Risk Management Department

RISK MANAGEMENT DEPARTMENT

The Risk Management Department is responsible for protecting persons and property at TrentUniversity through the provision of policies, programs and services including Campus Security, Environmental Health and Safety, Access Control, Emergency Preparedness and Response, the University Insurance Program, Enterprise and Operational Risk Management, Walkhome and Trent University Emergency First Response. The department also provides, maintains, enforces and administers the University’s parking, one-card and Oshawa van programs.

General Records:

Committee Reports

Financial Records

Statistical Reports

Insurance Records

WSIB Records

Risk Management Records

Personal Information Databanks

ParkAdmin and Security Incident Reporting Database

Legal Authority: TrentUniversity Act 1963

Located on an external hosting server

Information Maintained: May include name, contact information, license plate number, driver’s license number, date of birth, parking pass status, date/location of infraction, fee collection information, student account information, security incident reports

Individuals in Bank: Persons with parking permits, persons associated with parking violations, and persons involved in security incidents

Uses: Administration and enforcement of parking system, provision of information for security and police investigations, analysis of security incident/crime trends/problem areas to facilitate protection strategies, provision of statistical information for planning purposes, facilitation of disciplinary action

Users: Security Manager, Security Guards, EH&S Officer, Parking Supervisor, parking staff, Campus Card Coordinator, Director, Risk Management, VP Administration and authorized employeeson a need to know basis

Retention & Disposal: Parking Accounts and related personal information – 7 years of inactivity, then delete/shred; Security Incident Reports – kept indefinitely

Walkhome and TrentUniversity Emergency First Response Team Files

Legal Authority: TrentUniversity Act 1963

Information Maintained: Name, contact information, criminal record check certificates

Individuals in Bank: Walkhome and TUEFRT volunteers/staff

Uses: Management of TUEFRT and Walkhome programs

Users: Security Supervisor, Director, Risk Management, Walkhome Coordinator, TUEFRT program director and authorized staff

Retention & Disposal: 6 years, then delete/shred

Drivers’ Forms and Insurance Claims Reports

Legal Authority: TrentUniversity Act 1963

Information Maintained: Driver licence information and driver history, particulars of insurance claims.

Individuals in Bank: Authorized university drivers, individuals who have incurred losses of or on university property.

Uses: Provided to Insurance Companies to verify driver status and to adjust insurance claims. Documents may be provided to legal counsel in the case of civil actions.

Users: Director, Risk Management, VP Administration, CURIE, ISL and authorized employeeson a need to know basis

Retention & Disposal: Insurance records – Indefinitely; driver forms – 7 years, then delete/shred

Departmental Emergency Contact Files

Legal Authority: TrentUniversity Act 1963

Information Maintained: Names and contact numbers

Individuals in Bank: University employees

Uses: Contact employees or their alternate in the event of an emergency or crisis.

Users: Risk Management staff (possibly others, under direction of the Crisis Response Team, in the event of a Crisis)

Retention & Disposal: Maximum of 3 years then delete/shred but efforts will be made to update them annually.

Workplace Safety and Insurance Files

Legal Authority: TrentUniversity Act 1963, WSIA, OHSA

Information Maintained: WSIB files including investigation reports, injury reports,compensation and accommodation records

Individuals in Bank: Current and past Trent employees; Students injured on an unpaid work placements

Uses: Administration of WSIB

Users: Risk Management Office staff

Retention & Disposal: Indefinite

Personnel Files (common to all departments; shredded after completion of position)

Key/access card records

Student Activity Waivers

Retention: 3 years routinely delete and 7 years delete if an incident or loss occurred during the activity for which the waiver was raised

Campus Cards

Photographs - Students, Staff, Faculty

Legal Authority:

Information Maintained: Student/Employee Number, First Name, Last Name, photograph

Individuals in Bank: Current and past Trent employees and students

Uses: To identify a student, staff or faculty

Users: Card Office, Security, Housing

Retention: Photographs are kept 1 year after last "activity" e.g. graduation, termination