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					Records Inventory
2010
                                                                                        Shawnee State University
                             A            B              C              D                        E                                        F                                G           H         I          J
                        Division        Area        Department      Location         Record Series Title                Record Series Description                     Span Dates     Format Group      Retention
                    1
                                                                                   Adjunct Faculty and FS       Adjunct FS overload + summer, contract
                                                   CAS Dean's                                                                                                          02/01/2004
                        Academic   Arts/Sciences                 Massie 104        Overload and Summer          copies filed in 3" binders - filed alphabetically -                  Paper   PER2000    Indefinite
                                                   Office                                                                                                             thru present
                                                                                   Contract Copies              1 Lin Ft using 3" ends for measurement ( 3 ft)
                    2
                                                                                                                Filed in file cabinet - maintaining adjunct
                                                   CAS Dean's                                                                                                           2007 to
                        Academic   Arts/Sciences                 Massie 104        Adjunct Faculty Records      resumes, correspondence, contract copies -                           Paper   PER2000    3 years
                                                   Office                                                                                                               Present
                    3                                                                                           filed alphabetically - 3 ft
                                                   CAS Dean's    Massie 100 &                                   Paper files with search documents only-filed            1998 to
                        Academic   Arts/Sciences                                   Faculty Search Material                                                                           Paper   PER2000    Indefinite
                    4                              Office        104                                            by search number - 2 Lin Ft                             Present
                                                                                   Full-Service Faculty Files
                                                                                                                In 8.5 X 11 manila file folders - filed
                                                                                   w/copies of contracts,
                                                   CAS Dean's    Massie 104 file                                alphabetically - Informational purposes and             1995 to
                        Academic   Arts/Sciences                                   correspondence, and                                                                               Paper   MIS1010    Indefinite
                                                   Office        cabinet                                        official evaluation data for faculty promotion          Present
                                                                                   student evaluation
                                                                                                                folders - 1.5 Ft
                    5                                                              summaries

                                                   CAS Dean's                      Historical File-Inactive-    Reference filed alphabetically by topic in file
                        Academic   Arts/Sciences                 Massie 104                                                                                           1997 to 2007   Paper   ADM9910    Indefinite
                                                   Office                          informational items          cabinet -for historical purposes- 2.5 Lin Ft
                    6
                                                                                   General File with            Filed in Lateral File Cabinets -1 -Manila
                                                   CAS Dean's
                        Academic   Arts/Sciences                 Massie 104        Correspondence,              Folders ~Letter size - used for reference - filed 2007-Present       Paper   ADM9910    3 years
                                                   Office
                    7                                                              informational items          alphabetically by topic - 3 Lin ft
                                                                                                                Filed on Bookshelves in Conference Room - in
                                                                                                                binders - used to track and report amount
                                                   CAS Dean's                      Lab Fees - expenditures
                        Academic   Arts/Sciences                 Massie 104                                     spent by each department - filed by          2007-Present            Paper   FIN2000    3 years
                                                   Office                          and income records
                                                                                                                department - 1 Lin Ft using 3" ends for
                    8                                                                                           measurement

                                                                                                                Necessary Records and Information about
                                                   CAS Dean's                                                   staff filed in file cabinet - files with pertinent
                        Academic   Arts/Sciences                 Massie 104        Personnel File                                                                     1992-Present   Paper   PER2000    Indefinte
                                                   Office                                                       information (SS#, Phone #, Etc) for Dean,
                                                                                                                Secretary, Student Employees - 2.5 Lin Ft
                    9
                                                                                                                Official original copies of faculty evaluations -
                                                   CAS Dean's    Massie 106        Student Evaluations -
                        Academic   Arts/Sciences                                                                Filed in 5 boxes by year and department - 7            2002-2007     Paper   MIS1010    3 years
                                                   Office        under table       Original
                10                                                                                              Lin Ft

                                                                 Massie 104-
                                                   CAS Dean's    Bookshelf for 06- Department Chair Meeting     Binders-Official record of CAS Chair Meetings-
                        Academic   Arts/Sciences                                                                                                               1992-Present          Paper   ADM9910    Indefinite
                                                   Office        07-Conference     Minutes                      by Date - 3.42 feet
                                                                 Room for 92-07
                11
Records Inventory
2010
                                                                                   Shawnee State University
                          A            B              C             D                      E                                    F                             G            H           I          J
                                                             Massie 104-
                                                             Bookshelf for 07
                                                                                                         Binders - for transfer students' reference,
                                                CAS Dean's   and 08
                     Academic   Arts/Sciences                                  Course Syllabi for CAS    Department, then alpha, then numerical, 9.66    1996-present    Paper    EDU3000     Indefinite
                                                Office       Conference
                                                                                                         feet
                                                             Room for Yeat 96-
                12                                           06
                                                             Massie Hall,                                Excel - To calculate overload hours taught, a
                                                CAS Dean's                    CAS full-service faculty                                                                  Computer
                     Academic   Arts/Sciences                Room 100                                    record of all courses taught by each faculty    2004-Present            PER3000      Active + 6
                                                Office                        workload report                                                                            Record
                13                                           Computer                                    member alpha by department
                                                             Massie Hall,
                                                CAS Dean's                                               Excel - Track vacation days used by chairs                     Computer
                     Academic   Arts/Sciences                Room 100         Chair Vacation Days                                                        Present Year            FIN2000      Active + 1
                                                Office                                                   each year, by department                                        Record
                14                                           Computer
                                                             Massie Hall,                                Excel, Track hours taught and prepare
                                                CAS Dean's                                                                                                              Computer
                     Academic   Arts/Sciences                Room 100         Adjunct Hours              comparison report for adjunct expenses ,        2004-Present            PER3000      Active + 6
                                                Office                                                                                                                   Record
                15                                           Computer                                    alpha by department.
                                                             Massie Hall,
                                                CAS Dean's                                               Excel, Required by SSU/SEA Contract,                           Computer
                     Academic   Arts/Sciences                Room 100         Chair Evaluations                                                          2004-Present            MIS1010      Indefinite
                                                Office                                                   arranged by department                                          Record
                16                                           Computer
                                                             Massie Hall,
                                                CAS Dean's                                               Excel, Track to whom and amount of Dean's                      Computer
                     Academic   Arts/Sciences                Room 100         Dean's Travel Fund                                                         2009-Present            FIN2000      Active + 1
                                                Office                                                   travel funds allocations, arranged by date                      Record
                17                                           Computer
                                                             Massie Hall,
                                                CAS Dean's                    Lab Fee Expenditures and   Excel, Track expenditures and balances of lab                  Computer
                     Academic   Arts/Sciences                Room 100                                                                                  2009-Present              FIN2000       3 years
                                                Office                        Balances                   fees, by department and by date                                 Record
                18                                           Computer
                                                                              General Information for
                                                                              Each Term (adjunct mail
                                                             Massie Hall,                                Word, Excel, for future reference to various
                                                CAS Dean's                    box numbers,                                                                              Computer
                     Academic   Arts/Sciences                Room 100                                    details of the term. Documents alpha within     2007-Present            ADM9900       3 years
                                                Office                        correspondence to                                                                          Record
                                                             Computer                                    file
                                                                              adjuncts, course related
                19                                                            emails, etc)
                                                             Massic Hall,
                                                CAS Dean's   Room 100,                                   File Folder - Details of Pcard charges, by        2005 to       Paper in
                     Academic   Arts/Sciences                                 Pcard Records                                                                                         ACC1000    5 years
                                                Office       Wooden File                                 month, 2.5 inches                                 Present      file folder
                20                                           cabinet
Records Inventory
2010
                                                                                            Shawnee State University
                            A             B              C                 D                            E                                     F                              G            H         I          J
                        Division        Area       Department         Location            Record Series Title                 Record Series Description                  Span Dates     Format Group      Retention
                    1
                                                   Children's     CLC - Reception
                                                                                                                      1 file - used to track all accident incidents of    09/1999 -
                        Academic   Arts/Sciences   Learning       Counter (file         Accident Incidents                                                                              Paper   LEG3010    Indefinite
                                                                                                                      children, filed chronologically                    06/28/2009
                                                   Center (CLC)   drawer)
                    2
                                                   Children's
                                                                  CLC Director's                                      60 - 75 files used to keep track of items used
                        Academic   Arts/Sciences   Learning                             Accreditation                                                                     2000-2010     Paper   ADM3020    10 years
                                                                  Office, File Drawer                                 for accreditation, filed in numeric order
                                                   Center (CLC)
                    3
                                                   Children's
                                                                  CLC Director's                                      1 file folder - minutes of meetings - filed in      04/2000 -
                        Academic   Arts/Sciences   Learning                             Advisory Council                                                                                Paper   LEG3010    Indefinite
                                                                  Office, File Drawer                                 chronological order                                09/28/2001
                                                   Center (CLC)
                    4
                                                   Children's                                                         24 + Months worth - used to track daily
                                                                                                                                                                          09/1999 -
                        Academic   Arts/Sciences   Learning       CLC - Work Room       Attendance Sheets             attendance of each student. Filed                                 Paper   LEG3010    Indefinite
                                                                                                                                                                         06/28/2009
                                                   Center (CLC)                                                       chronologically by month
                    5
                                                   Children's     CLC - Reception
                                                                                                                      1 file - used to track children's behavior          09/1999 -
                        Academic   Arts/Sciences   Learning       Counter (file         Behavior Incidents                                                                              Paper   LEG3010    Indefinite
                                                                                                                      incidents - filed in chronological order           06/28/2009
                                                   Center (CLC)   drawer)
                    6
                                                   Children's
                                                                  CLC Director's                                      1 file - keep budget - filed in chronological
                        Academic   Arts/Sciences   Learning                             Budget                                                                           year to year   Paper   FIN2000   Active + 1
                                                                  Office, File Drawer                                 order
                                                   Center (CLC)
                    7
                                                   Children's                                                         70+ files - used to track old enrollees. Some
                                                                                        Children No Longer                                                                09/1999 -
                        Academic   Arts/Sciences   Learning       CLC - Work Room                                     return, some need records, filed in                               Paper   LEG3010    Indefinite
                                                                                        Enrolled                                                                         06/28/2009
                                                   Center (CLC)                                                       alphabetical order
                    8
                                                   Children's     CLC - Reception
                                                                                                                      47 files - used to keep track of children           09/1999 -
                        Academic   Arts/Sciences   Learning       Counter (file         Children Presently Enrolled                                                                     Paper   LEG3010    Indefinite
                                                                                                                      presently attending. Filed in alphabetic order     06/28/2009
                                                   Center (CLC)   drawer)
                    9
                                                   Children's                                                         1 file - used to keep track of which children
                                                                                                                                                                          09/1999 -
                        Academic   Arts/Sciences   Learning       CLC - Work Room       Class Rosters                 were in which room - filed chronologically by                     Paper   LEG3010    Indefinite
                                                                                                                                                                         06/28/2009
                                                   Center (CLC)                                                       quarter
                10
                                                   Children's
                                                                  CLC - Conference                                    20+ files - used to keep track of field trips -     09/1999 -
                        Academic   Arts/Sciences   Learning                             Field Trips                                                                                     Paper   LEG3010    Indefinite
                                                                  Room                                                filed chronologically by field trip                06/28/2009
                                                   Center (CLC)
                11
Records Inventory
2010
                                                                                         Shawnee State University
                         A             B              C                 D                          E                                     F                               G         H          I         J
                                                Children's     CLC - Reception
                                                                                                                 1 file - keep track of correspondence and            09/1999 -
                     Academic   Arts/Sciences   Learning       Counter (file         Food Service                                                                                 Paper   FIN2000   Active + 1
                                                                                                                 lunch figures and facts                             06/28/2009
                                                Center (CLC)   drawer)
                12
                                                Children's                                                       1 file - used to keep track of grants used,
                                                               CLC Director's                                                                                         09/1999 -
                     Academic   Arts/Sciences   Learning                             Grants                      grants applied for, grants not received, filed in                Paper   LEG2000   Active + 5
                                                               Office, File Drawer                                                                                   09/28/2001
                                                Center (CLC)                                                     alphabetic order
                13
                                                Children's
                                                               CLC Director's                                    1 file folder - used to keep track of licensing
                     Academic   Arts/Sciences   Learning                             Licensing                                                                       6-9 months   Paper   LEG2000   Active + 5
                                                               Office, File Drawer                               visits - filed chronological by date
                                                Center (CLC)
                14
                                                Children's     CLC - Reception
                                                                                                                                                                      09/1999 -
                     Academic   Arts/Sciences   Learning       Counter (file         Licensing Visits            5+ files used to keep track of visits                            Paper   LEG2000   Active + 5
                                                                                                                                                                     06/28/2009
                                                Center (CLC)   drawer)
                15
                                                Children's
                                                                                                                 1 file - keep record of all newsletters produced     09/1999 -
                     Academic   Arts/Sciences   Learning       CLC - Work Room       Newsletters                                                                                  Paper   LEG3010   Indefinite
                                                                                                                 by CLC                                              06/28/2009
                                                Center (CLC)
                16
                                                Children's                                                      10+ files - used to keep track of who signed up
                                                               CLC - Conference                                                                                       09/1999 -
                     Academic   Arts/Sciences   Learning                             Signed Quarterly Contracts for what days during the quarter. Filed                           Paper   LEG3010   Indefinite
                                                               Room                                                                                                  06/28/2009
                                                Center (CLC)                                                    chronologically by quarter
                17
                                                Children's                                                       24+ months worth - used to keep track of
                                                               CLC - Conference                                                                                       09/1999 -
                     Academic   Arts/Sciences   Learning                             Sign-In Sheets              times child enter and exit. Filed in                             Paper   LEG3010   Indefinite
                                                               Room                                                                                                  06/28/2009
                                                Center (CLC)                                                     chronological order by month
                18
                                                Children's
                                                               CLC Director's                                    1 file for each employee - used to keep record
                     Academic   Arts/Sciences   Learning                             Staff Evaluation                                                                  yearly     Paper   PER3010    5 years
                                                               Office, File Drawer                               of employee evaluations, filed alphabetically
                                                Center (CLC)
                19
Records Inventory
2010
                                                                                     Shawnee State University
                              A            B              C               D                     E                                   F                                 G             H          I           J
                         Division        Area        Department      Location    Record Series Title                Record Series Description                     Span Dates     Format    Group      Retention
                    1
                                                    Teacher       EDU114/DTE    AACTE/NCATE Joint
                         Academic   Arts/Sciences                                                           Institutional Data filed chronological                2005-present Paper/Elect ADM3020     10 years
                    2                               Education     Server        Data Collection

                                                    Teacher       EDU108/DTE    Admission                                                                         09/01/98 to
                         Academic   Arts/Sciences                                                           Applications; handbooks                                             Paper/Elect ADM3000   Active + 10
                                                    Education     Server        Applications/Handbooks                                                              present
                    3
                                                                                                            Annual Reports, number lists, timesheets &
                                                    Teacher
                         Academic   Arts/Sciences                 EDU114        Americorps / Applecorps     evaluations - backup info - originals kept in          2002-2007      Paper    LEG2000    Active + 5
                                                    Education
                                                                                                            Athens Ohio, filed alphabetically, .5 lin ft
                    4
                                                                                                         Institutional memberships & affilitation
                                                                                                         information, membership lists, newsletters
                                                                                Associations Committees
                                                    Teacher       EDU102/DTE                             from the various communities & boards to
                         Academic   Arts/Sciences                               & Boards / Institutional                                                          2004-present Paper/Elect ADM3020     10 years
                                                    Education     server                                 which members of the department belong and
                                                                                memberships.
                                                                                                         on what boards members serve, NCATE
                                                                                                         Experience, filed alphabetically, .5 lin ft
                    5
                                                    Teacher                     Budgets- Current year and Budgets and monthly (notes) statements, filed           07/01/09 to
                         Academic   Arts/Sciences                 EDU102                                                                                                          Paper    FIN2000    Active + 1
                    6                               Education                   1 year prior              chronologically by object code                            present

                                                    Teacher                                                 Professional Services files of students who           09/01/92 to
                         Academic   Arts/Sciences                 FEITH         Certification                                                                                   Paper/Elect EDU1000    Indefinite
                                                    Education                                               have been certified, filed alphabetically              09/28/01
                    7
                                                    Teacher       EDU114/DTE                                Documentation - Conceptual Framework and
                         Academic   Arts/Sciences                               Conceptual Framework                                                       2000-present Paper/Elect ADM3020            Indefinite
                    8                               Education     Server                                    ancillary materials
                                                    Teacher                                                 Outgoing official correspondence, filed           7/1/09-
                         Academic   Arts/Sciences                 DTE server    Correspondence Log                                                                      Paper /Elect ADM9900            1 year
                    9                               Education                                               chronologically.                                 Present
                                                    Teacher                                                 Documentation - Copies of Course Syllabi filed 09/01/86 to
                         Academic   Arts/Sciences                 DTE Server    Course Syllabi                                                                          Paper/Elect ADM3020            10 years
                    10                              Education                                               alphabetical by course                           present
                                                                                                            Meeting notes, accreditation standards,
                                                                                                            degree audit, notes to initiate deaf studies
                                                    Teacher       EDU102/DTE
                         Academic   Arts/Sciences                               Deaf Studies                program @ SSU. Preliminary information to              2000-2007    Paper/Elect ADM9900     1 year
                                                    Education     server
                                                                                                            initiate D.S. Program, filed alphabetically, .5 lin
                    11                                                                                      ft

                                                                                                            Directory of Schools participating in SSU
                                                                  TK20/DTE                                  coursework field experiences. Includes school
                                                    Teacher                     Directory - Participating                                                                        Paper /
                         Academic   Arts/Sciences                 Website/DTE                               name, address, listing of key officials, contact 2007-present                  ADM9900      1 year
                                                    Education                   Schools                                                                                           Elect
                                                                  Server                                    information, participating teachers. Reference.
                                                                                                            Filed alphabetically, 1 lin ft.
                    12
                                                    Teacher                     DTE History/                                                                      09/01/86 to
                         Academic   Arts/Sciences                 EDU114                                    Departmental history filed chronological                              Paper    EDU3000     Indefinite
                    13                              Education                   Restructuring File                                                                 09/28/01
Records Inventory
2010
                                                                                     Shawnee State University
                             A             B              C            D                    E                                      F                                G              H          I          J
                                                    Teacher     EDU102/DTE                                  NCATE Evidence - departmental meeting              July 01, 2008 -
                         Academic   Arts/Sciences                               DTE Meeting Minutes                                                                            Paper/Elect ADM9900    1 year
                                                    Education   Server                                      minutes filed chronologically                         present
                    14
                                                    Teacher     EDU114/DTE                                  NCATE Evidence - departmental meeting
                         Academic   Arts/Sciences                               DTE Meeting Minutes                                                             22-Jun-05      Paper/Elect ADM9900    1 year
                    15                              Education   Server                                      minutes filed chronologically

                                                                                                            Manuals & Instructions on use and
                                                    Teacher                     Equipment - Office                                                               2004 -
                         Academic   Arts/Sciences               EDU107                                      maintenance, for the purpose of equipment                            Paper   ADM3010      4 years
                                                    Education                   Manuals                                                                          Present
                                                                                                            upkeep, file alphabetically .2 lin ft.
                    16
                                                                                                            Listing of specific equipment assigned to DTE
                                                                                                            students for their use during course. Contains
                                                    Teacher                                                 students signature to guarantee return of           May 2004 -
                         Academic   Arts/Sciences               EDU104          Equipment Circulation                                                                            Paper   ADM9900      1 year
                                                    Education                                               equipment. Filed by semester/course. To              Present
                                                                                                            maintain control of equipment and to ensure
                                                                                                            its return. Filed by semester/course. .1 lin ft.
                    17
                                                    Teacher                     Field/Clinical Experience   Field/Clinical agendas, meeting notes filed         10/01/93 to
                         Academic   Arts/Sciences               EDU108                                                                                                           Paper   ADM9900      1 year
                    18                              Education                   Meetings Information        chronological                                         present
                                                                                                            List of students selected as honored grads for
                                                    Teacher                                                                                                      1998 -
                         Academic   Arts/Sciences               EDU102          Honored Grads               each program, for reference, filed                                 Paper/Elect EDU3000   Indefinite
                                                    Education                                                                                                    Present
                    19                                                                                      chronologically by program, .1 lin ft.
                                                                                                            Professional Services list of students who
                                                    Teacher     DTE                                                                                             6/29/2005-
                         Academic   Arts/Sciences                               Licensure                   have been licensed, filed                                            Elect   EDU1000     Indefinite
                                                    Education   Server/FEITH                                                                                      present
                    20                                                                                      chronologically/alphabetically
                                                                DTE Website/
                                                    Teacher                                                                                                     6/29/2005-
                         Academic   Arts/Sciences               DTE             Licensure Checksheets       Checksheets filed by major / concentration                         Paper/Elect EDU1000   Indefinite
                                                    Education                                                                                                     present
                    21                                          server/EDU107
                                                    Teacher     DTE server/     Meeting Minutes /           NCATE Evidence - Departmental/Advisory              09/01/86 to
                         Academic   Arts/Sciences                                                                                                                              Paper/Elect ADM9900    1 year
                    22                              Education   EDU102          Advisory Council            council/Retreats filed chronological                  present
                                                                                                            Documentation - Minority Recruitment
                                                    Teacher                     Minority                                                                        03/01/99 to
                         Academic   Arts/Sciences               EDU112                                      PlanProfessional Services minority                                   Paper   ADM1020     Active + 1
                                                    Education                   Recruitment/Placement                                                              2003
                    23                                                                                      recruitment plan
                                                    Teacher     EDU114 /DTE     NCATE Evidence              Documentation - Assessment Plan for DTE             09/01/92 to
                         Academic   Arts/Sciences                                                                                                                              Paper/Elect ADM3020   10 years
                    24                              Education   server          Assessment Plan             filed chronological / retreate notes                  present

                                                    Teacher                     ODE 1992 On-Site            ODE 1992 On-Site Review Self study results,
                         Academic   Arts/Sciences               EDU114                                                                                         9/1/92-6/1/92     Paper   ADM3020     10 years
                                                    Education                   Review                      review materials filed chronological
                    25
                                                    Teacher                     Participating/Cooperating Field/Clinical demographics on teachers;              09/01/90 to
                         Academic   Arts/Sciences               DTE Server                                                                                                     Paper/Elect EDU1010   Active + 1
                    26                              Education                   Teachers records          payment records filed alphabetically                    present
                                                                                                          Documentation - NCATE Evidence review
                                                    Teacher                                                                                                     09/01/98 to
                         Academic   Arts/Sciences               EDU114          PETE Project              materials/PETE project materials filed                                 Paper   ADM3020     10 years
                                                    Education                                                                                                    09/28/01
                    27                                                                                    chronological/alphabetical
                                                    Teacher                                                                                                      07/01/07-
                         Academic   Arts/Sciences               TK20/EDU108     Placement Requests          Field Placement Requests and Assignments                           Paper/Elect EDU1010   Active + 1
                    28                              Education                                                                                                     present
Records Inventory
2010
                                                                                        Shawnee State University
                             A             B              C             D                       E                                       F                              G             H             I         J
                                                    Teacher                                                                                                         09/97 to
                         Academic   Arts/Sciences               TK20/EDU108        Placement Requests            Field Placement Requests and Assignments                        Paper/Elect EDU1010     Active + 1
                    29                              Education                                                                                                       present
                                                                                                                 Praxis Test Results, required by ODE & SSU
                                                    Teacher                                                                                                         1992 -
                         Academic   Arts/Sciences               FEITH              Praxis Results                for documentation for graduation & licensure,                      Elect      EDU1000   Indefinite
                                                    Education                                                                                                       Present
                    30                                                                                           filed chronologically, 3 ft.
                                                                                                                 Agreements between SSU & Cooperating
                                                    Teacher     DTE Server/                                      schools for SSU to place student in the
                         Academic   Arts/Sciences                                  School Agreements                                                              1992-present     Paper       EDU3000   Indefinite
                                                    Education   EDU108                                           buildings for field experience. NCATE
                    31                                                                                           Requirement - Filed alphabetically 1lin ft.

                                                    Teacher                                                      Evidence files of students no longer active or    09/01/92 to
                         Academic   Arts/Sciences               FEITH              Student Files - Inactive                                                                        Paper       EDU1010   Active + 1
                                                    Education                                                    enrolled in DTE, filed alphabetically               present
                    32
                                                                                                                 T.E - declared students not yet enrolled in
                                                    Teacher                                                      EDUC 1115 or admitted to program
                         Academic   Arts/Sciences               EDU112             Student files - Prospective                                                   2005-present       Elect      EDU1010   Active + 1
                                                    Education                                                    (prospective), Keep student information on file
                                                                                                                 until admittance to the program, 3 lin ft
                    33
                                                    Teacher                                                    Field/Clinical certification/licensure evidence
                         Academic   Arts/Sciences               FEITH              Student files Active                                                           2003- present Paper/Elect EDU1010      Active + 1
                    34                              Education                                                  records filed alphabetically
                                                    Teacher                        Survey - Cooperating        Field/Clinical survey and results filed             06/01/93 to
                         Academic   Arts/Sciences               DTE Server                                                                                                          Elect      EDU3000   Indefinite
                    35                              Education                      Teachers                    chronological                                         present
                                                    Teacher                        Survey - Graduation follow- Field/Clinical surveys and results filed            06/01/93 to
                         Academic   Arts/Sciences               DTE Server                                                                                                       Paper/Elect EDU3000     Indefinite
                    36                              Education                      up                          chronological                                         present
                                                    Teacher                        Survey - Incomming          Field/Clinical data analysis & prepared results     09/01/92 to
                         Academic   Arts/Sciences               DTE Server                                                                                                          Elect      EDU3000   Indefinite
                    37                              Education                      Freshman                    of the survey filed chronological                     present
                                                    Teacher                                                    Documentations- letters, memos, third party         09/01/98 to
                         Academic   Arts/Sciences               EDU114             Third Party Evidence                                                                            Paper       ADM3020   10 years
                    38                              Education                                                  testimony collection NCATE                           09/28/01

                                                                Mas 231 - Paper
                                                    Teacher
                                                                records (desk file                               Student application files for TED Masters          6/2/10 -
                         Academic   Arts/Sciences   Education                      Student Application Files                                                                     Paper/Elect
                                                                drawer); All                                     program.                                           Present
                                                    (Masters)
                                                                records in FEITH.
                    39
                                                                Mas 227 - Paper
                                                                records (file
                                                    Teacher
                                                                cabinet in lobby, DTE Masters Program                                                               5/1/06 -
                         Academic   Arts/Sciences   Education                                                    Proposal for DTE Masters program.                               Paper/Elect
                                                                right side, 2nd   Proposal                                                                          Present
                                                    (Masters)
                                                                drawer down. All
                                                                records in FEITH.
                    40
      Records Inventory
      2010
                                                                       Shawnee State University

         A             B              C                 D                        E                                 F                               G            H         I          J
     Division        Area        Department        Location          Record Series Title           Record Series Description                  Span Dates      Format Group      Retention
1
                                              Massie 433,                                  Black Binder in cabinet/drawer #6 (red circle
                                English                                                                                                      July 2009-July
     Academic   Arts/Sciences                 Hallway filing        Current Syllabi        tab) filed alphabetically by course - held 1 year                  Paper   EDU3000    Indefinite
                                Humanities                                                                                                        2010
2                                             Drawer #6                                    then moved to Massie 408
                                              Massie 433,
                                English                             Current Year Budget    Blue binder for reports - filed in hallway          July 2009-
     Academic   Arts/Sciences                 hallway filing                                                                                                  Paper   FIN2000   Active + 1
                                Humanities                          Papers                 Drawer #6 - 16 inches                               June 2010
3                                             Drawer #6
                                              Massie 433,
                                English                                                    Past year syllabi filed by quarter and Professor    July 2008-
     Academic   Arts/Sciences                 Hallway filing        Prior Year Syllabi                                                                        Paper   EDU3000    Indefinite
                                Humanities                                                 - 3" binder                                         June 2009
4                                             Drawer #1

                                              Massie 433,
                                English       Hallway small                                Hanging folders in alphabetical order - 12
     Academic   Arts/Sciences                                        Faculty Files                                                            1996-Present    Paper   PER2000    3 years
                                Humanities    rolling filing cabinet                       inches.
                                              by sec desk
5
                                                                                           Hanging files in drawer #2, filed
                                English       Rm 433, Hallway
     Academic   Arts/Sciences                                       Adjunct Files          alphabvetically current in front and unsolicited     Various       Paper   PER2000    3 years
                                Humanities    filing drawer #2
6                                                                                          in back
                                              Massie 433,
                                English                             Hodgen Trip            Hanging Files containing information tracking
     Academic   Arts/Sciences                 Hallway filing                                                                                    Various       Paper   ADM9900     1 year
                                Humanities                          Information            Hodgen Trips. - 16 inches
7                                             Drawer #4
                                              Massie 433,                                  Filed in drawer #3 of file cabinet - Committee
                                English
     Academic   Arts/Sciences                 Hallway filing        Meeting Minutes        and staff meeting minutes and agenda. filed          Various       Paper   ADM9900     1 year
                                Humanities
8                                             drawer #3                                    by date 16 inches
                                              Massie 433,                                                                                      July 2007 -
                                English                                                    Filed in black binder by group and numeric by
     Academic   Arts/Sciences                 Hallway filing        phone logs                                                                 Next Fiscal    Paper   FIN2000   Active + 1
                                Humanities                                                 date - 3 inches
9                                             drawer #6                                                                                           Year
                                              Massie 433, Rm                               Binder of syllabi filed by course and year filed
                                English
     Academic   Arts/Sciences                 408, bookshelf 3      Original Syllabi       on bookshelf #3 on top shelf. (8) 3 inch           None listed     Paper   EDU3000    Indefinite
                                Humanities
10                                            top shelf                                    binders

