage
This division includes files relating to the booking and usage of rooms and venues, including special events and the rental of space and facilities by McGill University or external clients.
This subseries includes the procurement, management and administration of materials and supplies, as well as fleet management, throughout the University.
05-02-01 Procurement and Purchasing
This division includes files relating to the purchasing process and supports the acquisition of supplies for the University.
05-02-02 Materials and Supplies Usage
This division includes files relating to the management of supplies and materials inventories and usage.
05-02-03 Materials and Supplies Disposal
This division includes files relating to the management of the materials and supplies disposal, such as office or lab equipment, furniture and related materials. Hazardous materials are classified under 05-03-06.
05-02-04 Vehicle Management
This division includes files relating to the management of the fleet vehicles for the University, including the distribution of vehicles, inspections, maintenance, mileage, registration and licensing (plates).
05-02-05 Security Equipment
This division includes files relating to the management of security equipment used across campus.
This subseries includes the management and administration of security and environmental protection for creating and maintaining a safe and environmentally sustainable campus for students, staff, faculty and visitors. Lost and found is also included in this subseries.
05-03-01 Emergency and Safety Plans
This division includes files relating to the administration and implementation of programs and standards for emergency management such as the University Emergency Response Plan and the Emergency Operations Centre
05-03-02 Security and Access Management
This division includes files relating to the management of access requests to the campuses and their buildings, as well as requests for the installation of security devices. It may also include cases of unauthorized access and the removal of persons or items from the properties.
05-03-03 Security Logs
This division includes files relating to the management of security patrol logs and security observations or requests.
05-03-04 Security Investigations
This division includes files relating to the management of security investigations and criminal incidents.
05-03-05 Lost and Found
This division includes files relating to the registration and management of items lost on campus.
05-03-06 Hazardous Materials Management
This division includes files relating to the management, storage and disposal of hazardous materials and the tracking and certification of laboratory supplies.
05-03-07 Sustainable Development
This division includes files relating to the planning, implementation and management of sustainable initiatives and programming as well as environmental protection analysis.
This subseries includes the promotion and advancement of risk management practices to protect human and physical resources and minimize the adverse effects should a loss occur.
05-04-01 Risk Management Analysis
This division includes the files relating to the analysis and ranking of risks and managing their effects.
05-04-02 Insurances and claims
This division includes files relating to the management and processing of claims for automobile, property, and building and contents, as well as coordinating claims with insurance companies and external institutions and government agencies.
This subseries includes the administration and management of commercial, retail and support services for the University.
05-05-02 Internal Mail
This division includes files relating to the management of internal mail services such as reception of mail, sorting and delivery within McGill University.
05-05-03 Printing Services
This division includes files relating to the management of stationary and custom printing services for McGill community.
05-05-04 Parking Services
This division includes files relating to the administration and management of transportation and parking services.
06. INFORMATION MANAGEMENT
This series includes the management of information technology, records management, and special collections in heritage, arts and libraries.
06-03 Library Resources Management and Heritage and Arts Collections
This subseries includes the management of the technological infrastructure and information systems, including the administration and management of users and profiles, information security and data classification, and data networks and telecommunications for the University.
06-01-01 Technological Infrastructure
This division includes files relating to the technological infrastructure and global architecture, including information systems and networks that are maintained and managed by the University.
06-01-02 Equipment and Software
This division includes files relating to the management and installation of equipment and software.
06-01-03 Service Requests and Assistance
This division includes files relating to integrated document management and support for the use of information resources, technology support and services.
06-01-04 Users and Profiles Management
This division includes files relating to the administration of users and profiles, including LDAP and related sign-on and network systems.
06-01-05 Information Security and Data Classification
This division includes files relating to the management of the infrastructure and administration of information security, such as disaster recovery, responsible use, passwords, protection of privacy, data wiping, and theft or loss of information assets and technology. It also includes the administration and management of data classification and directives for the use of cloud services and data warehousing.
