computer competency

Long Island University

Table of Contents

Announcements and Information: Routine This series consists of information transmitted between parties.  This information does not result in the formulation of policy or contract.  It may be transmitted internally between employees, or externally, and may include but is not limited to notices of seminars, conferences or workshops, queries regarding processes or ideas, electronic journals and general information of programs. Recommended retention:

A. Retain until obsolete, superseded or administrative value is lost.

administrative policy records This series is arranged in alphabetical subject files, but may include chronological reading files, bound reports, tape recordings, photographs, and other information types, all of which document the activities of the Provosts, Vice Presidents, Assistant/Associate Vice Presidents, Deans and Assistant/Associate Deans. Recommended retention:

A. 3 fiscal years.  Prior to destruction, offer to University Archives.  

administrative support records This series documents the administrative records that are used to carry out the functions of University offices. Recommended retention:

A. 3 fiscal years.   

Accreditation Records This series consists of reports and supporting information documenting the process of becoming accredited and/or activities associated with reporting and/or confirming accreditation by professional, licensing and certifying associations. Recommended retention:

A. Significant correspondence, reports, questionnaires, self study records and reports, guides and related document transmitted between University and TEAC: Permanent

B. Routine correspondence and transmittal records, drafts of guides and reports, and fiscal records: 6 years after accreditation approved or denied.

ballots

This series consists of ballots used by internal departmental or college committees. Recommended retention:

A. 60 calendar days after ballots counted and results posted.

Certification Records

This series documents the preparation of students earning degrees and/or certification for licenses or certificates to enter a profession and forms the basis of the initial certification. Records may include: applications copies of violence & child abuse seminars proof of other certificates, proof of liberal arts and related correspondence.

Recommended retention:

Record Copy: Departments Retention: 5 years after initial certification.

course and program records This series consists of internal development and approval for credit, non credit, and continuing education program and courses. Recommended retention:

A. Curriculum and related records describing course of instruction and course content, including transfer status information and course history records: 7 years

i. Approved internal application for curriculum: 7 years

ii. Denied internal application for curriculum: 1 year

iii. Curriculum planning records: 0 after no longer needed

Prior to destruction, offer to University Archives.

class information This series consists of grade sheets, class schedules, class syllabi, class bulletins, class record books. Recommended retention:

A. 1 year.  

Conference Records This series consists of but is not limited to registration materials, correspondence, financial reimbursement and public relations materials for conferences. Recommended retention:

A. 3 fiscal years.  

Committee Files This series documents the service of individuals on university committees and boards. Recommended retention:

A.  Retain until obsolete, superseded or administrative value is lost.  Prior to destruction, offer to University Archives.

Examinations, Tests, Term Papers, & Homework Records

This series documents work of student subject mastery in institution courses not returned to the student. Records may include but are not limited to: examinations and answers; quizzes and answers; homework assignments; course papers; term papers; and essay assignments. This series does not include graduate student qualifying or comprehensive examinations.

Recommended retention:

Retention: (a) 6 months after completion for uncontested grade results; (b) until resolved for contested grade results.

Grade Change Records This series consists of slips used by departments to change a student's grade on the official University transcript.  Master record maintained at the Office of the Registrar. Recommended retention:

A. Duplicates: One calendar year.

Grievance Records This series consists of department copies of grievance files. Recommended retention:

A. 6 years after resolved.

independent study records

This series documents departmental approval for students to enroll in independent study courses. Records may include but are not limited to: permission sheets with students' names; course names; number of credits; and faculty signatures.

Recommended retention:

Retention: 6 years

Meeting Notices This series consists of notices of meetings.  Often, this series will act as an avenue to set up meetings by coordinating schedules or acting as a reminder of meetings.  Formal meeting notices along with attendees, agendas, and minutes will be maintained as a separate series scheduled as Committee Files. Recommended retention:

A.  Retain until obsolete, superseded or administrative value is lost.  

Memoranda This series consists of interoffice or interdepartmental communications which do not subsequently result in the formulation of policies. Recommended retention:

A. Retain until obsolete, superseded or administrative value is lost.

Personnel files - Department/College/Unit copies This series consists of departmental files, and includes copies of hiring documents etc.  It may also include but is not limited to letters of recommendation or recommendation, disciplinary letters, and other correspondence. Recommended retention:

A. 7 years after termination of employment provided no litigation is pending.  

Promotion and Tenure Records This series consists of documentation for the review process on promotions and tenure.  May contain but is not limited to forms, letters and accompanying data.  The letter granting promotion and/or tenure is kept in the Personnel File at Human Resources. Recommended retention:

A. Denied: 7 years after termination of employment provided no litigation is pending.

B.  Granted: Maintain until after next review period is complete. C.  Duplicates: Retain until obsolete, superseded or administrative value is lost.

Scholarship Records

This series consists of Individual scholarship file including but not limited to applicants, list of eligible candidates, list of competition winners and alternates, recommendations, authorization of awards, financial statements, accounting data, reports, and correspondence

Recommended retention:

A. 6 years

B. List of Scholarship awarded students: Permanent

Student Evaluations of Faculty This series consists of student evaluations of faculty and courses. Recommended retention:

A. 3 Years.  

Student Graduation Records This series may include graduation related correspondence.  Master record maintained by the Office of the Registrar or Graduate School. Recommended retention:

A.  Graduates: 1 year after graduation. B.  Non-graduates: Retain 7 years after termination of attendance unless special circumstances are present.  

Student Payroll Records This series documents student employment at the department or unit level, and may include but is not limited to copies of employment forms, W-4 cards, payroll records and copies of social security cards.  Master record maintained at Student Employment Services, or Payroll. Recommended retention:

A. Duplicates: 3 fiscal years after termination of employment.

Student Advising Records

This series is used to provide a record of academic progress. Most of the components in this record series are reference copies of records maintained in the files of the Registrar's Office and/or the Graduate School and are maintained for the convenience of the student academic advisors. Records may include but are not limited to: admission; notices of admission; grade reports; departmental course waiver forms; advising checklist forms; advisors' notes; copies of transcripts; Plans of Study; recommendation letters; re-admission notices; comprehensive exam results; and related documentation and correspondence.

Recommended retention:

A. Retention: 1 year after degree completion.

B. Inactive files 2 -3 years

C. Admissions Office: For applicants who are accepted and attend: 6 years after graduation or date of last attendance

Telephone Messages This series consists of common telephone message books or slips filled out by employees, and may also include electronic phone messages. Recommended retention:

A.  Retain until obsolete, superseded or administrative value is lost.

Theses and Dissertations Records (Portfolios)

This series documents the completion and academic acceptance of graduate theses/portfolios and dissertations presented to colleges in fulfillment of requirements for graduate degrees. This series includes final and accepted copies of theses and dissertations.

Recommended retention:

Record Copy: University Archives Retention: Permanent (i.e. Library) Other Copies: Department Units Retention: Until no longer needed.

Workshop Records This series consists of registration fees, publications and correspondence related to workshops conducted or sponsored by departments or units. Recommended retention:

A. 3 fiscal years.

Index