An annual report shall be compiled by the Associate Vice-President
(HR & Administration) and presented to the President. The report
shall consist of statistical information of complaints filed by
category, whether the complaint was referred for subsequent action,
and the result of any subsequent action for the preceding academic
To assist in preparing the report and subject to the provisions
of 4.8 of this policy, all Consultants and Appropriate Supervisors
shall maintain a statistical record of complaints under the policy
by category. The records shall show whether the complaints were
oral requests for advice or written complaints, whether any subsequent
actions was required, and the outcome of any subsequent action.
Summary records in statistical form shall be provided to the Associate
Vice-President (HR & Administration) in order to compile the
Records of written complaints shall be entered in the complainant's file and the respondent's file, whether a student record or an employee file, only if disciplinary action is taken under this policy.
When a written complaint is received and investigated and no disciplinary action is taken, records of the complaint shall be maintained in accordance with the University Records Management Policy.
Where the written complaint is found to be both untrue and malicious and subsequent action is taken and sustained, the relevant documents shall be retained in the complainant's personal file.
All records maintained pursuant to this policy shall be treated with due attention to the sensitivity of the complaint and in accordance with University policy relating to personal information.