ACADEMIC ADMINISTRATION RECORDS (VPAA)

Title of Record Series

Retention

in Office

Retention in RC

Final Disposition

Comments

These include not only the final reports but all of the files and support materials generated in the accreditation process.

These reports document yearly activities and accomplishments of programs, departments, and schools: growth, problems, and solutions, projections for the future, etc.

Other offices: Retain for period of reference only.

Fellowships, Scholarships

Student, faculty, and department.

This includes work sheets, memos, notes, and adjusted budget printouts.

Information materials acquired for the purpose of informing university personnel of events and activities.

Other offices: Retain for period of reference only.

This includes correspondence received and sent and applies to all units/entities of the university.

This includes incoming and outgoing correspondence of all units/entities of the university.

Other offices: Retain for period of reference only.

Drafts or preliminary versions of memos, letters, reports, worksheets; working papers, informal notes, announcements of meetings, routing slips, letters and fax cover sheets; letters and memos scheduling appointments, directives and instructions received, telephone and electronic messages, used in preparation of recorded information, not documenting policy.

Copies of documents created for administrative reference, information, or distribution only.

E-mail messages and their attachments sent or received via University network are considered university records and as such are subject to Andrews University records management policies and procedures. Every e-mail may fall into one/or the other Record Series as listed in this or other Retention Schedules: agendas, informal notes/announcements, minutes, correspondence, etc.

Note: Many e-mail messages may fall under correspondence and, therefore, must be treated as such.

Note: Prepare a hard copy of the e-mail messages and file it appropriately. Only then delete e-mail message.

See Personal Professional Papers and Property also Rank and Continuous Appointment Portfolio Application

See Centers and Institutes

Used for internal administrative convenience or information.

This includes minutes from all committees and sub-committees, boards and other decision making bodies in all units/entities of the University.

Records related to special office projects that are not generally part of an office's retention schedule: exhibitions, promotion/alumni campaigns, phonothone, etc.

This includes certificates, honors, professional development activities and research, correspondence and other records related to professional activities.

These include e.g. catalogs, calendars of special events, brochures, directories, handbooks, class schedules, etc.

Other offices: Destroy after obsolescence.

Used to purchase services, supplies, equipment, etc.

See Subject /Project Files

These files document the day-to-day activities of any university unit, reflecting administrative activities, including policy decisions, action taken, events, committee involvement, involvement with outside organizations, etc. They are of value to future administrators, to understand the organizational culture, differing points of view, and decision making processes.

Note: Some record may be closed in RC permanently.

See Rank and Continuous Appointment Portfolio Applications

See Subject/Project Files

This document also includes a list of Faculty/Staff members and their committee assignments.

Other offices and committee members: Retain for period of reference value only.