Title and statement of responsibility area
Queen's University. Office of the University Secretariat fonds
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Dates of creation area
- Office of the University Secretariat
Physical description area
100 m of textual records, 1 audio cassette (ca. 40 min), 143 photographs : b&w, col., 110 negatives, 1 reel of 1 (ca. 10 min.) : sd., b&w ; 16 mm.
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The University Secretary is assisted by an Associate Secretary of the Senate and Secretary of University Council, an Associate Secretary of the Board of Trustees and Convocation Coordinator, the Coordinator of Dispute Resolution Mechanisms and support staff.
The posts of the Secretary of the Board of Trustees and Secretary of the Senate are as old as the University: the position of Secretary of the Board of Trustees, in fact, was first described in the Royal Charter. For most of Queen's history the two positions were held by separate people, sometimes in combination with other posts. The post of Secretary of the Senate was held jointly from the 1930s to 1968 with the position of Registrar. The position of Secretary of the University was created in 1959, and since then has been held jointly with that of Secretary of the Board of Trustees. The three positions were finally combined in 1989 in order to take advantage of the considerable overlap in subject matter in the three areas, and facilitate linkages between the Board of Trustees and Senate.
The duties associated with the titles of Secretary of the Board of Trustees and Secretary of the Senate are similar, involving in both cases the provision of various kinds of support to these senior policy-making bodies. The Secretary is responsible for undertaking research and preparing background material and agendas for the meetings of these bodies and their committees, taking minutes of these meetings, communicating officially with the bodies and individuals affected by Senate and Board decisions, and providing information about the Senate and Board to the university community and external bodies. The Secretary also serves as an important resource person for the Senate and Board and their committees, helping to ensure continuity in their work despite the periodic turnover in their membership. And the Secretary regularly advises senior university officials on Senate and Board matters, including procedural matters.
The Secretary of the University keeps the corporate seal of the University and is authorized to sign agreements and apply the seal on behalf of the University according to guidelines established by the Board of Trustees, A variety of other corporate functions arise from this role. The Secretary signs and keeps records of many of the University's contracts and agreements with outside agencies, officially receives money bequeathed to the University, and administers the University's tendering process for the more valuable tenders.
Scope and content
Fonds consists of legal records such as the Royal Charter and those pertaining to provincial and federal legislation affecting the University; land instruments such as deeds, leases, and agreements, relating to the University; agendas and minutes of the Board of Trustees, the University Senate, and the University Council, as well as for the numerous committees and sub-committees of these bodies; records of Task Forces; records of Principal's Advisory Committee on Race Relations (1990); correspondence with architects; staff award citations; wills; convocation speeches; copies of manuscripts submitted by recipients of the Marty Memorial Scholarship for the publication, 'Still Running'; the 'Domesday Book', including the signatures of a number of honorary degree recipients and other notable visitors to the University over time; a Bible presented to the University by an alumnus to be used at the time of Convocation and other special events; the Letters Patent, for the Armorial Bearings for the Rector of Queen's University at Kingston; ; photographs of Leonard Field, Ban Righ Hall, and the Lower Campus of Queen's University at Kingston taken for easement and property rights matters; photographs of various Brockington Visitors, with members the Brockington Visitorship Committee; and a VHS tape, produced as part of a presentation to the University's Board of Trustees entitled, "The Governance of the University" (1994); film, shot by William Nicholl, consisting mainly of Queen's buildings, and including Kingston City Park, Sir John A. Macdonald's statue, and his grave in Cataraqui Cemetery (1936).
Immediate source of acquisition
Transfer by the Office of the University Secretariat; Ms. Hooey; and donated by T. Phillips
Language of material
Script of material
Location of originals
Queen's Printed Collection
Availability of other formats
Restrictions on access
University records are subject to the Province of Ontario's Freedom of Information and Protection of Privacy Act (FIPPA). University records form either some, or all, of this fonds. Therefore, any personal information contained in the records may be subject to certain access restrictions and/or conditions under the Act. Please speak with an Archivist for more information.
Terms governing use, reproduction, and publication
Copyright provisions may apply. Please consult with an archivist.
Further accruals are expected