Chapter 12

12-803.6. Administrative Files. A. Description: Document actions of a state college or university’s provost or vice presidents. Information includes memoranda and reports concerning institution policy, organizational and pro- gram development records, and important fiscal data an…

12-804.10. Attorney General Opinions. A. Description: Official opinions issued by the Attorney General or his assistants. These are legal interpretations written upon request of a college or university to guide in enforcing and obeying the law. Also included is related correspond…

12-804.11. Calendars. A. Description: Used to keep track of work related events and commitments of college or university staff members. Information includes daily appointment books, calendars, and other records indicating dates for meetings and work activities. B. Retention: Unti…

12-804.12. Central Supply Request. A. Description: Document copies of central supply requests processed for a college or university. Information includes date, department account code, requisitioner, item number, quantity ordered, quantity issued, description, price, extension, d…

12-804.13. Committee Files. A. Description: Document actions and recommendations of committees, established to provide advice on policy matters and other management topics. Information consists of letters, memoranda, and other paper work concerning budget matters, maintenance of …

12-804.14. Computer Utilization Summaries. A. Description: Generated to determine staff use of an institution’s computer systems. Information details the total time the system is used, amount of individual staff time the system is used, and total time work stations are used (incl…

12-804.15. Conferences, Workshops, And Seminars File (College or University Spon- sored). A. Description: Files concerning each conference, workshop or seminar sponsored by the college or university. Information includes registration material, letters, brochures, lists of restaur…

12-804.16. Deeds And Leases To College or University Property. A. Description: Document deeds and leases to real property owned or used by the state. Information includes description and location of the property, maps, sale agreements, land acquisition forms, deeds, lease agreeme…

12-804.17. Grant Files (Active and Inactive). A. Description: Used to retain information concerning financial grant assistance received by a state supported college or university. Files contain some or all of the following documents: statement of budget and expenditures, notices …

12-804.18. General Correspondence and Reference File (Non-Executive Levels). A. Description: Routine correspondence and reference materials created or retained by non- executive level staff. Letters and memoranda reflect communications regarding program procedures, general work a…

12-804.19. Information Technology Plans. A. Description: Prepared by state colleges and universities to outline their anticipated needs for information technology. Plans reflect information requirements, equipment needs, service specifica- tions, cost, and technology purchase req…

12-804.20. Internal Management Policy and Procedure Files. A. Description: Policies, procedural directives and manuals developed by an institution to govern its internal management functions such as payroll, procurement, personnel administration, equipment inventory, and other in…

12-804.21. Legislative Reference Files. A. Description: Records pertaining to bills, prospective legislation and laws. Information includes bill and supporting material concerning proposed legislation, such as newspaper clippings, reports, and correspondence. The series also incl…

12-804.22. Litigation Case Files. A. Description: Document judicial proceedings, which involve the college or university. Files include some or all of the following documents: affidavits, summons and complaints, responses, orders of dismissals, notice and general appeal, laws and…

12-804.23. Mailing Lists. A. Description: Used to record the names and addresses of clients and other persons with whom the college or university has regular contact. Information includes mailing lists, and registers concern- ing employees, officials, and constituents, whom colle…

12-804.24. Management Information Reports. A. Description: Provide information concerning general administration, facilities management and student enrollment. Reports concern surveys, facility inventories, student enrollment figures and projections, and other related topics. B. …

12-804.25. Motor Vehicle Insurance. A. Description: Record of motor vehicle insurance retained by a college or university. It includes insurance policies which list effective policy dates, amounts of coverage, number of vehicles covered, and rate. Also included are notes, corresp…

12-804.26. Motor Vehicle Operations and Maintenance Files. A. Description: Files of motor vehicle operations and maintenance. Included are requests for institution vehicles, vehicles inspection/use reports, motor vehicle accident reports, motor vehicle inventories, and other rela…

12-804.27. Motor Vehicle Purchase File. A. Description: Used for reference and vehicle management. Information includes vehicle proper- ty receipt, purchase orders, bid worksheets, institution vehicle inventory forms, motor vehicle titles, vehicle insurance information, and other…

12-804.28. Organizational Charts. A. Description: Reflect the organizational structure of a college or university and its departments. Information includes a diagram which shows a systematic and symbolic arrangement of an institution’s departments and program areas by name and fu…

12-804.29. Permanent Improvement Files. A. Description: Files concern construction of and permanent improvements to the college or university’s facilities. Information includes project proposal, capital improvement requests, authoriza- tions to execute construction contracts, cos…

12-804.30. Photographs. A. Description: Photographic proofs and negatives of college or university activities. Photographs may include identification according to time, place, and college or university activity. B. Retention: (1) Office: Until no longer needed for reference. (2) …

12-804.31. Property Inventories. A. Description: Itemized lists of fixed assets (except land and buildings) completed by institutions. Information includes inventories of equipment, furniture, and other similar property. B. Retention: 3 years; destroy. HISTORY: Added by State Reg…

12-804.32. Public Relations File. A. Description: Information concerning college or university publicity. Included are press releas- es, biographies, newspaper clippings, promotional materials, bulletins, broadcast scripts, photographs, visual documentation, and other related ite…

12-804.33. Publications. A. Description: Printed material published by state colleges or universities for internal and external distribution. This series includes directories, manuals, research reports, surveys, and other college or university publications (except annual report).…