                                              Massie 433, Rm                               Bookshelf #1 - Shelf #2 Binders 1999-2005.
                                English
     Academic   Arts/Sciences                 408, Bookshelf 1      Past Years Syllabi     Filed in black binders. Filed by course number      1999-2005      Paper   EDU3000    Indefinite
                                Humanities
                                              Shelf 2                                      and title, if students need old syllabus.
11
      Records Inventory
      2010
                                                                 Shawnee State University

         A            B              C              D                     E                                  F                                 G           H         I          J
    Division        Area        Department       Location     Record Series Title           Record Series Description                      Span Dates    Format Group      Retention
1
                                                                                    Filed in file cabinet #2, drawer 4 in file folders -
                               Fine, Digital &                                                                                              01/01 to
    Academic   Arts/Sciences                   VCFA 325     Evaluations             students rating for instructors - filed                              Paper   MIS1010    Indefinite
                               Performing Arts                                                                                              09/28/01
2                                                                                   alphabetically - 1 drawer designated
                                                                                    File folders filed in cabinet #1, drawer #1 - to
                               Fine, Digital &                                                                                             07/01/01 to
    Academic   Arts/Sciences                   VCFA 325     Faculty & Adjunct       keep current records - filed alphabetically in 1                     Paper   PER2000    3 years
                               Performing Arts                                                                                              09/28/01
3                                                                                   file drawer
                                                                                    H.E.I. Labeled on black notebook - state
                               Fine, Digital &              Higher Education                                                               07/01/01 to
    Academic   Arts/Sciences                   VCFA 325                             purposes, class information - filed by class                         Paper   EDU3000    Indefinite
                               Performing Arts              Information                                                                     09/28/01
4                                                                                   number

                                                                                    File in cabinet #2, drawer #3 file folders - for
                               Fine, Digital &                                      students that request copies of old syllabi -
    Academic   Arts/Sciences                   VCFA 325     Syllabus                                                                        28-Sep-01    Paper   EDU3000    Indefinite
                               Performing Arts                                      filed fulltime alphabetically - adjunct
                                                                                    alphabetically - filed in 1/2 of file drawer
5
                               Fine, Digital &              Game, Simulation        File cabinet 1, drawer #2 file folders-for             2/1/2004 to
    Academic   Arts/Sciences                   VCFA 309                                                                                                  Paper   EDU1010   Active + 1
                               Performing Arts              applications            students accepted/denied into the program                 2009
6
                                                                                    Bookcase 1, shelf 2 black notebook for
                               Fine, Digital &
    Academic   Arts/Sciences                   VCFA 309     Syllabi                 students that request copies of old syllabi -           2004-2008    Paper   EDU3000    Indefinite
                               Performing Arts
7                                                                                   filed alpha by semester/quarter
       Records Inventory
       2010
                                                                      Shawnee State University

          A            B              C                D                       E                                  F                             G            H         I          J
     Division         Area       Department        Location         Record Series Title           Record Series Description                Span Dates     Format Group       Retention
1
                                Mathematical   Overhead Cabinet                           One 3" black binder in overhead cabinet #1 -      July 2009-
     Academic   Arts/Sciences                                      Current Syllabi                                                                        Paper/CD EDU3000    Indefinite
                                Science        #1                                         held 1 year then moved to Massie 435              June 2010
2
                                Mathematical   Massie 435,
     Academic   Arts/Sciences                                      Past years Syllabi     3" black binders in Massie 435 Bookcase            Various       Paper   EDU3000    Indefinite
3                               Science        Bookcase
                                Mathematical   Cabinet #1 Drawer
     Academic   Arts/Sciences                                      Faculty Files          Hanging folders in alphabetical order.           1990-Present    Paper   PER2000    3 years
4                               Science        #3
                                Mathematical   Cabinet #1 Drawer
     Academic   Arts/Sciences                                      Adjunct Files          Hanging folders in alphabetical order              Various       Paper   PER2000    3 years
5                               Science        #3
                                                                                          Student evaluations of professors: filed
                                Mathematical   Cabinet #1, Drawer
     Academic   Arts/Sciences                                     Student Evaluations     alphabetically within the department, filed in     Various      Paper/CD PER3010    5 years
                                Science        #3
6                                                                                         cabinet #1, drawer #3, teal folders
                                                                                          Advisee list (list of majors/degree audits) -
                                Mathematical   Cabinet #1 Drawer                          filed alphabetically in yellow hanging files.
     Academic   Arts/Sciences                                      Student Information                                                       Various      Paper/CD EDU1000    Indefinite
                                Science        #4                                         Senior seminar presentation papers - filed
7                                                                                         alphabetically in pink hanging folders
                                Mathematical   Cabinet #1 Drawer
     Academic   Arts/Sciences                                      Annual Reports         Filed in chronological order                     1992-Present    Paper   ADM1020   Active + 1
8                               Science        #2
                                Mathematical   Cabinet #1 Drawer   Memberships/Outside
     Academic   Arts/Sciences                                                             Red hanging files organized alphabetically         Various       Paper   ADM9900     1 year
9                               Science        #2                  Organizations

                                                                                          Red hanging files organized alphabetically.
                                Mathematical   Cabinet #1 Drawer
     Academic   Arts/Sciences                                      Equipment              Includes information on department equipment       Various       Paper   ADM3010    4 years
                                Science        #2
                                                                                          such as copier, fax, laptops, etc.
10
                                Mathematical   Overhead Cabinet                           3" Black binder containing all information
     Academic   Arts/Sciences                                      Calculator Rental                                                         Various       Paper   ADM3000   Active + 10
11                              Science        #1                                         regarding calculator rentals

                                Mathematical   Overhead Cabinet    Developmental Math     5" black binder containing study guides/finals
     Academic   Arts/Sciences                                                                                                                Various      Paper/CD EDU3000    Indefinite
                                Science        #1                  Series                 for developmental math sequence
12
                                Mathematical   Overhead Cabinet                           2" Maroon binder containing department
     Academic   Arts/Sciences                                      Minutes                                                                 2005-Current   Paper/CD ADM9900     1 year
13                              Science        #1                                         meeting minutes Filed chronologically
                                                                                          2-1" Red binders listed MATH 24 and SUMS.
                                Mathematical   Overhead Cabinet
     Academic   Arts/Sciences                                      Math Competitions      Contains registration templates, round             Various      Paper/CD ADM9900     1 year
                                Science        #1
14                                                                                        rotation, confirmation. Etc.
       Records Inventory
       2010
                                                                      Shawnee State University

          A            B               C                 D                      E                                      F                                G             H           I          J
     Division         Area        Department         Location       Record Series Title               Record Series Description                    Span Dates      Format Group         Retention
1
                                                                                              Black notebook titled "Advising" in red cabinet,
     Academic   Arts/Sciences   Natural Science   Massie 315       Advisor Lists                                                                      Current        Paper   ADM9900      1 year
2                                                                                             filed descending by quarter

                                                                                              Hard Drive; file folders - Rm 315 computer;
                                                                   Alumni Information /                                                                             Paper &
     Academic   Arts/Sciences   Natural Science   Massie 315/316                              Alumni folder - Rm 316 third drawer of yellow        Current Only               EDU3000    Indefinite
                                                                   Database                                                                                        Hard Drive
                                                                                              file cabinet arranged alphabetically by name
3
                                                                                              In file folders in third drawer of green file
     Academic   Arts/Sciences   Natural Science   Massie 316       Candidate files                                                                 1997-Present      Paper   PER2000     3 years
4                                                                                             cabinet

                                                                                              In file folders; computer hard drive - Rm 315
                                                                   Course / Degree Change                                                            1990 -         Paper &
     Academic   Arts/Sciences   Natural Science   Massie 315/316                              computer; curriculum change proposals file -                                    EDU3000    Indefinite
                                                                   Proposals                                                                         Present       Hard Drive
                                                                                              Rm 316 fourth drawer of green file cabinet
5
                                                                                              Desk drawer; file folders - Blue cabinet: disk
                                                                                                                                                                     Paper,
                                                                   Degree flyers and check    (flyers and brochures. Etc) Computer hard
     Academic   Arts/Sciences   Natural Science   Massie 315                                                                                       Current only    disk, hard EDU3000    Indefinite
                                                                   sheets                     drive: Degree Programs file - filed alpha by
                                                                                                                                                                      drive
6                                                                                             degree

                                                                                              In file folders in fourth drawer of green file
     Academic   Arts/Sciences   Natural Science   Massie 316       DNS annual reports                                                              1986 -Present     Paper   ADM1020    Active + 1
                                                                                              cabinet filed in descending order by year
7
                                                                                              Blue financial statement binders on fourth
     Academic   Arts/Sciences   Natural Science   Massie 316       DNS financial statements   shelf of bookshelf filed in descending order by      1995-Present      Paper   FIN2000    Active + 1
8                                                                                             year
                                                                                              DNS Minutes in file folder, bottom left desk
     Academic   Arts/Sciences   Natural Science   Massie 315       DNS Minutes                drawer; computer: DNS Dept. minutes file,            1997-Present      Paper   ADM9900      1 year
9                                                                                             descending order by date
                                                                                              In file folder in third drawer of green file
     Academic   Arts/Sciences   Natural Science   Massie 316       Employment Applications                                                         1996-Present      Paper   PER2000     3 years
10                                                                                            cabinet
                                                                                              In file folders in fourth drawer of green file
     Academic   Arts/Sciences   Natural Science   Massie 316       Exit interviews                                                                 1998-Present      Paper   PER3000    Active + 6
11                                                                                            cabinet filed descending by date

                                                                                              In file folders filed alphabetically by instructor
                                                                   Faculty evaluation                                                                1998 -         Paper &
     Academic   Arts/Sciences   Natural Science   Massie 315                                  in top drawer of filing cabinet and on computer                                 MIS1010    Indefinite
                                                                   summaries                                                                         Present       Hard Drive
                                                                                              hard drive in Evaluations folder,
12
                                                                   Faculty workload           Computer: DNS Reports folder, computer hard
     Academic   Arts/Sciences   Natural Science   Massie 315                                                                              1995-Present Hard drive PER3000               Active + 6
13                                                                 spreadsheets               drive
                                                                   Faculty/staff/adjunct
     Academic   Arts/Sciences   Natural Science   Massie 316                                  Rm 315 Tan cabinet top drawer                        1988-Present      Paper   PER3000    Active + 6
14                                                                 folders

                                                                                              In file folders in fourth drawer of green file
     Academic   Arts/Sciences   Natural Science   Massie 316       Graduation approvals                                                            1998-Present      Paper   Edu1010    Active + 1
                                                                                              cabinet filed in ascending order by date
15
                                                                                              MSDS - in 6 binders, filed alpha - in Rm 307,
                                                                   MSDS (Material Safety
     Academic   Arts/Sciences   Natural Science   Massie 307/337                              on top office cabinet, Rm 337 on south wall                            Paper   ENV2000     Indefinite
                                                                   Data Sheets)
16                                                                                            shelf
       Records Inventory
       2010
                                                                       Shawnee State University

          A            B               C                 D                      E                                 F                               G            H          I           J
     Division         Area        Department         Location        Record Series Title          Record Series Description                  Span Dates     Format Group         Retention
1
                                                                                           In file folders in second drawer of the yellow
     Academic   Arts/Sciences   Natural Science   Massie 316        Safety Quizzes                                                           1996-Present    Paper   ADM4000      3 years
                                                                                           file cabinet filed ascending by quarter
17
                                                                                           In file folders - Rm 315 top left desk drawer
                                                                                                                                               1999 -
     Academic   Arts/Sciences   Natural Science   Massie 315/316    Scheduling files       (current) - Rm 316 third drawer of yellow file                    Paper   ADM1020     Active + 1
                                                                                                                                               Present
                                                                                           cabinet (old) - filed ascending by quarter
18
                                                                                           In file folders, Rm 315 bottom left desk drawer
                                                                                                                                               1986 -
     Academic   Arts/Sciences   Natural Science   Massie 315/316    Syllabi                - Rm 316 in bottom drawer of green cabinet -                      Paper   EDU3000      Indefinite
                                                                                                                                               Present
                                                                                           filed alphabetically by course title
19
                                                                                           In file folder (book orders) top left desk                         Paper,
     Academic   Arts/Sciences   Natural Science   Massie 315        Textbook Spreadsheet   drawer, computer: Texts folder filed alpha by       Current      disk, hard EDU3000    Indefinite
20                                                                                         discipline                                                          drive
                                                                                           In file folders - Rm 316 second drawer of the
                                                                                           green and yellow cabinets - Rm 315 computer;
                                                                    Various Assessment                                                         1995 -        Paper &
     Academic   Arts/Sciences   Natural Science   Massie 315/316                           assessment file - Variously; some filed                                     ADM3020    10 years
                                                                    Documents                                                                  Present      Hard Drive
                                                                                           alphabetically by degree, some by student
21                                                                                         name and some by course

                                                  Massie 315/316                           Receipts of purchases, Approval Forms,
                                                                     Purchasing Card
     Academic   Arts/Sciences   Natural Science   Filing Cabinet and                       Statement of Accounts, filed by month and         2005-Present    Paper   ACC1000      4 years
                                                                     Documents
                                                  Storage Boxes                            year, 3 lin ft.
22
      Records Inventory
      2010
                                                                  Shawnee State University

        A             B               C               D                   E                                      F                                 G            H           I           J
    Division        Area         Department       Location    Record Series Title               Record Series Description                     Span Dates     Format     Group      Retention
1
                                                                                        Manila file folders, within green hanging files,
                                                                                        8 1/2" X 11", all files are filed alphabetically by
                                                                                        last name. Adjunct faculty resumes,
                                                                                                                                                             Paper and
                                                                                        contracts, correspondence, quarterly data,
                                                Adm Bldg.                                                                                      9/28/01 to    computer
    Academic   Arts/Sciences   Social Science                Adjunct Instructor Files   teaching history with student evaluation                                         PER2000    3 years
                                                Room 112                                                                                        7/21/10     hard drive &
                                                                                        reports. Filed on west wall, 1st putty file
                                                                                                                                                                CD
                                                                                        cabinet from office door of dept. file room -
                                                                                        Drawer #2. - Files = 76; flash drive and CD (1
                                                                                        backup)
2
                                                                                        2" Black notebook binder containing filing for
                                                Adm Bldg.                               all course materials adjunct faculty check out          6/12/09-
    Academic   Arts/Sciences   Social Science                Adjunct Textbook Binder                                                                          Paper     EDU3000     Indefinite
                                                Room 112                                and return to department for academic year.             7/21/10
3                                                                                       Filed chronologically
                                                                                        Manila file folders, within green hanging files,
                                                                                        8 1/2" x 11", all files are filed chronological. 1
                                                Adm Bldg.                                                                                       6/12/09-    paper and
    Academic   Arts/Sciences   Social Science                Annual Report              file folder; flash drive - backup), filed on east                               ADM1020    Active + 1
                                                Room 112                                                                                        7/21/10     flash drive
                                                                                        wall #5 putty file cabinet from office door of
4                                                                                       dept. file room

                                                                                        Materials filed in manila file folders inside
                                                                                        green hanging file folder arranged by type of
                                                Adm Bldg.
    Academic   Arts/Sciences   Social Science                Assessment                 material/test. 18" wide x 52" tall x 25" depth.        on going       paper     ADM3020     10 years
                                                Room 112
                                                                                        Copies of on-line testing for evaluation of
                                                                                        programs with norms of other institutions
5
                                                                                        List of everyone by academic department
                                                                                        authorized to copy on SS department copier.
                                                Adm Bldg.                               One file folder in file cabinet . behind                            paper and
    Academic   Arts/Sciences   Social Science                Copier Codes                                                                      on going                 ADM9900      1 year
                                                Room 112                                secretary desk. Cabinet is 36" long x 19"                           flash drive
                                                                                        depth. Data used for chargebacks to
6                                                                                       departments through business office.
                                                                                        All correspondence for department. Written
                                                                                        communication into/out of department. Filed
                                                Adm Bldg.                                                                                                   paper and
    Academic   Arts/Sciences   Social Science                Correspondence             by date in manila folder insde of green                on going                 ADM9900      1 year
                                                Room 112                                                                                                       CD
                                                                                        hanging file. Cabinet #5 in department file
7                                                                                       room.
                                                                                        All correspondence for department pertaining
                                                Adm Bldg.    Emergency                                                                          9/2005-
    Academic   Arts/Sciences   Social Science                                           to emergency procedures. Filed by date.                               paper     ADM3030    Active + 10
                                                Room 112     Communications File                                                                present
8                                                                                       Cabinet #5, drawer 3
       Records Inventory
       2010
                                                                   Shawnee State University

         A             B               C               D                  E                                  F                                  G            H          I              J
     Division        Area         Department       Location    Record Series Title           Record Series Description                     Span Dates     Format   Group        Retention
1
                                                                                     Exams composed for all faculty filed by course
                                                                                     alphabetically, numerical by academic year on
                                                                                     computer and flash drive(1) for backup. To
                                                 Adm Bldg.                           administer exams by faculty, filed                      07/01 to    paper and
     Academic   Arts/Sciences   Social Science                Exams                                                                                                  EDU3000     Indefinite
                                                 Room 112                            alphabetically by course on east wall, 2nd              present     flash drive
                                                                                     putty file cabinet from office door of
                                                                                     department file room, 1 file folder for each
                                                                                     faculty member (varies each semester)
9
                                                                                     File folder 8 1/2 X 11 inch folders in green                                              Until no
                                                                                     hanging file folders used as Fax communiqués
                                                 Adm Bldg.                           in and out of department. Filed
     Academic   Arts/Sciences   Social Science                Fax Transmissions                                                             on going       Paper   ADM9920     longer of
                                                 Room 112                            chronologically in 1 file folder, on east wall, 1st
                                                                                     putty file cabinet from office door of dept. file
10                                                                                   room, drawer 2.                                                                           value
                                                                                     File folders, 8 1/2 X 11 inch folders in green
                                                                                     hanging file folders. Files for each current full
                                                 Adm Bldg.                           service faculty member with resume, required                        Paper/flash
     Academic   Arts/Sciences   Social Science                Full-Service Faculty                                                          on going                 PER2000      3 years
                                                 Room 112                            by Shawnee State University. Student                                  drive
                                                                                     evaluation reports, and correspondence to
11                                                                                   faculty member.

                                                                                     Files for data gathered regarding majors and
                                                              Graduating Student
                                                 Adm Bldg.                           senior surveys. Filed in manila file folders
     Academic   Arts/Sciences   Social Science                Senior Survey Report                                                          on going       paper   ADM9900         1 year
                                                 Room 112                            inside green hanging file. Cabinet #5, drawer
                                                              Summary
                                                                                     2. Used for Program evaluation.
12
                                                                                     File folders, 8 1/2" X 11 inch folders in green
                                                                                     hanging file folders. Minutes for department
                                                                                     meetings, chairs meetings, committee
                                                 Adm Bldg.                           meetings for departmental reference                            Paper/flash
     Academic   Arts/Sciences   Social Science                Meeting Minutes                                                        8/2/07-7/26/10             ADM9900            1 year
                                                 Room 112                            purposes. Filed alphabetically; chronologically                  drive
                                                                                     by academic year on east wall, 1st putty file
                                                                                     cabinet from office door of department file
13                                                                                   room, drawer #2
                                                 Adm Bldg.                           Data for programs that are considered to be
     Academic   Arts/Sciences   Social Science                New Degree Programs                                                           on going       paper   EDU3000       Indefinite
14                                               Room 112                            new. East wall Cabinet #5, drawer 3
                                                                                     One green legal hanging folder containing one
                                                 Adm Bldg.                           manila file for each month. Series of files ar         7/25/07 to
     Academic   Arts/Sciences   Social Science                P-card                                                                                       paper   ACC1000        4 years
                                                 Room 11                             ein file cabinet behind secretarial desk, in            present
15                                                                                   bottom drawer. Filed by date
       Records Inventory
       2010
                                                                   Shawnee State University

         A             B               C               D                 E                                    F                               G           H           I           J
     Division        Area         Department       Location    Record Series Title            Record Series Description                   Span Dates    Format   Group       Retention
1
                                                                                       One File folder for each major department
                                                                                      offers, contains check-off sheets for students
                                                 Adm Bldg.                            to track major requirements and for advising -                   Paper/flash
     Academic   Arts/Sciences   Social Science                Program Checklists                                                           on going                EDU3000    Indefinite
                                                 Room 112                             filed alphabetically by major on east wall 2nd                     drive
                                                                                      putty file cabinet from office door of dept. file
16                                                                                    room

                                                                                      Manila file folders, within green hanging files,
                                                                                      8 1/2" X 11", all files are filed by major;
                                                                                                                                                        Paper,
                                                 Adm Bldg.                            example BA, Minors, Certificate. Report               1996 to
     Academic   Arts/Sciences   Social Science                Social Science Majors                                                                    Computer EDU1010      Active + 1
                                                 Room 112                             required for annual College of Arts &                 7/30/10
                                                                                                                                                       Hard drive.
                                                                                      Sciences. Assessment for departmental
                                                                                      review and each academic year.
17
      Records Inventory
      2010
                                                               Shawnee State University

         A            B             C             D                    E                                     F                                G           H         I         J
    Division        Area       Department      Location     Record Series Title              Record Series Description                   Span Dates     Format Group      Retention
1
                                                                                     Athletic Training Education Program contract
               Professional   Athletic                    ATEP Clinical Site         between SSU and the Affiliated site to allow
    Academic                                RHO 102                                                                                      2005-present   paper   ADM3020    10 years
               Studies        Training                    Affiliation Agreement      athletic training students to continue with their
2                                                                                    clinical education.
                                                                                     Student information for accreditation reports
               Professional   Athletic                    ATEP Admission
    Academic                                RHO 102                                  and reasons for acceptance/denial for ATEP          2004-present   paper   ADM3020    10 years
               Studies        Training                    Application
3                                                                                    program.
               Professional   Athletic                    CAATE Accreditation        Annual report submitted yearly to CAATE
    Academic                                RHO 102                                                                                      2006-present   paper   ADM3020    10 years
4              Studies        Training                    Annual Reports             (Athletic Training accrediting body).

               Professional   Athletic                    Exercise Science Internship Maintain contact between SSU and internship
    Academic                                RHO 102                                                                                      2006-present   paper   LEG2000   Active + 5
               Studies        Training                    Contract                    placement of Exercise Science students.
5
       Records Inventory
       2010
                                                                       Shawnee State University

          A           B               C                 D                       E                                    F                               G           H          I          J
     Division       Area         Department         Location         Record Series Title             Record Series Description                   Span Dates   Format Group        Retention
1
                                                                                             Course syllabi are kept in the storage room
                Professional   Business                                                      middle file cabinet, 2nd & 3rd drawers and            1995 to    Paper and
     Academic                                   Kricker Hall U106   Course Syllabi                                                                                      EDU3000    Indefinite
                Studies        Administration                                                electronic copies are on the Business server;         present    Computer
2                                                                                            56 inches, 71.4 MB

                                                                                             Correspondence and various vender files, kept
                Professional   Business         Kricker Hall Room                                                                                  1994 to    Paper and
     Academic                                                       Department Files         in file room, 2nd & 3rd drawers on right,                                  ADM9900     1 year
                Studies        Administration   101D                                                                                               present    Computer
                                                                                             alphabetical by file name, 70 inches, 5.87 MB
3
                                                                                             Meeting minutes, kept on the server and in file
                Professional   Business         Kricker Hall Room   Department Meeting                                                             1990 to    Paper and
     Academic                                                                                room, 3rd drawer on right, chronological order,                            ADM9900     1 year
                Studies        Administration   101D                Minutes                                                                        present    Computer
                                                                                             12 inches and 1.00 MB
4
                                                                                             Adjunct evaluations stored in top left file
                                                                                             cabinet and full-time faculty evaluations stored
                Professional   Business         Kricker Hall Room   Student Evaluations of                                                         1988 to    Paper and
     Academic                                                                                in the top right file cabinet, both are also kept                          MSI1010    Indefinite
                Studies        Administration   U106                Faculty                                                                        present    Computer
                                                                                             on Business server, alphabetical, 33 inches
5                                                                                            and 37.2 MB

                                                                                             Applications, vitas/resumes, contracts,
                                                                                             memos, etc. for adjunct applicants and adjunct
                Professional   Business         Kricker Hall Room                            & full-service faculty. File room, black file         2005 to    Paper and
     Academic                                                       Faculty Files                                                                                       PER2000    3 years
                Studies        Administration   101D                                         cabinet, 2nd drawer on left, alphabetical order       present    Computer
                                                                                             by name. Full service faculty vitas also kept
                                                                                             on Business server, 33 inches & 920 KB
6
                Professional   Business         Business Secure                              Records Retention sheets for inventory, 9             2008 to    Paper and
     Academic                                                       Records Retention                                                                                   ADM3020    10 years
7               Studies        Administration   Server                                       sheets total. 516 KB                                  present    Computer
                Professional   Business         Business Secure                              Department fact sheet & Navagator remote                         Computer
     Academic                                                       Miscellaneous                                                                                       ADM9900     1 year
8               Studies        Administration   Server                                       inventory list are on the server                                   files
                                                                                             P-Card statements, receipts, invoices, etc.
                Professional   Business         Kricker Hall Room                                                                                  8/05 to
     Academic                                                       P-Card Records           kept in the secretary's bottom left desk file, 15                  paper   ACC1000    4 years
                Studies        Administration   101B                                                                                               present
9                                                                                            inches, by date

                                                                                             Accreditation reports/materials, annual
                                                                                             reports/materials, major field reports, Self-
                                                                                             Study. File room, 2nd drawer, right side and
                                                                                             top of cabinet, in binders. Accreditation and
                Professional   Business         Kricker Hall Room                                                                                  1988 to    paper and
     Academic                                                       Departmental Reports     annual reports also on Business server. Major                              EDU3000    Indefinite
                Studies        Administration   101A and 101D                                                                                      present    computer
                                                                                             Field CDs and Self-Study are kept in Chair's
                                                                                             desk. 33 inches & 30.5MB (accreditation) &
                                                                                             5.91 MB (Annual Reports). alphabetical and
                                                                                             chronological order.
10
      Records Inventory
      2010
                                                                  Shawnee State University

         A            B            C              D                       E                                    F                          G           H         I           J
    Division        Area      Department       Location         Record Series Title           Record Series Description               Span Dates   Format Group        Retention
1
                                           Health Science
               Professional   CPS Dean's                                              bound notebooks in Dean's Office, some            1989 to     Paper /
    Academic                               Rooms 128, 129 &   Annual Reports                                                                                EDU3000     Indefinite
               Studies        Office                                                  computer documents in secretary's office          present    Computer
2                                          130
                                           Health Science
               Professional   CPS Dean's                                                                                                1998 to    Paper and
    Academic                               Rooms 128, 129 &   CHS Chairs Meetings     Minutes of CHS Chairs Meetings                                         ADM9910    3 years
               Studies        Office                                                                                                    present    Computer
3                                          130
                                           Health Science
               Professional   CPS Dean's                      Student Evaluation of   paper folders in filing cabinet, filed            1994 to
    Academic                               Rooms 128, 129 &                                                                                         Paper   MIS1010     Indefinite
               Studies        Office                          Instructors             alphabetically by faculty name                    present
4                                          130
                                                                                      p-card statements, receipts, invoices, etc. ;
               Professional   CPS Dean's   Health Science                                                                               2005 to
    Academic                                                  P-Card records          organized by date, 2 lateral file cabinet                     Paper   ACC1000     4 years
               Studies        Office       Rooms 128 & 133                                                                              present
5                                                                                     drawers - 8 lin ft.
    Records Inventory
    2010
                                                                     Shawnee State University

        A            B               C                  D                    E                                    F                                 G             H         I           J
                                                                     Record Series
    Division       Area        Department           Location                                      Record Series Description                    Span Dates      Format Group        Retention
1                                                                        Title
                                                                                          Filed in black three ring binder, results of
                                               Health Science,
                                                                                          weekly biological indicator test for Autoclaves,
               Professional                    Room 178, Three                                                                                   8-2005 to
    Academic                  Dental Hygiene                       Autoclave Records      required by Ohio Administrative Code: 4715-                           Paper   ADM3020     10 years
               Studies                         Ring Binder, Book                                                                                  Present
                                                                                          20-02, filed by academic term, records are still
                                               Shelf
                                                                                          created, quantity is 1/4 linear ft
2
                                                                                          In bound reports, cd discs and paper files,
                                                                   Dental Hygiene         Accreditation reports and correspondence.
               Professional                    Health Science                                                                                    1980 to       Paper and
    Academic                  Dental Hygiene                       Accreditation          Historical and current accreditation status,                                   ADM3020    10 years
               Studies                         Room 178 - file                                                                                   Present       Computer
                                                                   Records                filed by academic year, records continue to be
                                                                                          created, 2 linear ft / 23.0 MB
3
                                                                                          Paper files in filing cabinet, completed
                                               Health Science
               Professional                                        Dental Hygiene         application folders for Dental Hygiene
    Academic                  Dental Hygiene   Room 153, DH                                                                                    2004- Present    Paper   EDU1010    Active + 1
               Studies                                             Applications           Applicants, alphabetized by graduation year,
                                               filing cabinet
                                                                                          records are still created, there are 2.5 linear ft
4
                                                                                          Paper files in filing cabinet, academic, medical
                                               Health Science
               Professional                                        Dental Hygiene         exam, graduation audits of dental hygiene
    Academic                  Dental Hygiene   Room 153, DH                                                                                     1999-2006       Paper   EDU1000     Indefinite
               Studies                                             Graduates              graduates, alphabetized by graduation year,
                                               filing cabinet
                                                                                          records are still created, there are 2.5 linear
5
                                                                                          Paper files in filing cabinet. Records of
                                                                                          students currently enrolled in dental hygiene
                                               Health Science
                                                                                          program: medical exams, copies of
               Professional                    Room 151,           Enrolled Dental
    Academic                  Dental Hygiene                                              transcripts, graduation audits, alphabetized by       2006-2007       Paper   EDU1000     Indefinite
               Studies                         secretary filing    Hygiene Students
                                                                                          dental hygiene class - freshman, sophomore,
                                               cabinet
                                                                                          etc., recrods are still created, there is 1 linear
6                                                                                         ft.
                                                                                        Paper files in filing cabinet, Maintain record for
                                               Health Sciences,
               Professional                                        National/State Board accreditation reporting, filed by academic year,         1974 to
    Academic                  Dental Hygiene   Room 178, small                                                                                                  Paper   EDU1000     Indefinite
               Studies                                             Exam Results         records are still created, there is 1/4 linear ft.       Present
                                               filing cabinet
7                                                                                       of records.
                                                                                          Monthly reports in folders sorted by year. Used
                                               Health Science, 1st Occupational           to monitor student / faculty exposure to
               Professional                                                                                                                      1980 to
    Academic                  Dental Hygiene   Floor storage room Radiation Exposure      radiation from dental x-rays, filed by year,                          Paper   ADM3020     10 years
               Studies                                                                                                                           Present
                                               116                 Reports                there is 1 box (2 feet). Records are still
8                                                                                         created
     Records Inventory
     2010
                                                                      Shawnee State University

         A            B               C                  D                    E                                   F                                 G            H          I          J
                                                                                          Paper copies in 3-ring binder on bookshelf
                                                                                          and/or stored electronically in file titled "course
                                                Health Science,
                                                                                          outlines - semester", course outlines - quarter,
                Professional                    Room 178, on                                                                                    2005-06- to    Paper &
     Academic                  Dental Hygiene                       Course Syllabi        Required record of faculty prepared course                                     EDU3000   Indefinite
                Studies                         bookshelf and                                                                                    Present      electronic
                                                                                          outlines. Filed by academic year, records are
                                                electronic copie.
                                                                                          still created. There ais 1/2 linear foot, 798 KB
                                                                                          and 3.5 MB
9

                                                Health Sciences,    Faculty and Student Paper copies in file cabinet, this is a required
                Professional                                                                                                                    2005/06 to
     Academic                  Dental Hygiene   Room 178, small     yearly training for record arranged by academic year. Records                              Paper   ADM3020     10 years
                Studies                                                                                                                          Present
                                                filing cabinet      Bloodborne Pathogen are still created, there is 1/4 linear foot.
10
                                                                                          Paper copies in file cabinet are a required
                                                Health Science,     Faculty and Student
                Professional                                                              record. They are arranged by academic year            2005/06 to
     Academic                  Dental Hygiene   Room 178, small     yearly training for                                                                        Paper   ADM3020     10 years
                Studies                                                                   and records are still created. There is 1/4            Present
                                                filing cabinet      HIPAA
11                                                                                        linear foot.
       Records Inventory
       2010
                                                                      Shawnee State University
                                                                               Records Inventory
          A            B             C               D                         E                                     F                               G            H         I          J
     Division        Area      Department        Location          Record Series Title               Record Series Description                  Span Dates      Format Group      Retention
1
                                                                                              5, 1" black 3 ring binders, Records of
                               Industrial                                                     industrial advisory committee information
                Professional                 ATC Room 228 -                                                                                       1997 to
     Academic                  Engineering                       Advisory Committees          including meetings and membership                                 Paper   ADM9900     1 year
                Studies                      Bookshelf B                                                                                          Present
                               Technology                                                     information, filed chronological, records are
2                                                                                             still kept.

