Centres and Institutes Files

Function

Research and International

PIB

RRSDA Number

1995-008

Department

Office of the Vice-President, Research and International

Description, purpose and use of records

Correspondence, applications for university charter, university charters, summary activity reports, financial statements, centres and institutes constitutions, statements of recognition of university policies, statements of internal governing procedures, annual reports, proposals for Centres and Institutes pending, calendar entries for the 大象传媒 Calendar which describe each Centre and Institute and working papers.

These records relate to the application for and approval of university charters for research centres and institutes at 大象传媒. Centres and institutes are non-departmental academic or administrative units developed under the auspices of 大象传媒 to facilitate collaborative research and specific types of teaching. They are established by a university charter, application for which is reviewed by the Governing Committee for Centres. Charters are granted at the discretion of the Board of Governors upon a recommendation from the President. Charters continue in force until revoked by the President.

Retention periods

Records	Active Retention	Semi-Active Retention	Total retention	Final disposition
VP Research	CY charter revoked or centre closed + 6 years	Nil	CY charter revoked or centre closed + 6 years	Full Retention by Archives

Active = Active Retention Period, Keep in Office; Semi-Active = Semi-Active Retention period, transfer to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments

Authorities

These records are created, used, retained and managed in accordance with the following authorities:

R40.01, Research Centres and Institutes

Retention rationale

These records are required by the VP Research Office for administrative, legal and fiscal use as long as a centre or institute's charter remains in force for six years from the date a charter is revoked. These records demonstrate the authority for the existence and activities of a research centre or institute as established by a university charter and are retained under the control of the VP Research Office until the expiry of the total retention period (current year charter revoked or centre closed + 6 years) after which they are transferred to the Archives.

Status

RRSDA is in force

Approval Date

26 Sept 1995

Last Revised Date

29 Nov 2023

大象传媒

Archives and Records Management