Finance FN34 - Endowment Management

Accessed:	2026-07-17
Purpose of series:	Records series documenting the ongoing management of endowment funds administered by the University and unitization of investments.
Scope and contents:	Includes (but not limited to): unitization tracking, correspondence, probate, share certificates, terms and senate approvals, account statements, T3's, financial records and concerning reports, corrections related correspondence and supporting documentation, related documentation regarding investment and use of sums of money given to the University by individuals, organizations or governments for general or specific purposes.
Cross reference:	Endowment agreements: See Endowments (FN33). For Investments See: Investment Management - Compliance (FN36). For Investment Committee Records see: Board of Governors and Committees (GV10)
Exceptions:	Endowment Agreements see Endowments (FN33); For execution of financial transactions relating to investments see - Investment Management (FN37)

Primary offices:	Financial Services
Primary office retention trigger:	Fiscal Year
Primary office disposition:	Secure Destruction
Primary office retention period:	6 years
Primary office retention instructions:	Record closed after fiscal year (FY). Retained for 6 additional years then securely destroyed.

Secondary offices:	Units
Secondary office retention trigger:	Fiscal Year
Secondary office disposition:	Secure Destruction
Secondary office retention period:	3 years
Secondary office retention instructions:	Records closed after fiscal year (FY). Retained for 3 additional years, then securely destroyed.

Retention rationale:

Expected operational use. CRA requirements. Endowment Funds Investment Policy

Vital records	Electronic systems	Personal information	Official media
Yes	NAS, Banner	Yes	Paper, Electronic

Approval date:	Last updated:	Edited by:	Security classification:
2021-05-31	2021-08-30 10:31:27		Confidential

Notes: