College of Liberal Arts and Sciences-Physics Department

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Annual Reports

Arranged By:   Chronological
Application Number:   89-27
Item Number:   540.01

Purpose

This record series consists of annual reports prepared by the Physics Department highlighting important activities of faculty members and major accomplishments and achieved goals of the department during the previous year.

Procedure

Transfer to the University Archives for permanent retention.

Book Orders

Arranged By:   Chronological
Application Number:   89-27
Item Number:   540.02

Purpose

This record series consists of book orders for the various courses taught by the Physics Department.

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.

Budget and Fiscal Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   540.03

Purpose

This record series consists of purchase requisitions, purchase orders, invoice and travel vouchers, billings, and monthly/annual computer printout expenditure reports.  Originals or record copies of these files are maintained by the Accounting Office and the Purchasing 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.

Course Files

Arranged By:   Chronological by course
Application Number:   89-27
Item Number:   540.04

Purpose

This record series consists of syllabi, course outlines, examination, and quizzes maintained for every course offered by the department.

Procedure

Retain in the office for two (2) years or until administrative value has expired, whichever is longer, then dispose of.

Departmental Doctoral Program Proposals

Arranged By:   Chronological
Application Number:   89-27
Item Number:   540.05

Purpose

This record series consists of documentation related to the formulation and submission of proposals by the Physics Department for the creation of a doctoral program within the Department.  Included in these files are miscellaneous notes and working papers used in the development of the proposal and the original proposal.  Copies of the proposals are channeled through the offices of the Dean of the college of Liberal Arts and Sciences, the President, and the Illinois Board of Higher Education, respectively, for subsequent consideration and approval/rejection of the proposal.

Procedure

Retain in office for five (5) years, then transfer to the University Archives providing all administrative value has expired.  Archives staff will evaluate and accession any records containing archival value.  All other records may be disposed of providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Faculty Search Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   540.06

Purpose

This record series consists of records of job searches and related unsuccessful job applicant files.  Included are affirmative action forms, letters of response, copies of advertisements for the vacancy, applications and resumes from unsuccessful applicants, final reports by the Dean's Search Committee, and related correspondence.

Procedure

Retain in office for five (5) years following termination of the position vacancy, then dispose of providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Faculty Staff Meeting Minutes

Arranged By:   Chronological
Application Number:   89-27
Item Number:   540.07

Purpose

This record series consists of minutes and agendas of department faculty meetings.

Procedure

Retain in office for ten (10) years, then transfer to the University Archives for permanent retention.

General Administrative Correspondence and Reference Files

Arranged By:   Alphabetical by department and college
Application Number:   89-27
Item Number:   540.08

Purpose

This record series consist of the routine incoming and outgoing administrative correspondence of the Physics Department along with miscellaneous reference material such as faculty bulletins, information regarding various fellowships and other related special programs, reports from other offices of the University regarding such things as student enrollment and graduation data, working papers used in the development of curse scheduling, and duplicate minutes from various University-wide committee and staff meetings.

Procedure

Retain in the office for three (3) years, then (with the assistance of the University Archives staff) review files and dispose of extraneous items and transfer any materials possessing archival value to the University Archives for permanent retention.

Grant Award Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   540.09

Purpose

This record series consists of research grant files maintained by the Physics Department for faculty members who have received such awards.  Types of documents contained within the files include copies of grant proposals; copies of approval sheets; supporting budgetary information such as requests for advance, vouchers, purchase orders, requisitions, etc.; copies of the final report regarding the project; and any related correspondence.  All original documentation (grant applications, proposals, project narratives, project budgets, etc.) of grants received through or with the assistance of the University is maintained by the Office of Sponsored Projects.

Procedure

Retain in the office for six (6) years following completion of the project, then dispose of providing all audits (state and federal) have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Personnel Files - Active and Inactive

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   540.1

Purpose

This record series consists of active and inactive personnel files for faculty members, civil service, and student workers of the Physics Department.  Types of documents found within the files include the following:  copies of contracts; tenure evaluations; notices of leave and/or sabbatical; resumes; documentation of salary/ classification changes; copies of hiring/appointment papers; termination papers (if applicable); performance evaluations; job descriptions; applications; time and attendance records; Student Work Authorization forms; and any related correspondence. Original personnel files of student workers are maintained by the Student Financial Aid Office.  Original faculty and no-rank faculty personnel files are maintained by the Provost.  Original civil service personnel files are maintained by the Civil Service Personnel Office.  With no exceptions, all original personnel files will be scheduled for a retention period of sixty-five (65) years.

Procedure

Retain in the office for five (5) years after termination, graduation or date of last attendance, then dispose of providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Student Files - Graduate and Undergraduate

Arranged By:   Alphabetical by name
Application Number:   89-27
Item Number:   540.11

Purpose

This record series consists of individual files for each student pursuing an undergraduate or graduate Physics degree.  Types of documents found in a student file are:  grade reports; statements of academic standing; graduation progress reports; declaration and/or change of major forms; notes from meetings with advisors; transfer adjustment/ substitution waivers; applications for Graduate School; applications for Graduate Assistantships (if applicable); college transcripts; letters of recommendations; copies of G.R.E. or T.O.F.E.L. test scores; course schedules; teaching assistantship letters of offering and response; teaching assistantship contracts, and any related correspondence.  Official records of graduate students are maintained permanently by the Graduate School while official undergraduate student records are maintained permanently by the Registration and Records Office.

Procedure

Retain for five (5) years after graduation or date of last attendance, then dispose of.

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