                                                                                              Letter sized file folders, used to document
                               Industrial    ATC Room 228,
                Professional                                                                  textbooks ordered by faculty for classes, filed   01/02/2000 to
     Academic                  Engineering   File Cabinet B,     Book Orders                                                                                    Paper   EDU3000    Indefinite
                Studies                                                                       by academic term, reverse chronological              Present
                               Technology    Drawer 4
                                                                                              order. Records are still created.
3
                               Industrial                                                     1 - 1" blue binder used to record catalog
                Professional                 ATC Room 228,                                                                                       09/2006 to
     Academic                  Engineering                       Catalog Changes              changes in new semester catalog, filed by                         Paper   EDU3000    Indefinite
                Studies                      Bookshelf B                                                                                          04/2007
4                              Technology                                                     program. Recrods are still created

                                                                                              4", 3 ring black binder, used to document
                               Industrial
                Professional                 ATC Room 228 -      Curriculum Committee         changes to curriculum and new degree              01/01/2000 to
     Academic                  Engineering                                                                                                                      Paper   EDU3000    Indefinite
                Studies                      Bookshelf B         (EPCC)                       program development, filed by subject, then          Present
                               Technology
                                                                                              chronological. Records are still created.
5
                                                                                              Letter size file folder, used to document travel
                               Industrial    ATC Room 228 -
                Professional                                                                  expenses for faculty attendance at workshops, 01/01/2000 to
     Academic                  Engineering   File Cabinet A,     Department Business                                                                            Paper   ACC1000    4 years
                Studies                                                                       conferences; meeting notes, filed by subject     Present
                               Technology    Drawer 3
6                                                                                             then date.

                                                                                              One 3" 3 ring binder, used to document orders
                               Industrial                                                     of instructors and exam copies of textbooks for    07/01/2005
                Professional                 ATC Room 228,
     Academic                  Engineering                       Desk Copies                  classes and possible adoption for classes.            thru        Paper   EDU3000    Indefinite
                Studies                      Bookshelf B
                               Technology                                                     Filed by date, reverse chronological order.        06/30/2007
                                                                                              Recrods are still created.
7
                                                                                              Track expenses, reports and
                               Industrial
                Professional                 ATC Room 228                                     correspondence associated with                      2005 to                         Active + 1
     Academic
                Studies
                               Engineering
                                             Bookshelf A
                                                                 DIDLET                                                                                         paper   MIS2000     year
                               Technology                                                     DIDLET grant. Black 3" binder,                      present
8                                                                                             organized by date
                                             ATC 228 - Cabinet
                               Industrial                                                     Manila file folders - to house minutes of
                Professional                 A-Drawer 3 -        Engineering Technology                                                          09/1996 to
     Academic                  Engineering                                                    industrial engineering technologies Curriculum                    Paper   ADM9900     1 year
                Studies                      Section Dept of     Curriculum Committee                                                             10/25/01
                               Technology                                                     Committee meetings - filed chronological, 2 "
                                             Business
9
                                             ATC 228 - Cabinet
                               Industrial                        Industrial and Engineering
                Professional                 A-Drawer 3 -                                     Manila file folders - to house records of           09/95 to
     Academic                  Engineering                       Technologies Dept                                                                              Paper   ADM9900     1 year
                Studies                      Section Dept of                                  department meetings, filed chronological, 4 "       10/25/01
                               Technology                        Meetings
                                             Business
10
       Records Inventory
       2010
                                                                   Shawnee State University
                                                                            Records Inventory
          A            B             C                 D                    E                                    F                                G           H          I         J
                                                                                          3", 3 ring black binders used to document
                               Industrial
                Professional                 ATC Room 228,                                history of enrollments in IET courses, filed by    01/01/2000 to
     Academic                  Engineering                     Master Course Listings                                                                        Paper   EDU3000   Indefinite
                Studies                      Bookshelf A                                  academic year then date. Records are still            Present
                               Technology
11                                                                                        created.
                                                                                          Letter sized file folders, used to house records
                               Industrial    ATC Room 228,
                Professional                                                              such as correspondence, completed forms,         07/01/2000 to
     Academic                  Engineering   File Cabinet C,   Miscellaneous Files                                                                           Paper   ADM9900    1 year
                Studies                                                                   reports etc., Filed alphabetically, records are     Present
                               Technology    Drawer 1,2&3
12                                                                                        still created
                                                                                          Track expenses, reports and
                               Industrial                                                 correspondence associated with
                Professional                 ATC Room 228                                                                                      2008 to                         Active + 1
     Academic
                Studies
                               Engineering
                                             Bookshelf A
                                                               MOCAP                      development of motion capture                                      paper   MIS2000     year
                               Technology                                                                                                      present
                                                                                          facility. Organized by date. Black 3"
13                                                                                        binder.
                               Industrial                                                 Blue 3" notebook - houses accreditation
                Professional                                                                                                                    1998 to
     Academic                  Engineering   ATC 228           NAIT Accreditation         handbook for NAIT Accreditation sought by                          Paper   ADM3020   10 years
                Studies                                                                                                                        10/25/01
14                             Technology                                                 CADD program- filed chronological

                               Industrial    ATC Room 228 -                               Letter size file folder used to document
                Professional                                                                                                                  05/2005 to
     Academic                  Engineering   File Cabinet B,   P Card Transactions        monthly expenditures using Pcard, filed by                         Paper   ACC1000    4 years
                Studies                                                                                                                        Present
                               Technology    Drawer 2                                     year then month. Records are still created.
15
                               Industrial    ATC Room 228 -                               Letter sized file folders, 5 year program review
                Professional                                                                                                                   1997 to
     Academic                  Engineering   File Cabinet D,   Program Review             information, filed by program, then                                Paper   EDU3000   Indefinite
                Studies                                                                                                                        present
16                             Technology    Drawer 2                                     alphabetically. Records are still created.
                                                                                          11, 1" 3 ring binders, used to cross reference
                               Industrial
                Professional                 ATC Room 228 -                               records of department program self studies,
     Academic                  Engineering                     Program Review Notebooks                                                      1997 to 1998            EDU3000   Indefinite
                Studies                      Bookshelf B                                  filed by program then chronological. Records
                               Technology
17                                                                                        are still created.
                                                                                          4" Blue 3 ring binder, used to document
                               Industrial
                Professional                 ATC Room 228,                                curriculum changes during transition to       01/01/2006 to
     Academic                  Engineering                     Quarters to Semesters                                                                         Paper   EDU3000   Indefinite
                Studies                      Bookshelf B                                  semesters, filed by proram then date. Records    Present
                               Technology
18                                                                                        are still created.
                                                                                          Letter sized file folders, used to document
                                                                                          academic schedule development for IET.
                               Industrial    ATC Room 228,
                Professional                                                              History of courses scheduled, number of        01/01/2000 to
     Academic                  Engineering   File Cabinet D,   Scheduling                                                                                    Paper   EDU3000   Indefinite
                Studies                                                                   sections needed, courses cancelled, etc. Filed    Present
                               Technology    Drawer 1
                                                                                          by academic term, reverse chronological.
19                                                                                        Records are still created.
                                                                                          Letter sized file folders used to store software
                               Industrial    ATC Room 228,                                licenses; equipment warranties and                   Ongoing
                Professional                                   Software / Hardware /
     Academic                  Engineering   File Cabinet D,                              information for office and academic                  (Annual       Paper   ADM3010    4 years
                Studies                                        Equipment
                               Technology    Drawer 3,4 & 5                               equipment, filed alphabetically. Records are          renew)
20                                                                                        still created.
       Records Inventory
       2010
                                                                         Shawnee State University
                                                                                 Records Inventory
          A            B             C                D                          E                                  F                               G           H          I         J
                                                                                            Letter sized file folder used to document
                                             ATC Room 228,
                               Industrial                                                   student evaluation of faculty instruction. Filed    01/01/2000
                Professional                 and Room 229,          Student Evaluation of
     Academic                  Engineering                                                  by academic year, then by date, then faculty           thru        Paper   MIS1010   Indefinite
                Studies                      dark gray 4 drawer     Instruction
                               Technology                                                   name in alphabetical order. Records are still       06/30/2007
                                             lateral file cabinet
21                                                                                          created.
                                                                                            Letter sized file folders, used to document
                                             ATC Room 228 -
                                                                                            academic progress on all IET majors. To
                               Industrial    File Cabinet A,
                Professional                                                                document individual advising plans for             09/01/2006 to
     Academic                  Engineering   Drawers 4 & 5; File Student Files                                                                                 Paper   EDU1000   Indefinite
                Studies                                                                     transition to semesters, filed by last name, first 08/31/2013
                               Technology    Cabinet B, Drawer
                                                                                            name, alphabetical order. Files are still
                                             1
22                                                                                          created.
                                                                                            3", 3 ring black binders used to document
                               Industrial
                Professional                 ATC Room 228 -                                 course content for IET courses, filed by           01/01/2000 to
     Academic                  Engineering                          Syllabi                                                                                    Paper   EDU3000   Indefinite
                Studies                      Bookshelf A                                    academic year, course and alphabetical.               Present
                               Technology
23                                                                                          Records are still created.
    Records Inventory
    2010
                                                                   Shawnee State University

        A            B               C                 D                    E                                   F                              G          H        I          J
    Division       Area         Department         Location       Record Series Title            Record Series Description                Span Dates    Format Group      Retention
1
                                             Health Science /     Records for Student      Standard file folders, hanging file folders,
                              EMT (Emergency EMT Rm               files: National Safety   course progression / composition, files by
               Professional                                                                                                                09/2000 to
    Academic                  Medical        140;151;133;153;     Council; American Red    course, month, year, filed alphabetically by                 Paper   ADM3020    10 years
               Studies                                                                                                                      Present
                              Technology)    Arts 101-storage     Cross and American       student name, 16 linear feet. Records are
                                             cabinet main floor   Heart Association        still created.
2
      Records Inventory
      2010
                                                                     Shawnee State University

          A           B              C               D                      E                                     F                               G            H         I          J
     Division        Area       Department       Location         Record Series Title             Record Series Description                  Span Dates      Format Group      Retention
1
                                                                                           5, 1" black 3 ring binders, Records of
                               Industrial                                                  industrial advisory committee information
                Professional                 ATC Room 228 -                                                                                    1997 to
     Academic                  Engineering                      Advisory Committees        including meetings and membership                                 Paper   ADM9900     1 year
                Studies                      Bookshelf B                                                                                       Present
                               Technology                                                  information, filed chronological, records are
2                                                                                          still kept.

                                                                                           Letter sized file folders, used to document
                               Industrial    ATC Room 228,
                Professional                                                               textbooks ordered by faculty for classes, filed   01/02/2000 to
     Academic                  Engineering   File Cabinet B,    Book Orders                                                                                  Paper   EDU3000    Indefinite
                Studies                                                                    by academic term, reverse chronological              Present
                               Technology    Drawer 4
                                                                                           order. Records are still created.
3
                               Industrial                                                  1 - 1" blue binder used to record catalog
                Professional                 ATC Room 228,                                                                                    09/2006 to
     Academic                  Engineering                      Catalog Changes            changes in new semester catalog, filed by                         Paper   EDU3000    Indefinite
                Studies                      Bookshelf B                                                                                       04/2007
4                              Technology                                                  program. Recrods are still created

                                                                                           4", 3 ring black binder, used to document
                               Industrial
                Professional                 ATC Room 228 -     Curriculum Committee       changes to curriculum and new degree              01/01/2000 to
     Academic                  Engineering                                                                                                                   Paper   EDU3000    Indefinite
                Studies                      Bookshelf B        (EPCC)                     program development, filed by subject, then          Present
                               Technology
                                                                                           chronological. Records are still created.
5
                                                                                           Letter size file folder, used to document travel
                               Industrial    ATC Room 228 -
                Professional                                                               expenses for faculty attendance at workshops, 01/01/2000 to
     Academic                  Engineering   File Cabinet A,    Department Business                                                                          Paper   ACC1000    4 years
                Studies                                                                    conferences; meeting notes, filed by subject     Present
                               Technology    Drawer 3
6                                                                                          then date.

                                                                                           One 3" 3 ring binder, used to document orders
                               Industrial                                                  of instructors and exam copies of textbooks for    07/01/2005
                Professional                 ATC Room 228,
     Academic                  Engineering                      Desk Copies                classes and possible adoption for classes.            thru        Paper   EDU3000    Indefinite
                Studies                      Bookshelf B
                               Technology                                                  Filed by date, reverse chronological order.        06/30/2007
                                                                                           Recrods are still created.
7
                                                                                           Track expenses, reports and
                               Industrial
                Professional                 ATC Room 228                                  correspondence associated with                      2005 to                         Active + 1
     Academic
                Studies
                               Engineering
                                             Bookshelf A
                                                                DIDLET                                                                                       paper   MIS2000     year
                               Technology                                                  DIDLET grant. Black 3" binder,                      present
8                                                                                          organized by date
                                             ATC 228 - Cabinet
                               Industrial                                                  Manila file folders - to house minutes of
                Professional                 A-Drawer 3 -      Engineering Technology                                                         09/1996 to
     Academic                  Engineering                                                 industrial engineering technologies Curriculum                    Paper   ADM9900     1 year
                Studies                      Section Dept of   Curriculum Committee                                                            10/25/01
                               Technology                                                  Committee meetings - filed chronological, 2 "
                                             Business
9
                                             ATC 228 - Cabinet
                               Industrial                      Industrial and Engineering
                Professional                 A-Drawer 3 -                                 Manila file folders - to house records of            09/95 to
     Academic                  Engineering                     Technologies Dept                                                                             Paper   ADM9900     1 year
                Studies                      Section Dept of                              department meetings, filed chronological, 4 "        10/25/01
                               Technology                      Meetings
                                             Business
10
      Records Inventory
      2010
                                                                    Shawnee State University

         A            B              C              D                       E                                  F                                G           H          I         J
                                                                                        3", 3 ring black binders used to document
                               Industrial
                Professional                 ATC Room 228,                              history of enrollments in IET courses, filed by    01/01/2000 to
     Academic                  Engineering                     Master Course Listings                                                                      Paper   EDU3000   Indefinite
                Studies                      Bookshelf A                                academic year then date. Records are still            Present
                               Technology
11                                                                                      created.
                                                                                        Letter sized file folders, used to house records
                               Industrial    ATC Room 228,
                Professional                                                            such as correspondence, completed forms,         07/01/2000 to
     Academic                  Engineering   File Cabinet C,   Miscellaneous Files                                                                         Paper   ADM9900    1 year
                Studies                                                                 reports etc., Filed alphabetically, records are     Present
                               Technology    Drawer 1,2&3
12                                                                                      still created
                                                                                        Track expenses, reports and
                               Industrial                                               correspondence associated with
                Professional                 ATC Room 228                                                                                    2008 to                         Active + 1
     Academic
                Studies
                               Engineering
                                             Bookshelf A
                                                               MOCAP                    development of motion capture                                      paper   MIS2000     year
                               Technology                                                                                                    present
                                                                                        facility. Organized by date. Black 3"
13                                                                                      binder.
                               Industrial                                               Blue 3" notebook - houses accreditation
                Professional                                                                                                                  1998 to
     Academic                  Engineering   ATC 228           NAIT Accreditation       handbook for NAIT Accreditation sought by                          Paper   ADM3020   10 years
                Studies                                                                                                                      10/25/01
14                             Technology                                               CADD program- filed chronological

                               Industrial    ATC Room 228 -                             Letter size file folder used to document
                Professional                                                                                                                05/2005 to
     Academic                  Engineering   File Cabinet B,   P Card Transactions      monthly expenditures using Pcard, filed by                         Paper   ACC1000    4 years
                Studies                                                                                                                      Present
                               Technology    Drawer 2                                   year then month. Records are still created.
15
                               Industrial    ATC Room 228 -                             Letter sized file folders, 5 year program review
                Professional                                                                                                                 1997 to
     Academic                  Engineering   File Cabinet D,   Program Review           information, filed by program, then                                Paper   EDU3000   Indefinite
                Studies                                                                                                                      present
16                             Technology    Drawer 2                                   alphabetically. Records are still created.
                                                                                        11, 1" 3 ring binders, used to cross reference
                               Industrial
                Professional                 ATC Room 228 -    Program Review           records of department program self studies,
     Academic                  Engineering                                                                                                 1997 to 1998            EDU3000   Indefinite
                Studies                      Bookshelf B       Notebooks                filed by program then chronological. Records
                               Technology
17                                                                                      are still created.
                                                                                        4" Blue 3 ring binder, used to document
                               Industrial
                Professional                 ATC Room 228,                              curriculum changes during transition to       01/01/2006 to
     Academic                  Engineering                     Quarters to Semesters                                                                       Paper   EDU3000   Indefinite
                Studies                      Bookshelf B                                semesters, filed by proram then date. Records    Present
                               Technology
18                                                                                      are still created.
                                                                                        Letter sized file folders, used to document
                                                                                        academic schedule development for IET.
                               Industrial    ATC Room 228,
                Professional                                                            History of courses scheduled, number of        01/01/2000 to
     Academic                  Engineering   File Cabinet D,   Scheduling                                                                                  Paper   EDU3000   Indefinite
                Studies                                                                 sections needed, courses cancelled, etc. Filed    Present
                               Technology    Drawer 1
                                                                                        by academic term, reverse chronological.
19                                                                                      Records are still created.
                                                                                        Letter sized file folders used to store software
                               Industrial    ATC Room 228,                              licenses; equipment warranties and                   Ongoing
                Professional                                   Software / Hardware /
     Academic                  Engineering   File Cabinet D,                            information for office and academic                  (Annual       Paper   ADM3010    4 years
                Studies                                        Equipment
                               Technology    Drawer 3,4 & 5                             equipment, filed alphabetically. Records are          renew)
20                                                                                      still created.
      Records Inventory
      2010
                                                                      Shawnee State University

         A            B              C               D                       E                                    F                               G           H          I         J
                                                                                          Letter sized file folder used to document
                                             ATC Room 228,
                               Industrial                                                 student evaluation of faculty instruction. Filed    01/01/2000
                Professional                 and Room 229,        Student Evaluation of
     Academic                  Engineering                                                by academic year, then by date, then faculty           thru        Paper   MIS1010   Indefinite
                Studies                      dark gray 4 drawer Instruction
                               Technology                                                 name in alphabetical order. Records are still       06/30/2007
                                             lateral file cabinet
21                                                                                        created.
                                                                                          Letter sized file folders, used to document
                                             ATC Room 228 -
                                                                                          academic progress on all IET majors. To
                               Industrial    File Cabinet A,
                Professional                                                              document individual advising plans for             09/01/2006 to
     Academic                  Engineering   Drawers 4 & 5;      Student Files                                                                               Paper   EDU1000   Indefinite
                Studies                                                                   transition to semesters, filed by last name, first 08/31/2013
                               Technology    File Cabinet B,
                                                                                          name, alphabetical order. Files are still
                                             Drawer 1
22                                                                                        created.
                                                                                          3", 3 ring black binders used to document
                               Industrial
                Professional                 ATC Room 228 -                               course content for IET courses, filed by           01/01/2000 to
     Academic                  Engineering                       Syllabi                                                                                     Paper   EDU3000   Indefinite
                Studies                      Bookshelf A                                  academic year, course and alphabetical.               Present
                               Technology
23                                                                                        Records are still created.
      Records Inventory
      2010
                                                                    Shawnee State University

        A            B              C               D                       E                                     F                             G           H           I          J
    Division        Area       Department       Location         Record Series Title               Record Series Description                Span Dates    Format Group        Retention
1
                                                                                            Application materials, interview material,
                                                               Active admissions for
               Professional   Medical Lab   Health Science                                  degree audit, health records, transcripts,
    Academic                                                   Medical Lab Technology                                                         2008-09     Paper     EDU1000    Indefinite
               Studies        Science       Rm 151                                          absentee record/forms, filed alphabetical by
                                                               (AD)
2                                                                                           last name
                                                                                           Application material, Interview Material,
               Professional   Medical Lab   Health Sci - Rm    Active Applicants for MLT &
    Academic                                                                               Transcripts, Health Records, Degree Audits,        2008-09     Paper     EDU1000    Indefinite
               Studies        Science       151                MT Programs
3                                                                                          filed alphabetical
                                                                                           Proficiency survey results - quality control -
               Professional   Medical Lab   Health Science     CLIA - data for cholesterol                                                    1992 to
    Academic                                                                               quality assurance - temperature charts - filed                 Paper     ADM3020    10 years
               Studies        Science       RM 217             testing                                                                       10/01/01
4                                                                                          from most recent to oldest
                                                                                            Application Material, Interview Material,
               Professional   Medical Lab   Health Science -   Inactive files for MLT and
    Academic                                                                                Transcripts, Health Records, Degree Audits,       2001-07     Paper     EDU1010   Active + 1
               Studies        Science       Room 153           MT programs
5                                                                                           filed alphabetical

               Professional   Medical Lab   Health Science                                  MSDS for potentially hazardous substances         1992 to
    Academic                                                   MSDS                                                                                       Paper     ENV2000    Indefinite
               Studies        Science       Rm 217                                          used in the lab, filed alphabetical              10/01/01
6
                                                                                            Record of performance of graduates from 2-4
               Professional   Medical Lab   Health Science     Program Performance                                                          01/01/00 to   Paper +
    Academic                                                                                year programs on national certification exams                           EDU1010   Active + 1
               Studies        Science       Rm 217             records 2 year & 4 year                                                       01/30/08     On-line
7                                                                                           filed by year
    Records Inventory
    2010
                                                                  Shawnee State University

        A            B             C              D                   E                                      F                                   G           H         I          J
    Division       Area       Department      Location      Record Series Title             Record Series Description                       Span Dates     Format Group      Retention
1
                                           Health Science
               Professional                                                        General, filed chronologically, Records are still
    Academic                  Nursing      Room 141, 154,   Correspondence                                                                  1997 to 2009   Paper   ADM9900     1 year
               Studies                                                             created, filed chronological. 7.5 ft.
2                                          153
                                                                                   Syllabus, exam/quizzes, class roster, final
                                           Health Science
               Professional                                 Course Related         grades, course evaluation summary, filed                 Fall 2000 to
    Academic                  Nursing      Room 133, 141,                                                                                                  Paper   EDU3000    Indefinite
               Studies                                      Materials              numerical by course number, by quarter, by year.         Spring 2010
                                           153
3                                                                                  17 feet, Records are still created.


                                                                                   Academic Credential, including years of clinical
                                                                                   practice and years of teaching experience; Proof
               Professional                Health Science                          of current active licensure as registered nurse in       Employment
    Academic                  Nursing                       Faculty                                                                                        Paper   PER2000    3 years
               Studies                     Room 154                                Ohio and/or Kentucky, Assignments, Faculty               plus 5 years
                                                                                   evaluation summary, filed alphabetical (current
                                                                                   past), 2 feet. Records are still created.
4
                                                                                   Faculty meeting minutes, minutes of curriculum,
                                                                                   by-laws, facilities, handbook, uniform, evaluation,
                                           Health Science                          and admission, progression and completion
               Professional                                                                                                                   1986 to
    Academic                  Nursing      Room 133, 154,   Minutes                committees, committees annual reports, advisory                         Paper   ADM9900     1 year
               Studies                                                                                                                       July 2009
                                           141                                     committees minutes, filed in notebooks,
                                                                                   chronological order by meeting type. Records are
                                                                                   still created. 5 linear ft.
5
                                                                                   Annual reports, NCLEX-RN Results,
               Professional                Health Science                          Correspondence, filed topic by year (reports,              1986 to
    Academic                  Nursing                       OBN Information                                                                                Paper   ADM3020    10 years
               Studies                     Room 141, 153                           NCLEX Results). Records are still created. 3              July 2009
6                                                                                  linear ft filed.

