Content Description

Records from the Dean of Faculty office including administrative records, annual reports, committee files, correspondence, meeting files, minutes, photographs, printed materials, promotional materials, studies, reports and subject files.

Acquisition Type

Transfer

Provenance

Stored in the basement of Armstrong Hall under custodianship of Dean of Faculty office.

Restrictions Apply

Yes

Access Restrictions

Dean of Faculty Records: Access and Restrictions Note The Office of the Dean of Faculty retains the right to access the records in this project at any time and to authorize researcher access. Special Collections staff will review unauthorized research requests with reference to the following guidelines for disposition: Processing Guidance: We will destroy (securely shred): • Materials with sensitive information that the College is not legally obligated to keep and that have no archival or historical value. E.g., social security numbers, account numbers, medical health information pertaining to members of the college community • Student records subject to Family Educational Rights and Privacy Act (FERPA) or other legal restrictions We will remove and return: • Materials relating to personnel matters involving current employees. o The Office of the Dean of Faculty will then dispose based on college personnel records policy:  Personnel File – hard copy employment records – destroyed after 7 years for employees who terminate and do not meet the retiree criteria (things like application materials, appointment letters, benefits elections, performance reviews, etc.) · Retiree File – hard copy employment records that are maintained until the retiree (and if they have a spouse, the spouse) are deceased · Performance Record – this would be the performance reviews that are maintained for the same time periods noted above in the employees files (for terminated, shredded after 7 years; for retirees held until deceased) Note: Special attention will be paid to sensitive materials that do not fall into the categories above (archivist, library director, and Dean of Faculty’s office will consult) We will document removals and restrictions by adding notes in the box and finding aid, e.g.: REMOVAL: state box and folder number or name, disposition/location, staff initials, date: i. Box 564b, Folder 41: Grievance report and (unrelated) police reports REMOVED by College Archivist in consideration of FERPA restrictions and other privacy issues; transferred to Dean of Faculty storage (CD, July 2022) Examples of Disposition Measures: i. Private information in student excuse files. • All student records in this sequence are redundancies and should be securely disposed (shredded). ii. Discussion of retired faculty member’s health. • No personnel files, or minutes referring to personnel matters, should be stored in Creekside. (e.g., board meeting minutes that discusses the non-granting of tenure and the reasons). The Office of the Dean of Faculty will dispose of them using the record policy provided by the Human Resources Department. iii. Board Meeting Minutes/Handouts. • All files in this sequence are restricted to internal use only until fifty years from date of creation. [this is the restriction on Board of Trustees Minutes, as requested by the President’s Office during the Celeste era.] Any discussion of personnel matters in these minutes will be securely shredded.