12-804.34. Contracts. A. Description: Used to document contractual relationships between the college or university and service providers. Information includes the contract with description of their services to be provided, dates of the contract, signatures, and correspondence. B.…

12-804.35. Records Management Files. A. Description: Files related to an institution’s records management program. Included are records retention schedules, guidelines, information concerning records inventory and scheduling, records transfers, microfilm applications, disposal no…

12-804.36. Speeches. A. Description: Drafts and final copies of speeches given by Administrative Services staff below the college or university president, provost, and vice presidents’ level. Speeches concern program proce- dure, work activities, and related topics. B. Retention:…

12-804.37. Surveys/Maps. A. Description: Developed by an institution to carry our its mission and function. Information concerns roads, boundaries, property lines, corners, monuments, road marker placements, structures, sites, and other related data. B. Retention: (1) Office: Unt…

12-804.38. Telephone Logs. A. Description: Listing of telephone calls made by college or university personnel for a particular time period. Logs reflect date, time, caller, recipient of call, and nature of business discussed. B. Retention: 3 years and until reconciliation of tele…

12-804.39. Telephone Bills. A. Description: Provide a monthly statement of charges for telephone calls billed to a college or university. Information includes telephone number charged with call, account number, type of call, date of call, time, number of minutes, destination of t…

12-804.40. Work Order Request File. A. Description: Document copies of work order requests for all program classifications of the institution. Information on the work order requests include date, site of work, service or modifications requested, estimated cost, budget code to be …

12-804.41. Work Reports. A. Description: Reports of work activities performed by personnel carrying out regular or special duties. Series does not include published project reports or reports to the Governor or General Assembly. These documents reflect dates, person responsible f…

12-804.5. Accreditation Reports. A. Description: Used to record observations, recommendations and decisions of visiting accredita- tion committee members. These reports are received from study committees of accreditation associa- tions for colleges and universities. Reports refle…

12-804.6. Meeting Minutes (Non-Executive Levels). A. Description: Records of meetings held by non-executive level staff. Information includes agenda, place, date, list of attendees and a summary of discussions and decisions. Also included are informational attachments such as rep…

12-804.7. Administrative Bulletins. A. Description: Used to record and circulate information concerning policies, procedures, and administrative activities of a college or university. Information includes administrative directives, staff and faculty assignments, educational oppor…

12-804.8. Administrative Regulations. A. Description: Issued by the Commission on Higher Education and used for the general operation of college or university programs. Information includes regulations, instructions or other issuances that establish methods to administer a colleg…

12-804.9. Annual Reports. A. Description: Published report of college or university activities made annually to the General Assembly. Information includes financial summaries, objectives, goals, and other data concerning the college or university during the fiscal year. Most annu…

12-805.10. Employment Applications (Not Hired). A. Description: Completed employment applications and personal resumes of applicants who were not hired by a college or university. Information includes applicant’s name, address, Social Security Number, position applied for, educat…

12-805.11. Employment Data Analysis by Sex and Race. A. Description: A statistical breakdown of information concerning employees by type, number, salary, and percentages of minority personnel. Information includes type of employees such as officials/administrators, professionals,…

12-805.12. Equal Employment Opportunity Report. A. Description: Documents the job classification and compensation of all college or university personnel. Information includes class code, slot, name, Social Security Number, employee number, pay rate, state/federal funding, race an…

12-805.13. Equal Employment Opportunity Reporting and Personnel Research Forms. A. Description: Forms completed by applicants for state employment as part of their employment application. Information includes statistics on job applicants which are reported annually to the State H…

12-805.14. Faculty Contracts (Full and Part Time). A. Description: Document contracts between faculty members and a college or university. Con- tracts reflect name of instructor or professor; Social Security number; position; subject taught; employment dates; total number of hour…

12-805.15. Grievance Files. A. Description: Document grievance proceedings initiated by employees in classified positions. Information includes grievance filing, decisions rendered at each level of the grievance procedure, grievance and appeal procedures for the college or univer…

12-805.16. Job Announcements (Vacancies). A. Description: Announcements concerning job openings in institutions. Information includes title of position, salary or grade range, description of job duties, closing date, and to whom applications should be directed. B. Retention: 2 ye…

12-805.17. Job Classifications. A. Description: A listing of all job positions classified by the Division of Human Resource Management. Information includes position qualifications, pay grades, and duties for positions in state service. This series is scheduled through the State …

12-805.18. Leave Records. A. Description: Record of the amount of leave earned and taken by college or university employees. Information includes employee’s name, type of leave (annual, sick, other), service date, Social Security number, amount of leave earned and charged, and le…

12-805.19. Leave Slips. A. Description: Forms completed by college or university employees to request time off from work. Information includes employee’s name, Social Security number, type of leave, number of days or hours requested, date requested, and employee’s signature. B. R…

12-805.20. Log and Summary of Occupational Injuries and Illnesses. A. Description: Record of work-related injuries, illnesses, and deaths. Information includes case or file number, date of injury or onset of illness, employee name, occupation, department, description of injury or…

12-805.21. Personnel Administrative File. A. Description: File concerns administration of personnel policy. Information includes correspon- dence, reports, memoranda, and other records regarding personnel procedures. B. Retention: Until superseded, updated, or no longer needed fo…