06-01-06 Telecommunications
This division includes files relating to the management of telephones, cellular phones, web resources, email and messaging, and related service-level agreements.
This subseries includes the documentation and management of records throughout their lifecycle and the subsequent tools to support these activities as well as the administration and management of vital records. administration and management of vital records.
06-02-01 Records Management Tools
This division includes files relating to the management of the classification plan, metadata framework, taxonomy, retention schedules and related procedures for records management, in addition to the maintenance and operation of software and hardware tools.
06-02-02 Records Lifecycle Administration and Management
This division includes files relating to the administration and management of active and semi-active records held by the University prior to transfer to the McGill University Archives, including requests to deposit records in the Archives and destruction notifications.
06-02-03 Vital Records Administration
This division includes files relating to the identification and administration of vital or essential records, including those containing personal information.
06-02-04 Forms Management and Templates
This division includes files relating to the management of blank forms and templates, including the design and letterhead.
06-02-05 Management of Information Transfers
This division includes files relating to projects involving media substitution or the transfer of information to another medium by digitization, micrography or printing, and the documentation supporting these transfers.
This sub-section includes the management of heritage and arts collections and library resources as well as the development, acquisition and promotion of collections and resources.
06-03-01 Library Collection Development
This division includes files relating to the development of library document collections. These files include documents relating to the planning and analysis of user needs.
06-03-02 Library, Arts Collection, Rare Books and Archival Materials Acquisition
This division includes files relating to the acquisition or potential acquisition by donation, bequest or purchase of archival fonds, documentary collections or library materials.
06-03-03 Library, Arts Collection, Rare Books and Archives document processing
This division includes files relating to the processing of documentary holdings or library, arts collection, rare books and archival holdings: evaluation, cataloguing, classification or coding, indexing, metadata, etc.
06-03-04 Preservation and Conservation
This division includes files relating to the assessment, preservation and conservation of heritage and art collections and library resources as well as temperature and humidity recordings. Temperature and humidity controls, security systems, pest disposal and related temperature and humidity controls and related facility management are classified under 05-01 and 05-03.
06-03-05 User Services and Reference
This division includes files relating to the management of user services and references for inquiries to library resources and heritage and art collections as well as statistical information for reporting and services such as question point.
06-03-06 Promotion and Outreach
This division includes files relating to the management of heritage and art collections and library resources for promotion and outreach within the university and for external organizations. It includes loans of items by and to the University, and special events such as physical and online exhibits, tours, workshops, lectures, conferences and symposia
07. COMMUNICATIONS AND EXTERNAL RELATIONS
This series includes the management of activities for the advancement and stewardship of McGill’s interests and its relations with government, universities and the public in addition to the management of communication tools, marketing and publicity, media relations, internal and external news and information about and to faculty, students and staff.
This subseries includes the administration and management of communication tools for the effective and efficient exchange of information between McGill and its community and the public, including official identification and symbols and writing guides.
07-01-01 Communication Plan
This division includes files relating to the creation and implementation of strategic plans for communicating and exchanging information.
07-01-02 Official Identification and Symbols
This division includes files relating to the management and use of the McGill logo, its crest and other symbols representing the university, such as taglines and slogans. The registration of official identification and symbols is classified under 02-05-02.
07-01-03 Writing Guides
This division includes files relating to the administration of writing guides for effective communication and use of communication tools.
This subseries includes the management and dissemination of information to ensure the McGill community is informed of University news, events and announcements.
07-02-01 Internal Notifications and Announcement
This division includes files relating to the management of internal communications through notifications and announcements, such as What’s New, daily news digest, social media and other notifications. Newsletters and similar publications are classified under 07-06.
07-03 Marketing and Publicity
This subseries includes the promotion of the University through its marketing and public relations as well as the management of activities supporting the announcement of activities, campaigns, exhibitions and events for the University.
07-03-01 Promotion Materials
This division includes files relating to the messaging and promotion of the University through the marketing of promotional materials.
