|
Academic Records |
|
Description |
|
Departmental Files Consisting of , but not limited to,
Student grades, class schedules, financial aid records, transcript
requests, or other academic information. |
|
Retention |
|
5 years after departure. |
|
Disposition |
|
Destroy. |
|
Notes: |
|
Academic Affairs, Financial Aid, Registrar's Office
house and schedule student academic files. |
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Annual Reports |
|
Description: |
|
Annual
reports from originating departments, offices, and
organizations |
|
Retention: |
|
Permanent |
|
Disposition: |
|
Transfer to Archives Send 3 copies for permanent retention in the Archives |
|
Notes: |
|
|
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Budget Reports |
|
Description |
|
Consists of, but not limited to, correspondence,
requisitions, purchase orders, final payments, bills and
invoices, vouchers claims, and travel |
|
Retention |
|
2
years |
|
Disposition |
|
Destroy |
|
Notes |
|
The
office of the Controller houses and schedules for
retention the financial records of the university. |
|
Correspondence - General |
|
Description |
|
Consists of non-policy general operations of the
department |
|
Retention |
|
2
years |
|
Disposition |
|
Destroy |
|
Notes |
|
Retain any documents that may have historical value for
the department |
|
Correspondence - Official _Administrative |
|
Description |
|
Retain documents that relate to major activities,
functions, and programs of the university and important
historical events |
|
Retention |
|
Permanent |
|
Disposition |
|
Transfer to the Archives after administrative usefulness
has ended |
|
Notes |
|
Files should be culled for permanent documents |
|
Course Syllabi |
|
Description |
|
Course Descriptions |
|
Retention |
|
Retain while active plus 4 years |
|
Disposition |
|
Destroy |
|
Notes |
|
Archives retains course descriptions published in
catalogs and bulletins |
|
Faculty Files |
|
Description |
|
Office or department files consisting of, but not
limited to, correspondence, evaluations,
recommendations, vitae, professional development,
travel, sabbatical, leave, and publications |
|
Retention |
|
Permanent |
|
Disposition |
|
Transfer to Archives. These files will be housed with
the department record group. |
|
Notes |
|
Office of Academic Affairs houses and schedules faculty
records but office records help to supplement the
information |
|
General Files |
|
Description |
|
Consists of, but not limited to, correspondence,
reports, and publications of other departments |
|
Retention |
|
General Office Files, 1 year. Upper Administration, 3
years. |
|
Disposition |
|
Destroy |
|
Notes |
|
Documents pertaining to a significant action or
interaction should be retained and transferred to
Archives |
|
Inter - Departmental Billing - IV Voucher |
|
Description |
|
Budget records |
|
Retention |
|
2
Years |
|
Disposition |
|
Destroy |
|
Notes |
|
The
office of the controller houses and schedules for
retention of the financial records if the university |
|
Inventory Records |
|
Description |
|
Inventory forms, lists which contain name of unit,
inventory numbers |
|
Retention |
|
Until superseded |
|
Disposition |
|
Destroy outdated lists |
|
Notes |
|
|
|
Invoices |
|
Description |
|
Budget Records |
|
Retention |
|
2
years |
|
Disposition |
|
Destroy |
|
Notes |
|
the
office of the controller houses and schedules for
retention of the financial records of the university |
|
Minutes |
|
Description |
|
Consists of, but not limited to, minutes from
departmental office, organizational, appointed committee
or task force meetings. |
|
Retention |
|
2
years |
|
Disposition |
|
Transfer one copy to the Archives |
|
Notes |
|
Approved and finalized minutes only! |
|
Payroll Records |
|
Description |
|
Consists of, but not limited to, correspondence, time
recap, time sheets, and service reports, pay
notifications |
|
Retention |
|
3
years after termination |
|
Disposition |
|
Destroy |
|
Notes |
|
The
payroll office houses and schedules all records
pertaining to the payment of salary and benefits to
university employees. |
|
Payroll Records (Student payroll) |
|
Description |
|
Department files that may consist of, but not limited
to, correspondence, evaluations, recommendations, pay
notifications, time sheets, work-study awards |
|
Retention |
|
3
Years after Departure |
|
Disposition |
|
Destroy |
|
Notes |
|
The
Payroll office houses and schedules all records
pertaining to student payroll. Office student files are
considered satellite files and should not be send to
Archives |
|
Personnel Records (Administrative/Professional
- Monthly) |
|
Description |
|
Consists of, but not limited to, correspondence,
appointments, salary, promotion, evaluations,
recommendations, and leaves |
|
Retention |
|
Permanent |
|
Disposition |
|
Transfer to Archives after termination or retirement.
These files will be kept with the department record
group. |
|
Notes |
|
Chairs, Deans, and VPs are to maintain and retain for
permanent retention all administrative personnel files
created within their jurisdiction. |
|
Personnel Records (Faculty) |
|
Description |
|
Department files that may consist of, but not limited
to, photographs, correspondence, appointment, vitae,
professional activities, sabbaticals, promotions,
recommendations, and tenure |
|
Retention |
|
Permanent |
|
Disposition |
|
Transfer to Archives after termination or retirement.
These files will be kept with the department record
group. |
|
Notes |
|
The
office of Academic Affairs houses and permanently
retains in Archives faculty personnel files. |
|
Personnel Records (Support Staff - Bi-Weekly) |
|
Description |
|
Department files that may consist of, but not limited
to, correspondence, evaluations, recommendations,
service reports, time sheets, w-4, vacation and leave |
|
Retention |
|
3 years after departure |
|
Disposition |
|
Destroy |
|
Notes |
|
The
payroll office houses and schedules for permanent
retention support staff personnel files. |
|
Policies and
Procedures |
|
Description |
|
Departmental/ Office
policies and procedures |
|
Retention |
|
Permanent |
|
Disposition |
|
Transfer one copy to
Archives |
|
Notes |
|
Retain one copy of each
revision |
|
Photographs |
|
Description |
|
Any negatives, photos, or
slides |
|
Retention |
|
Permanent |
|
Disposition |
|
Transfer to Archives |
|
Notes |
|
Identify photos whenever
possible |
|
Publications |
|
Description |
|
Any
departmental, organizational, or other university
publication |
|
Retention |
|
Permanent |
|
Disposition |
|
Transfer to Archives |
|
Notes |
|
Send
3 copies to archives |
|
Purchase Orders |
|
Description |
|
Budget Records |
|
Retention |
|
2
years |
|
Disposition |
|
Destroy |
|
Notes |
|
Office of the Controller houses and schedules all budget
records for the university. |
|
Requisitions |
|
Description |
|
Budget Records |
|
Retention |
|
2
Years |
|
Disposition |
|
Destroy |
|
Notes |
|
Office of the Controller houses and schedules all budget
records for the university. |
|
Search Committee Records |
|
Description |
|
Consists of, but not limited to, |
|
Retention |
|
3
Years |
|
Disposition |
|
Destroy |
|
Notes |
|
May
retain the candidate file that was awarded position |
|
Student Files |
|
Description |
|
Department files consisting of, but not limited to, pay
notifications, admissions information, course change,
and correspondence |
|
Retention |
|
5
years after departure |
|
Disposition |
|
Destroy |
|
Notes |
|
Registrars Office and Payroll keep the appropriate
records |
|
Travel |
|
Description |
|
Budget Records |
|
Retention |
|
2
years |
|
Disposition |
|
Destroy |
|
Notes |
|
Office of the controller houses and schedules all budget
records of the university. |