                                                                                   Admission, transfer or readmission records;
                                                                                   degree audits, transcripts, Copies of Health -
                                                                                   Immunization records, Proof of health insurance,
               Professional                Health Science   Records - Currently                                                       Fall 2001 to
    Academic                  Nursing                                              Current CPR (LPN or RN = valid license) , clinical                      Paper   EDU1000    Indefinite
               Studies                     Room 153, 133    Enrolled Students                                                         Spring 2010
                                                                                   evaluation, advisory notes, degree checklist,
                                                                                   filed alphabetically by student by ADN or BSN.
                                                                                   Recrods are still created. 33 linear ft.
7
                                           Health Science                          First year survey, exit survey, employment
                                           Room 206,                               survey, employer survey, long-term graduate
               Professional                                Systematic Evaluation                                                              1999 to
    Academic                  Nursing      Current                                 survey, critical thinking tests, assess test, filed in                  Paper   EDU3000    Indefinite
               Studies                                     Plan Documentation                                                                July 2009
                                           Evaluation                              notebook, chronological by meeting date.
8                                          Committee Chair                         Records are still created. .5 linear ft.
                                           Health Science
               Professional                                                        Documentation fo rp-card purchases for nursing.           8/22/04 to
    Academic                  Nursing      Rooms 154, 128, P-Card                                                                                          paper   ACC1000    4 years
               Studies                                                             In order by date, @ 2 ft.                                  present
9                                          133
      Records Inventory
      2010
                                                                   Shawnee State University

         A           B               C                D                    E                                   F                          G             H           I           J
    Division        Area        Department        Location       Record Series Title           Record Series Description              Span Dates     Format Group          Retention
1
                                                                                       Course Syllabi, handouts and resources,
                                              Health Science                                                                                         Paper /
               Professional   Occupational                                             lecture outlines, assignments, and exams.        1986 to
    Academic                                  Rm's 113,110, and Course Materials                                                                    Computer EDU3000        Indefinite
               Studies        Therapy                                                  Arranged in order by number, in notebook         09/2010
                                              Kricker Rm 129                                                                                          Disk
2                                                                                      binders and file cabinets
                                                                                       Data collected and part of the ongoing
               Professional   Occupational    Health Science                                                                          2000 to 09/    Paper /
    Academic                                                    Program Evaluation     evaluation and as per accreditation                                   ADM3020        10 years
               Studies        Therapy         Rm 113, 110                                                                                2010       Computer
3                                                                                      requirements, filed alphabetical by title
                                              Health Science                           Files of current, previous, and potential OT
               Professional   Occupational                                                                                               1983 -
    Academic                                  Rm's 153, 133     Student Files          and OTA students, filed alphabetical by                      Paper/ files EDU1000    10 years
               Studies        Therapy                                                                                                   06/2010
4                                             (Storage Rm)                             student last name
               Professional   Occupational    Health Science                                                                                         Paper &
    Academic                                                    MOT Current            Current MOT Students                            2007/2010               EDU1000      10 years
5              Studies        Therapy - MOT   Room 126                                                                                              Electronic
               Professional   Occupational    Health Science                                                                                         Paper &
    Academic                                                    MOT Past Year          One year Past - Students                        2006/2010               EDU1000      10 years
6              Studies        Therapy - MOT   Room 126                                                                                              Electronic
               Professional   Occupational    Health Science                                                                                         Paper &
    Academic                                                    MOT Applications       New Applications for future                     2006-2010               EDU1010     Active + 1
7              Studies        Therapy - MOT   Room 126                                                                                              Electronic
    Records Inventory
    2010
                                                                    Shawnee State University
        A            B              C                D                      E                                       F                                G             H          I           J
    Division        Area       Department       Location         Record Series Title                Record Series Description                   Span Dates      Format Group         Retention
1
                                                                                            Data collected and part of the ongoing
                                                                                            evaluation and as per accreditation
                                                                                                                                                                Paper /
               Professional   Physical      Health Science                                  requirements, filed alphabetical by title, for
    Academic                                                     Program Evaluation                                                             1999-Present   Computer ADM3020       10 years
               Studies        Therapy       Room 141                                        reference in reporting to CAPTE and State
                                                                                                                                                                 Disc
                                                                                            agencies. Records are still being created,
2                                                                                           there are approximately 25 files.
                                                                                            Academic and clinical files, graduates' files
                                            Health Science                                  kept for CAPTE reviews and assessment,
               Professional   Physical
    Academic                                Storage Room near Student Files                 legal purposes, filed alphabetically in boxes. 2004-Present          Paper   EDU1000      Indefinite
               Studies        Therapy
                                            202 & in 141                                    Records are still created, house approximately
3                                                                                           200.
                                                                                            In hanging files, official legal & executed
                                            Health Science
               Professional   Physical                                                      originals of clinical affiliation agreements -
    Academic                                Room 150, locked     Clinical Contract Files                                                    2001-Present         Paper   LEG2000     Active + 5
               Studies        Therapy                                                       must be kept, filed in alpha order. Records are
                                            in vertical file
4                                                                                           still created, there are 83 files

                                                                                            CSIF (forms about clinic, staff, directions,
                                            Health Science                                  brochures, student evaluation forms about
               Professional   Physical                         Clinical Information                                                                             Paper /
    Academic                                Room 141 in locked                              clinic), filed in alphabetical order. Records are   2001-Present              ADM9900      1 year
               Studies        Therapy                          Files                                                                                           Electronic
                                            vertical file                                   still created, there are 72 paper files and
                                                                                            approximately 20 computer files.
5
                                            Health Science
                                            Room 150 in locked                          Hanging labeled files within vertical files, filed
               Professional   Physical                           Student Applications -
    Academic                                vertical file and in                        alphabetically. Records are still created, there        2005-Present     Paper   EDU1010     Active + 1
               Studies        Therapy                            rejected
                                            Storage Room near                           are 41 files within locked files.
6                                           202

                                                                                            Health exam forms, TB test results CBC & UA
                                            Health Science                                  test results, CPR/Faid cards, health insurance
               Professional   Physical      Storage Room near Student Health                cards. Purpose is to verify or confirm each
    Academic                                                                                                                                     2006-2008       Paper   EDU1000      Indefinite
               Studies        Therapy       202 in locked     Records - Clinical            student's medical test & certifications per
                                            vertrical file                                  clinical contract steps. Records are still
                                                                                            created, there are 35 files witnin vertical file.
7
                                            Health Science                                                                                                        CD or
               Professional   Physical                         PTA program CD               CD's 3, flash drive (1), retain student policies
    Academic                                Room 141 in locked                                                                                   2003-2006     Flash Drive ADM3000   Active + 10
               Studies        Therapy                          Backup 2003-2006             and procedures. Records are still created.
                                            desk                                                                                                               / Electronic
8
                                                                                            File, maintains current licensure training
               Professional   Physical      Health Science                                  evaluation of faculty per each staff member.                        Paper/
    Academic                                                     Personnel - Faculty file                                                       2001-Present              PER2000     3 years
               Studies        Therapy       Room 141                                        Records are still created. There are 4 paper                       Electronic
                                                                                            files- locked file - CD/Flash Drive file
9
     Records Inventory
     2010
                                                                     Shawnee State University
         A            B              C                D                      E                                   F                                G            H         I          J
     Division        Area       Department       Location          Record Series Title           Record Series Description                   Span Dates     Format Group       Retention
1
                                             Health Science     Chair and PTA             In vertical files: hanging files; for CAPTE and
                Professional   Physical                                                                                                                 Paper /
     Academic                                Room 141 in locked Department meeting        continued follow-up reporting. Filed numerical, 2001-Present            ADM9900        1 year
                Studies        Therapy                                                                                                                 Electronic
10                                           desk               notes                     Records are still created.
                                                                                          In hanging files, containing all application,
                Professional   Physical      Health Science        Student advising and
     Academic                                                                             advising and academic handbook forms. Filed 2006-Present           Paper   EDU1000    Indefinite
                Studies        Therapy       Room 141              communication
11                                                                                        alphabetically, there are 31 files.
                                                                                          CPU file on hard drive of program leader, used
                                             Health Seience 141
                Professional   Physical                                                   for instructor evaluations per University/SEA
     Academic                                on (secure)        Course syllabi                                                           2004-Present Electronic EDU3000        Indefinite
                Studies        Therapy                                                    Contract stipulation CAPTE. Records are still
                                             computer drive
12                                                                                        created.
                                                                                          Notebooks - Correspondence, track and
                               Physical
                Professional                 Health Science 141 PTAT Documents -          maintain all clinical contacts, reservations,
     Academic                  Therapy                                                                                                       2002-Present    Paper   ADM9900     1 year
                Studies                      - Office           Clinicals                 placements, filed numerical by year. Records
                               Assistant
13                                                                                        are still created.
                                                                                          Instructor's Excel Spreadsheets and/or grade
                                             Health Science                               books. Used to collect data about students'
                               Physical      Bldg, Rms 240 &                              grades and performance in rendering a grade
                Professional                                                                                                                                 Paper /
     Academic                  Therapy       141, in files or on   Miscellaneous          or to defend an appeal. Bound in grade book        2001-Present            EDU1000    Indefinite
                Studies                                                                                                                                     Computer
                               Assistant     computer / driver /                          or stored on disc files. Records are still
                                             disc                                         created. A quantity of 1-book, several
14                                                                                        spreadsheet files.

                                             Health Science                               Manila file; to record any special remediations
                               Physical      Bldg. Room 150                               plans, discussions, letters of reinstatement,
                Professional
     Academic                  Therapy       and Storage Room Special Action Alerts       forms associated with status or performance.       2002-Present    Paper   EDU1000    Indefinite
                Studies
                               Assistant     near 202, in locked                          Records are still created. There is one file
                                             upright files                                (one student), arranged vertical - alpha order
15
                                             Health Science                               In manila files, contains degree, grade audits,
                                             Bldg, Room 150                               advisor checklists, performance reviews,
                               Physical
                Professional                 and Storage Room Academic Files and          didactic tests, confidential information
     Academic                  Therapy                                                                                                       2001-Present    Paper   EDU1000    Indefinite
                Studies                      near 202, within Releases                    releases, filed vertically, alphabetically.
                               Assistant
                                             locked desk or                               Records are still created. There is one file
                                             vertical file                                (one student)
16
                                                                                          In manila files, used to maintain students'
                               Physical      Health Science                               initial application materials for future
                Professional
     Academic                  Therapy       Bldg, Room 240, in Application               reference, as needed, filed vertically in alpha-   2002-Persent    Paper   EDU1000    Indefinite
                Studies
                               Assistant     locked desk files                            order. Records are still created. There is one
17                                                                                        file (one student)
     Records Inventory
     2010
                                                                    Shawnee State University
         A            B              C                D                    E                                  F                               G            H         I          J
     Division        Area       Department       Location         Record Series Title          Record Series Description                Span Dates       Format Group      Retention
1
                                             Health Science
                                                                                        In manila file for each student, purpose is to
                                             Bldg, Rooms 141,
                               Physical                                                 collect emails, telephone messages and
                Professional                 240 and Storage      Correspondence -
     Academic                  Therapy                                                  ordinary notes, filed vertically, alphabetically 2001-Present    Paper   ADM9900     1 year
                Studies                      Room near 202,       student files
                               Assistant                                                arranged. Records are still created. There are
                                             within locked desk
                                                                                        approximately 17-18 per advisor
                                             or upright files.
18
                                                                                        Vertical file in series of hanging files, used to
                                                                                        maintain all health related documentation, for
                               Physical      Health Science
                Professional                                                            usei n clinicals, e.g. physical exams, TB tests,
     Academic                  Therapy       Bldg, Room 240 in Medical                                                                    2001-Present   Paper   EDU1000    Indefinite
                Studies                                                                 insurance. Filed Vertical, in alpha order.
                               Assistant     locked vertical files
                                                                                        Records are still created. There is approx. 17
19                                                                                      lin. Ft.
       Records Inventory
       2010
                                                                     Shawnee State University

         A            B             C                D                        E                                     F                               G            H           I          J
    Division        Area        Department       Location          Record Series Title              Record Series Description                  Span Dates     Format Group         Retention
1
                                                                                             Memos, clinical instructor meeting minutes.
               Professional   Radiologic     Health Science
    Academic                                                      Clinical Correspondence    Used to monitor program and clinicals. Filed      2005-Present    Paper     ADM9900     1 year
               Studies        Technology     Room 122
2                                                                                            chronological.
                                                                                             Student handouts, related material to program.
               Professional   Radiologic     Health Science                                                                                              Paper &/or
    Academic                                                      Course Related Materials   Enhance students knowledge, filed              2006-Present            EDU3000         3 years
               Studies        Technology     Room 149                                                                                                      Digital
3                                                                                            chronological.
                                                                                             File used to monitor Outcome Assessment
               Professional   Radiologic     Health Science       Outcome Assessment                                                                          Paper or
    Academic                                                                                 Plan and Results program. Filed                   2001-Present              ADM3020    10 years
               Studies        Technology     Room 208 & 149       Plan & Results                                                                               Digital
4                                                                                            chronological.
               Professional   Radiologic                          Radiation Dosimetry        Radiation Dosimetry file used to record
    Academic                                 Health Science 208                                                                                1990-Present    Paper     ADm3020    Indefinite
5              Studies        Technology                          Reports                    radiation levels. Filed chronological
                                                                                             Application, transcripts, health records, proof
               Professional   Radiologic     Health Science       Student Academic           of health insurance, CPR. Purpose is to track
    Academic                                                                                                                                     Present       Paper     EDU1000    5 years
               Studies        Technology     Room 208 - 231       Records                    students Academic Records; filed
6                                                                                            chronologically
                                                                                             Clinical hours, exam evaluations, quarterly
               Professional   Radiologic     Health Science
    Academic                                                      Student Clinical Records   evaluation check off sheets. Filed                2005-Present    Paper     EDU1000    5 years
               Studies        Technology     Room 122 & 231
7                                                                                            chronologically.
    Records Inventory
    2010
                                                                     Shawnee State University

        A            B              C               D                       E                                 F                              G            H          I          J
    Division       Area       Department        Location          Record Series Title          Record Series Description                Span Dates     Format Group         Retention
1
                                                                                        In paper files the course syllabi, handouts,
               Professional   Respiratory   Health Science                                                                                               paper,
    Academic                                                     Course Materials       exams and other materials related to courses.   2005-present              EDU3000    5 years
               Studies        Therapy       Bldg faculty offices                                                                                       electronic
                                                                                        Arranged by course number
2
               Professional   Respiratory                                               Data Collected for course evaluation and                        Paper &
    Academic                                Health Science 146 Program Evaluation                                                       2005-present            ADm3020      5 years
3              Studies        Therapy                                                   accreditation                                                  Computer
               Professional   Respiratory
    Academic                                Health Science 146 Student Files            Admissions, advising, counseling forms          2005-present    Paper   EDU1000      5 years
4              Studies        Therapy
     Records Inventory
     2009
                                                                      Shawnee State University

        A            B               C              D                       E                              F                               G            H         I           J
    Division        Area       Department        Location     Record Series Title          Record Series Description                  Span Dates     Format Group        Retention
1
                                                                                    Files on current and past full-time and adjunct
                                                                                    faculty in Sports Studies. Files contain
               Professional
    Academic                  Sports Studies   RHO 101      Faculty Files           resumes (adjuncts), student evaluations, and      9/96-present    paper   PER2000     3 years
               Studies
                                                                                    any communication about the instructor
                                                                                    received from students.
2
                                                                                    Signed contracts and related materials for
               Professional                                 Sport Management        students completing practicum experiences;                                           Active + 5
    Academic                  Sports Studies   RHO 101                                                                                 2006-2008      paper   LEG2000
               Studies                                      Practicum Contracts     time logs, practicum journals, updated                                                 years
3                                                                                   resumes, etc.
                                                                                    Syllabi for Sports Studies courses (SSAT,
               Professional                                                                                                                          paper and
    Academic                  Sports Studies   RHO 101      Syllabi                 SSES, SSPE, SSSM). Some in binder in file         2002-present             EDU3000    Indefinite
               Studies                                                                                                                               computer
4                                                                                   cabinet, others electronically.
     Records Inventory
     2010
                                                              Shawnee State University

         A          B            C             D                     E                                     F                               G            H          I           J
    Division       Area     Department     Location       Record Series Title               Record Series Description                 Span Dates     Format Group         Retention
1
                                                                                     6 black notebooks - 1 for each departmental
               Enrollment                                                                                                             P-Card Issue
    Academic                Admission    UC, Room 218   P Card Records               card holder, filed by date, month/year.                          Paper   ACC1000      4 years
               Management                                                                                                                Date
2                                                                                    Records are still created.
                                                                                      (high school transcript, standardized test
                                                                                     results, letters of recommendation, etc) Data
               Enrollment                               Student Applications and
    Academic                Admission    UC, Room 218                                is entered electronically into the CARS system                  Electronic EDU1000    Indefinite
               Management                               Supporting Credentials
                                                                                     and then imaged into the FEITH system.
3                                                                                    Records are still created

                                                        Felony Applicants emails of 2 locations: an email file within my account
               Enrollment
    Academic                Admission    UC, Room 218   approval or denial from     and we image the approval into the FEITH                         Electronic EDU1000    Indefinite
               Management
                                                        VPSA                        system. Records are still created
4
                                                                                     CARS Database - every contact made with
               Enrollment                               Inquiry & Applicant Data                                                       Projected
    Academic                Admission    UC, Room 218                                and document received from an inquired or                       Electronic EDU1010   Active + 1
               Management                               Base                                                                             Term
                                                                                     applied student - filed by CARS assigned ID
5
Records Inventory                                                         Shawnee State University
2010
                                                                                                                                   Span
 Division Area          Department      Location             Record Series Title            Record Series Description                         Format     Group     Retention
                                                                                                                                   Dates
                                                                                   Excel spreadsheet of students that self-
           Enrollment   Financial Aid   Student Business                                                                            0607 -
Academic                                                   ACG Spreadsheets        certify for the ACG grant. Maintained on                  electronic educ2000   active + 6
           Management   Office          Center                                                                                     Present
                                                                                   Financial Aid Server.
                                                                                   Excel Spreadsheets used to track and award
           Enrollment   Financial Aid   Student Business   ACG/Smart                                                               06/07 -
Academic                                                                           eligible students; maintained on Financial                electronic educ2000   active + 6
           Management   Office          Center             Spreadsheets                                                            Present
                                                                                   Aid Server.
                                                                                   Sheets from coaches telling what each
           Enrollment   Financial Aid   Student Business                                                                           04/05-
Academic                                                   Athletic Scholarships   student is awarded; divided by sport, filed                paper    educ2000    active + 6
           Management   Office          Center                                                                                     Present
                                                                                   by sport
                                                                                   Excel spreadsheet of pay by pay account of
         Enrollment     Financial Aid   Student Business   College Work study      all students on CWS and by year/pay period,     09/10-
Academic                                                                                                                                     electronic educ2000    1 year
         Management     Office          Center             Bookkeeping             filed alphabetically by last name maintained    Present
                                                                                   on the Financial Aid Server.
                                                                                   Application and recommendations for non
           Enrollment   Financial Aid   Student Business   Current Scholarship                                                     09/10-
Academic                                                                           awarded students, filed alphabetically by                  paper    ADM9900     active + 1
           Management   Office          Center             Applications                                                            Present
                                                                                   last name
                                                                                   Maintained on EdConnect database located
           Enrollment   Financial Aid   Student Business                           on the computer system used to process          04/05-
Academic                                                   EdConnect Log                                                                     electronic educ2000   active + 6
           Management   Office          Center                                     FAFSA, filed by batch type on the Financial     Present
                                                                                   Aid Server.
                                                                                   Disbursement rosters by academic
           Enrollment   Financial Aid   Student Business                           year/semester for all monies dispersed          04/05-     paper &
Academic                                                   EFT Loan Rosters                                                                             educ2000   active + 6
           Management   Office          Center                                     electronically; filed chronological by date,    Present   electronic
                                                                                   saved on Financial Aid Server.
                                                                                   Excel spreadsheet used to track and award
           Enrollment   Financial Aid   Student Business                                                                           07/08-
Academic                                                   Fee Waiver Database     fee waivers; maintained on Financial Aid                  electronic educ2000   active + 6
           Management   Office          Center                                                                                     Present
                                                                                   Server.
                                                                                   Fee waivers for SSU employees and
           Enrollment   Financial Aid   Student Business                                                                           04/05-
Academic                                                   Fee Waivers             dependents, filed alphabetically by last                   paper    educ2000    active + 6
           Management   Office          Center                                                                                     Present
                                                                                   name
                                                                                   Electronic files of FISAP data maintained on
           Enrollment   Financial Aid   Student Business                                                                           04/05-
Academic                                                   FISAP                   the Financial Aid Server, filed by submission              paper    educ2000    active + 6
           Management   Office          Center                                                                                     Present
                                                                                   year.
                                                                                   Spreadsheet of all recipients of scholarships
           Enrollment   Financial Aid   Student Business   List of Scholarship                                                     04/05-
Academic                                                                           we have awarded/transmitted, filed                        electronic educ2000   active + 6
           Management   Office          Center             Recipients                                                              Present
                                                                                   alphabetically by last name
Records Inventory                                                         Shawnee State University
2010
                                                                              Batch files of loan records exported to the
         Enrollment     Financial Aid   Student Business   Loan Certification loan lender, guarantor, or servicer. Filed              04/05-
Academic                                                                                                                                        electronic educ2000   active + 6
         Management     Office          Center             Records            chronologically by date on Financial Aid                Present
                                                                              Server.
                                                                              System printouts and electronic files
           Enrollment   Financial Aid   Student Business   OIG/OIP/OWO/OES/OC generated and sent to OBR in Columbus,                  04/05-     paper &
Academic                                                                                                                                                   educ2000   active + 6
           Management   Office          Center             OG                 filed by roster number/alphabetically by last           Present   electronic
                                                                              name
           Enrollment   Financial Aid   Student Business                      Pcard transactions and approvals for                    06/07-
Academic                                                   Pcard Transactions                                                                    paper    ACC1000     active + 4
           Management   Office          Center                                Financial Aid Staff.                                    Present
                                                                                    Batch Summary is maintained electronically
           Enrollment   Financial Aid   Student Business                                                                              04/05 -
Academic                                                   Pell Batch Summary       on the Financial Aid Server, filed by batch ID,             electronic educ2000   active + 6
           Management   Office          Center                                                                                        Present
                                                                                    on the Financial Aid Server.

                                                                                    Excel spreadsheet used to track the status of
           Enrollment   Financial Aid   Student Business   SAP Appeal Tracking                                                        0708 -
Academic                                                                            SAP appeals. Sorted on financial aid server.                electronic educ2000   active + 6
           Management   Office          Center             Spreadsheet                                                                 pres
                                                                                    Maintained chronologically by date
           Enrollment   Financial Aid   Student Business                                                                              04/05-
Academic                                                   Scholarship Statistics   Statistics used for Director's year end report              electronic educ2000   active + 6
           Management   Office          Center                                                                                        Present
                                                                                    Title, eligibility requirements, amount to be
           Enrollment   Financial Aid   Student Business                            given, how many given, on all scholarships        0506 -
Academic                                                   Scholarships                                                                          paper    educ2000    active + 6
           Management   Office          Center                                      known to be available to our students, filed       pres
                                                                                    alphabetical by scholarship title

                                                                                    Applicant records of all Stafford and Plus
         Enrollment     Financial Aid   Student Business   Stafford Loan            loans sent electronically, loan history           04/05-
Academic                                                                                                                                        electronic educ2000   active + 6
         Management     Office          Center             Origination Records      accessible through Opennet website, filed         Present
                                                                                    random on Financial Aid Server.

           Enrollment   Financial Aid   Student Business                            List of students on Standards of Progress.        04/05-
Academic                                                   Standards of Progress                                                                 paper    educ2000    active + 6
           Management   Office          Center                                      Filed alphabetically by last name, by term.       Present

                                                                                    All finanical aid records for each student
                                                                                    including ISIRs, verification information, loan
                                                                                    requests/applications, scholarships, work
           Enrollment   Financial Aid   Student Business   Student Financial Aid    study, third party, special condition             04/05-
Academic                                                                                                                                        electronic educ2000   active + 6
           Management   Office          Center             Files                    applications, independent status, standards       Present
                                                                                    of progress, and any other information
                                                                                    pertaining to financial aid located on the
                                                                                    Financial Aid Server.
Records Inventory                                                           Shawnee State University
2010
                                                                                     Excel Spreadsheets used to track and award
           Enrollment   Financial Aid   Student Business                                                                              08/09-
Academic                                                   TEACH Spreadsheet         eligible students; maintained on Financial                 electronic educ2000   active + 6
           Management   Office          Center                                                                                        Present
                                                                                     aid Server.
                                                                                     Written contracts between SSU and a Third
           Enrollment   Financial Aid   Student Business   Third Party Billing                                                        04/05-     paper &
Academic                                                                             Party for billing of specified student                                educ2000   active + 6
           Management   Office          Center             Contracts                                                                  Present   electronic
                                                                                     accounts
                                                                                     Veterans receiving GI Bill education benefits,
           Enrollment   Financial Aid   Student Business                                                                              04/05-
Academic                                                   Veteran Files (Active)    CH 106, 30, 32, 35, filed alphabetically by                 paper    educ2000    active + 6
           Management   Office          Center                                                                                        Present
                                                                                     last name
           Enrollment   Financial Aid   Student Business   Work Study                Applications of students applying for work       04/05-
Academic                                                                                                                                         paper    educ2000    active + 6
           Management   Office          Center             Applications              study, filed alphabetically by last name         Present
                                                                                     Electronic files with loan disbursement dates
           Enrollment   Financial Aid   Student Business                                                                              06/07-
Academic                                                   Disb Data Files           and student info used to send email/ letters               electronic educ2000   active + 6
           Management   Office          Center                                                                                        Present
                                                                                     to students.
                                                                                     Electronic files with student info and loan
           Enrollment   Financial Aid   Student Business                                                                              05/06-
Academic                                                   EFT Data Files            amounts used to send email/letters to                      electronic educ2000   active + 6
           Management   Office          Center                                                                                        Present
                                                                                     students.
         Enrollment     Financial Aid   Student Business   Schell Loan Balance                                                        06/07-
Academic                                                                             Yearly balance report for Schell loan.                     electronic educ2000   active + 6
         Management     Office          Center             Reports                                                                    Present
         Enrollment     Financial Aid   Student Business                                                                              09/10-
Academic                                                   Scholarship Deposits      Deposits of scholarship checks.                             paper     FIN1000      4 yrs.
         Management     Office          Center                                                                                        Present
      Records Inventory
      2010
                                                                   Shawnee State University

         A           B              C             D                       E                                    F                               G            H          I            J
     Division       Area      Department      Location          Record Series Title            Record Series Description                  Span Dates     Format Group          Retention
1
                                                                                        Form used by student to declare a new major,
                Enrollment                 Student Business                                                                                 1979 -
     Academic                Registrar                        Change of Major           filed by termcode then alphabetical by                           Electronic EDU1000     Indefinite
                Management                 Center                                                                                           Present
2                                                                                       students last name
                                                                                        Forms used by student to register or add/drop
                Enrollment                 Student Business   Registration Forms /
     Academic                Registrar                                                  for classes, filed by term code then,             1998-Present    Paper   EDU1000       Indefinite
                Management                 Center             Change Order
3                                                                                       alphabetical by students last name
                                                                                        Individual files containing information
                Enrollment                 Student Business
     Academic                Registrar                        Student Files             pertaining to student's academic histories,     2000-Present Electronic EDU1000         Indefinite
                Management                 Center
4                                                                                       filed alpha by students last name
                Enrollment                 Student Business                             Students academic history, filed alphabetical
     Academic                Registrar                        Student Files                                                             1971- Present Electronic EDU1000        Indefinite
5               Management                 Center                                       by students last name
                                                                                        Form used by students to officially withdraw
                Enrollment                 Student Business                                                                                003Q -
     Academic                Registrar                        Withdrawal forms          from a semester, filed alphabetical by students               Electronic EDU1000        Indefinite
                Management                 Center                                                                                          Present
6                                                                                       last name
                                                                                        Form used by students to officially withdraw
                Enrollment                 Student Business                                                                                 1979 -
     Academic                Registrar                        Withdrawal forms          from a quarter, filed alphabetical by students                   Electronic EDU1000     Indefinite
                Management                 Center                                                                                           Present
7                                                                                       last name

                                                                                        Form used by students to change information
                Enrollment                 Student Business   Change of                                                                     1979 -
     Academic                Registrar                                                  in computer, filed by termcode completed,                        Electronic EDU1000     Indefinite
                Management                 Center             Name/Address/Telephone                                                        Present
                                                                                        then alphabetical by students last name
8
                                                                                        Form student uses to apply for course credit
                Enrollment                 Student Business   Course Credit by                                                              1979 -
     Academic                Registrar                                                  by arrangement, filed by term code, then                         Electronic EDU1000     Indefinite
                Management                 Center             arrangement                                                                   Present
9                                                                                       alphabetical by student last name

                                                                                        Form used to apply for and issue grade for
                Enrollment                 Student Business                                                                                 1979 -
     Academic                Registrar                        Credit by Exam            course credit by exam, filed by term code then                   Electronic EDU1000     Indefinite
                Management                 Center                                                                                           Present
                                                                                        alphabetical by students last name
10
                                                                                        Form students use to apply to take a course
                Enrollment                 Student Business                                                                                 1979 -
     Academic                Registrar                        Non-credit Form           Non-credit, filed by term code, then                             Electronic EDU1000     Indefinite
                Management                 Center                                                                                           Present
11                                                                                      alphabetical by student last name
                Enrollment                 Student Business                             Form used by instructor to assign final grades
     Academic                Registrar                        Official Grade Sheets                                                       1979-Present Electronic EDU1000       Indefinite
12              Management                 Center                                       by course

                Enrollment                 Student Business                             Form students use to apply for pass/non-            1979 -
     Academic                Registrar                        Pass/Non-Credit Form                                                                       Electronic EDU1000     Indefinite
                Management                 Center                                       credit, filed by term code then alphabetically.     Present
13
                Enrollment                 Student Business                             Scanned into Feith; to maintain student score
     Academic                Registrar                        AP (Advanced Placement)                                                     1995-Present   electronic EDU1010    Active + 1
                Management                 Center                                       reports relatiaves to their academic standing.
14
                Enrollment                 Student Business                             Working copies in binder on desktop; signed         2009 -       paper and
     Academic                Registrar                        Articulation Agreements                                                                               EDUC3000    Indefinite
15              Management                 Center                                       originals scanned into Feith.                       Present      electronic

                Enrollment                 Student Business   CLEP - (College Level     To maintain student score reports relative to
     Academic                Registrar                                                                                                    1991-Present   electronic EDU1010    Active + 1
                Management                 Center             Examination Program)      their academic standing; scanned into Feith
16
      Records Inventory
      2010
                                                                 Shawnee State University

         A           B              C           D                        E                                      F                                G             H          I          J
                                                                                        Jump drive kept on desk, purpose is templates
                Enrollment               Student Business                                                                                     2004 -
     Academic                Registrar                      Correspondence              of form letters, records are still created, there                   Computer EDU1010     Active + 1
                Management               Center                                                                                               Present
17                                                                                      is 1 (one) jump drive
                Enrollment               Student Business
     Academic                Registrar                      GRE - General Test          Various student scores - Scanned to Feith           1994-Present Electronic EDU1010      Active + 1
18              Management               Center
                                                                                        to maintain templates and
                Enrollment               Student Business   Southeastern Business       completed/unsigned contracts from
     Academic                Registrar                                                                                                      1989-Present    electronic LEG2000   Active + 5
                Management               Center             College                     aforementioned institutions; jum/thumb drive
19                                                                                      kept on top of desk