07-03-02 Promotion Activities and Campaigns
This division includes files relating to the development and implementation of marketing campaigns, programming and strategic outcomes (specific and general goals and objectives) to promote McGill locally, nationally, and internationally.
07-03-03 Exhibitions
This division includes files relating to the management and installation of exhibits and the planning and programming of exhibitions.
This section focuses on the building of McGill’s advancement to support the University’s priorities through its fundraising and alumni programs, in addition to the identification, cultivation, solicitation and stewardship of donors.
07-04-01 Constituent Files
This division includes files relating to the identification of alumni and the management of information files for updating statistics and contact information as well as philanthropy activities.
07-04-02 Donor Relations
This division includes files relating to the the development and management of donor relations.
07-04-03 Campaign Management
This division includes files relating to the strategic planning, comprehensive campaign management and front-line fundraising to support major and special gifts, such as bequests and planned giving and philanthropic contributions to the University.
This subseries includes the management of media relations for the University to promote and disseminate newsworthy events and activities, as well as any other stories of broader interest to the public. It also includes the management of the University’s main social media accounts and media or press inquiries.
07-05-01 Communications with Press
This division includes files relating to the management of press communications as well as emergency notifications, inquiries, releases, interviews and filming on campus. It also includes the management of public relations for major announcements, news conferences and symposia.
07-05-02 Media Coverage and Training
This division includes files relating to the management of media assistance and communication for McGill faculty, staff and students with the press and in using social media, writing press releases and placing op-eds.
This subseries includes the management of activities for supporting the publication of print and electronic resource and communication materials, such as websites, intranets, monographs and books, and periodicals, produced by the University as well as the preparation, production, distribution and subsequent legal deposit of the publications. preparation, production, distribution and subsequent legal deposit of the publications.
07-06-01 Monographs and Books
This division includes files relating to the management of the submission, production and publication of monographs and books as well as the negotiations for rights, e-prints and reprints, and royalties.
07-06-02 Periodicals
This division includes files relating to the management of the submissions (articles), layout process, publishing and distribution of periodicals both online and in-print.
07-06-03 Websites and Intranets
This division includes files relating to the management of the design and publication of web pages and websites as well as the administration and management of University intranets and related activities.
07-06-04 Legal Deposit
This division includes files relating to the administration of publications sent for legal deposit.
This subseries includes the administration, coordination and management of internal events, colloquium, conferences and seminars in which McGill University faculty, staff and students participate and those related to the recognition of awards and prizes, and official affairs such as ceremonies and other institutional events.
07-07-01 Colloquium, Conferences and Seminars
This division includes files relating to the management of symposiums, conferences, colloquiums and similar events held for faculty, staff and students of McGill University.
07-07-02 Prizes and Awards
This division includes files relating to the administration, selection and notification of prizes and awards given to McGill University faculty, staff and students. Scholarship and similar financial awards are classified under 1201-03.
07-07-03 Ceremonial Announcements and Institutional Events
This division includes files relating to the management of ceremonies and official activities organized by McGill University, in particular launches and receptions as well as those to which other institutions have invited McGill delegates.
This subseries includes the administration, coordination and management of external events such as colloquiums, conferences and seminars, in addition to the recognition of awards and prizes.
07-08-01 Colloquium, Conferences and Seminars
This division includes files relating to the management of publicly attended symposiums, conferences, colloquiums and similar events and for University and non-University events.
07-08-02 Prizes and Awards
This division includes files relating to administration and selection and receipt of external prizes and awards given to McGill University faculty, staff and students and the receipt of prizes and awards to University members. Scholarship and similar financial awards are classified under 12-01-03.
07-08-03 External Associations and Organizations
This division includes files relating to the administration and management of the University and its faculty, staff and students’ membership and participation in external associations and organizations.
07-08-04 External Relations with Units
This division includes files relating to the administration and management of the external associations of a unit, department or faculty. The associations may be with another McGill unit or an external body to the University but exclude those within the unit.
