Fonds F-28 - Office of the Vice-President, Finance and Administration fonds

Title and statement of responsibility area

Title proper

Office of the Vice-President, Finance and Administration fonds

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  • Source of title proper: Title of the fonds is based on the name of the body.

Level of description

Fonds

Reference code

F-28

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Issuing jurisdiction and denomination (philatelic)

Dates of creation area

Date(s)

  • 1966 - 1984 (Creation)
    Creator
    Office of the Vice-President, Finance and Administration

Physical description area

Physical description

5.38 m of textual records

Publisher's series area

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Archival description area

Name of creator

(1984 - )

Administrative history

The Office of Vice-President, Finance and Administration was originally established by the Board of Governors on 21 June 1968, under the title Vice-President, Administration. The general administration of the University was originally a function of the President, who by 1966 had delegated this responsibility to a senior administrator. This administrator oversaw a number of administrative units, including the Bursar, Registrar, General Services, Facility Planning, and the Library. In 1968, the Office of Vice-President, Administration was created, and was responsible for finance, physical plant and planning, purchasing, personnel, ancillary services, and athletics and recreation. Each of these units was headed by a director.

By 1981, responsibility for finance, including the office of Bursar, was moved to a newly created Executive Director of Finance, which by 1985 was renamed Vice-President, Finance and in 1988, Vice-President, Financial Services. Both the Vice-Presidents Administration and Financial Services reported directly to the President. In 1993, the two separate offices were rejoined to form the Office of Vice-President, Finance and Administration.

Custodial history

Scope and content

The fonds of the Vice-President, Finance and Administration consists of records made and received in the course of carrying out the general administration of the University. The activities documented include policy and procedures development; general supervision of units reporting to the Vice-President; participation in university committees; liaison with internal and external bodies such as the various faculties, employee associations and unions, other universities, associations, and municipalities; budget preparation; correspondence with various individuals and bodies; and speeches and engagements undertaken as a representative of the University. The types of documents include meeting agenda and minutes, correspondence, memoranda, reports, publications, and brochures.

Notes area

Physical condition

Immediate source of acquisition

The records were transferred directly from the Office of the Vice-President, Administration.

Arrangement

Since their inception, the Offices of the Vice-President Finance and Administration and its predecessors have organized their records according to a file classification system. Following transfer to the Archives, however, the original order of the records was compromised by the re-arrangement carried out by the archivist. In the process of the initial archival arrangement, records were re-arranged into artificial record groups and series, borrowing titles from the original classification system.

This re-arrangement scheme created three separate record groups for the Offices of Vice-President Administration, Vice-President Finance, and Bursar. Within the Vice-President Administration record group, files were arranged into three broad categories: statutory authorities and the higher bodies such as the President and the Board of Governors to which the Vice-President reported; administrative departments reporting to the Vice-President, Administration; and external relations with persons and bodies both within the University and external to it. Committee records were removed and placed in an artificial subgroup titled "Vice-President's Committees." These records have now been re-integrated into the description in the series titled "Committees."

No attempt has been made to physically re-arrange records into their original order. The records of the once separate groups of Vice-President, Administration; Vice-President, Finance; and Bursar are now re-integrated into this description of the proper successor body. The titles given to series are derived from the original file index, except in the case of the series "Memoranda," which was originally titled "University."

Further accruals to the Archives will be arranged in conformity with the file classification system in place in the Vice-President Administration and Finance Office. New series numbers will be assigned on the basis of that classification system. Consult the archivist for further information.

Language of material

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Availability of other formats

Restrictions on access

Some files may contain personal or confidential information. Access to these files may be restricted as required by law. Files marked 'pending review' must be reviewed by an archivist prior to release, and as a result of the review access restrictions may apply. Please see the file lists and consult the archivist for more details.

Terms governing use, reproduction, and publication

Finding aids

File lists are available.

Finding aid

Associated materials

Consult the inventories to the fonds of the Office of the President (F-27), Board of Governors (F-33), and Facilities Management (F-11).

Related materials

Accruals

Additional material has been accessioned but not yet processed (as of September 2002: 3.67 m., 1970-1985). Please consult the archivist for information about using these materials; restrictions may apply. Further accruals are expected.

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Status

Revised

Level of detail

Full

Dates of creation, revision and deletion

Finding aid prepared by Bruce Schinkelwitz, Ian Forsyth, Enid Britt, Kadimola Lomamba, Judith Thiessen (December 1997); updated by Richard Dancy (March 2000).

Updated by Enid Britt (July 2006).

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