                                                                                        1 Manila file folder filed chronological by date,
                Enrollment               Student Business   Allegheny Paper Shredder
     Academic                Registrar                                                  contains information on shredder and                   2001          Paper   ADM3010      4 years
                Management               Center             Corporation.
                                                                                        Purchase order for purchasing of shredder.
20
                                                                                    1 Manila file folder filed in 2nd drawer of lateral
                                                            AMCAS (American Medical file cabinet - contains updated data on SSU
                Enrollment               Student Business                                                                                    04/25/96 -
     Academic                Registrar                      College Application     grading system - credit measurement systems                              Paper   ADM3010      4 years
                Management               Center                                                                                               Present
                                                            Service)                and academic calendars, filed chronological
21                                                                                  by date
                Enrollment               Student Business                                                                                                   Computer
     Academic                Registrar                      Annual Report               Computer files - filed chronological by year.       1998 - 2006              ADM1020     Active + 1
22              Management               Center                                                                                                               files
                Enrollment               Student Business                               1 file folder in 2nd drawer of lateral file cabinet -
     Academic                Registrar                      Budget Information                                                                2000 - 2007    Paper   FIN2000     Active + 1
23              Management               Center                                         budgetary information
                                                                                        1 Manila file folder filed chronologically by
                Enrollment               Student Business   Equipment Action            date; contains blank EAA forms and EAA
     Academic                Registrar                                                                                                       2006-2008       Paper   ADM3010      4 years
                Management               Center             Authorization               forms authorizing removal of office equipment
24                                                                                      from our office.
                                                                                                                                               1996-99
                Enrollment               Student Business   NSLC (National Student                                                           (paper) and  Paper /
     Academic                Registrar                                                  1 file folder in 2nd drawer of lateral file cabinet                         EDU2000      Active + 6
                Management               Center             Loan Clearinghouse)                                                             2007-Present Electronic
25                                                                                                                                              Feith
                                                                                        5" Blue Notebook - on window ledge - used for
                                                                                        tracking credit card purchases - filed monthly.
                Enrollment               Student Business
     Academic                Registrar                      P-Card                      Records are still created and there is one          2006 - 2007      Paper   ACC1000      4 years
                Management               Center
                                                                                        book. July 2006-June 2008 scanned into
26                                                                                      Feith.
                Enrollment               Student Business                               1 Manila file folder filed in 2nd drawer of lateral
     Academic                Registrar                      Scrip Safe                                                                      2006-Present     Paper   ADM3010      4 years
27              Management               Center                                         file cabinet
                Enrollment               Student Business                               School Seal information - filed in 2nd drawer
     Academic                Registrar                      Signature Font                                                                     None          Paper   ADM3010      4 years
28              Management               Center                                         of lateral file cabinet
                                                                                        copy of a verification of a degree made to a
                Enrollment               Student Business                                                                                                                        Active + 1
     Academic                Registrar                      Degree Verification         company, including the signed release from          2008-Present     paper   EDUC1010
                Management               Center                                                                                                                                    year
29                                                                                      the student. 207 files
                                                                                        Letters to students who have graduated but
                Enrollment               Student Business                                                                                                                        Active + 1
     Academic                Registrar                      Graduates who owe fees      still owe fees. Petition card stapled to a          2004-Present     paper   EDUC1010
                Management               Center                                                                                                                                    year
30                                                                                      degree audit and copy of letter. 11 files
      Records Inventory
      2010
                                                                  Shawnee State University

         A           B              C           D                          E                                    F                                 G            H          I           J
                                                                                        Petition card stapled to degree audit, copy of
                Enrollment               Student Business   Graduation Petitions for    letters sent to students informing them of             2004 -                             Active + 1
     Academic                Registrar                                                                                                                       paper   EDUC1010
                Management               Center             those who didn't graduate   courses they still need to take to complete the        Present                              year
31                                                                                      degree. 195 files

                Enrollment               Student Business   Graduation/            letters/flyers/procedures for graduation and                2003 -
     Academic                Registrar                                                                                                                       paper   ADM9900       1 year
                Management               Center             commencement processes commencement.                                               Present
32
                Enrollment               Student Business                               petition packs w/final degre eaudit and dept           2004 -                             Active + 1
     Academic                Registrar                      Past Graduates                                                                                  electronic EDUC1010
33              Management               Center                                         recommendation                                         Present                              year
                Enrollment               Student Business                               notebook of p-card instructions and                    2005 -
     Academic                Registrar                      P-card                                                                                           paper   ACC1000       5 years
34              Management               Center                                         transactions.                                          Present

                Enrollment               Student Business                               A-Z list of previous year's graduates to verify      May 2010 -                           Active + 1
     Academic                Registrar                      Recent Past Graduates                                                                            paper   EDUC1010
                Management               Center                                         graduation circumstances; 2 file drawers              Present                               year
35
                                                                                        (Old and Revised) Policy 3.04 page 1 of 9
                                                                                        collection, maintenance, Access to &
                Enrollment               Student Business
     Academic                Registrar                      Access                      challenge of Student Educational Records,            1990 to 2007    Paper   EDU1030      Active + 3
                Management               Center
                                                                                        filed in 1 file folder on 2nd shelf of bookshelf
36                                                                                      left of the door entrance.
                                                                                      Document signed by students/employees
                                                                                      agreeing to abide by the regulations regarding
                Enrollment               Student Business
     Academic                Registrar                      Access (Signatures) Forms access to student records and files at SSU.      2007-Present          Paper   EDU1030      Active + 3
                Management               Center
                                                                                      Filed alphabetically in 1 file folder located on
37                                                                                    the desk.

                Enrollment               Student Business                               Academic Calendar - filed chronological in 5
     Academic                Registrar                      Calendar                                                                          1995-1999      Paper   EDU3000      Indefinite
                Management               Center                                         file folders filed in 1st top desk file drawer
38
                Enrollment               Student Business   Classification of Inst      1 File folder located to the left of the door -
     Academic                Registrar                                                                                                          1990         Paper   EDU3000      Indefinite
39              Management               Center             Programs (CIP)              2nd shelf of the bookshelf
                Enrollment               Student Business                               1 File folder located to the left of the door on
     Academic                Registrar                      Course Sections Analysis                                                                         Paper   EDU3000      Indefinite
40              Management               Center                                         the 2nd shelf of the bookshelf
                                                                                        Problem students / situations filed
                Enrollment               Student Business
     Academic                Registrar                      Disciplinary                Chronological in 1 File folder located in 1st top                    Paper   LEG4000      Active + 6
                Management               Center
41                                                                                      desk file drawer
                                                                                        Chronological in 1 file folder located to the to
                Enrollment               Student Business   FERPA - AACRAO Policy       the left of the door on the 2nd shelf of the
     Academic                Registrar                                                                                                        1995-2007      Paper   EDU1030      Active + 3
                Management               Center             3.04                        bookshelf, policy of confidentiality of student
42                                                                                      records

                                                                                        Lists various duties & responsibilities of the
                Enrollment               Student Business
     Academic                Registrar                      Goals & Objectives          Office of the Registrar - filed chronological in 1    1996-1997      Paper   ADM1020      Active + 1
                Management               Center
                                                                                        file folder in 2nd top desk drawer
43
      Records Inventory
      2010
                                                                  Shawnee State University

         A           B              C           D                        E                                       F                                G            H          I           J
                                                                                         Set of pie charts showing grade distributions
                                                                                         for SSU & its colleges & departments
                Enrollment               Student Business
     Academic                Registrar                      Grading Practices at SSU     aggregated over 3 Academic years 1992/93;               1996        Paper   ADM3000     Active + 10
                Management               Center
                                                                                         1993/94; 1994/95. Filed chronological on the
                                                                                         2nd shelf of the bookshelf left of the entry door
44
                Enrollment               Student Business                                filed chronological in 1 file folder in 2nd top       10/2/97-
     Academic                Registrar                      HEI                                                                                              Paper   EDU3000      Indefinite
45              Management               Center                                          desk file drawer                                      12/1/98
                                                                                         1 file folder located to the left of the computer
                                                                                         on the desk, information enables the university
                                                                                         to identify developing trends, track
                Enrollment               Student Business   Longitudinal Student Data    demographic shifts, & follow the effects of
     Academic                Registrar                                                                                                        1993-1997      Paper   ADM1020     Active + 10
                Management               Center             Report                       policy & curricular change coupled with
                                                                                         information from other sources, aids in
                                                                                         projecting future student enrollment levels.
                                                                                         Filed chronologically
46
                                                                                         OBR Implementation & Assessment Survey
                Enrollment               Student Business   Ohio Articulation & Transfer
     Academic                Registrar                                                   Results for 1998-99 - located on desk right of        6/2/2000      Paper   ADM3000     Active + 10
                Management               Center             Policy
47                                                                                       computer.
                                                                                         1 file folder to the right of the computer on the
                Enrollment               Student Business
     Academic                Registrar                      Post-Secondary Options       desk. Information on area OH Highschool                 1997        Paper   EDU3000      Indefinite
                Management               Center
48                                                                                       students attending SSU
                Enrollment               Student Business                                1 file folder to the right of the computer on the
     Academic                Registrar                      Registration Surveys                                                                 1994        Paper   EDU3000      Indefinite
49              Management               Center                                          desk.
                Enrollment               Student Business                                1 file folder located to the right of the computer
     Academic                Registrar                      Success Challenge                                                                 1998-2001      Paper   EDU3000      Indefinite
50              Management               Center                                          on the desk.
                Enrollment               Student Business                                Federal Assistance Information - filed in folder
     Academic                Registrar                      TITLE III                                                                         1988 - 2001    Paper   EDU3000      Indefinite
51              Management               Center                                          on desk - right of computer.

                                                                                         UTAC information (filed chronological) to
                                                                                         monitor all decisions made with respect to
                                                            UTAC (University
                Enrollment               Student Business                                technology on campus & to ensure that such
     Academic                Registrar                      Technical Advisory                                                                1997-2000      Paper   ADM3000     Active + 10
                Management               Center                                          decisions are made within the boundaries
                                                            Committee)
                                                                                         defined within the technology plan. 1 file
                                                                                         folder filed right of the computer on the desk.
52
                Enrollment               Student Business                                Student athlete eligible rosters - 1 file folder
     Academic                Registrar                      Sports Eligibility NAIA                                                            2008-09       Paper   EDU1000       1 year
53              Management               Center                                          per sport - filed in desk file drawer

                Enrollment               Student Business                                Form used by student to declare a new major,
     Academic                Registrar                      Change of Major                                                                   003Q - 2007   Electronic EDU1000    Indefinite
                Management               Center                                          filed alphabetical by student last name
54
                Enrollment               Student Business   Change of                    Form used by students to change information            003Q -
     Academic                Registrar                                                                                                                      Electronic EDU1000    Indefinite
                Management               Center             Name/Address/Telephone       in computer                                            Present
55
                                                                                     Form used to apply for and issue grade for
                Enrollment               Student Business                                                                                       003Q -
     Academic                Registrar                      Completed Credit by Exam course credit by exam, filed alphabetical by                           Electronic EDU1000    Indefinite
                Management               Center                                                                                                 Present
56                                                                                   student last name
      Records Inventory
      2010
                                                                 Shawnee State University

         A           B              C           D                       E                                      F                              G           H          I          J
                                                                                        For student uses to apply for course credit by
                Enrollment               Student Business   Course Credit by                                                                003Q -
     Academic                Registrar                                                  arrangement, filed alphabetical by student last                Electronic EDU1000   Indefinite
                Management               Center             arrangement                                                                     Present
57                                                                                      name

                                                                                        Forms used by student to apply for course
                Enrollment               Student Business   Credit by arrangement
     Academic                Registrar                                                  credit by arrangement but are pending             2008-Present Electronic EDU1000   Indefinite
                Management               Center             forms
                                                                                        completion, filed alphabetical by last name
58
                                                                                        Forms students use to apply to take a course
                Enrollment               Student Business                                                                                   003Q -
     Academic                Registrar                      Non-credit Form             Non-credit, filed alphabetical by student last                 Electronic EDU1000   Indefinite
                Management               Center                                                                                             Present
59                                                                                      name

                                                                                        Form used by instructor to assign final grades
                Enrollment               Student Business
     Academic                Registrar                      Official Grade Sheets       by course, filed alphabetical by course catalog 1999-Present Electronic EDU1000     Indefinite
                Management               Center
                                                                                        number and section number
60
                Enrollment               Student Business                               Form student uses to apply for pass/non-            003Q -
     Academic                Registrar                      Pass/Non-Credit Form                                                                       Electronic EDU1000   Indefinite
                Management               Center                                         credit, filed alphabetical by student last name     Present
61
                Enrollment               Student Business                               Forms used by students to make "registration" May 2009 to
                             Registrar                      Registration Appeal Forms                                                              Electronic EDU1001       Indefinite
62              Management               Center                                         appeals.                                        present
                Enrollment               Student Business                               Requests for schedule/room changes from
     Academic                Registrar                      Schedule Room Changes                                                     2008-Present   Paper    ADM9900        1 year
63              Management               Center                                         departments, filed by department

                Enrollment               Student Business   Special Grade Report        Forms instructors use to change a students          003Q -
     Academic                Registrar                                                                                                                 Electronic EDU1000   Indefinite
                Management               Center             Forms                       grade, filed alphabetical by student last name      Present
64
                Enrollment               Student Business   Special Grade Report        Forms instructors use to change a students          1979 -
     Academic                Registrar                                                                                                                 Electronic EDU1000   Indefinite
                Management               Center             Forms                       grade, filed alphabetical by student last name      Present
65
                                                                                        "TAG" Jump Drive - Office Desk, Courses
                Enrollment               Student Business                               earmarked by STATE as "TAG" Courses                 2005 -
     Academic                Registrar                      TAGS                                                                                       Computer EDU3000     Indefinite
                Management               Center                                         (State mandated), filed alphabetically.             Present
66                                                                                      Records are still created.
Records Inventory
2010
                                                                              Shawnee State University

                 A           B               C                 D                     E                                     F                              G            H          I           J
             Division       Area       Department          Location        Record Series Title             Record Series Description                 Span Dates     Format Group         Retention
         1
                                                                                                   Manila folders of students with disability by
                                                                        Student files -
                        Enrollment   Student Success 1st Floor Massie -                            medical/mental health/psychological
             Academic                                                   Documentation of                                                             2004-present    Paper   EDU1000      Indefinite
                        Management   Center Counselor #131                                         professional filed alphabetically in short gray
                                                                        Disabilities
         2                                                                                         locked cabinet.

                                                                                                   Records are kept on computers. # Aeaa-108 &
                        Enrollment   Student Success 1st Floor Massie - Pre-Health Science &
             Academic                                                                              SSC-M132 in an access database. To track    2004-present         Electronic EDU1000    Indefinite
                        Management   Center Counselor #132              Undecided Students
                                                                                                   movement and retention. Filed by semester.
         3
                                                                                               Database of students who place into
                                                                                               developmental classes. Diskette and
                                                                                               computer (Aee 108) Tracking developmental
                        Enrollment   Student Success 1st Floor Massie -                                                                                              Paper /
             Academic                                                   Developmental Students students and how timely they complete                 2004-present              EDU1000    Indefinite
                        Management   Center Counselor #133                                                                                                          Electronic
                                                                                               developmental classes. How/if they complete
                                                                                               all placement/ retention service alphabetically
                                                                                               by quarter.
         4
                                                                                                   3 X 3 black binders & on hard drive. Track
                                                                                                   demographic information, classes being
                        Enrollment   Student Success 1st Floor Massie -                                                                                              Paper /
             Academic                                                   Tutoring Files             tutored, who they are tutored by, GPA, grades     2004-present              EDU1000    Indefinite
                        Management   Center Counselor #133                                                                                                          Electronic
                                                                                                   received in tutored classes, evaluations and
         5                                                                                         personnel files.
                                                                                                   Hanging folders in file cabinet & disks in disk
                        Enrollment   Student Success 1st Floor Massie - Tutoring / SI / Note       holder; tracking number of hours worked and                       Paper /
             Academic                                                                                                                                2004-present              PER3000   Active + 6
                        Management   Center Counselor #133              takers / Payroll           amount paid to each tutor/SI leader/Note                         hard drive
         6                                                                                         taker. Alphabetically by sem

                        Enrollment   Student Success 1st Floor Massie - Orientation Evaluations / To collect data on student and family
             Academic                                                                                                                              2009-present      Paper   ADM9900       1 year
                        Management   Center Counselor #135              Surveys                   satisfaction. Filed by orientation date and year
         7
                                                                                                    Manila folders with academic records and case
                        Enrollment   Student Success                      Pre-education, Pre-       notes for students attempting to gain program                 Paper /
             Academic                                 Massie 133                                                                                  2007 - present            EDU1000       Indefinite
                        Management   Center Counselor                     engineering Student Files entry. Some records stored on database in                    Electronic
                                                                                                    Massie 133. Filed by program, alphabetically.
         8

                        Enrollment   Student Success Massie 133           Academic Improvement     AIPS filed alphabetically in manila folders and                   Paper /
             Academic                                                                                                                                2003-present              EDU1000     7 years
                        Management   Center Counselor (CUBE #2)           Plans                    hard-drive. Used to advise students on AIP.                      Electronic
         9
                                                                                                   New student orientation files kept on computer
                                     Student Success
                        Enrollment                                    Orientation - New            - SSC - M147R$ and on disk. To track and
             Academic                Center          1st Floor Massie                                                                              2009-present     Electronic ADM9900     1 year
                        Management                                    Student                      invite new applicants to orientation sessions -
                                     Representative
                                                                                                   filed by year
        10
                                                                                                   Textbook loans are kept in a three inch binder
                                                                                                   and also on computer SSC-M147R located
                                     Student Success
                        Enrollment                                    Textbook Loans and           inside the Student Success Center in an                           Paper -
             Academic                Center          1st Floor Massie                                                                                2009-present              ADM9900     1 year
                        Management                                    Student Withdrawals          access database titled "Textbook Loans".                         Electronic
                                     Representative
                                                                                                   Verification of Students who are borrowing
        11                                                                                         textbooks
      Records Inventory
      2010
                                                              Shawnee State University

          A          B         C               D                     E                                F                                 G             H          I          J
     Division      Area    Department       Location     Record Series Title          Record Series Description                   Span Dates       Format Group         Retention
1
                                                                               Folder containing various academic profile
                                                                                                                                   1997 - Oct
     Academic   Provost   Assessment    VRCFA 317      Academic Profile        files - ex: brochures distribution list -                            ELEC    EDU3000     Indefinite
                                                                                                                                     2004
                                                                               organization - filed alphabetically - 4.91 MB
2
                                                       Annual Report
     Academic   Provost   Assessment    Massie 127     Misc.pertaining to      Folder with Assessment sections and analysis        2003-2006        ELEC    ADM1020     Active + 1
3                                                      Assessment

                                                                               Sample of English 112 (1105) writing from
     Academic   Provost   Assessment    VRCFA 317      English 112             every student located in 12" x 24" black boxes -    1995-2008        Paper   EDU3000     Indefinite
                                                                               filed alphabetically by year - 12 linear ft
4
                                                                               Folder containing Survey Data comments -
     Academic   Provost   Assessment    VRCFA 317      Exiting Senior Survey                                                       1998 - 2008      ELEC    EDU3000     Indefinite
5                                                                              2.55 MB
                                                                               Folder containing Graduating Student Surveys
                                                       Graduating Student
     Academic   Provost   Assessment    VRCFA 317                              - filed alphabetically - used for General           1998-2008        ELEC    EDU3000     Indefinite
                                                       Surveys
6                                                                              information - 2.19 MB

                                                                               Manila folders filed by year containing
                                                                               documents pertaining to the awarding and
                                                                               disbursement of assessment mini-grant funds -                 Paper and
     Academic   Provost   Assessment    Massie 127     Mini-Grants                                                              2000-present            LEG2000         Active + 5
                                                                               4.2 lin ft and electronic files and spreadsheets              electronic
                                                                               pertaining to the awarding and disbursement
                                                                               of assessment mini-grants - 17 MB
7
                                                                               Folder containing such files as department
     Academic   Provost   Assessment    VRCFA 317      Miscellaneous           chairs and notebook course - reference - filed     1999 - present    ELEC    EDU3000     Indefinite
8                                                                              alphabetically - 373 KB

                                                                               Correspondence, notes, & misc in manila
                                                                                                                                 Winter 00 to       Paper &
     Academic   Provost   Assessment    Massie 127     Miscellaneous           folders used for reference filed alphabetically 4                              ADM9900     1 year
                                                                                                                                  present          electronic
                                                                               ft - marooncabinet and 12 MB
9
                                                                               Folder containing NCA information -
     Academic   Provost   Assessment    VRCFA 317      NCA                     organization of NCA materials filed                 2000 - 2001      ELEC    ADM3020      10 years
10                                                                             alphabetical - 62KB
                                                                               Folder containing databases for ENGL
     Academic   Provost   Assessment    VRCFA 317      Paper Databases         112/1105 and IDST 490S/4490 - filed by              1995-2008        ELEC    EDU3000     Indefinite
11                                                                             subject
                                                                               Folders containing writing samples from
     Academic   Provost   Assessment    VRCFA 317      Portfolio               randomly selected students, located in a 3.5 ft     ? - present      Paper   EDU3000     Indefinite
12                                                                             X 5 ft filing cabinet - 16 linear ft
                                                                               Folders containing Senior Seminar papers
                                                                               from all graduating students - located in 12" x
     Academic   Provost   Assessment    VRCFA 317      Senior Seminar                                                           1995 - present      Paper   EDU3000     Indefinite
                                                                               24" black boxes - filed alphabetically by year -
13                                                                             18 linear ft.
      Records Inventory
      2010
                                                             Shawnee State University

          A          B         C              D                    E                                       F                               G           H          I          J
     Division      Area    Department      Location     Record Series Title                Record Series Description                   Span Dates   Format Group         Retention
1
                                                                                    Folder containing files related to instructor
     Academic   Provost   Assessment    VRCFA 317     Syllabus Project              compliance in GEP syllabi - filed alphabetically    28-Jun-05    ELEC    EDU3000     Indefinite
14                                                                                  46 KB

                                                                                    Folders containing writing samples of Senior
                                                                                    Seminar and English 112/1105 papers from
                                                      Writing & Critical Thinking   selected students. Located in 12" X 24" black       1999-Oct    Paper and
     Academic   Provost   Assessment    VRCFA 317                                                                                                              EDU3000   Indefinite
                                                      Project                       boxes - purpose is to evaluate students'              2001      electronic
                                                                                    critical thinking and writing abilities - filed
                                                                                    numerically - 7 lin ft. and 140 KB
15
    Records Inventory
    2010
                                                             Shawnee State University

         A          B            C             D                  E                                 F                              G            H            I          J
    Division       Area    Department       Location    Record Series Title          Record Series Description                 Span Dates    Format Group           Retention
1
                          Center for                                          Misc notes, correspondence, travel proposals,
                          International                                       MOA pertaining to international students and       1986 to    Paper and
    Academic   Provost                    Temple       Miscellaneous                                                                                   EDU1000      Indefinite
                          Program                                             CIPA. 4 lin ft & 30 MB manila folders used for     present    electronic
                          Activities                                          reference-maroon cabinet
2
                                          Temple       Miscellaneous          Miscellaneous notes, correspondence, travel 8/1/86 to         paper and    EDUC1000   Indefinite
                          Center for                                          proposals, MOA pertaining to international and present        electronic
                          International                                       exchange students; in black and tan filing
    Academic   Provost
                          Program                                             cabinets throughout the office.
                          Activities
3
     Records Inventory
     2010
                                                               Shawnee State University

          A          B           C             D                     E                                       F                                 G            H           I         J
     Division       Area    Department     Location       Record Series Title                Record Series Description                    Span Dates      Format Group        Retention
1
                           General
                                                        Academic Profile             Manila folders - assessment, filed alphabetical      Fall 1995 to
     Academic   Provost    Education     VRCFA 317                                                                                                        Paper     EDU3000   Indefinite
                                                        Assessment Exam              - 2 Lin Ft.                                              2006
2                          Program
                           General
                                                        Advisory Council Meetings    Manila file folder - meeting minutes, filed          Winter 1998     Paper &
     Academic   Provost    Education     Massie 127                                                                                                                 ADM9900   Indefinite
                                                        Minutes                      alphabetical - 2.3 Lin Ft                             to present      elec
3                          Program
                           General
                                                                                     Manila file folders - reference, filed               Fall 1995 to
     Academic   Provost    Education     Massie 127     Annual Reports                                                                                    Paper     ADM1020   Indefinite
                                                                                     alphabetically- .5 lin ft                                2009
4                          Program
                           General
                                                                                     41 - Studies regarding academic assessment -
     Academic   Provost    Education     VRCFA 313      Assessment                                                                           None          Elec     ADM3020    10 years
                                                                                     on hard drive
5                          Program
                           General
                                         Massie 127 &                                Manila file folder - historical record of Core -
     Academic   Provost    Education                    Core                                                                              1990 to 1995    Paper     EDU3000   Indefinite
                                         VRCFA 317                                   2.5 Lin Ft
6                          Program
                           General
                                                                                     Manila file folders - track enrollments, filed       Fall 1995 to
     Academic   Provost    Education     VRCFA 313      Enrollment in GEP                                                                                 Paper     EDU3000   Indefinite
                                                                                     alphabetical                                          10/01/01
7                          Program
                           General                                                   Manila file folder - documents and studies re:
     Academic   Provost    Education     VRCFA 313      Freshman Seminar                                                                  1990 to 1995    Paper     EDU3000   Indefinite
8                                                                                    Freshman Seminar
                           Program
                           General                                                   0.2 Lin Ft manila folders - reference - filed by
     Academic   Provost    Education     Massie 127     GEP Course Syllabi                                                                   None         Paper     EDU3000   Indefinite
9                                                                                    department
                           Program
                           General                      GEP Orientation for New      Manila file folders - to document development Spring 1999
     Academic   Provost    Education     VRCFA 313                                   of GEP orientation for new faculty, filed                            Paper     EDU3000   Indefinite
10                                                      Faculty                                                                          to 2008
                           Program                                                   alphabetical
                           General                                                   Manila file folders - record                     Winter 1998
     Academic   Provost    Education     VRCFA 313      New Course Proposals         approval/disapproval of proposed new                                 Paper     EDU3000   Indefinite
11                                                                                                                                     to present
                           Program                                                   courses, filed chronologically
                           General                                                   Manila file folders - to maintain updated packet Spring 1998
                                                        New Faculty Packet -
     Academic   Provost    Education     VRCFA 317                                   for new faculty and senior seminar, filed          to Spring         Paper     EDU3000   Indefinite
                                                        Senior Seminar
12                         Program                                                   alphabetical                                         2008
                           General
                                                                                     Manila file folders - assessment, filed              Winter 1996
     Academic   Provost    Education     VRCFA 317      NTSC 110S Exam - Results                                                                          Paper     EDU3000   Indefinite
                                                                                     alphabetical - 0.2 Lin Ft                             to 2003
13                         Program
                           General
                                                        Professional Accreditation   34 - studies regarding professional
     Academic   Provost    Education     VRCFA 313                                                                                           None          Elec     ADM3020    10 years
                                                        Study                        accrediting bodies - on hard drive
14                         Program
                           General                                                   Manila file folders - document program
                                                        Self Study and Program                                                            Fall 1998 to
     Academic   Provost    Education     VRCFA 313                                   reviews (five year cycle) , filed alphabetical - 1                   Paper     ADM1020   Indefinite
                                                        Review                                                                             10/01/01
15                         Program                                                   Lin Ft
                           General                                                   Manila file folders - to record updates to
                                                                                                                                          Winter 1998 -
     Academic   Provost    Education     VRCFA 313      Senior Seminar Check List    checklist for senior seminar faculty, filed                           paper    EDU3000   Indefinite
                                                                                                                                            present
16                         Program                                                   alphabetical
     Records Inventory
     2010
                                                               Shawnee State University

          A          B           C             D                     E                                    F                                G           H           I         J
     Division       Area    Department     Location       Record Series Title             Record Series Description                   Span Dates     Format Group        Retention
1
                           General
                                                        Senior Seminar Common     Manila file folders - to document changes to         Fall 1995 -
     Academic   Provost    Education     Massie 127                                                                                                  Paper     EDU3000   Indefinite
                                                        Syllabus                  course syllabus - 02 Lin Feet                         present
17                         Program

                           General                                                Manila file folders - to document
                                         Massie 127 &   Senior Seminar Oral                                                           Winter 1998    Paper &
     Academic   Provost    Education                                              announcements of oral presentations in senior                                EDU3000   Indefinite
                                         VRCFA 317      Presentations                                                                  to present     elec
                           Program                                                seminar, filed alphabetical 0.8 Lin Ft, 8.5 MB
18
                           General
                                         Massie 127 &   Senior Seminar Paper      Manila file folders - to document nominations       Fall 1997 to
     Academic   Provost    Education                                                                                                                 Paper     EDU3000   Indefinite
                                         VRCFA 317      Award                     and awards, filed alphabetical 0.3 Lin Feet           present
19                         Program
                           General                                                                                                    Winter 1998
                                                                                  Manila file folders - to document schedule for
     Academic   Provost    Education     VRCFA 313      Senior Seminar Schedule                                                        to Spring     Paper     EDU3000   Indefinite
                                                                                  senior seminar, filed alphabetical
20                         Program                                                                                                       2008
                           General
                                                                                  Manila file folders - assessment, filed             Fall 1998 to
     Academic   Provost    Education     VRCFA 317      Senior Survey                                                                                Paper     EDU3000   Indefinite
                                                                                  alphabetical - 1.2 Lin Ft                             present
21                         Program
                           General
                                         VRCFA 313 &    SSU's Transfer Module     Manila file folders/ 2 notebooks - to document      Fall 1998 to
     Academic   Provost    Education                                                                                                                 Paper     EDU3000   Indefinite
                                         Massie 127     Revisions                 changes to SSU's transfer module                    Spring 2008
22                         Program
                           General                                                Manila file folders - to record course
                                                        Substitution & Transfer                                                       Fall 1998 to
     Academic   Provost    Education     VRCFA 313                                substitutions in GEP, filed alphabetical - 8. lin                  Paper     EDU3000   Indefinite
                                                        Requests                                                                      Spring 2008
23                         Program                                                FT
                           General                                                                                                      current
                                                        Waiting List for Senior   Manila file folders - to record waiting list for
     Academic   Provost    Education     Massie 127                                                                                   registration   Paper     ADM9900     1 year
                                                        Seminar                   senior seminar filed alphabetical, 0.2 Lin ft
24                         Program                                                                                                      period
    Records Inventory
    2010
                                                                    Shawnee State University

