Arranged By: Chronological
Application Number: 89-27
Item Number: 420.01
Purpose:
This record series consists of duplicate copies of enrollment reports, schedule section tallies, schedule lists and room schedules.
Procedure:
Retain in office for two (2) years, then dispose of.
Arranged By: Chronological
Application Number: 89-27
Item Number: 420.02
Purpose:
This record series consists of duplicate purchase orders, vouchers, check requests, and vendor billings. The originals of these documents are maintained by the University's Purchasing and Accounting Offices.
Procedure:
Retain in office for three (3) years, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.
Arranged By: Alphabetical
Application Number: 89-27
Item Number: 420.03
Purpose:
This record series consists of graduate and undergraduate student files for the Chemistry Department. Forms/documents found in a student file are transcripts; grade reports; test score results; grade change requests; and any correspondence with the student. Original student files are maintained permanently on microfilm by the Graduate School and the Office of Records and Registration.
Procedure:
Retain in office for five (5) years after graduation or date of last attendance, then dispose of.
Arranged By: Alphabetical
Application Number: 89-27
Item Number: 420.04
Purpose:
This record series consists of professional articles and publications written by faculty members of the Chemistry Department. Also included, occasionally, are related grant writing records.
Procedure:
Retain in office for five (5) years, then transfer to the University Archives for evaluation and potential accessioning of records possessing archival value.
Arranged By: Chronological
Application Number: 89-27
Item Number: 420.06
Purpose:
This record series consists of reports detailing any accidents occurring in the Department's labs.
Procedure:
Retain in office for ten (10) years, then dispose of provided no litigation is pending or anticipated.
Arranged By: By term
Application Number: 89-27
Item Number: 420.07
Purpose:
This record series consists of faculty activity reports completed each term by each faculty member showing the amount of time spent on teaching, class preparation, research, public service, and other job-related activities. These reports are signed by the Department Chairperson and the Dean of the College. The record copies are then sent to the Office of Institutional Research where they are edited and maintained for five (5) years.
Procedure:
Retain in office for five (5) years, then dispose of provided no litigation is pending or anticipated.
Arranged By: Chronological
Application Number: 89-27
Item Number: 420.08
Purpose:
Original faculty evaluations are maintained for sixty-five (65) years by the Provost's Office.
Procedure:
Retain in office for five (5) years following separation from employment, then dispose of provided no litigation is pending or anticipated.
Arranged By: By fiscal year
Application Number: 89-27
Item Number: 420.1
Purpose:
This record series consists of duplicate purchase orders, vouchers, requisitions and GAS reports. The originals of these documents are maintained by the University's Purchasing and Accounting Offices for six (6) years.
Procedure:
Retain in office for three (3) years, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.
Arranged By: Chronological
Application Number: 89-27
Item Number: 420.11
Purpose:
This record series consists of forms completed in order to refund lab fees to students who have paid them and then are not required to take the lab. This information is also recorded in the Bursar's Office and the Accounting Office.
Procedure:
Retain in office for three (3) years, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.
Arranged By: Chronological by year
Application Number: 89-27
Item Number: 420.12
Purpose:
This record series consists of a document which is used for the accounting of animals used for scientific experimentation (Federal Register, volume 42, number 117, June 17, 1977, paragraph 2.28 et seq.). In addition, the form serves to document the amount and type of animals used within the department. Data in the record series include the number of new animals, type of animals, number of animals used with drug experimentation, number of animals used without drug experimentation, appropriate signatures and titles, certificate of use, and date. The original is transmitted to the federal Department of Agriculture.
Procedure:
Retain in office for three (3) years, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.
Arranged By: Chronological by year
Application Number: 89-27
Item Number: 420.13
Purpose:
This record series consists of financial records documenting routine accounting functions within the Department of Chemistry. The documents function as reference for current balances and budgetary planning. Contents in the record series include: GAS (General Accounting System) reports, telephone bills, budgetary reports, various fund statistics, lab fee requests, grant summary report, and indirect summary reports. The originals are maintained by the Accounting Office.
Procedure:
Retain in office for three (3) years, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.
Arranged By: Chronological by year
Application Number: 89-27
Item Number: 420.15
Purpose:
This record series consists of financial documents which show monetary payments and receipts for the Department of Chemistry. The files are used as proof of purchase and contain data for budgetary planning. Contents in the series include copies of checks, vouchers, purchase orders, and purchase request forms. The originals are maintained by the Purchasing, Accounting and Grants and Admission Departments.
Procedure:
Retain in office for three (3) years, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.
Arranged By: Alphabetical by name
Application Number: 89-27
Item Number: 420.16
Purpose:
This record series consists of documents detailing the administration of grants awarded for chemical research. Contents in the record series include initial proposals, formal applications, and notice of award. The originals are maintained by the office awarding and/or allocating the grant funds.
Procedure:
Retain in office for six (6) years following termination of grant project, then dispose of provided all audits (federal and state) have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.
Arranged By: Chronological by year
Application Number: 89-27
Item Number: 420.17
Purpose:
This record series consists of a document that is utilized for effecting insurance coverage for temporary employees of the university. Data in the record series include name of employee, type of coverage, and historical background of the individual. The original is maintained by the Insurance Office.
Procedure:
Retain in office for five (5) years following termination of employment, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.
Arranged By: Alphabetical by name
Application Number: 89-27
Item Number: 420.18
Purpose:
This record series consists of personnel files covering civil service and staff employees within the department. The files serve to document employment history and provide data for general personnel administration. Contents in the record series include salary schedules, contracts, appointment forms, and correspondence relevant to work achievement. The originals are maintained by the Personnel Office.
Procedure:
Retain in office for five (5) years following termination of employment, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.
Arranged By: Alphabetical by topic
Application Number: 89-27
Item Number: 420.19
Purpose:
The record series contains interview schedules, advertisements, job descriptions, affirmation action forms, proposals and letters of reference.
Procedure:
Retain in office for three (3) years, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.
Arranged By: Chronological by year
Application Number: 89-27
Item Number: 420.2
Purpose:
This record series consists of a document which details circumstances of accidents incurred by student or staff employees. The form is used for settling insurance claims and related litigation. Data in the record series include name of employee, description of incident, and disposition of event.
Procedure:
Retain in office for five (5) years following termination of employment, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.