08. ACADEMIC AFFAIRS AND TEACHING
This series includes the administration and management of academic planning and delivery of programs, courses and internships as well as the certification and accreditation of programs and teaching and student evaluation functions. 08-01 Academic Planning
This subseries includes the management of University calendars as well as planning and scheduling of academic programs and the approval of teaching units.
08-01-01 Academic Planning Management
This division includes files relating to the management and planning for the academic year, including the offering of courses, deletion of courses, determination of important dates and deadlines for the academic year and the management of academic milestones.
08-01-02 University Calendars
This division includes files relating to the administration of University Calendars, including calendar content, workflow approvals and publishing online.
08-01-03 Faculties and Departments Structures
This division includes files relating to the creation, dissolution and organization of faculties, departments and schools.
This subseries includes the management of the delivery of university courses and programs to enhance student learning through the management and review of faculties and programs and their subsequent accreditation and certification.
08-02-01 Programs Creation and Development
This division includes files relating to the management and approval of new programs offered by the University.
08-02-02 Programs Management
This division includes files relating to the administration and management of current programs offered to students, in particular the planning, delivery and review of programs as well as minor and moderate changes. The development of new courses is classified under 08-02-01.
08-02-03 Accreditation and Certification
This division includes files relating to the management of processes for the validation and certification for evaluating faculties, schools and centres. are evaluated. This includes the accreditation of new faculties, schools or centres and the renewals of those previously accredited. The accreditation or certification other institutions or for other units within McGill University are classified under 07-08-03 and 07-08-04, respectively.
This subseries includes the administration and management of the teaching schedules, duties and responsibilities, evaluation and support tools to aid in pedagogy.
08-03-01 Semester Organization
This division includes files relating to the development of timetables and schedules for courses offered each semester.
08-03-02 Teaching Duties
This division includes files relating to the distribution of teaching duties and workloads assigned to faculty.
08-03-03 Teaching Evaluations
This division includes files relating to the administration of teaching evaluations completed by students for each of their courses.
08-03-04 Teaching Support Tools
This division includes files relating to the management of teaching aids and materials to support course lectures and presentations.
This subseries includes the management of individual courses taught at the departmental level. It includes the scheduling, additions, modifications and deletions of courses as well as course descriptions and enrolment caps.
08-04-01 Course Management
This division includes files relating to the management of courses at the departmental level, which includes addition of new courses, modifications to existing courses, and deletions of obsolete courses.
08-04-02 Courses Scheduling and Descriptions
This division includes files relating to the scheduling or timetabling of courses at the departmental level, in addition to the course descriptions and outlines, enrolment caps and other related course management files.
This subseries includes the management of academic development and training of undergraduate and graduate students, including postgraduate or post-doctoral students and medical residents.
08-05-01 Academic Development and Training Program Management.
This division includes files relating to the administration and management of academic development and training programs such as internships, fellowships, post-doctoral research training and medical training. It includes the management of the program, exchange agreements and the application processes and guidelines.
08-05-02 Internship and Practicum Candidate Files
This division includes files relating to the management of the application process, acceptance, placement and evaluation of candidates in internship and practicum programs. Candidates may be part of a McGill program or from an external organization if the candidate hosted at McGill. Note: external internships or practicums are those if the candidate is receiving academic development or training at McGill but is assessed or evaluated by another institution. Employment practicums and internships are classified under 04-03-04.
08-05-03 Post-Doctoral Studies, Fellowships, Visiting Scholars Candidate Files (Non-medical)
This division includes files relating to the management of the application process, acceptance, placement and evaluation of candidates in Postdoctoral Studies, Fellowships, and Visiting Scholarship programs. Candidates may be part of a McGill program or from an external organization in which the candidate is hosted at McGill. Note: external programs are those in the candidate is receiving academic development or training at McGill but is assessed or evaluated by another institution.