        A             B               C              D                   E                                  F                              G           H         I          J
    Division        Area        Department       Location      Record Series Title           Record Series Description                Span Dates     Format Group      Retention
1
                                                                                      Statistical count of multimedia equipment
                                                                                      items circulated to classroom by reservation.
                                                             OIT Classroom Support
               Instructional   Instructional                                          Assesses the currency of existing equipment      July 2007 -
    Academic                                   Library 114   Equipment Circulation                                                                   paper   ADM3010    4 years
               Technology      Technology                                             in the field. Data is used as a predictor for     Present
                                                             Statistics
                                                                                      budget decisions. Cataloged by day, month
2                                                                                     and year.
                                                                                      3-ring bound notebook of published safety
               Instructional   Instructional                 Materials Data Safety                                                     July 2000 -
    Academic                                   Library 114                            information for all chemicals used in OIT                      paper   ENV2000    Indefinite
               Technology      Technology                    Sheets                                                                     Present
3                                                                                     cataloged by product.
                                                                                      2 black 3-ring notebooks containing approved
                                                                                      online purchase documents, order
               Instructional   Instructional                 P-Card Online Purchase
    Academic                                   Library 114                            confirmations, invoices, approval statements    2006-Present   paper   ACC1000    4 years
               Technology      Technology                    Documentation
                                                                                      with authorized signature cataloged by month
4                                                                                     and year
     Records Inventory
     2010
                                                               Shawnee State University

          A           B          C            D                    E                                       F                                 G             H           I          J
     Division       Area    Department     Location     Record Series Title                Record Series Description                   Span Dates       Format Group          Retention
1
                                                                                   10-20 documents - Information on campus
                                                                                                                                                          MS
     Academic    Library   Director      LIB255       Accreditation Information    accreditation as they impact the library - filed    2000 - present              ADM3020     10 years
                                                                                                                                                         Outlook
2                                                                                  alphabetically
                                                                                  Documents regarding ADA compliance
     Academic    Library   Director      LIB255       ADA compliance info.        requirements and attempts of the SSU Library 1991-present      Elec     ADM3020              10 years
3                                                                                 to meet them.
                                                                                  Documents relative to assessing/improving                   Electronic/
     Academic    Library   Director      LIB255       Assessment                                                               2000-Present               ADM3020              10 years
4                                                                                 library services.                                             Paper
                                                                                  Documents/memos relative to the
     Academic    Library   Director      LIB255       Integrated Library Services implementation of integrated library system.  1991-present     Elec     ADM3000             Active + 10
5                                                                                 Reference
                                                                                  Budget requests and justifications and other
     Academic    Library   Director      LIB255       Budget                                                                   1989 - present    Elec     FIN2000             Active + 1
6                                                                                 related material
                                                                                  Policies, considerations & messages for
                                                      Collection development                                                                  Electronic/
     Academic    Library   Director      LIB255                                   adding titles or formats to the collection.  1993 - present             ADM9900               1 year
                                                      documents                                                                                 Paper
7                                                                                 Reference

                                                                                   Documents and electronic files containing
                                                                                                                                                          MS
     Academic    Library   Director      LIB255       Community Involvement        documents relative to cooperative community         1999 - present              ADM9900      1 year
                                                                                                                                                         Outlook
                                                                                   activities/events - filed alphabetically
8
                                                                                   Memos regarding any uses of computers in
     Academic    Library   Director      LIB255       Computers & Applications     the Library that are not associated with the        1993 - present     Elec     ADM9900      1 year
9                                                                                  integrated library system.
                                                                                   Documents and electronic files containing
                                                                                                                                                          MS
     Academic    Library   Director      LIB255       Distance Education           emails relative to services offered to distance     2000 - present              ADM9900      1 year
                                                                                                                                                         Outlook
10                                                                                 students - filed chronologically

                                                                                   Information on specific documents, depository
     Academic    Library   Director      LIB255       Government Documents                                                             1993-present     Electronic ADM9900      1 year
                                                                                   status and inspections, selection of titles, etc.
11
                                                                                   20+ documents containing messages relative
                                                                                                                                                          MS
     Academic    Library   Director      LIB255       Graduate Student Support     to services offered by the library for graduate     1999-present                ADM9900      1 year
                                                                                                                                                         Outlook
12                                                                                 students.

                                                                                   Information on possible and received grants                            MS
     Academic    Library   Director      LIB255       Grants                                                                           1999-present                LEG2000    Active + 5
                                                                                   for library projects and services. Reference                          Outlook
13
                                                      Innovative Interfaces Inc. General information including local                                    Electronic/
     Academic    Library   Director      LIB255                                                                                        1994-present                 ADM3000   Active + 10
14                                                    (III)                      implementation. Reference                                                Paper
                                                                                 Minutes of meetings, charge of committee,
     Academic    Library   Director      LIB255       Library Advisory Committee                                                        1992-2001         Elec     ADM9900      1 year
15                                                                               committee roster, etc.

                                                                                   Various documents related to construction &
     Academic    Library   Director      LIB255       Library Building                                                                 1991-present      Paper     ADM2030    Active + 6
                                                                                   information of building; filed alphabetically
16
     Academic    Library   Director      LIB255       Library Policies             Final and interim drafts of library policies        2001-present       Elec     ADM2030     10 years
17
     Records Inventory
     2010
                                                                 Shawnee State University

          A           B          C            D                    E                                       F                               G             H          I          J
     Division       Area    Department     Location     Record Series Title                Record Series Description                 Span Dates       Format Group        Retention
1
                                                                                                                                                       MS
                                                                                   Minutes, agendas & events relative to SSU's                       Outlook/
     Academic    Library   Director      LIB255       Ohio LINK                                                                      2000 - present            ADM9900      1 year
                                                                                   participation of strategic statewide plans.                       Paper/
18                                                                                                                                                  Electronic

                                                                                   Documents -and electronic files containing
                                                                                                                                                       MS
     Academic    Library   Director      LIB255       Policies                     messages Re: policies and variances by            1999-present               ADM3000   Active + 10
                                                                                                                                                      Outlook
                                                                                   individuals - filed chronologically
19
     Academic    Library   Director      LIB255       Program Review               Documents associated with review of library       1999-present       Elec    EDU3000    Indefinite
20
                                                                                   Safety policies and information relative to the
     Academic    Library   Director      LIB255       Safety Information                                                             1992-present       Elec    ADM3030   Active + 10
21                                                                                 campus and the library

                                                      Schools/SSU Library          Documents/memos which discuss cooperative
     Academic    Library   Director      LIB255                                                                              1993-present               Elec    MIS2000   Active + 6
                                                      Cooperative projects         efforts between schools and SSU
22
                                                                                   Memos, procedures relative to building
     Academic    Library   Director      LIB255       Security                                                                       1998-present       Elec    ADM4000    3 years
23                                                                                 security

                                                                                   Documents and electronic files of schedules
                                                                                                                                                       MS
     Academic    Library   Director      LIB255       Staffing                     for administrative, support staff and students    1989-present               ADM9900     1 year
                                                                                                                                                      Outlook
                                                                                   issued quarterly, filed chronologically
24
                                                      Technical Services
     Academic    Library   Director      LIB255                                    Department-wide issues                            1992-present       Elec    ADM9900     1 year
25                                                    Information

                                                                                   Documents and electronic files containing
                                                                                                                                                       MS
     Academic    Library   Director      LIB255       Technology Issues            messages relative to technology applications          1999                   ADM9900     1 year
                                                                                                                                                      Outlook
                                                                                   in the library - filed chronologically
26
     Academic    Library   Director      LIB255       Travel                       Staff travel requests                             1992-present       Elec    ACC1000    4 years
27
                                                                                   Documents & electronic files containing
                                                                                   information regarding the University & Library                      MS
     Academic    Library   Director      LIB255       Website Folder                                                                 1991-present               ADM9900     1 year
                                                                                   website - suggestions for improvement - filed                      Outlook
28                                                                                 chronologically
                                                                                   Microsoft Office & Word files used by
                                                                                                                                                      Computer
     Academic    Library   Reference     LIB245       BI, Internet, etc. Resources Reference Librarian to create bibliographic        Current only             ADM9900      1 year
                                                                                                                                                        files
29                                                                                 instruction handouts.
                                                                                   Statistics on the Interlibrary Loan activity,
     Academic    Library   Reference     LIB244       Interlibrary Loan            copies of the spreadsheets used to keep           1998 - present    Paper    ADM1020   Active + 1
30                                                                                 count of statistics
                                                                                                                                                       Bound
     Academic    Library   Secretary     LIB256/253   Annual Reports               Annual reports, bound, filed chronologically      1982-present      paper    ADM1020    Indefinite
31                                                                                                                                                     copies

     Academic    Library   Secretary     LIB256       Library Forms                Forms used in Library, filed alphabetically       2008 - present    Paper    ADM9900     1 year
32
     Records Inventory
     2010
                                                                 Shawnee State University

          A           B          C             D                     E                                F                                  G             H           I            J
     Division       Area    Department     Location     Record Series Title           Record Series Description                    Span Dates        Format Group         Retention
1
                                                                              Visiting borrower information, completed
     Academic    Library   Secretary     LIB256       Miscellaneous           entertainment forms, interlibrary loans - filed      2008 - present     Paper    ADM9900       1 year
33                                                                            alphabetically

                                                                              Invoices, shipping information, packing slips,
                                                                                                                                                    Paper/Elec
     Academic    Library   Secretary     LIB256/253   P-Card                  web receipts, statements, purchasing card            2006 - present              ACC1000       4 years
                                                                                                                                                      tronic
                                                                              transaction logs, filed chronologically.
34
                                                                              Transient student employment & emergency                2001 -        Paper/Elec
     Academic    Library   Secretary     LIB256       Student Employees                                                                                        PER3000     Active + 6
35                                                                            contact information                                     Present         tronic
                                                                              General linformation pertaining to library
     Academic    Library   Storage       LIB109       Collection                                                                    1988-2001         paper    EDU3000      Indefinite
36                                                                            collections
                                                                              General Information pertaining to library
     Academic    Library   Storage       LIB109       Equipment                                                                     1986 - 2001       Paper    ADM3010       4 years
37                                                                            equipment

                                                                              Memos regarding the allocations formula &
     Academic    Library   Storage       LIB109       Library Allocations                                                           1992-2000         Elec     EDU3000      Indefinite
                                                                              how much has been allocated to each area.
38
39 Academic      Library   Storage       LIB109       Policy                  General policy information                            1988-2000         paper    ADM3000    Active + 10
40 Academic      Library   Storage       LIB109       Staffing                General information on library staff                  1988-2000         paper    ADM9900       1 year

                                                      Computer Hardware       paper (in filing cabinet) / electronic - inventory                     Paper /
     Academic    Library   Systems       LIB262                                                                                     Current only               ADM3010       4 years
                                                      Inventory               of public / staff computer equipment                                    Elec
41
                                                                                                                                      Backup                               7 day cycle
                                                                              Inopac (only 7 days; 14 day cycle for)
                                                                                                                                      routine        Paper /              for privacy of
     Academic    Library   Systems       LIB262       Innovative              backups; manual; correspondence; log of                                          ADM3010
                                                                                                                                     creates 7        Elec                    patron
                                                                              backup routines, filed chronological.
                                                                                                                                   current tapes                             records
42
                                                      OhioLINK: Lead          electronic and paper file of OhioLINK lead
     Academic    Library   Systems       LIB262                                                                                     Current only    Electronic ADM9900       1 year
                                                      implementers            implementers information, filed chronological
43
                           Technical                                          Invoices from vendors, RFP's,                                          Paper /
     Academic    Library                 Clerk Area   Acquisitions                                                                 1999-present                EDU3000      Indefinite
44                         Services                                           correspondence with vendors.                                            Elec

                           Technical                                          Reports to liaisons and department chairs,              1993 -         Paper /
     Academic    Library                 Clerk Area   Allocations                                                                                              EDU3000      Indefinite
                           Services                                           updates, deadlines, revisions and allocations.          Present         Elec
45
                                                                              Requests, memos, cuts, justifications,
                           Technical                                                                                                                 Paper /
     Academic    Library                 LIb143       Budget                  allocations & University monthly expense             1990-Present                FIN2000     Active + 1
                           Services                                                                                                                   Elec
46                                                                            report
                                                                              Monthly and annual quatitative summary of
                           Technical                                                                                                  2000 -        Electronic/
     Academic    Library                 LIB142       Department Stats        departmental work; document rise and fall in                                      ADm1020    Active + 1
                           Services                                                                                                   Present         Paper
47                                                                            workflow over time.
                           Technical                                          Donation slips, memos to development office                            Paper /
     Academic    Library                 LIB143       Gifts                                                                          18-Jun-05                 MIS1000       1 year
48                         Services                                           with formula costs;                                                     Elec
     Records Inventory
     2010
                                                                  Shawnee State University

          A           B          C             D                     E                                 F                              G            H           I           J
     Division       Area    Department     Location       Record Series Title          Record Series Description                 Span Dates     Format Group          Retention
1
                                                                                Self evaluations; inspection report from GPO;
                           Technical                                                                                               1992 -        Paper /
     Academic    Library                 LIB143         Government Documents    correspondence to FDLP; policy and                                         ADM3020     10 years
                           Services                                                                                                Present        Elec
49                                                                              procedure

                           Technical                                            Bibliographic records of all materials &                        Electronic/
     Academic    Library                 LIB143         Library Catalog                                                          1991-Present               EDU3000    Indefinite
                           Services                                             resources available in or through the library                     Paper
50
                                                                                DMSE Minutes, announcements and
                           Technical                                            correspondence in project III information                        Paper /
     Academic    Library                 LIB143         OhioLINK /Innovative                                                     1999-present              ADM9900      1 year
                           Services                                             related to technical service and current                          Elec
51                                                                              releases.
                           Technical                                                                                                1993 -       Paper /
     Academic    Library                 LIB143         Ohionet/OCLC            Invoices, renewals, billing correspondence                                 ADM9900      1 year
52                         Services                                                                                                11/01/01       Elec
                                                                                Original receipts; one set of files per person
                           Technical                                                                                                            Electronic/
     Academic    Library                 LIB142         P-card Purchases        using Pcard divided by year in reverse           2005-Present               ACC1000    4 years
                           Services                                                                                                               Paper
53                                                                              choronological order.

                                                                                Action reports, claims, payment records, new
                           Technical
     Academic    Library                 Serials Area   Serials                 subscriptions, cancellation title change,        1988-Present Electronic EDU3000       Indefinite
                           Services
                                                                                invoices & vendor correspondence.
54
     Records Inventory
     2010
                                                                     Shawnee State University

         A           B                  C            D                     E                                      F                              G            H         I         J
     Division       Area       Department        Location     Record Series Title                Record Series Description                 Span Dates       Format Group      Retention
1
                University   District 14                    Miscellaneous Program        1 linear Ft. - Judges information, funding
     Academic                                  Massie B50                                                                                  2005 - present   Paper   LEG2000   Active + 5
2               Outreach     Science Day                    Information                  sources, scholarship awards.
                                                                                         Documentation (RFP's, sign-in sheets),
                University   Business &                                                  correspondence, applications, and other
     Academic                                  Admin B030   Training Records                                                               2005-present     Paper   LEG2000   Active + 5
                Outreach     Industry Training                                           information regarding training - filed in file
3                                                                                        cabinets

                                                            STW Business Training        Documentation (registration forms, RFP's,
                University                                  Credit, career camps, &      copies of sign-in sheets) , correspondence,
     Academic   Outreach     School-to-Work    Massie B46   conferencescommunity ed      applications, and other information regarding      6/98 - 2002     Paper   LEG2000   Active + 5
                Services                                    courses, personnel           use of training credits during 1998-2002 fiscal
                                                            documents                    years - filed in storage file cabinets
4
                             STEM & Foreign                                              2 linear Ft. - grant porposal, information, and
                University                                  Miscellaneous Program
     Academic                Language          Massie B50                                course information, OBR reports & fiscal          2007 - present   Paper   LEG2000   Active + 5
                Outreach                                    Information
                             Academy                                                     information
5

                University   Summer Honors                                                 1 Linear Ft - grant proposal, information &
                                                            SHIGS - Summer Honors
     Academic   Outreach     Institute for     Massie B46                                 application packets, student applications &      2005- present    Paper   LEG2000   Active + 5
                                                            Institute for Gifted Students
                Services     Gifted Students                                              fiscal information
6
                University                                                               Consortium correspondence, Consortium                       electronic,
     Academic                Tech-Prep         ADM 030      Consortium Governance                                                          2005 - present        LEG2000      Active + 5
7               Outreach                                                                 Meeting Minutes.                                             Svr #24
                University                                                                                                                           pape and
     Academic                Tech-Prep         ADM 030      Financial                    Invoices, approved budgets, project expenses. 2009- present             FIN2000      Active + 1
8               Outreach                                                                                                                             electronic
                University
     Academic                Tech-Prep         ADM 030      Grants                       RFP's, approval letters, budgets.                 2009 - present   Paper   LEG2000   Active + 5
9               Outreach
                University                                                               Applications and correspondence for new                 paper and
     Academic                Tech-Prep         ADM 030      Program Applications                                                   2009- present             LEG2000          Active + 5
10              Outreach                                                                 programs. (Programs of study)                           electronic
                University                                                               Articulation agreements, testing and                    paper and
     Academic                Tech-Prep         ADM 030      Articulation                                                           2005- present             LEG2000          Active + 5
11              Outreach                                                                 curriculum                                              electronic
                University                                                               Showcase, campus visits, PLTW Camp, other               electronic,
     Academic                Tech-Prep         ADM 030      Student Programs                                                       2003- present             LEG2000          Active + 5
12              Outreach                                                                 student programs.                                        Svr #24
                                                                                         Copies of CEU certificates earned by
                University                                                               professionals development course
                                                            Faculty CEU Professional
     Academic   Outreach     Director          Massie B52                                descriptions, registration/attendance records, 2004-Present        paper   EDU3000    6 years
                                                            for Development Records
                Services                                                                 filed alphabetical by last name and program in
13                                                                                       bookshelf file drawer

                University                                                               8 linear ft - file folders of course descriptions,
                                                            Contract Training,
     Academic   Outreach     Director          Massie B52                                teaching materials, student registrations, CEU 2008 - present      Paper   EDU3000    2 years
                                                            Conferences & Seminars
                Services                                                                 documentation, certificates, sign-in sheets
14
     Records Inventory
     2010
                                                               Shawnee State University

         A           B              C             D                 E                                        F                                G            H         I         J
     Division       Area       Department     Location     Record Series Title               Record Series Description                  Span Dates       Format Group      Retention
1
                                                                                     Copies of Board Summaries of grants
                                                                                     University - wide, Proposals, copies of grant
                University
                                                                                     agreement letters, budgets, proposal writing          1997 -
     Academic   Outreach     Secretary      Massie B51   Grants Management                                                                               Paper   LEG2000   Active + 5
                                                                                     instructions and information from funding             Present
                Services
                                                                                     agents on submitting proposals - 6 files - filed
                                                                                     alphabetically
15
                                                                                     Registration materials, league rules,
                University
                                                                                     purchased questions pertainable to the state
     Academic   Outreach     Secretary      Massie B51   Ohio Academic Competition                                                      1997 - present   Paper   ADM9910   Active +1
                                                                                     and regional academic tournaments -3 files
                Services
16                                                                                   filed alphabetically
                University                               21st Century Community
                                                                                     Grant fiscal information, award information,          2000 -
     Academic   Outreach     Secretary      Massie B44   Learning Center Grant                                                                           Paper   LEG2000   Active + 5
                                                                                     site coordinator list, filed chronological, FY        present
17              Services                                 Information
Records Inventory                                               Shawnee State University
2010

Division       Area    Department      Location     Record Series Title             Record Series Description                Span Dates Format Group             Retention

                                                                               Official Adjunct faculty contracts,           Early 1980's
Academic    Provost   Provost Ofc.   Massie 124   Adjunct Faculty                                                                            Paper   PER2000      Indefinite
                                                                               resumes/vita, applications and transcripts.    to Present

                                                                            Annual reports from Academic Affairs'
Academic    Provost   Provost Ofc.   Massie 124   Annual Reports                                                             1993-Present    Paper   ADM1020     Active + 1
                                                                            departments
                                                                            All VP Secretaries H Drive; Agendas;               1999 to
Academic    Provost   Provost Ofc.   Massie 124   Board of Trustees Records                                                                 Electronic ADM3000   Active + 10
                                                                            reports, and resolutions, filed by year.           Present
                                                                               Original forms for course changes, new
                                                  Course Changes, New          courses, enhancements for existing
Academic    Provost   Provost Ofc.   Massie 124   Courses, Enhancements        degrees, and preliminary proposals            1991-Present    Paper   EDU3000      Indefinite
                                                  for Existing                 approved by EPCC, UFA, Provost and
                                                                               President
                                                                               Electronic - Provost Drive / EPCC. Files         2005 -
Academic    Provost   Provost Ofc.   Massie 124   EPCC                                                                                      Electronic EDU3000    Indefinite
                                                                               are still created.                               Present
                                                                               Official Full-time Faculty contracts,         Early 1980's
Academic    Provost   Provost Ofc.   Massie 124   Faculty                                                                                    Paper   PER2000      Indefinite
                                                                               resume/vita, applications, transcripts         to Present
                                                                               Information pertaining to Full-service
                                                  Faculty Promotion /
Academic    Provost   Provost Ofc.   Massie 124                                Faculty promotions and continuing             2007-Present    Paper   PER2000      3 years
                                                  Continuing Contract
                                                                               contracts

Academic    Provost   Provost Ofc.   Massie 124   Grievances                   Grievances filed by faculty and students      1995-Present    Paper   LEG4000     Active + 6

                                                  Institutional Review Board  Paper applications, black cabinet. . There      2006-
Academic    Provost   Provost Ofc.   Massie 124                                                                                              Paper   ADM3000     Active + 10
                                                  (IRB)                       are 6". Records are still created              Present
                                                  Institutional Review Board  Electronic My documents - filed by date.        2006-
Academic    Provost   Provost Ofc.   Massie 124                                                                                             Electronic ADM3000   Active + 10
                                                  (IRB)                       Records are still created.                     Present
                                                                              Miscellaneous Information. Records are          2003-
Academic    Provost   Provost Ofc.   Massie 124   My Documents                                                                              Electronic ADM9910    3 years
                                                                              still created                                  Present
                                                                              Proposals for new degree programs
Academic    Provost   Provost Ofc.   Massie 124   New Program Proposals                                                      Present         Paper   EDU3000      Indefinite
                                                                              approved by the OBR
                                                                              Correspondence and reports from
Academic    Provost   Provost Ofc.   Massie 124   North Central Accreditation                                                Present         Paper   ADM3020      10 years
                                                                              accrediting teams.
                                                                              Electronic - Provost Drive / Faculty Official   1999-
Academic    Provost   Provost Ofc.   Massie 124   Official Faculty Records                                                                  Electronic ADM3000   Active + 10
                                                                              Reports..                                      Present
                                                                              Notebook by year, purchases with
                                                                                                                              2006-
Academic    Provost   Provost Ofc.   Massie 124   P-Card Purchases            university credit card.. There are 3                           Paper   ACC1000      4 years
                                                                                                                             Present
                                                                              notebooks - 9".
                                                                              6 notebooks for documenting purchases          8/1/05 -
Academic    Provost   Provost Ofc.   Massie 127   P-Card Purchases                                                                           paper   ACC1000      4 years
                                                                              on university credit card                      present
                      Strategic                                               manila folders/colored files, white notebook
                                                                                                                            Sept. 2005-
Academic    Provost   Planning       Massie 127   Committee Activities        and black notebook to document activities                      paper   EDU3000     Indefinite
                                                                                                                             present
                      Committee                                               of committee
                      Strategic                                                misc notes, projects, AQIP documents,
                                                                                                                             Sept. 2005-
Academic    Provost   Planning       Massie 127   Meeting Minutes              SPC committee minutes, computer files -                       ELEC    ADM9910      3 years
                                                                                                                              present
                      Committee                                                5. MB
Records Inventory                                            Shawnee State University
2010
                                                                       Documents pertaining to Student
                      SURF/SURE                Grant Materials and     Undergraduate Research grants,                              Paper and
Academic    Provost               Massie 127                                                                        2004-present              LEG2000   Active + 5
                      Grants                   miscellaneous           manila/hanging folders - 1. lin ft and 9.0                  electronic
                                                                       MB
    Records Inventory
    2010
                                                            Shawnee State University

         A          B           C             D                   E                                      F                             G            H          I          J
    Division       Area    Department     Location    Record Series Title               Record Series Description                 Span Dates     Format Group         Retention
1
                          Graduate                   Annual and Monthly         .3 Lin Ft, filed by date in blue hanging files,   January 2000
    Academic   Provost                  Massie 127                                                                                                Paper   ADM9900       1 year
                          Center                     Reports                    used to document Graduate Center activities         to present
2
                                                                                .6 Lin Ft, hanging files, filed alphabetically,
                          Graduate                                                                                                Winter 2000
    Academic   Provost                  Massie 127   Contracts                  used to document agreements with other                            Paper   LEG2000     Active + 5
                          Center                                                                                                   to present
3                                                                               universities to provide graduate programs

                                                                                5.5 Lin Ft, filed alphabetically by University in
                          Graduate                   Graduate program misc      manila folders used to document activities and January 2000 Paper and
    Academic   Provost                  Massie 127                                                                                                      EDU3000       Indefinite
                          Center                     notes and documents        classes of graduate programs by other             to present electronic
                                                                                universities on SSU campus and 27 MB
4
                                                                                records on hard drive; database of contact
                          Graduate                   Mailing list "Interested
    Academic   Provost                  Massie 124                              information for prospective graduate students,       None          Elec   EDU1010     Active + 1
                          Center                     Students"
                                                                                filed alphabetically-3.42 MB-on other computer
5
                                                                                misc. documents, minutes, info for proposed
                          Graduate                   SSU graduate degree                                                                         Paper and
    Academic   Provost                  Massie 127                              SSU grad degrees: MOT, M.Ed.- 2 lin ft and         2002-2003                EDU3000   Indefinite
                          Center                     proposal misc                                                                               electronic
6                                                                               27 MB - P drive
    Records Inventory
    2010
                                                             Shawnee State University

         A          B          C              D                   E                                 F                              G             H          I          J
    Division       Area    Department     Location      Record Series Title          Record Series Description                Span Dates      Format Group         Retention
1
                                                                              Desk drawer in hanging file, course rosters for
                                                                              all courses taught in HonorsProgram, filed
                          Honors        Massie 422 and                                                                        07/01/2002 to
    Academic   Provost                                 Course Roster          chronologically by quarter/year course was                       Paper   EDU3010       10 yrs
                          Program       Commons 135                                                                              Present
                                                                              offered. There is less than 1 linear foot (1/2
                                                                              inch)
2
                                                                              Misc notes, documents and newsletters
                          Honors                                              pertaining to establishment of and assistance                   Paper and
    Academic   Provost                  Massie 127     Miscellaneous notes                                                    2001-present               ADM9910    3 years
                          Program                                             with Honors Program, manila folders, maroon                     electronic
3                                                                             cabinet 1 lin ft

                                                                              2001-2005 filing cabinet in hanging files in
                                                                              Commons 135; 2006 present - black notebook
                          Honors        Massie 422 and Student Acceptance     in Massie 422. Names, addresses and emails 07/07/2001 to
    Academic   Provost                                                                                                                         Paper   EDU1000     Indefinite
                          Program       Commons 135 Forms                     for in-coming freshman accepted in the honors Present
                                                                              program, filed alphabetically by student last
                                                                              name. there is 1 linear foot of records.
4
                                                                              Computer File, to identify students accepted
                                                                              into Honors Program, to facilitate contact of
                                                                              students in Honors Program, to determine
                          Honors                       Student Contact                                                        09/01/01 to
    Academic   Provost                  Massie 422                            numbers of students accepted in program                         Excel File EDU1000   Indefinite
                          Program                      Information                                                             Present
                                                                              each academic year. Filed chronologically by
                                                                              date expense was incurred. There are 232.3
                                                                              KB
5
    Records Inventory
    2010
                                                             Shawnee State University

         A          B           C             D                    E                                   F                           G           H         I          J
    Division       Area    Department     Location     Record Series Title             Record Series Description              Span Dates     Format Group      Retention
1
                          Teaching &                                            Lists of TLC learning communities, TLC
    Academic   Provost                    MAS019B    TLC Administrative Files                                                 2006-present   paper   ADM9910    3 years
                          Learning Center                                       workshops, etc.
2
                                                                                Grant documents, information, TLC/OLN
                          Teaching &
    Academic   Provost                    MAS019B    OLN Grant Files            budget records, grant proposals, conference   2006-present   paper   LEG2000   Active + 5
                          Learning Center
                                                                                files, administrative files, workshop files
3
                          Teaching &
    Academic   Provost                    MAS019B    Faculty Enrichment File    Faculty applications for enrichment funds     2006-present   paper   EDU3000    Indefinite
                          Learning Center
4
                          Teaching &                                            Record of Lilly Conference materials, SSU
    Academic   Provost                    MAS019B    Lilly Conference File                                                    2006-present   paper   ADM9910    3 years
                          Learning Center                                       faculty attendance
5
                          Teaching &
    Academic   Provost                    MAS019B    CTEL Grants                Grant administrative files                    2006-present   paper   LEG2000   Active + 5
                          Learning Center
6
                          Teaching &
    Academic   Provost                    MAS019B    Atomic Learning Files      Information on Atomic Learning                2006-present   paper   ADM9900     1 year
                          Learning Center
7
    Records Inventory
    2010
                                                               Shawnee State University

        A           B          C              D                    E                                  F                            G           H        I          J
    Division       Area   Department      Location        Record Series Title           Record Series Description             Span Dates     Format Group      Retention
1

                                                                               Files in manila folders marked by activity:
                                                                               Leslie Williams Symposiums, Domestic
                                                                               Violence Shelter Drives; Go Red Campaign,
                                       Massie Hall 019 -                       First Impressions Clothing Drive; Women's
                                       Files in file                           History Month; Vagina Monologues
                          Women's      cabinet by door & Womens Forum / Womens production; Brown Bag Events; Distinguished
    Academic   Provost                                                                                                        2000-present   Paper   ADM9910    3 years
                          Center       files in bottom   Center Activities     Service Award; Breast Cancer
                                       desk drawer on                          Awareness/Bear Run; Women's Studies
                                       right                                   Minor; Student Employee Info; Budget Info. &
                                                                               Goals. For Reference and History. From 2000
                                                                               (As Women's Forum) to Present (Women's
                                                                               Center)
2
Records Inventory
2010
                                                                                             Shawnee State University
                              A             B                 C                    D                       E                              F                             G             H          I             J
                         Division          Area         Department            Location         Record Series Title        Record Series Description               Span Dates       Format Group          Retention
                    1
                                                                                               News Releases &         multiple correspondence files stored        July 2005 to
                         Executive   Communications   Administrator       Adm Bldg. 106                                                                                            electronic PUB3000     Indefinite
                                                                                               Media Releases          electronically on the PR$ server.             present
                    2
                                                                                                                       SSU Brand Portfolio, Communication
                         Executive   Communications   Administrator       ADM Bldg. 106        SSU Branding            Plan and Research Results; several         2008 to 2009      paper   PUB3000       Indefinite
                    3                                                                                                  bound documents
                                                                                                                       Various photographs filed on hard
                                                                          Administration -                                                                          4/2001 to
                         Executive   Communications   Printing Services                        Digital Photos          drive and categorized by type, filed                        electronic PUB2000     Indefinite
                                                                          Room 020                                                                                   present
                    4                                                                                                  alphabetically
                                                                                                                       Logos and slogans frequently used
                                                                          Administration -                                                                         10/29/96 to
                         Executive   Communications   Printing Services                        Logos/Slogans           with printed publications. Filed                            Electronic PUB2000     Indefinite
                                                                          Room 020                                                                                   present
                    5                                                                                                  alphabetically by title.
                                                                        Administration -                               Job files for various campus                                paper and
                         Executive   Communications   Printing Services                        Job Files                                                          1987 - present              PUB2000     Indefinite
                    6                                                   Room 020                                       publications                                                electronic
                                                                        Administration -                               Monthly P-Card records filed by             May 2005 -
                         Executive   Communications   Printing Services                        P-Card Records                                                                       paper   ACC1000        4 years
                    7                                                   Room 034                                       monthly billing cycle, .5 linear ft.         Present
                                                                                                                       Photos stored electronically on the
                                                                                                                                                                   July 2006 to
                         Executive   Communications   Secretary           Adm Bldg. 101        Digital Photos          PR$ server for reference and future                         electronic PUB3000     Indefinite
                                                                                                                                                                     present
                    8                                                                                                  use.

