General Records

A general record is any record relating to the operations or administration of a department or unit which does not contain personal information. These can be records of events, procedures, media releases, workshops, budgets, minutes, and policies. Many of these general records are readily available through regular University publications and websites.

For general records that are not already publicly available, you can make a request to the department which holds those records in order to access them. If you are uncertain which departments holds the records, contact the University Secretariat.

Below is a list of the types of general records within the custody or control of the University of Guelph, by function:

Academic records document students’ academic progress and history. General records relate to student recruitment, admissions, course enrollment, recording of student grades, accomplishments, disciplinary matters, and other academic-related activities. General records also relate to provision of support services to students such as student financial assistance, and academic advising.  

Administration records document the day-to-day management of the University and departmental offices.  

Alumni Affairs records document the promotion of the University, its mission, departments and programs. General records relate to alumni relations and fundraising.

Communications and Public Affairs records document the promotion and dissemination of information about the university and programs, ensuring good public relations. General records relate to alumni activities, ceremonies and special events, donors and fundraising, public and media relations, and publications, presentations, workshops and conferences.  

Equipment and Supplies records document the management of the University and department equipment and supply resources, as well as provision, service, and maintenance.

Facilities and Property records document the management of the University and departmental facilities and properties. General records relate to space planning, construction, renovation and maintenance, rents and leases, emergency preparedness, and environmental control.  

Finance records document the management of the University and departmental financial resources. General records relate to budget planning, investment, income and expenditure, and audits.  

Governance records document the self-governance of the University and its offices. General records relate to establishing departments and programs, policy development, audit, dispute adjudication and investigation.  

Information Systems and Records Management records document the management of the University’s information technology, information and cultural resources and records. General records relate to systems development, libraries, archives, and freedom of information and protection of privacy.  

Occupational Resources records document the management of the University employees and contractors. General records relate to hiring, supervising, managing employee job classifications, labour relations, occupational health and safety, professional development and management of pensions and benefits.  

Research records relate to the growth of knowledge in its various branches. General records relate to administration of ethics, records concerning grants, contracts and awards for research, and industrial application of research.  

Student and Campus Services records document the provision of support services and resources to students and members of the University community.  General records relate to childcare, food and hospitality, parking, postal service, printing service, services for persons with disabilities, health care, housing and residence services, and sport and recreation.