This subseries includes the management and evaluation of the academic progress of students, including student examinations, assignments, dissertations, theses and grade appeals.
08-06-01 Evaluation Organization
This division includes files relating to the management of procedures and guidelines for evaluating students, including grading schemas established for courses and by the departments and faculties.
08-06-02 Examination and Answer Keys
This division includes files relating to blank examination and its corresponding answer key.
08-06-03 Student Examinations and Assignments
This division includes files relating to worked or answered examination and unclaimed assignments.
08-06-04 Grades Registration and Appeals
This division includes files relating to the management of the registration of a student’s marks for assignments and the final course grade, as well as grade change forms and appeals for a grade change and the appeal decision.
08-06-06 Dissertations and Theses
This division includes the submission approval and deposit of dissertations and theses as part of the requirements for graduation.
09. STUDENT AFFAIRS
This series includes the management of student population demographics, student rights and responsibilities, and the student admission and registration processes as well as the management of student files, course equivalencies and graduation.
09-06 Student Rights and Responsibilities
This subseries includes the management of student demographics and population enrolled in programs as well as forecasting, analysis and GDEU Reporting.
09-01-01 Forecasts
This division includes files relating to the management of forecasting and projection of student enrolment for resource and budgeting management as well as for government requirements.
09-01-02 Evolution and Analysis
This division includes files relating to the analysis and management of the changing demographics of the student population attending the University
This subseries includes the management of the admission process for students applying to the University.
09-02-01 Student Admission-General and Student Admissions-Faculty of Medicine and Health Sciences
This division includes files relating to the management of the application and admission processes for new students and includes applicants who were successful (registered or declined) or unsuccessful (rejected candidates). Successful admission records are transferred for classification under 09-07-01.
This subseries includes the determination of course equivalencies for academic credit.
09-04-01 Course Equivalencies
This division includes files related to the establishment of and adherence to policies, procedures, and processes for granting course equivalencies, substitutions, and exemptions; recognition of prior learning; grade equivalencies and credit transfer requirements.
This subseries includes the management of the graduation process and the awarding of honorary degrees.
09-05-01 Student Graduation
This division includes files relating to the application and approval of a student’s request to graduate as well as the official programming of convocation and the administration of unclaimed diplomas and degrees.
This subseries is related to the implementation and enforcement of academic, disciplinary, and administrative policies. Also included are regulations governing students’ personal and academic rights and responsibilities, as defined in the Charter of Student Rights and the Student Code of Conduct.
09-06-01 Student Conduct and Disciplinary Procedures
All files relating to student discipline management at the University, including the training and support provided, the procedures applicable during examinations, the reporting of cases of academic misconduct—particularly plagiarism and fraud—and non-academic misconduct as well as the resulting disciplinary measures and appeal processes.
09-06-02 Student Grievances
All records relating to complaints filed by students who consider themselves wronged or victims of injustice under the Charter of Student Rights.
09-07 Student Files
This subseries includes files relating to the management of student records and files.
09-07-01 Student Records and Files
This division includes files relating to the management and documentation of the student’s academic progress and career while attending the university. Some record types from Admission, Registration, Equivalencies and Graduation may be transferred to the Student File.
10. RESEARCH AND INNOVATION
This series includes the development, management and support of research units and projects held at McGill University. It also includes the organization and administration of research projects and start-ups, funding development programs, research centres such as laboratories, and documentation relating to the ethics and compliance of research.
10-02 Research Funding Development
10-03 Research Centres and Related Units
10-04 Research Projects and Start-Ups
10-01 Research Organization
This subseries includes the management of research awards and registries and funding studies as well as the development and management of collaborative resources, networks and guidelines.
10-01-01 Research Organization
This division includes files relating to the management of research awards and registries and funding studies as well as the development and management of collaborative resources, networks and guidelines.
This subseries includes the development and management of research funding and related opportunities. Research funding development includes industry partners and funding programs from internal and external sources.