                                                                                                                       multiple correspondence files stored        July 2005 to
                         Executive   Communications   Secretary           Adm Bldg. 101        Office Correspondence                                                               electronic PUB4000      3 years
                                                                                                                       electronically on the PR$ server.             present
                    9
                                                                                                                       P-card transaction retention - one          July 2006 to
                         Executive   Communications   Secretary           Adm Bldg. 101        P-Card Records                                                                       paper   ACC1000        4 years
                    10                                                                                                 binder on gray bookshelves.                   present

                                                                                                                       In white folders inside hanging file
                                                                                                                       folders in the Secretary's drawer of the
                                                                                                                                                                                                        Indefinite,
                                                      Student           UC, Student                                    file cabinet. Minutes are used to keep
                                                                                                                                                                    09/1998-        Paper &             review for
                         Executive   Governance       Government        Activities Suite 221, Meeting Minutes          track of attendance, officer reports,                                ADM9910
                                                                                                                                                                     present       Computer             historical
                                                      Association (SGA) SGA Office                                     matters of old and new business, and
                                                                                                                                                                                                        purposes
                                                                                                                       public views. Some folders contained
                                                                                                                       burned CDs of the original files.
                    11
                                                                                                                                                                                                        Indefinite,
                                                      University
                                                                          SSU Home web                                                                             8/16/2001 -                          review for
                         Executive   Governance       Administrative                           Meeting Minutes         on-line records of meeting minutes                          electronic ADM9910
                                                                          page                                                                                       present                            historical
                                                      Assembly (UAA)
                    12                                                                                                                                                                                  purposes
                                                                                                                       EPCC's course/program approval
                                                                                                                       forms are kept by the current UFS                                                Indefinite,
                                                      University Faculty                       EPCC Course             President and passed on to the next           2003 to                            review for
                         Executive   Governance                          ATC322                                                                                                     paper   ADM9910
                                                      Senate (UFS)                             Approval Forms          President. 3 file boxes in 4' shelf           present                            historical
                                                                                                                       space. Current copy in notebook,                                                 purposes
                    13                                                                                                 historical in file boxes
Records Inventory
2010
                                                                                        Shawnee State University
                              A              B               C                   D                    E                               F                           G            H          I             J
                                                                                                                Organization's constitution & bylaws
                                                                                                                are kept by the current UFS President                                            Indefinite,
                                                     University Faculty                                         and passed on to the next President. 3         2003 to                           review for
                         Executive   Governance                         ATC322            UFS Constitution                                                                   paper   ADM9910
                                                     Senate (UFS)                                               file boxes in 4' shelf space. Current          present                           historical
                                                                                                                copy in notebook, historical in file                                             purposes
                    14                                                                                          boxes

                                                                                                                Organization's minutes are kept by the
                                                                                                                                                                                                 Indefinite,
                                                                                                                current UFS President and passed on
                                                     University Faculty                                                                                        2003 to                           review for
                         Executive   Governance                         ATC322            UFS Minutes           to the next President. 3 file boxes in 4'                    paper   ADM9910
                                                     Senate (UFS)                                                                                              present                           historical
                                                                                                                shelf space. Current copy in notebook,
                                                                                                                                                                                                 purposes
                                                                                                                historical in file boxes
                    15
                                                                                                                Organization's treasurer's report is
                                                                                                                                                                                                 Indefinite,
                                                                                                                kept by the current UFS President and
                                                     University Faculty                   UFS Treasurer's                                                      2003 to                           review for
                         Executive   Governance                         ATC322                                  passed on to the next President. 3 file                      paper   ADM9910
                                                     Senate (UFS)                         Report                                                               present                           historical
                                                                                                                boxes in 4' shelf space. Current copy
                                                                                                                                                                                                 purposes
                                                                                                                in notebook, historical in file boxes
                    16
                                                                                                                                                                                                 Indefinite,
                                                     University Staff   Server            Constitution and      USA constitution and bylaws and                                                  review for
                         Executive   Governance                                                                                                              1997-present   Electronic ADM9910
                                                     Assembly (USA)     USA$(//Massie     bylaws; Newsletters   newsletters                                                                      historical
                    17                                                                                                                                                                           purposes
                                                                                                                                                                                                 Indefinite,
                                                     University Staff   CFA210 and USA$ Meeting Minutes/                                                      Jan 2006 -     Paper &             review for
                         Executive   Governance                                                                 on-line and in one white 3-ring binder                               ADM9910
                                                     Assembly (USA)     server          Committee Lists                                                        present      Computer             historical
                    18                                                                                                                                                                           purposes
                                                                                          Board of Trustee      Folders of Trustee materials - filed by
                         Executive   Legal Counsel   Legal Counsel      Admin.Bldg. 103                                                                      1994-present    paper   ADM3000      Active + 10
                    19                                                                    Materials             date

                                     Legal Counsel   Legal Counsel      Admin.Bldg. 103                         Filed alphabeticaly                          1994-present    paper   LEG2010        5 years
                    20 Executive                                                          Contracts

                                     Legal Counsel   Legal Counsel      Admin.Bldg. 103                         Filed alphabeticaly                          1994-present    paper   LEG4000       Active + 6
                    21 Executive                                                          Disciplinary Files

                                                                                                                Grievance file folders - 2 feet - filed
                         Executive   Legal Counsel   Legal Counsel      Admin.Bldg. 103   Grievances                                                         1994-present    paper   LEG4000       Active + 6
                                                                                                                alphabetically by grievant's name
                    22
                                     Legal Counsel   Legal Counsel      Admin.Bldg. 103                                                                      1994-present    paper   LEG3000       Active + 5
                    23 Executive                                                          Insurance Files       Filed alphabeticaly

                                                                                                                permits in file folders - 3 inches - filed
                         Executive   Legal Counsel   Legal Counsel      Admin.Bldg. 103   Liquor Permits                                                     1994-present    paper   LEG5020       Active + 3
                                                                                                                in alphabetical order by event name
                    24
                                     Legal Counsel   Legal Counsel      Admin.Bldg. 103                                                                      2005-present    paper   ACC1000        4 years
                    25 Executive                                                          P-Card Files (VISA)   Filed alphabeticaly
                                                                                                                information on real estate purchases
                         Executive   Legal Counsel   Legal Counsel      Admin.Bldg. 103   Real Estate                                                        1994-present    paper   LEG2000       Active + 5
                    26                                                                                          for SSU
Records Inventory
2010
                                                                                    Shawnee State University
                              A              B               C                D                   E                                 F                         G            H          I          J
                                                                                       Student Disciplinary   Student disciplinary files - filed
                         Executive   Legal Counsel   Legal Counsel   Admin.Bldg. 103                                                                     1994-present    paper   LEG4000     Active + 6
                    27                                                                 Files                  alphabetically by student name

                                     Legal Counsel   Legal Counsel   Admin.Bldg. 103                          Filed alphabeticaly                        1994-present    paper   LEG2000     Active + 5
                    28 Executive                                                       Union Files
                                                                                                              Grant applications, award notifications,
                                                                                                              EDGAR guidelines, reports and budget         1994 -
                         Executive   OACHE           EOC             CFA131            Grants                                                                            Paper   LEG2000     Active + 5
                                                                                                              records, filed chronological, in 3-ring      Present
                    29                                                                                        binder
                                                                                                              Personal information/applications of
                                                                     OACHE/EOC;                                                                          2002 - 2005
                                                                                                              EOC participants and records of
                                                                     ground floor                                                                        paper; 2006-   Paper and
                         Executive   OACHE           EOC                               Participant Files      services provided to participants, filed                             EDU1000   Active + 7
                                                                     OACHE storage;                                                                        present      Electronic
                                                                                                              chronological then alpha by
                                                                     server SRV0096                                                                       electronic
                    30                                                                                        participants. Current - 15 boxes

                                                                                                              Applications, correspondence, reports,
                                                                                                              etc. for OACHE access grants to K12
                                                                                                              schools in Ohio Appalachia and ten           2005 -
                         Executive   OACHE           OACHE           Server SRV0096    Access Grants                                                                    electronic LEG2000   Active + 5
                                                                                                              member colleges, Filed alpha by              Present
                                                                                                              school, chronological within the school
                                                                                                              file. Approximately 20 linear feet
                    31
                                                                                                              Financial records (RFP, PO, budget
                                                                                                              reports, information on state funds
                                                                                                                                                           2009 -
                         Executive   OACHE           OACHE           CFA131            Budget                 appropriated to OACHE, filed                               Paper   FIN2000     Active + 1
                                                                                                                                                           Present
                                                                                                              chronologically. Approximately 4 linear
                    32                                                                                        feet
                                                                                                              Notes, agendas, evaluations,
                                                                                                              brochures, photos, etc. of annual
                                                                     OACHE Server                             OACHE conference (incl. registration         2009 -
                         Executive   OACHE           OACHE                             Conference                                                                       electronic ADM9900    1 year
                                                                     SRV0017                                  forms and Invoices) Filed                    Present
                                                                                                              chronologically, approximately 7 linear
                    33                                                                                        feet

                                                                                                              Meeting notes of the OACHE board of
                                                                                                              directors meetings; files documenting
                                                                                       OACHE Meeting                                                       1990 -
                         Executive   OACHE           OACHE           Server SRV0096                           the creation of OACHE and personnel,                      electronic ADM9910    3 years
                                                                                       Minutes                                                             Present
                                                                                                              filed Chronologically. Approximately 6
                                                                                                              linear ft.
                    34
                                                                                                              Correspondence, reports, and
                                                                                                              descriptions of programs and/or
                                                                     OACHE Server                             organizations. Used as reference             2009 -
                         Executive   OACHE           OACHE                             Subject files                                                                    electronic ADM9900    1 year
                                                                     SRV0017                                  materials in writing applications for        Present
                                                                                                              grant funding, filed alpha by subject.
                                                                                                              Approximately 16 linear feet
                    35
Records Inventory
2010
                                                                                  Shawnee State University
                              A              B           C                 D                      E                                  F                             G            H          I           J
                                                                                                                BOT minutes, committee reports, and
                                                                                                                correspondence; minutes are in fire-
                                                                                                                proof cabinet in notebooks/binders,
                                                 President -      Administration 1st
                                                                                                                filed reverse chronological in hallway                       paper and
                         Executive   President   Executive        floor, room #179,    BOT materials                                                          1969-Present              ADM3000    Indefinite
                                                                                                                and workroom in cabinets # 11,2,3, &                         electronic
                                                 Secretary        work room
                                                                                                                7. Minutes are also scanned and
                                                                                                                indexed on Feith server under
                                                                                                                Presiden'ts Cabinet, BOT minutes.
                    36
                                                                                                                Various information requested that is
                                                 President -                                                    releasable under Ohio Public Records
                                                                                       Ohio Public Records                                                      1999 -
                         Executive   President   Executive        SRV0096                                       Act. In file folders, filed alphabetical by                  electronic ADM3000   Active + 10
                                                                                       Request                                                                  Present
                                                 Secretary                                                      name of requestor. Records are still
                    37                                                                                          created.

                                                                                                                Policies & Procedures Manual and
                                                 President -      Administration 1st
                                                                                                                related correspondence in Blue 3-ring
                         Executive   President   Executive        floor, room #179,    Policies & Procedures                                           1980-Present           Paper   ADM3000     Active + 10
                                                                                                                binder filed in workroom, numerical by
                                                 Secretary        work room
                                                                                                                policy number, cabinet #11.
                    38
                                                 President -      Administration 1st
                                                                                       Policies & Procedures - Accreditation records, reports and
                         Executive   President   Executive        floor, room #179,                                                                 1975-Present              Paper   ADM3000     Active + 10
                                                                                       Accreditation           correspondence, workroom cabinet #3.
                    39                           Secretary        work room

                                                                                                                Correspondence, reports,
                                                 President -      Administration 1st                            memorandums, etc., documenting
                         Executive   President   Executive        floor, room #179,    President's Activities   activities of the President's Office, filed 1987-Present      Paper   ADM9910      3 years
                                                 Secretary        work room                                     by subject, reverse chronological in ,
                                                                                                                hallway cabinet #11
                    40
                                                                                                           Monthly paymentnet statements, order
                                                                  Administration 1st
                                                 President -                                               receipts, filed in individual folders for
                                                                  floor, room #179,                                                                             2005 -
                         Executive   President   Executive                           Purchase Card (Pcard) each month. Used for Audits. Filed in                              Paper   ACC1000      4 years
                                                                  work room, cabinet                                                                            Present
                                                 Secretary                                                 reverse chronological order. Records
                                                                  #5
                                                                                                           are still created.
                    41
                                                                                                             University Senate records, committees
                                                 President -      Administration 1st
                                                                                       University Governance and correspondence, filed reverse
                         Executive   President   Executive        floor, room #179,                                                                1992-Present               Paper   ADM9910      3 years
                                                                                       Files                 chronological, subject in workroom
                                                 Secretary        work room
                    42                                                                                       cabinet #4.
                                                                                                                email items/archive folders in My
                                                 Strategic                             Academic Programs                                                       July 2009-    electronic
                         Executive   President                    ATC323                                        Documents on computer and in desk                                       ADM9910    3 years
                                                 Collaborations                        Advisory Committees                                                      present      and paper
                    43                                                                                          file drawer
Records Inventory
2010
                                                                               Shawnee State University
                              A              B          C                  D               E                               F                           G             H          I        J
                                                                                                         Minutes of meetings and pertinent
                                                                                                         emails, on computer in Mail
                                                 Strategic                       Academic Support                                                 5/20-09 to      electronic
                         Executive   President                    ATC323                                 Items/Archive Folders and My                                        ADM9910   3 years
                                                 Collaborations                  Team                                                              present        and paper
                                                                                                         Documents and in desk file drawer,
                    44                                                                                   filed by date
                                                 Strategic                                               email archives in My Documents on                        electronic
                         Executive   President                    ATC323         Adams County Study                                              12/09 - 7/10                ADM9910   3 years
                    45                           Collaborations                                          computer and in desk file drawer                         and paper

                                                                                                         White paper on Articulation
                                                 Strategic                       Articulation            Agreements in computer/Mail               6/9/09 to      electronic
                         Executive   President                    ATC323                                                                                                     ADM9910   3 years
                                                 Collaborations                  Agreements              Items/Archive Folders, My Documents        present       and paper
                                                                                                         and desk file drawer, filed by date
                    46
                                                                                                         Strategic collaborations database and
                                                                                                         back-up emails, etc. filed in
                                                 Strategic                       Collaborations and                                                2/2/09 to      electronic
                         Executive   President                    ATC323                                 computer/Mail Items/Archive Folders,                                ADM9910   3 years
                                                 Collaborations                  Database Information                                               3/2/10        and paper
                                                                                                         database in Access in My Documents
                    47                                                                                   and file drawer in desk
                                                 Strategic                                               email archives in My Documents on                      electronic
                         Executive   President                    ATC323         Educate the Tri-State                                           9/09 - present            ADM9910     3 years
                    48                           Collaborations                                          computer and in desk file drawer                       and paper
                                                 Strategic                                               email archives in My Documents on                      electronic
                         Executive   President                    ATC323         Scioto Cooperative                                              3/10 - present            ADM9910     3 years
                    49                           Collaborations                                          computer and in desk file drawer                       and paper

                                                                                                         email concerning collaborations in
                                                 Strategic                       Southern State                                                   2/27/09 to
                         Executive   President                    ATC323                                 computer/Mail Items/Archive Folders,                     electronic ADM9910   3 years
                                                 Collaborations                  Collaborations                                                    present
                                                                                                         filed by date
                    50
Records Inventory
2010
                                                                                   Shawnee State University
                           A                B          C              D                       E                                F                              G             H         I          J
                    Division              Area    Department      Location        Record Series Title           Record Series Description                Span Dates       Format Group       Retention
                1
                                                                                                         Files of check copies and attached
                                                                                                         documentation giving information in regards to
                                                                                                         Vendor, Vendor #, PO#, check amount,
                                                               Commons 1st
                    Finance &                     Accounts                                               invoices for goods and services received. The
                                     Controller                Floor            Accounts Payable files                                                    05/06-Present   Paper   ACC 1000    4 years
                    Administration                Payable                                                current Fiscal Year's files are located in Room
                                                               Administration
                                                                                                         108 of the Administrative Building. Prior Fiscal
                                                                                                         Year's files are located in Room 002A of the
                                                                                                         Administrative Building.
                2
                                                                                                         File cabinet at Account Clerk desk - Any AP
                                                               Commons 1st
                    Finance &                     Accounts                                               check copy that needs more documentation.
                                     Controller                Floor            AP Pending files                                                         05/06-Present    Paper   ACC 1000    4 years
                    Administration                Payable                                                EX: receipt from a hotel, signature sheet for
                                                               Administration
                                                                                                         meal money, filed alphabetical
                3
                                                                                                         Listing of transaction including Vendor -
                                                                                                         Vendor #, date and check amount. These are
                                                               Commons 1st                               filed daily in cardboard binder color coded to
                    Finance &                     Accounts
                                     Controller                Floor            Cash Requirements        the fiscal year. The current Fiscal Year's files 05/06-Present   Paper   ACC 1000    4 years
                    Administration                Payable
                                                               Administration                            are located in Room 108 of the Administrative
                                                                                                         Building. Prior Fiscal Year's files are located in
                                                                                                         Room 002A of the Administrative Building.
                4
                                                                                                         Listing of travel and amounts of encumbrance
                                                                                                         for travel expenses filed alphabetical. The
                                                               Commons 1st
                    Finance &                     Accounts                                               current Fiscal Year's files are located in Room
                                     Controller                Floor            Travel Advance                                                            05/06-Present   Paper   ACC 1000    4 years
                    Administration                Payable                                                108 of the Administrative Building. Prior Fiscal
                                                               Administration
                                                                                                         Year's files are located in Room 002A of the
                                                                                                         Administrative Building.
                5
                                                               Commons 1st                               Checks to vendors that have been voided are
                    Finance &                     Accounts
                                     Controller                Floor            Void Checks              filed numerically. The checks are filed in      05/06-Present    Paper   ACC 1000    4 years
                    Administration                Payable
                                                               Administration                            Room 108 of the Administrative Building.
                6
                                                                                                         Listing of vendors with 1099 information
                                                                                                         pertaining to fax information, 1099s issued to
                                                               Commons 1st
                    Finance &                     Accounts                                               vendors and the summary report issued to IRS
                                     Controller                Floor            1099 Records                                                            1996 - 2/1/10     Paper   LEG 5000    6 years
                    Administration                Payable                                                - W9 returned forms, filed by year. Records
                                                               Administration
                                                                                                         are maintained in Room 108 of the
                7                                                                                        Administrative Building.
Records Inventory
2010
                                                                                           Shawnee State University

                                 A                  B             C                D                     E                                     F                            G             H           I          J
                         Division                  Area     Department          Location     Record Series Title               Record Series Description               Span Dates      Format Group          Retention
                    1
                         Finance &                                                         Accounting daily activity
                                          Bursar          Bursar's Office   Massie 026                                 Daily activity report                            7/06-6/10       Paper    ACC 3000     4 years
                    2    Administration                                                    report
                         Finance &
                                          Bursar          Bursar's Office   Massie 026     Alpha Strans.               Detailed listing of student accounts            1997 - 2010      Paper    ACC 3000     4 years
                    3    Administration
                         Finance &                                                                                     Letters sent to students who owed past due
                                          Bursar          Bursar's Office   Massie 026     Bad debt/past due letters                                                   07/06 - 06/10    Paper    ACC 1000     4 years
                    4    Administration                                                                                amounts
                         Finance &
                                          Bursar          Bursar's Office   Massie 026     Budget payment plan         Budget payment plan application form            07/06 - 06/10    Paper    ACC 1000     4 years
                    5    Administration

                         Finance &                                                         Course Credit By            Course credit by arrangement/exam forms
                                          Bursar          Bursar's Office   Massie 026                                                                                 07/06 - 06/10    Paper    ACC 1000     4 years
                         Administration                                                    Arrangement/Exam            used to process payment for instructors
                    6
                         Finance &                                                                                     Letters sent to students who owed past due
                                          Bursar          Bursar's Office   Massie 026     Dad debt/past due letters                                                   07/06 - 06/10    Paper    FIN 6000     4 years
                    7    Administration                                                                                amounts
                         Finance &
                                          Bursar          Bursar's Office   Massie 026     Debt Actions/bad checks     File of bad checks returned from bank           07/06 - 06/10    Paper    FIN 6000     4 years
                    8    Administration
                                                                                                                       Black notebook in box - contains
                         Finance &
                                          Bursar          Bursar's Office   Massie 026     Emergency Loan Records      documentation of students with emergency        07/06 - 06/10    Paper    ACC 1000     4 years
                         Administration
                    9                                                                                                  loan
                         Finance &
                                          Bursar          Bursar's Office   Massie 026     Paid Invoices               Copy of all the 3 part paid billings            07/06 - 06/10    Paper    ACC 1000     4 years
                    10   Administration
                         Finance &
                                          Bursar          Bursar's Office   Massie 026     Parent Plus                 Record of Parent Plus Checks                    07/06 - 06/10   electronic ACC 1000    4 years
                    11   Administration
                         Finance &                                                                                     Yellow copy of the hand receipts and/or
                                          Bursar          Bursar's Office   Massie 026     Sales Receipts                                                              07/06 - 06/10    Paper    ACC 3000     4 years
                    12   Administration                                                                                deposit transmittal form
                         Finance &
                                          Bursar          Bursar's Office   Massie 026     Student write offs          List of student accounts who were written off   07/06 - 06/10    Paper    ACC 1000     4 years
                    13   Administration
                         Finance &
                                          Bursar          Bursar's Office   Massie 026     Unpaid Invoices             Copy of all unpaid 3 party billings             07/06 - 06/10    Paper    ACC 1000     4 years
                    14   Administration
                         Finance &                                                                                     1 brown bankers box - bursar copy of student
                                          Bursar          Bursar's Office   Massie 026     Withdrawal Forms                                                            07/06 - 06/10    Paper    ACC 1000     4 years
                    15   Administration                                                                                withdrawals
Records Inventory
2010
                                                                                        Shawnee State University
                                A               B            C              D                     E                                   F                             G            H         I           J
                         Division             Area     Department       Location       Record Series Title           Record Series Description                Span Dates       Format Group       Retention
                    1
                         Finance &                                  Commons 1st Floor                         Final reports by state and independent
                                          Controller   Controller                     Audit Reports                                                           1972 - 6/30/09   Paper   FIN 7010    4 years
                         Administration                             Administration                            auditors, filed by year
                    2
                                                                                                              Bank statements, information used to
                         Finance &                                  Commons 1st Floor
                                          Controller   Controller                     Bank reconciliation     reconcile bank statements filed by month and    1995 - 5/31/10   Paper   FIN 1000    4 years
                         Administration                             Administration
                    3                                                                                         year
                                                                                                              Board of Regents reports, including fee
                         Finance &                                  Commons 1st Floor Board of Regents
                                          Controller   Controller                                             surveys, budgets and estimated budgets,         1975 - 3/01/10   Paper   EDU 3000    Indefinite
                         Administration                             Administration    Reports
                    4                                                                                         specialized reports, financial reports
                                                                                                              Records related to University bonds issued,
                         Finance &                                  Commons 1st Floor
                                          Controller   Controller                     Bond information        bond book, and statements and records of         2007 - 2009     Paper   FIN 5000   Active + 6
                         Administration                             Administration
                    5                                                                                         payment issued

                         Finance &                                  Commons 1st Floor                         Records of sales tax charged and reports
                                          Controller   Controller                     Bookstore sales tax                                                      1999-2009       Paper   LEG 5010    10 years
                         Administration                             Administration                            submitted
                    6
                         Finance &                                  Commons 1st Floor
                                          Controller   Controller                     Bursar Reconciliation   Bursar Reconciliation                             2/06-5/10      Paper   FIN 1000    4 years
                         Administration                             Administration
                    7
                                                                                                              System of chart of accounts and list of
                         Finance &                                  Commons 1st Floor
                                          Controller   Controller                     Chart of Accounts       account numbers and object codes used, by       1975-5/31/10     Paper   ACC 3000    4 years
                         Administration                             Administration
                    8                                                                                         account

                         Finance &                                  Commons 1st Floor                                                                           6/30/04 -
                                          Controller   Controller                     Compensated absence Compensated absence                                                  Paper   PER 3000   Active + 6
                         Administration                             Administration                                                                               6/30/09
                    9
                                                                                                              Printouts showing EOY records, marked
                         Finance &                                  Commons 1st Floor                                                                            1975 -
                                          Controller   Controller                     EOY Reports             permanent Final EOY balances and reports,                        Paper   FIN 7000    4 years
                         Administration                             Administration                                                                               6/30/09
                    10                                                                                        filed by year
                                                                                                              Files on all grants awarded, and all files
                         Finance &                                  Commons 1st Floor
                                          Controller   Controller                     Grants                  related to awarded grants, filed by grant and   1995 - 3/31/10   Paper   LEG 2000   Active + 5
                         Administration                             Administration
                    11                                                                                        account number

                         Finance &                                  Commons 1st Floor
                                          Controller   Controller                     Inventory               Print shop year end, Central stores year end      6/30/2009      Paper   ACC 2000   Active + 6
                         Administration                             Administration
                    12
                                                                                                              All inventory records, including entries and
                         Finance &                                  Commons 1st Floor
                                          Controller   Controller                     Inventory, equipment    posts, transactions for backup, inventory tag   1975- 6/30/09    Paper   ACC 2000   Active + 6
                         Administration                             Administration
                                                                                                              listing, inventory transfer sheets, etc.
                    13
                                                                                                              Bank statements, investment accounts,
                         Finance &                                  Commons 1st Floor
                                          Controller   Controller                     Investments             spreadsheets and backup for investment          1994 - 5/31/10   Paper   FIN 3000   Active + 6
                         Administration                             Administration
                    14                                                                                        accounts, filed by account and year
Records Inventory
2010
                                                                                        Shawnee State University
                                A               B            C              D                    E                               F                              G           H          I          J
                         Finance &                                  Commons 1st Floor                      Finance survey portion of IPEDS reports, filed
                                          Controller   Controller                     IPEDS Reports                                                       1987 - 6/30/09   Paper   EDU 3000   Indefinite
                         Administration                             Administration                         by date
                    15
                                                                                                           Journal entries and backup, interdepartmental
                         Finance &                                  Commons 1st Floor                      transfer entries and backup, budget transfer       1996 -
                                          Controller   Controller                     Journal Entries                                                                      Paper   ACC 3000    4 years
                         Administration                             Administration                         cards, other monthly backup and entries, filed   5/31/2010
                                                                                                           by month and year
                    16
                         Finance &                                  Commons 1st Floor
                                          Controller   Controller                     Lease Schedule       Lease schedule                                     2009         Paper   LEG 2000   Active + 5
                         Administration                             Administration
                    17
                         Finance &                                  Commons 1st Floor                      Office of budget and management final annual
                                          Controller   Controller                     OBM Report                                                        1992 - 6/30/09     Paper   FIN 7010    4 years
                         Administration                             Administration                         report, filed by year
                    18
                                                                                                           Receipt books and check out sheets for
                         Finance &                                  Commons 1st Floor
                                          Controller   Controller                     Receipt books        miscellaneous receipt use, filed by book         2004-2009      Paper   ACC 1000    4 years
                         Administration                             Administration
                    19                                                                                     number

