Political Science Retention Schedule

79-01

Accounting/Financial Records: Including accounts payable, book orders, invoices, ledgers, vouchers, accounts receivable, annuity records, bad debt actions, balance sheets, cash books, cash disbursement journals, cash journals, receipts, register tapes, chart of accounts, cost accounting, expenditure reports, journal entries, journals, payroll change reports, checks, petty cash records, registers, requisitions, royalty payments, student accounting records, travel expenses, workers compensation

Paper/Electronic

4 years, then recycle/delete

Note: Documents with bank account or credit card numbers must be shred. 

79-02

Accreditation Files: University, college or department files documenting accreditation review by accrediting agencies.

Paper 

4 years, then contact University Archives for historic appraisal

79-03

Advertising/Promotional Materials: Materials made in house to promote the department/college/university; i.e. brochures, newsletters, pamphlets, etc.

Paper 

Upon creation, contact University Archives to appraise for historic value

Retain all other copies until no longer of administrative value, then recycle

79-04

Annual Report: Annual self-study of the department that encompasses at least some or all of the following: department activities, outreach events, personnel changes, logistical information, future goals, etc. May also include other special reports created by department. 

Paper

3 years, then contact University Archives for historic appraisal

79-05

Correspondence

A. Routine/Transient: Referral letters, requests for routine information or publications provided to the public by an agency that are answered by standard form letters

B. General: Includes internal letters and memos; also correspondence from various individuals, companies, and organizations requesting information pertaining to agency and legal interpretations and other miscellaneous inquiries. This correspondence is informative, (it does not attempt to influence policy). 

C. Executive: Deals with significant aspects of the administration of the offices. Includes information on policy, program, fiscal or personnel matters.

Electronic/Paper

Note: Contact the University Records Manager for help with email management.

A. Retain until no longer of administrative value, then recycle or delete from email client

B. 1 year, then recycle or delete from email client

C. Retain 3 years (if email retain in email client), then delete or export from email client to PDF

79-06

Course Syllabi

Paper/Electronic 

Active + 6 years, then recycle

79-07*

Faculty Activity Reports: Records listing teaching and advisory assignments, research, administrative duties, public service, etc.

Paper 

Active + 6 years, then recycle*

79-08*

Faculty Teaching Evaluations: Student evaluations of a teacher’s performance. Includes faculty evaluation aggregate reports.

Paper 

5 years, then recycle*

79-09

Meeting Minutes: Minutes and files of departmental committees

Paper 

3 years, then contact University Archives to appraise for historic value

79-10*

Personnel Files: Unofficial copies, for departmental use only, of employment records for classified/administrative staff and faculty, both part-time and full-time. Files may contain applications, contracts, position descriptions, letters of commendation/reprimand, performance evaluations, leave forms, PERS forms, resignations, termination notices, and other related items.

Paper 

Active + 1 year, then shred*

Note: Provost Office maintains the official copy permanently.

79-11

Policies & Procedures: List of department guidelines, policies, procedures, etc. on various topics, including Promotion & Tenure. 

Paper 

Retain until superseded or updated, then contact University Archives for historic appraisal

79-12

Promotion & Tenure Files: Recommendations, evaluations, materials submitted for faculty promotion/tenure.

Paper/Electronic 

Active + 1 year, then shred

79-13

Scholarship Files: Information on students receiving financial aid through a scholarship.

Paper 

Active + 1 year, then shred

Note: Student Financial Aid maintains official copies.

79-14*

Search Committee/Recruitment Files: Records of individuals who applied or interviewed for positions for which a committee was formed. Files contain position authorization forms, job descriptions, search committee minutes, applicants’ credentials including non-hires, search chronologies, authorization to hire forms, correspondence with applicants and all handwritten notes from all interviewers.

Paper 

3 years, then shred*

79-15*

Student Files: Files maintained in office on students enrolled in the department. May include transcripts, letters of recommendation, documents regarding progress toward degree, transfer credit evaluations, etc.

Paper 

Active + 1 year, then shred*

Note: Registrar maintains official academic files permanently.

79-16

Transient Documents: Records that have a very short-lived administrative, legal, or fiscal value. May include, but are not limited to: curriculum modifications, post-it notes, routing slips, telephone messages, e-mail or voicemail, copies, notes or drafts used in the production of public records, and surveillance videos.

Paper/Electronic 

Until no longer of value or superseded, then recycle or delete