10-02-01 Internal Funding Programs
This division includes files relating to the management and documentation of internal programs for funding research such as university sponsorship.
10-02-02 External Funding Programs
This division includes files relating to the management and documentation of external programs for funding research such as government, industry or corporate sponsorship and partnership.
This subseries includes the administration and management of formally approved research organizations, centres, units, laboratories, field stations and networks for conducting research, promoting innovation and advancing scholarly activities through collaborative research and training.
10-03-01 Research Centres
This division includes files relating to the administration and management of research centres and their research activities and contributions to the advancement of learning and to the respective professional fields.
10-03-02 Research Units
This division includes files relating to the administration and management of research units and their research activities and contributions to the advancement of learning and to the respective professional fields.
10-03-03 Research Laboratories
This division includes files relating to the administration and management of research laboratories and their research activities and contributions to the advancement of learning and to the respective professional fields.
10-03-04 Research Field Stations
This division includes files relating to the administration and management of field stations and their research activities and contributions to the advancement of learning and to the respective professional fields.
This subseries includes the administration and management of entrepreneurship opportunities, research projects and start-ups. This subseries includes projects not classified under 10-03.
10-04-01 Contracts and Grants Applications
This division includes files relating to the management of contracts and grant applications associated with projects and start-ups as well as networking with potential funding sources.
10-04-02 Research Files
This division includes files relating to the management of research projects (general research, research involving humans and animal-based research projects) and operating procedures, protocols, guidelines and outcomes of the research. It excludes the research data.
10-04-03 Ethics Management and Review (Research Projects Involving Humans)
This division includes files relating to the University's ethical management and review process for research projects conducted by students, staff, and faculty of the University that involve human participants.
10-04-04 Animal Care Management
This division includes files relating to the management of animals in teaching projects and research conducted by students, staff, and faculty of the University, including records documenting ethical and compliance with institutional and federal animal care and use requirements.
10-04-05 Research Integrity Files
This division includes files relating to allegations of research misconduct, regardless of the discipline involved, that may arise from sources within or outside the University. It could include but is not limited to: fabrication, falsification, plagiarism, mismanagement of research funds, misappropriation of intellectual property rights of another.
11. AFFILIATIONS AND PARTNERSHIPS
This series includes the management of affiliations and partnerships with local, national and international schools or colleges that operate independently with a collaborative, formal agreement with McGill as well as affiliations with the three levels of government.
11-01 National Affiliations and Partnerships
This subseries includes the management of affiliations with schools and colleges across Canada, and with all three levels of government.
11-01-01 Non-government Affiliations and Partnerships
This division includes files relating to the management of affiliations and partnerships between schools, CEGEPS, colleges and other universities located within Quebec and Canada.
11-01-02 Government Affiliations and Partnerships
This division includes files relating to the management of affiliations and partnerships between municipal, provincial and national governments and McGill.
11-02 International Affiliations and Partnerships
This subseries includes the management of affiliations with schools and colleges outside of Canada and with international governments.
11-02-01 Non-government Affiliations and Partnerships
This division includes files relating to the management of affiliations and partnerships between schools, colleges and other universities located outside of Canada.
11-02-02 Government Affiliations and Partnerships
This division includes files relating to the management of affiliations and partnerships between international governments and McGill.
12. SERVICES TO THE COMMUNITY
This series includes the management of various services offered to the McGill community and the general public, such as student services, campus life, athletics and recreation, professional medical and dental services and alumni services. These services range from social and cultural, financial, educational, professional to ancillary support.
12-03 Athletics and Recreation
12-04 Health, Dental and Wellness Professional Services
This subseries includes the management of welcome services, tutoring, financial and accessibility services to support the student during their academic career at the University as well as student insurance, residential and food services.
12-01-01 Welcome and Service Point Services
This division includes files relating to the management of orientation services provided directly to students and family members, particularly those new to McGill University.
