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last updated: 6/10/2005

Academic Personnel - Records Schedule (University Archives)

Academic Personnel Records Disposition Schedule  
Approved by the Academic Officers Committee (AOC) on January 31, 2003
**Faculty Records
Type of Record      Disposition-Originals Disposition-Copies
Vita Permanent: Permanent
Transfer to Archives
Disciplinary Letters and E-Mail Permanent: Permanent
Transfer to Archives
Faculty Summary Reports Permanent: 2 Years After Separation
Transfer to Archives
Personal and Professional  Permanent: 2 Years After Separation
History Form Transfer to Archives
IU News Releases Regarding Permanent: 2 Years After Separation
Faculty Member Transfer to Archives
Personnel Action Forms Permanent: 2 Years After Separation
Transfer to Archives
Appointment and Offer Letters Permanent: 2 Years After Separation
Transfer to Archives
Intent to Recommend Appointement Appointment Permanent: 2 Years After Separation
Form Transfer to Archives
Notice of Terms of Initial Appointment Permanent: 2 Years After Separation
Transfer to Archives
Appointment - Letters of  5 Years After Separation 2 Years After Separation
Recommendation
Reappointment Notice 5 Years After Separation 2 Years After Separation
Verification of Receipt of Ph.D. - 5 Years After Separation 2 Years After Separation
Transcript
Copies of Salary Letters 5 Years After Separation 2 Years After Separation
Pre-Tenure Review Letter 5 Years After Separation 2 Years After Separation
Sabbatical Leave Letters - 5 Years After Separation 2 Years After Separation
Approval letter, Request and
Acknowledgement of Report
Sabbatical Reports 5 Years After Separation 2 Years After Separation
Leave of Absence Requests 5 Years After Separation 2 Years After Separation
Research Leave Supplement Letter 5 Years After Separation 2 Years After Separation
Grant Approval Letter 5 Years After Separation 2 Years After Separation
Supplemental Payroll Vouchers - 5 Years After Separation 2 Years After Separation
Copies
Retirement Application 5 Years After Separation 2 Years After Separation
Notice of Changes to Biographical 5 Years After Separation 2 Years After Separation
Information
Employment Verifications, I 9s 5 Years After Separation 2 Years After Date of Hire
**Adjunct Faculty Files
Type of Record Disposition - Originals Dispostion - Copies
Vita Permanent: Permanent
Transfer to Archives
Disciplinary Letters and E-Mails Permanent: Permanent
Transfer to Archives
Faculty Summary Reports Permanent: 2 Years After Separation
Transfer to Archives
Personal and Professional  Permanent: 2 Years After Separation
History Form Transfer to Archives
IU News Releases Regarding Permanent: 2 Years After Separation
Faculty Member Transfer to Archives
Personnel Action Forms Permanent: 2 Years After Separation
Transfer to Archives
**Promotion and Tenure Files
Type of Record Disposition - Originals Disposition - Copies
Chariman's Personal Recommendation & Permanent: 2 Years After Separation
Summary Evaluation Transfer to Archives
Departmental Recommendation (Report of Permanent: 2 Years After Separation
Exact Votes or Memos From Colleagues) Transfer to Archives
Candidate's Statement on Teaching, Permanent: 2 Years After Separation
Research and Service Transfer to Archives
Outside Evaluations Permanent: 2 Years After Separation
Transfer to Archives
Letters From Former Students Permanent: 2 Years After Separation
Transfer to Archives
Evaulations by Colleagues Regarding Permanent: 2 Years After Separation
Quality of Teaching, Research & Service Transfer to Archives
Departmental Evaluation of Stature of Permanent: 2 Years After Separation
Journals in Which Publications Appeared Transfer to Archives
Departmental Assessment of the  Permanent: 2 Years After Separation
Contributions Made to Co-Authored or Transfer to Archives
Collaborative Work
Summary of Service Activities Permanent: 2 Years After Separation
Transfer to Archives
Evaulation by Chair on Quality of Service Permanent: 2 Years After Separation
Activities Transfer to Archives
Campus Committee Recommendation Permanent: 2 Years After Separation
Transfer to Archives
Chancellor or Vice Chancellor Permanent: 2 Years After Separation
Recommendation Transfer to Archives
Copy of List of Referees Supplied by Returned to Department 0-1 Years After Decision
Candidate
Copy of List of Referees Supplied by  Returned to Department 0-1 Years After Decision
Chair or Department Committee
List of Courses Taught and Number of  Returned to Department 0-1 Years After Decision
Student Enrolled
Copies of Textbooks Written Returned to Department 0-1 Years After Decision
Evidence of Curricula Development Returned to Department 0-1 Years After Decision
Activities
Evidence of Quality of Teaching Returned to Department 0-1 Years After Decision
Student Evaluation Forms Returned to Department 0-1 Years After Decision
Summary of Student Evaluations Returned to Department 0-1 Years After Decision
Write-ups of Interviews of Students Returned to Department 0-1 Years After Decision
Regarding the Candidate that were
Undertaken by the Department
Copies of Publications, Research Papers, Returned to Department 0-1 Years After Decision
Creative Work, and Reviews of Creative
Performances and Exhibitions
**Graduate AI Records
Type of Record Disposition - Originals Disposition - Copies
Appointment Files 7 Years After Date of Hire 2 Years After Date of Hire
Agreement Forms 7 Years After Date of Hire 2 Years After Date of Hire
Contracts 7 Years After Date of Hire 2 Years After Date of Hire
Employment Verifications, I 9s 3 Years After Date of Hire or 2 Years After Date of Hire
1 Year After Separation,
Whichever is Later


last updated: 6/10/2005