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.

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 Files
Type of Record     Disposition-OriginalsDisposition-Copies
VitaPermanent: Transfer to ArchivesPermanent
Disciplinary Letters and E-MailPermanent: Transfer to ArchivesPermanent
Faculty Summary ReportsPermanent: Transfer to Archives2 Years After Separation
Personal and Professional History FormPermanent: Transfer to Archives2 Years After Separation
IU News Releases Regarding Faculty MemberPermanent: Transfer to Archives2 Years After Separation
Personnel Action FormsPermanent: Transfer to Archives2 Years After Separation
Appointment and Offer LettersPermanent: Transfer to Archives2 Years After Separation
Intent to Recommend Appointment FormPermanent: Transfer to Archives2 Years After Separation
Notice of Terms of Initial AppointmentPermanent: Transfer to Archives2 Years After Separation
Appointment - Letters of Recommendation5 Years After Separation2 Years After Separation
Reappointment Notice5 Years After Separation2 Years After Separation
Verification of Receipt of Ph.D. - Transcript5 Years After Separation2 Years After Separation
Copies of Salary Letters5 Years After Separation2 Years After Separation
Pre-Tenure Review Letter5 Years After Separation2 Years After Separation
Sabbatical Leave Letters - Approval letter, Request and Acknowledgement of Report5 Years After Separation2 Years After Separation
Sabbatical Reports5 Years After Separation2 Years After Separation
Leave of Absence Requests5 Years After Separation2 Years After Separation
Research Leave Supplement Letter5 Years After Separation2 Years After Separation
Grant Approval Letter5 Years After Separation2 Years After Separation
Supplemental Payroll Vouchers - Copies5 Years After Separation2 Years After Separation
Retirement Application5 Years After Separation2 Years After Separation
Notice of Changes to Biographical Information5 Years After Separation2 Years After Separation
Employment Verifications, I 9s5 Years After Separation2 Years After Date of Hire
Adjunct Faculty Files  
Type of RecordDisposition - OriginalsDisposition - Copies
VitaPermanent: Transfer to ArchivesPermanent
Disciplinary Letters and E-MailsPermanent: Transfer to ArchivesPermanent
Faculty Summary ReportsPermanent: Transfer to Archives2 Years After Separation
Personal and Professional History FormPermanent: Transfer to Archives2 Years After Separation
IU News Releases Regarding Faculty MemberPermanent: Transfer to Archives2 Years After Separation
Personnel Action FormsPermanent: Transfer to Archives2 Years After Separation
Promotion and Tenure Files  
Type of RecordDisposition - OriginalsDisposition - Copies
Chairman's Personal Recommendation & Summary EvaluationPermanent: Transfer to Archives2 Years After Separation
Departmental Recommendation (Report of Exact Votes or Memos From Colleagues) Permanent: Transfer to Archives2 Years After Separation
Candidate's Statement on Teaching, Research and ServicePermanent: Transfer to Archives2 Years After Separation
Outside EvaluationsPermanent: Transfer to Archives2 Years After Separation
Letters From Former StudentsPermanent: Transfer to Archives2 Years After Separation
Evaluations by Colleagues Regarding Quality of Teaching, Research & Service Permanent: Transfer to Archives2 Years After Separation
Departmental Evaluation of Stature of Journals in Which Publications AppearedPermanent: Transfer to Archives2 Years After Separation
Departmental Assessment of the Contributions Made to Co-Authored or Collaborative WorkPermanent: Transfer to Archives2 Years After Separation
Summary of Service ActivitiesPermanent: Transfer to Archives2 Years After Separation
Evaluation by Chair on Quality of Service ActivitiesPermanent: Transfer to Archives2 Years After Separation
Campus Committee Recommendation Permanent: Transfer to Archives2 Years After Separation
Chancellor or Vice Chancellor RecommendationPermanent: Transfer to Archives2 Years After Separation
Copy of List of Referees Supplied by CandidateReturned to Department0-1 Years After Decision
Copy of List of Referees Supplied by Chair or Department CommitteeReturned to Department0-1 Years After Decision
List of Courses Taught and Number of Students EnrolledReturned to Department0-1 Years After Decision
Copies of Textbooks WrittenReturned to Department0-1 Years After Decision
Evidence of Curricula Development ActivitiesReturned to Department0-1 Years After Decision
Evidence of Quality of TeachingReturned to Department0-1 Years After Decision
Student Evaluation FormsReturned to Department0-1 Years After Decision
Summary of Student EvaluationsReturned to Department0-1 Years After Decision
Write-ups of Interviews of Students Regarding the Candidate that were Undertaken by the DepartmentReturned to Department0-1 Years After Decision
Copies of Publications, Research Papers, Creative Work, and Reviews of Creative Performances and ExhibitionsReturned to Department0-1 Years After Decision
Graduate AI Records  
Type of RecordDisposition - OriginalsDisposition - Copies
Appointment Files7 Years After Date of Hire2 Years After Date of Hire
Agreement Forms7 Years After Date of Hire2 Years After Date of Hire
Contracts7 Years After Date of Hire2 Years After Date of Hire
Employment Verifications, I 9s3 Years After Date of Hire, or 1 Year After Separation, Whichever is Later2 Years After Date of Hire
Updated Jan 25, 2016 by Webmaster