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Vice President for Academic Affairs - Dean of Faculty
Davidson College Records Management Program
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The Vice President for Academic Affairs and Dean of Faculty oversees
the areas of academic departments, the Center for Interdisciplinary Studies,
Computer Services Center, Dean Rusk Program in International Studies, Office
of Grants and Contracts, Library, Love of Learning Program, Office of Study
Abroad, Teacher Education Program, and the Registrar's Office. This office
is one of four vice presidents for the college and reports directly to
the president.
ACADEMIC DEPARTMENT FILES. Records relating to the academic departments
and programs of the college. Files include surveys, annual reports, correspondence
with department chairs, policy statements, etc. Files may contain restricted
information.
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Disposition Instructions: Transfer to College Archives after 3 years
or when reference value of file ceases for appraisal and final disposition.
ADMINISTRATIVE OFFICES. Records for each of the administrative areas supervised
by the Vice President for Academic Affairs and correspondence with other
administrative offices. Files contain mission and policy statements, reports,
personnel files, correspondence, and memorandums. Personnel Files may contain
restricted information.
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Disposition Instructions: Transfer files, except the Personnel Files,
to College Archives after 3 years or when reference value of information
ceases for appraisal and final disposition. Transfer Personnel Files to
Human Resources Office to be incorporated into official personnel file
3 year after employee terminates service.
COMMITTEES. Records of faculty, administrative, and appointed committees.
Files include minutes and reports. Files may contain restricted information.
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Disposition Instructions: Permanent. Transfer to College Archives
after 2 years for permanent retention.
COURSE EVALUATIONS AND SIGNATURE FILE. Evaluations: copies of student evaluations
of courses. Signature file: Signature portion of evaluation form - detached
and file separately. Files contain restricted information.
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Disposition Instructions: For tenure-track faculty, destroy 3 years
after tenure review completed. For non-tenure track faculty, destroy after
1 year.
COURSE SYLLABI. Copies of syllabi for courses offered each semester.
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Disposition Instructions: Transfer to College Archives after 1 year
for appraisal and final disposition.
FACULTY ENROLLMENT STATISTICS. Statistical reports on faculty course enrollments
and departmental activities.
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Disposition Instructions: Permanent. Transfer to College Archives
after 5 years for appraisal and final disposition.
FACULTY FILES. Personnel records on faculty members. Files contain copies
of letters of appointment, correspondence, biographical forms, tenure and
review information where appropriate, transcripts, salary increase letters,
vitae, faculty activity reports, and copies of any citations or awards
received. Files contain restricted information.
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Disposition Instructions: Transfer to College Human Resources Office
to be incorporated into official personnel file 3 year after faculty terminates
service.
FOUNDATIONS. Records relating to funding of professorships and equipment
through Foundations. Includes copies of agreements and correspondence.
Records may contain restricted information.
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Disposition Instructions: Transfer to College Archives 1 year after
agreement/grant completed for appraisal and final disposition.
GENERAL OFFICE FILES. Records concerning the administration of the office.
Files may contain reports, memorandums, correspondence, directives, and
other records.
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Disposition Instructions: Transfer to College Archives after 3 years
or when reference value of file ceases for appraisal and final disposition.
JOB SEARCHES. Records concerning activities of specially formed search
committees charged with recruiting new or replacement faculty members.
Files may contain correspondence, resumes, applications, and other related
records. Files contain restricted information.
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Disposition Instructions: Transfer applications and other records
for individuals hired to appropriate personnel file when individual accepts
position. Destroy in office applications for individuals not hired 2 years
after date of receipt if no charge of discrimination has been filed. If
charge has been filed, destroy in office 1 year after resolution of charge.
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Records Management Coordinator: Jan
Blodgett
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Davidson
College Records Management Program
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Last Modified: March 25, 1998