12-01-02 Tutoring, Advisors and Hubs
This division includes files relating to the management of services relating to the academic success of students through various programs such as peer- to-peer and career centres and entrepreneurship hubs.
12-01-03 Financial Aid and Scholarship
This division includes files relating to the administration and management of student financial aid and scholarships awarded by the University as well as the management of provincial funding through student loans programs. Prizes and awards are classified under 07-07-02 and 07-08-02.
12-01-04 Student Insurances
This division includes files relating to the management of student enrolment in supplemental or international health insurance coverage, including exemptions.
12-01-05 Students with Disabilities Individual Files
This division includes files relating to the management of individual student who require support or assistance during their academic career.
12-01-06 Mobility Program Management
This division includes information used to develop, manage, and monitor student mobility programs for study abroad opportunities at universities affiliated with McGill, including the development of partnership agreement, international hosting and mobility programs, strategic program monitoring and mobility bursaries. It also covers any incidents management and related reports.
12-01-07 Housing
This division includes files relating to the management of students’ application process for campus housing and residence.
12-01-08 Bookstore and Food Services
This division includes files relating to the administration and oversight of student food services including meal plans, vending and catering services, wellness and nutrition programs, and bookstore operations.
12-01-09 Mobility and Study Away Program- Student Applications
This division includes all information used to assess students for a study period abroad.
This subseries includes the management of services for students’ academic success and development through social and cultural activities and special events. Clubs, associations and societies also form part of campus life.
12-02-01 Student Associations, Clubs and Societies
This division includes files relating to the administrative relationship of student associations, clubs and societies with the University.
12-02-02 Social and Cultural Activities and Services
This division includes files relating to the management of cultural and social programming, such as public art and Indigenous cultural programming.
12-02-03 Engagement in the Community and Special Events
This division includes files relating to the management of social, cultural or sports activities organized or held by the University in which the general public are invited to attend or participate, such as the campus farm tours, book fairs and public astro night lectures.
This subseries includes the administration and management of physical activities and programs, staff fitness, varsity and recreational or intercollegiate sports as well as the management of the client files for fitness centres and children’s sports camps.
12-03-01 Facilities and Services
This division includes all files relating to the general management of sports facilities, playing areas, equipment and gear.
12-03-02 Client Files
This division includes files relating to the management of client files and memberships for the use of the athletic facilities and recreational services.
12-03-03 Varsity Sports
This division includes files relating to the management of varsity teams including travel and competitions.
12-03-04 Students Athletics Program and Intramurals
This division includes files relating to the administration and management of student athletics programs such as clubs, fitness and athletics groups, competitive and recreational intramural sports.
12-03-05 Staff Fitness Programs
This division includes files relating to the management of the staff fitness program offered to McGill University staff and faculty.
12-03-06 Children’s Programs and Camps
This division includes files relating to the management of animation and educational activities, individual and group lessons, day camps and workshops for children and participating schools.
This subseries includes the administration and management of professional health and wellness services offered to McGill students, staff, faculty and the general public. The professional services include medical, dental, psychological counselling and physiotherapy and sports therapy.
12-04-01 Medical Health Services
This division includes files relating to the administration and management of patient files held by McGill University health services.
12-04-02 Dental Clinics
This division includes files relating to the administration and management of patient files held by McGill University dental clinics.
12-04-03 Counselling Services
This division includes files relating to the administration and management of patient files held by McGill University counselling services.
12-04-04 Physio Services
This division includes files relating to the administration and management of patient files held by the physical and occupational therapists and sports physiological therapy clinics.
This subseries includes the management of services provided to McGill University’s alumni, including networks, chapters, and community programs.
12-05-01 Associations Management
This division includes files relating to the management of alumni chapters and their activities as well as programs and promotional offers or discounts.
12-05-02 Volunteer and Alumni Engagement
This division includes files relating to the management of volunteer and alumni engagement across the University such the management of volunteer and alumni engagement across the University such as events, mentoring programs, volunteer committees and recruitment.