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Records Schedule: Faculty Records

List of Schedules

Schedule Number Record Series
210 Faculty Personnel Records
220 Tenure and Promotion Records
230 Faculty Employment Search Records
240 Course Evaluations

Warning

Do not follow this records retention schedule to destroy records that are currently part of–or you are aware that they are going to be part of–any legal action or proceeding, litigation, audit, investigation, or review. For more information, see the Subpoenas for University Records Policy.

Faculty Personnel Records
210
These are individual personnel files for academic employees. These records may include, but are not limited to, job descriptions, applications, CVs, correspondence, personnel actions, performance evaluations, commendations, reprimands, and various personnel forms. These records do not including tenure review files, which are covered in Tenure and Promotion Records.

Record Holder Retention Period Disposition
Official Copy Office of Provost Permanent Transfer to the Digital Collections and Archives
Official Copy School Dean’s Office Determined by School Determined by School
Unofficial Copy Academic Departments and Programs Determined by School Determined by School

Notes None
References None
Approved Digital Collections and Archives
Effective Date 1998-03-01
Updated 2001-12-01, 2008-08-14, 2011-08-12


Tenure and Promotion Records
220
These records document the periodic consideration of faculty who are eligible for changes in rank, tenure status, and/or pay. These records may include but are not limited to promotion and tenure dossiers compiled and presented by the faculty as well as other materials which are compiled and maintained for inclusion, analysis, and summarization into the dossier folders. These records may include but are not limited to candidate current position description; letters of evaluation; current curriculum vitae or resume; activity summary and evaluations of teaching, curriculum development and advising from students, participants/clients, and peers; student evaluation of faculty reports; committee signature sheets; committee findings; recommendations of administrative superiors; and related documentation and correspondence. These files should always be maintained physically separate from regular faculty personnel records.

Record Holder Retention Period Disposition
Official Copy School Dean’s Office

Academic Department or Program

Determined by School Determined by School
Unofficial Copy Tenure and Promotion Committee Members Determined by School Determined by School

Notes None
References None
Approved Digital Collections and Archives
Effective Date 1998-03-01
Updated 2008-08-14, 2011-08-12


Faculty Employment Search Records
230
These records document the selection process for academic positions. It includes but is not limited to applications; curriculum vitae or resumes; academic transcripts; writing samples; publications; candidate lists; positions announcements, advertisements or descriptions; and related correspondence such as cover letters and reference letters.

Record Holder Retention Period Disposition
Official Copy School Dean’s Office

School Affirmative Action Officer

Academic Department

Determined by School Determined by School
Unofficial Copy Search Committee Members Determined by School Determined by School

Notes None
References None
Approved Digital Collections and Archives
Effective Date 1998-03-01
Updated 2008-08-14, 2011-08-12


Course Evaluations
240
These records include the original forms used by students to evaluate courses, copies of evaluations, and evaluation summaries.

Record Holder Retention Period Disposition
Official Copy Academic Department or Program Determined by School Determined by School
Unofficial Copy NA NA NA

Notes None
References None
Approved Digital Collections and Archives
Effective Date 1998-03-01
Updated 2008-08-14