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