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Academic Personnel Records Retention Schedule

This records retention schedule, developed with input from academic personnel records officers throughout the IU system, should be employed by all IUPUI units that maintain faculty personnel records in their offices. The schedule was approved by the Indiana University Academic Officers Committee on January 31, 2003, for system-wide use.

The records retention schedule is divided into "originals" and "copies." Many original records will be found in the Office of IUPUI Academic Policies, Procedures and Documentation in the Dean of Faculties office. Many copies of records will reside in schools, departments, and individual offices on the IUPUI campus. However, in some cases original records will be found in school, department, or other offices, and the Office of Academic Policies, Procedures and Document will not have a copy.

Many of the records series in the records retention schedule provide for a "permanent" disposition. Series that stipulate "Permanent: Transfer to Archives" should be sent to the IUPUI Special Collections and Archives. Office personnel should contact Steve Towne at IUPUI University Archives at 278-3445 or setowne@iupui.edu to arrange for transfer. Series simply marked "Permanent" should be retained in office.

Steve Towne, Assistant University Archivist
IUPUI University Library
Ruth Lilly Special Collections and Archives
UL0133
Phone: 278-3445
Email: setowne@iupui.edu

Personnel records officers may find that they have records that are not covered by this records retention schedule. In this event, please contact IUPUI University Archives for assistance.

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: Transfer to Archives Permanent
Disciplinary Letters and E-Mail Permanent: Transfer to Archives Permanent
Faculty Summary Reports Permanent: Transfer to Archives 2 Years After Separation
Personal and Professional History Form Permanent: Transfer to Archives 2 Years After Separation
IU News Releases Regarding Faculty Member Permanent: Transfer to Archives 2 Years After Separation
Personnel Action Forms Permanent: Transfer to Archives 2 Years After Separation
Appointment and Offer Letters Permanent: Transfer to Archives 2 Years After Separation
Intent to Recommend Appointment Form Permanent: Transfer to Archives 2 Years After Separation
Notice of Terms of Initial Appointment Permanent: Transfer to Archives 2 Years After Separation
Appointment - Letters of Recommendation 5 Years After Separation 2 Years After Separation
Reappointment Notice 5 Years After Separation 2 Years After Separation
Verification of Receipt of Ph.D. - Transcript 5 Years After Separation 2 Years After Separation
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 - Approval letter, Request and Acknowledgement of Report 5 Years After Separation 2 Years After Separation
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 - Copies 5 Years After Separation 2 Years After Separation
Retirement Application 5 Years After Separation 2 Years After Separation
Notice of Changes to Biographical Information 5 Years After Separation 2 Years After Separation
Employment Verifications, I 9s 5 Years After Separation 2 Years After Date of Hire
     
     
**Adjunct Faculty Files    
     
Type of Record Disposition - Originals Disposition - Copies
     
Vita Permanent: Transfer to Archives Permanent
Disciplinary Letters and E-Mails Permanent: Transfer to Archives Permanent
Faculty Summary Reports Permanent: Transfer to Archives 2 Years After Separation
Personal and Professional History Form Permanent: Transfer to Archives 2 Years After Separation
IU News Releases Regarding Faculty Member Permanent: Transfer to Archives 2 Years After Separation
Personnel Action Forms Permanent: Transfer to Archives 2 Years After Separation
     
     
**Promotion and Tenure Files    
     
Type of Record Disposition - Originals Disposition - Copies
Chairman's Personal Recommendation & Summary Evaluation Permanent: Transfer to Archives 2 Years After Separation
Departmental Recommendation (Report of Exact Votes or Memos From Colleagues)  Permanent: Transfer to Archives 2 Years After Separation
Candidate's Statement on Teaching, Research and Service Permanent: Transfer to Archives 2 Years After Separation
Outside Evaluations Permanent: Transfer to Archives 2 Years After Separation
Letters From Former Students Permanent: Transfer to Archives 2 Years After Separation
Evaluations by Colleagues Regarding Quality of Teaching, Research & Service  Permanent: Transfer to Archives 2 Years After Separation
Departmental Evaluation of Stature of Journals in Which Publications Appeared Permanent: Transfer to Archives 2 Years After Separation
Departmental Assessment of the Contributions Made to Co-Authored or Collaborative Work Permanent: Transfer to Archives 2 Years After Separation
Summary of Service Activities Permanent: Transfer to Archives 2 Years After Separation
Evaluation by Chair on Quality of Service Activities Permanent: Transfer to Archives 2 Years After Separation
Campus Committee Recommendation  Permanent: Transfer to Archives 2 Years After Separation
Chancellor or Vice Chancellor Recommendation Permanent: Transfer to Archives 2 Years After Separation
Copy of List of Referees Supplied by Candidate Returned to Department 0-1 Years After Decision
Copy of List of Referees Supplied by Chair or Department Committee Returned to Department 0-1 Years After Decision
List of Courses Taught and Number of Students Enrolled Returned to Department 0-1 Years After Decision
Copies of Textbooks Written Returned to Department 0-1 Years After Decision
Evidence of Curricula Development Activities Returned to Department 0-1 Years After Decision
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 Regarding the Candidate that were Undertaken by the Department Returned to Department 0-1 Years After Decision
Copies of Publications, Research Papers, Creative Work, and Reviews of Creative Performances and Exhibitions Returned to Department 0-1 Years After Decision
     
     
**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 1 Year After Separation, Whichever is Later 2 Years After Date of Hire