College of Liberal Arts and Sciences-Social Science Research Institute

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Personnel Files

Arranged By:   Alphabetical
Application Number:   89-27
Item Number:   590.01

Purpose

The files contain personnel information retained on faculty, civil service workers, and graduate assistants including personnel salary and length of service summaries, time and attendance sheets, sabbatical leave requests, performance evaluations, academic personnel service appointment forms and related correspondence.

Procedure

Retain in office for five (5) years after separation from employment, then dispose of provided no litigation is pending or anticipated.

Grant Project Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   590.02

Purpose

The files contain all information retained on grants awarded to the research institute including copies of grant applications, award notices and grant amounts, financial status reports, and related correspondence.  Original copies of grant documentation and project outcome reports are retained with the University's Office of Sponsored Projects.

Procedure

Retain in the office for five (5) years following the expiration period of the correspondence grant(s), 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.

Fiscal Administration Files

Arranged By:   Chronological by fiscal year
Application Number:   89-27
Item Number:   590.03

Purpose

The records include purchase orders, invoice vouchers, budget work papers, expense billings, and copies of GAS reports.  Originals are maintained with the University Offices of Accounting, Accounts Receivable and Purchasing.

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.

General Correspondence Files

Arranged By:   Alphabetical by subject
Application Number:   89-27
Item Number:   590.04

Purpose

This record series consists of general correspondence files containing documentation of transactions of only ephemeral significance.

Procedure

Retain in office for three (3) years, then review files and dispose of all correspondence no longer possessing any administrative value.

Policy Advisory Board Meeting Minutes

Arranged By:   Chronological
Application Number:   89-27
Item Number:   590.05

Purpose

This record contains minutes of the Advisory Board Meeting Minutes.

Procedure

Retain in office for ten (10) years or until expiration of administrative value, whichever is longer, then transfer to University Archives for permanent retention.

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