                         Finance &                                  Commons 1st Floor                      State construction project encumbrance, State      2001-
                                          Controller   Controller                     State Construction                                                                   Paper   ADM 2030   Active + 6
                         Administration                             Administration                         construction project vouchers                    05/31/2010
                    20
Records Inventory 2010                                                                             Shawnee State University                                                          Updated 6/29/09


                                                                                                                                   Span
Division              Area    Department    Location      Record Series Title           Record Series Description                               Format    Group        Retention
                                                                                                                                   Dates
                                                                                  All information associated with compilation
Finance &                                  ATC Building                                                                           FY 1999 -
                 Facilities   Facilities                Campus Master Plan        & completion of Campus Master Plan, filed                   Paper & Elec. ADM 1020   Active + 1
Administration                             Room 146                                                                                Present
                                                                                  alphabetically
                                                                               APPA, OAPPA, MAPPA, and campus
Finance &                                  ATC Building Committees/Organizatio committee information; monthly board               1995 -
                 Facilities   Facilities                                                                                                         Paper    ADM 9910      3 years
Administration                             Room 146     ns/Meetings            reports (project status reports) , filed           Present
                                                                               alphabetically

Finance &                                  ATC Building                                                                           1999 -
                 Facilities   Facilities                Contracts                 Records of contracts with vendors                              Paper    LEG 2000     Active + 5
Administration                             Room 146                                                                               Present

Finance &                                  ATC Building                           Monthly gasoline bills for University, filed     2004-
                 Facilities   Facilities                Gasoline Bills                                                                           Paper    ACC 1000      4 years
Administration                             Room 146                               monthly                                         Present

                                           ATC Bulding                            Movers, snow removal equipment,
Finance &                                              Grounds Equipment
                 Facilities   Facilities   Room 146 &                             blowers, tow motors, etc., filed by date of     thru 2009      Paper    ACC 2000     Active + 6
Administration                                         Inventory
                                           Quonset Hut                            purchase

Finance &                                  ATC Building Minutes and Action        Minutes of meetings (weekly) Audits             1995 -
                 Facilities   Facilities                                                                                                         Paper    ADM 9910      3 years
Administration                             Room 142     Items                     (weekly), filed by year and month               Present

                                                        OBR Miscellaneous
Finance &                                  ATC Building                      OBR Correspondence & CAS Distribution                1994 -
                 Facilities   Facilities                correspondence & CAS                                                                     Paper    ADM 9910      3 years
Administration                             Room 146                          filed by date                                        Present
                                                        Distribution
                                                                                  Custodial, maintenance, administration,
                                                                                  office, and student personnel records,           2007-
Finance &                                  ATC Building Personnel/Employee
                 Facilities   Facilities                                          employee evaluations, training records,         Present        Paper    REF 0000       Active
Administration                             Room 146     Records
                                                                                  and timesheets, filed alphabetical by last      (Active)
                                                                                  name

Finance &                                  ATC Building                           Campus policies and procedures filed            1994 -
                 Facilities   Facilities                Policies/Procedures                                                                      Paper    ADM3000      Active + 10
Administration                             Room 146                               alphabetically                                  Present

                                                                                  All information on every project on campus
Finance &                                  ATC Building                           (new construction; renovations; upgrades,        1999-
                 Facilities   Facilities                Project files                                                                            Paper    ADM 2030     Active + 6
Administration                             Room 146                               etc.) from bidding process to certificates of   Present
                                                                                  completion, filed by project/building

Finance &                                  ATC Building Property Deeds/Land       Old deeds & titles to land acquired by          1994 -
                 Facilities   Facilities                                                                                                         Paper    ACC 2000     Active + 6
Administration                             Room 146     Acquisitions              SSU, filed alphabetically                       Present

                                                                                  Fire evacuation drawings; boiler and
                                                                                  elevator inspections; OSHA files; safety
Finance &                                  ATC Building                                                                           1993 -
                 Facilities   Facilities                Safety                    committee info; safety training; safety                        Paper    ADM 3030     Active + 10
Administration                             Room 146                                                                               Present
                                                                                  certifications; safety policies & procedures
                                                                                  MSDS, filed alphabetically and/or by date
Records Inventory 2010                                                                               Shawnee State University                                                           Updated 6/29/09


Finance &                                   ATC Building                                                                               2005-
                 Facilities    Facilities                Uniforms                   Uniforms ordered yearly, filed by year                          Paper       ACC 1000    4 years
Administration                              Room 146                                                                                  Present

Finance &                                   ATC Building University Facilities      Archives; plans & specs of all projects;
                 Facilities    Facilities                                                                                                           Paper       ADM 2030   Active + 6
Administration                              Room 149     Drawings                   filed by project/building

Finance &                                   ATC Building                            Records of campus signage, filed by                2003-
                 Facilities    Facilities                University Signage                                                                       Paper / Elec ADM 2030    Active + 6
Administration                              Room 146                                building                                          Present

Finance &                                   ATC Building                            Bills for Natural Gas & Water/Sewage, filed        2002-        Binder /
                 Facilities    Facilities                Utilities                                                                                              REF 0000    Active
Administration                              Room 146                                by month                                          Present        Paper

Finance &                                   ATC Building                            Registrations for vehicles "copies" of titles      1996-
                 Facilities    Facilities                Vehicle Registrations                                                                      Paper       ACC 2000   Active + 6
Administration                              Room 146                                and registrations, filed by year of vehicle       Present

                                                         Vendor                    Specs and bids on service and materials
Finance &                                   ATC Building                                                                               1999-
                 Facilities    Facilities                specifications/material & from various vendors filed alphabetically by                     Paper       REF 0000    Active
Administration                              Room 146                                                                                  Present
                                                         service bids              vendor
                                                                                    Roof warranties; construction warranties;
Finance &                                   ATC Building                            materials warranties associated with new          1994 -
                 Facilities    Facilities                Warranties                                                                                 Paper       LEG 2000   Active + 5
Administration                              Room 146                                construction projects, filed by                   Present
                                                                                    project/building
                                                                                    Contains completed workorders
Finance &                                   ATC Building                                                                               2004-
                 Facilities    Facilities                Workorders                 (maintenance and repairs on campus),                           Electronic   MIS 2000   Active + 1
Administration                              Room 146                                                                                  Present
                                                                                    filed numerically by yesr
Finance &                                                 Grounds Maintenance       Grounds Maintenance Records filed by
                 Maintenance   Facilities   Q Hut                                                                                   8/90-Present Paper / binder MIS 2000   Active + 1
Administration                                            Records                   building
                                                                                    File folders, grant accounting purposes,
Finance &                                   ATC Building Campus Recycling                                                            04/2007 to
                 Facilities    Facilities                                           records are still created, 1/2 file cabinet                     Paper       LEG2000    Active + 5
Administration                              Room 146     Program Grant                                                                Present
                                                                                    drawer.
                                                                                    Monthly credit card statement, original
                                                                                    receipts for each employee department
                                                                                    wide with a monthly summary
Finance &                                   ATC Building Purchasing Card                                                             07/2005 to
                 Facilities    Facilities                                           spreadsheet. Used for budget and audit                          Paper       ACC1000     4 years
Administration                              Room 147     Records                                                                      Present
                                                                                    purposes. Field monthly beginning July
                                                                                    2005. Records are still created. 4 file
                                                                                    cabinet drawers

Finance &                                   ATC Building Building Maintenance       Maintenance records of buildings, filed by         1999-
                 Facilities    Facilities                                                                                                           Paper       MIS 2000   Active + 1
Administration                              Room 146     Records                    building                                          Present

Finance &                                   ATC Building Construction Project       Minutes of Construction Progress                   1999-
                 Facilities    Facilities                                                                                                           Paper       ADM 9910   Active + 1
Administration                              Room 146     Meeting Minutes            meetings, filed by project                        Present
Records Inventory 2010                                                                        Shawnee State University                                                      Updated 6/29/09


                                                                              Maintenance records, job description, job
                                                                              applicants, employee records, grievances        2007 -
Finance &                                  ATC Building
                 Facilities   Facilities                Employee Records      filed, insurance claims, maintenance           Present       Paper      REF 0000    3 years
Administration                             Room 146
                                                                              apprenticeship program, filed                  (Active)
                                                                              alphabetically
                                                                              Operating & Equipment manuals, service
                                                                              manuals, parts manuals, balance reports,
Finance &                                  ATC Building Operation and                                                         1990-     Paper/Binder/
                 Facilities   Facilities                                      vehicle manuals, test logs (fire/sprinkler)                             ADM 3010    Active
Administration                             Room 149     Maintenance Manuals                                                  Present     Electronic
                                                                              shop drawings, operation instructions, filed
                                                                              by building
                                                                              Encumbrance & vouchers for State
Finance &                                  ATC Building State Accounting /                                                   1994 -
                 Facilities   Facilities                                      Projects Controlling Board requests &                        Paper      ADM 2030    4 years
Administration                             Room 146     Controlling Board                                                    Present
                                                                              releases, filed by project

Finance &                                  ATC Building                       Key request forms and key cards filed           1994-
                 Facilities   Facilities                Key Control Records                                                                Paper       ADM4000    3 years
Administration                             Room 146                           alphabetically by name                         Present

Finance &                                  ATC Building                       Maintenance and Custodial radio serial          2005-       Paper/
                 Facilities   Facilities                Radio Records                                                                                  REF 0000   Active
Administration                             Room 147                           numbers and service records                    Present     Electronic
Records Inventory
2010
                                                                                         Shawnee State University
                                 A               B               C             D                   E                                 F                               G             H         I           J
                                                                                          Record Series
                         Division              Area        Department      Location                                   Record Series Description                Span Dates        Format Group       Retention
                    1                                                                         Title
                         Finance &                                      1st Floor        Annual Financial
                                          Vice President   VP Office                                           Year end financial spreadsheet reports           1975 - 2009      Paper   FIN 7000    4 years
                    2    Administration                                 Administration   Report
                                                                                                               All correspondence files maintained by V.P.
                         Finance &                                      1st Floor
                                          Vice President   VP Office                     Correspondence        for Business Affairs and secretary, filed        1975 - 2010      Paper   ADM 9910    3 years
                         Administration                                 Administration
                    3                                                                                          alphabetical
                                                                                                               Agendas and minutes and other
                         Finance &                                      1st Floor        F&F                   miscellaneous documents for the Board of
                                          Vice President   VP Office                                                                                           1979 - 7/9/10     Paper   ADM 9910    3 years
                         Administration                                 Administration   agendas/minutes       Trustees Finance and Facilities Committee,
                    4                                                                                          filed by date

                         Finance &                                      1st Floor        Budget -              Institutional budget and supporting documents
                                          Vice President   VP Office                                                                                         1975 - 7/1/10       Paper   FIN 2000   Active + 1
                         Administration                                 Administration   Institutional         for board approved budgets, filed by date
                    5
                                                                                                             University property and casualty insurance.
                         Finance &                                      1st Floor
                                          Vice President   VP Office                     Insurance           Coverage binders and correspondence filed by 2003-2010              Paper   LEG 3000   Active + 5
                         Administration                                 Administration
                    6                                                                                        year.
                         Finance &                                      1st Floor                            Handbooks and manuals used by department
                                          Vice President   VP Office                     Policies/Procedures                                             1975 - 6/30/10          Paper   ADM 3000   Active + 10
                    7    Administration                                 Administration                       copies of adopted policies

                                                                                                               Copies of deeds to University Property, list of
                         Finance &                                      1st Floor
                                          Vice President   VP Office                     Property, land        all properties owned by University, property tax 1968 - 6/30/10   Paper   ACC 2000   Active + 6
                         Administration                                 Administration
                                                                                                               exemption records, filed chronological by date
                    8
                         Finance &                                      1st Floor                              Listing of records destroyed by department,
                                          Vice President   VP Office                     Records destruction                                                   1975 - 6/30/10    Paper   ADM 3020    10 years
                    9    Administration                                 Administration                         filed by date
                         Finance &                                      1st Floor                              Tuition and fees approved by the Board, filed
                                          Vice President   VP Office                     Tuition and fees                                                      1975 -3/19/10     Paper   EDU 3000    Indefinite
                    10   Administration                                 Administration                         by date
                         Finance &                                      1st Floor
                                          Vice President   VP Office                     Vehicle Titles        Titles to vehicles owned by University            6/30/2010       Paper   ACC 2000   Active + 6
                    11   Administration                                 Administration
Records Inventory
2010
                                                                                           Shawnee State University
                                A              B            C               D                      E                                     F                               G            H            I          J
                         Division             Area     Department       Location       Record Series Title               Record Series Description                  Span Dates    Format       Group      Retention
                    1
                         Finance &        Human       Assistant       Administration   General Business           General records for retirement, procedures,         1990 to     paper and
                                                                                                                                                                                               PER 3000   Active + 6
                         Administration   Resources   Director        021              Information                policies, HRIS/Payroll system info, etc.            6/2009      electronic
                    2
                                                                                                                  Classified and Unclassified staff job
                         Finance &        Human       Assistant       Administration   Position classification                                                        1988 to     paper and
                                                                                                                  analylsis/position information files and job                                 PER 2000    3 years
                         Administration   Resources   Director        021              files - Active positions                                                       6/2009      electronic
                    3                                                                                             descriptions
                                                                                                               Support Staff Applications & Test data records
                         Finance &        Human                       Administration   Applicant/Testing       (resumes, vol disclosure info, job number,             1999 to
                                                      Benefits Area                                                                                                               Electronic   PER 2000    3 years
                         Administration   Resources                   021              records - Support Staff etc.)(, exam agreements & correspondence,              6/2009
                    4                                                                                          misc benefits info.
                                                                                       Employee Benefits &
                         Finance &        Human                       Administration                              Active employee medical/benefits files, filed      09/1967 -
                                                      Benefits Area                    Medical Records -                                                                            Paper      PER 1020    6 years
                         Administration   Resources                   021                                         alphabetically by last name                         6/2009
                    5                                                                  Active
                                                                                                                  Authorization form and validation report to                                                until
                         Finance &        Human                       Administration
                                                      Benefits Area                    Motor Vehicle Reports      drive SSU students or employees on behalf of       to 6/2009      paper      MIS1010
                         Administration   Resources                   021
                    6                                                                                             SSU in notebook                                                                         superceded
                         Finance &        Human                       Administration                              Requests for accommodation information              1990 to
                                                      HR Director                      ADA Records                                                                                  Paper      LEG 9900    3 years
                    7    Administration   Resources                   021                                         material                                            4/2008
                         Finance &        Human                       Administration                                                                                  1990 to
                                                      HR Director                      Affirmative action plan    Narrative & Statistical affirmative action data                   Paper      LEG 5000    6 years
                    8    Administration   Resources                   021                                                                                             6/2009
                                                                                                                  Staff complaints on equal opportunity, AAP,
                         Finance &        Human                       Administration                                                                                  1990 to
                                                      HR Director                      Complaint files            CWA grievances (in progress and settled),                         Paper      LEG 5000    6 years
                         Administration   Resources                   021                                                                                             6/2009
                    9                                                                                             related working papers, etc.
                                                                                       Employee Benefits &
                         Finance &        Human                       Administration                              Inactive employee medical/benefits files, filed    09/1967 -
                                                      HR Director                      Medical Records -                                                                            Paper      PER 1020    6 years
                         Administration   Resources                   021                                         alphabetically by last name                         6/2009
                    10                                                                 Inactive

                                                                                                                  Matters of official business on compensation,
                         Finance &        Human                       Administration   General Business                                                               1990 to
                                                      HR Director                                                 union, veterans, affirmative action, staff                        Paper      PER 3000   Active + 6
                         Administration   Resources                   021              Correspondence                                                                 6/2009
                                                                                                                  meetings, various information, etc.
                    11
                                                                                       Adm and Faculty Job
                         Finance &        Human       HR Main Lobby Administration                                Open job searches, vol disclosure information,     07/2007 to
                                                                                       Search Files - open                                                                          Paper      PER 2000    3 years
                         Administration   Resources   Area          021                                           job ads, requisition, related bills, etc.            6/2009
                    12                                                                 positions
                                                                                                                  Authorization form to run background check
                         Finance &        Human       HR Main Lobby Administration     Background                                                                     2006 to     paper and
                                                                                                                  prior to offer of employment in notebook and                                 PER2000     3 years
                         Administration   Resources   Area          021                Authorizations                                                                 6/2009      SRV 0095
                    13                                                                                            stored electronically.
Records Inventory
2010
                                                                                           Shawnee State University
                                A              B                C           D                      E                                 F                              G               H            I          J

                                                                                                               Copies of HR related contracts (AAA, copier
                                                                                                               maintenance, etc.), misc compensation
                                                                                                               materials, CWA contracts side letters and
                         Finance &        Human       HR Main Lobby Administration                                                                               1988 to
                                                                                       General Files           memo of understanding, information requests,                       Paper      LEG 2000   Active + 5
                         Administration   Resources   Area          021                                                                                          6/2009
                                                                                                               phone charges, classified staff notifiations,
                                                                                                               force reduction information, appointing
                                                                                                               authority, background check information, etc.
                    14
                         Finance &        Human       HR Main Lobby   Administration   Government                                                                1985 to        paper and
                                                                                                               Annual government reports and surveys -                                       LEG 5000    6 years
                    15 Administration     Resources   Area            021              reports/surveys                                                           6/2009         SRV 0095
                         Finance &        Human       HR Main Lobby   Administration                           Records of requisitions for faculty, adm and                     paper and
                                                                                       Job Requisitions                                                        1988 - 6/2009                 PER 2000    3 years
                    16 Administration     Resources   Area            021                                      hourly support staff jobs, by PCN#                               SRV 0095
                         Finance &        Human       HR Main Lobby   Administration   Position                ADS folders on dept server for various            1995 to
                                                                                                                                                                                  Elec       PER 2000    3 years
                    17 Administration     Resources   Area            021              Advertisements          positions                                         6/2009
                                                                                       Union Dues
                         Finance &        Human       HR Main Lobby Administration                             Bi-weekly lists of employees paying union        07/1998 to
                                                                                       Membership List -                                                                        electronic   ACC 1000    4 years
                         Administration   Resources   Area          021                                        dues                                               6/2009
                    18                                                                 Report
                                                                                                              Group health, life and voluntary life/ltd
                         Finance &        Human                       Administration   Insurance information,                                                    1998 to
                                                      Payroll                                                 insurance information, agent records, benefit                       Paper      PER 1010   Active + 6
                         Administration   Resources                   021              FMLA records                                                              6/2009
                    19                                                                                        consultants info, FMLA files, etc.

                                                                                                               Working copies of payroll billings check
                                                                                                               requests (orig in AP 4 yrs); child support
                                                                                                               orders; garnishment orders; deduction
                                                                                                               requests (SRA's, Desco, foundation
                                                                                                               contributions, OEA
                                                                                                                                                                                Paper and
                         Finance &        Human                       Administration                           membership/deduction forms, OPEDCP                  1998
                                                      Payroll                          Payroll Bills                                                                            Electronic   PER1020     6 years
                         Administration   Resources                   021                                      deduction forms, poised for tomorrow             to 6/2009
                                                                                                                                                                                (in HRIS)
                                                                                                               contributions, stars campaign
                                                                                                               contributions, VRCFA tickets, united way,
                                                                                                               AAA, etc.); direct deposit authorization
                                                                                                               forms; voided payroll checks information
                                                                                                               (copies), etc.
                    20
                                                                                                               All payroll reports, computed pay register,                     Electronically
                         Finance &        Human                       Administration                           pay register, adjustment register,                01/2001             in
                                                      Payroll                          Payroll Reports                                                                                        PER6000    5 years
                         Administration   Resources                   021                                      time/benefit report, etc. reside in the          to 6/2009      HRIS/Payroll
                    21                                                                                         HRIS/Payroll system.                                               System

                                                                                                               Copies of quarterly and annual filed taxes
                                                                                                               (federal, kentucky, ohio, pennsylvania,
                         Finance &        Human                       Administration                                                                               2003
                                                      Payroll                          Payroll Taxes           new boston, portsmouth, west virginia,                             Paper      PER6000     5 years
                         Administration   Resources                   021                                                                                       to 6/2009
                                                                                                               and ohio school districts), year-end
                                                                                                               balancing and related working papers.
                    22
Records Inventory
2010
                                                                                          Shawnee State University
                                A              B                C          D                     E                                    F                                G               H            I          J
                         Finance &        Human                      Administration                            Vacation/Sick reports amount used and
                                                      Payroll                         Vacation/Sick Reports                                                      1988 - 6/2009     electronic   PER 3000   Active + 6
                    23   Administration   Resources                  021                                       accrued by payroll
                         Finance &        Human                      Administration
                                                      Payroll                         W-2's                    Copies of W-2's, scanned by year                   1984-2007        SRV 0095     LEG 5000    6 years
                    24   Administration   Resources                  021

                                                                                                           New Employee input worksheet verifications,
                         Finance &        Human                      Administration                                                                                 2005 to
                                                      Payroll                         Workers Compensation filed alphabetically by last name in drawer 4 of                         Paper       PER 3000   Active + 6
                         Administration   Resources                  021                                                                                            6/2009
                                                                                                           black 4 drawer filing cabinet
                    25
                                                                                                               Timesheets (hours worked for hourly and
                         Finance &        Human                      Administration   Timesheets, Leave                                                             1985 to
                                                      Payroll                                                  student employees), Leave files (sick and                           SRV 0095     PER6000     5 years
                         Administration   Resources                  021              Forms                                                                         6/2009
                    26                                                                                         vacation leave forms).

                                                                                      Adm and Faculty Job      Closed administrative and faculty job search
                         Finance &        Human                      Administration                                                                               01/2001 to
                                                      Storage Area                    Search Files - closed    records (requisition, job ads, resumes, related                     SRV 0095     PER 2000    3 years
                         Administration   Resources                  021                                                                                            6/2009
                                                                                      positions                bills, short lists, requests to hire, etc.)
                    27
                                                                                      EEO Voluntary
                         Finance &        Human                      Administration   Disclosure               voluntary data forms from job searches and          7/2003 to
                                                      Storage Area                                                                                                                 SRV 0095     PER 3000   Active + 6
                         Administration   Resources                  021              forms/Unsolicited        unsolicited applications                             6/2009
                    28                                                                Applications
                         Finance &        Human                      Administration   I-9 Information          I-9 Information for active and inactive              1990 to
                                                      Storage Area                                                                                                                 SRV 0095     PER3020    Active + 6
                    29 Administration     Resources                  021              (Homeland Security)      employees                                            6/2009
                                                                                                          New or prospective employee packet
                         Finance &        Human                      Administration   New Employee Packet materials including benefit summaries,
                                                      Storage Area                                                                                                  June-09          paper      PER9900     3 years
                         Administration   Resources                  021              Materials           retirement materials, health/life insurance
                    30                                                                                    summaries, etc.

                                                                                                               Newly archived inactive employee personnel
                         Finance &        Human                      Administration   Personnel Files          files (retirement, taxes, address changes,           1999 to
                                                      Storage Area                                                                                                                 SRV 0095     PER 3000   Active + 6
                         Administration   Resources                  021              (Archived)               request to hire, resume, etc.) kept until            6/2009
                                                                                                               scanned into Feith doc imaging system
                    31
                                                                                                               New employees' personnel information              date of hire to
                         Finance &        Human                      Administration   Personnel Files (hired
                                                      Storage Area                                             (retirement, taxes, address changes, request      2 weeks after     SRV 0095     PER 3000   Active + 6
                         Administration   Resources                  021              after Jan 2007)
                    32                                                                                         to hire, resume, etc.)                               imaging

                                                                                                               Active employees' personnel information
                         Finance &        Human                      Administration   Personnel Files (hired                                                     date of hire to
                                                      Storage Area                                             (retirement, taxes, address changes, request                        SRV 0095     PER 3000   Active + 6
                         Administration   Resources                  021              before Jan 2007)                                                              6/2009
                                                                                                               to hire, resume, evaluations, etc.)
                    33
                                                                                      Position classification Classified and Unclassified staff job
                         Finance &        Human                      Administration                                                                                  1988
                                                      Storage Area                    files - Inactive        analysis/position information files, and                              Paper       PER 2000    3 years
                         Administration   Resources                  021                                                                                          to 6/2009
                    34                                                                positions               related Job descriptions.
                         Finance &        Human                      Administration                                                                                 2001
                                                      Storage Area                    President Search files Presidential search records                                           SRV 0095     PER 2000    3 years
                    35 Administration     Resources                  021                                                                                           to 2002
Records Inventory
2010
                                                                                            Shawnee State University
                                A               B             C              D                     E                                    F                                G             H            I          J
                                                                                                                 OPERS Personal History Record and Request
                         Finance &        Human                        Administration   Retirement history                                                 date of hire to         paper and
                                                        Storage Area                                             for Optional Exemption forms for previous                                      PER1030    Active + 6
                         Administration   Resources                    021              records                                                               6/2009               electronic
                                                                                                                 employees
                    36
                                          Human                                         Parking Violation
                         Finance &                                     Administration                            Security Filing Cabinet containing Violations of    1/1/2002 -
                                          Resources/Sec Storage Area                    Tickets (Yr 2002 -                                                                           paper      ACC 1000    4 years
                         Administration                                021                                       SSU Vehicle Parking Policy                          6/24/2009
                                          urity                                         June, 2009)
                    37

                                          Human                                         All Family and Medical   All Family and Medical Leave Act
                         Finance &                                     Administration                                                                               1993 to                                Active +5
                         Administration
                                          Resources/Sec Storage Area
                                                                       016B
                                                                                        Leave Act related        related employee records. To track                               SRV 0095      PER 3000
                                                                                                                                                                                                            Years
                                          urity                                         employee records                                                            6/30/2010
                                                                                                                 FMLA leave per DOL regulations
                    38
Records Inventory
2010
                                                                                              Shawnee State University
                                A                B               C                D                       E                                F                                 G             H           I          J
                                                                                                Record Series
                         Division              Area         Department        Location                                     Record Series Description                   Span Dates        Format Group         Retention
                    1                                                                               Title
                                                                                                                    Copy of all purchase orders processed each
                                                                                                                    fiscal year, filed alphabetically. Current year
                         Finance &        Purchasing &                                                                                                                    03/04 -       Paper and
                                                          Purchasing Ofc   Admin Building     Purchase Orders       (08/09) in ADM103 file cabinet, 03/04 and                                      ACC 1000    5 years
                         Administration   Mail Services                                                                                                                   Present       Electronic
                                                                                                                    07/08 scanned in Feith, 04/05 - 07/08 boxed in
                                                                                                                    ADM storeroom.
                    2
                                                                                                                    Documentation of PCard expenditures made
                         Finance &        Purchasing &                                        PCard                 by staff members in the Purchasing Dept.,           May 2005 -
                                                          Purchasing Ofc   Admin Building                                                                                                 Paper   ACC1000      5 years
                         Administration   Mail Services                                       Documentation         filed by monthly billing cycle, in binders in        present
                    3                                                                                               ADM103
                                                                                                                    PCard addendum forms for every temporary
                         Finance &        Purchasing &                                        PCard Addendum        increase granted to a university PCard holder.      May 2005 -      Paper and
                                                          Purchasing Ofc   Admin Building                                                                                                          ACC1000     5 years
                         Administration   Mail Services                                       Forms                 Filed by date in ADM103 in binders and               Present        Electronic
                    4                                                                                               scanned into Feith
                                                                                              MSDS Sheets
                         Finance &        Purchasing &                                                              Information on chemicals used by different
                                                          Purchasing Ofc   Admin Building     (Material Safety                                                         1991 - present     Paper   ADM 3030     5 years
                         Administration   Mail Services                                                             departments, filed in ADM103 file cabinet
                    5                                                                         Data Sheet)

                                                                                                                    Bids issued by the purchasing department for
                                                                                                                    different University projects, such as custodial
                         Finance &        Purchasing &                                                                                                                    1996 -
                                                          Purchasing Ofc   Admin Building     University Bids       supplies, security service, etc. 2007 - present                       Paper   FIN 8000     5 years
                         Administration   Mail Services                                                                                                                   Present
                                                                                                                    in ADM103 file cabinet, 1996 - 2006 in ADM
                                                                                                                    storeroom to be scanned into Feith
                    6
                         Finance &        Purchasing &                                        State Reports (MBE, List expenditures to MBE, EDGE, IUC and
                                                          Purchasing Ofc   Admin Building                                                                              2003 - present     Paper   LEG 5000     5 years
                         Administration   Mail Services                                       EDGE, IUC, STS)     STS companies, filed in ADM 103 file cabinet
                    7
                                                                                                                    Cardholder agreement and PCard application
                                                                                              PCard Applications
                         Finance &        Purchasing &                                                              for every PCard holder. Filed alphabetically in     May 2005 -      Paper and
                                                          Purchasing Ofc   Admin Building     & Cardholder                                                                                         LEG2000     5 years
                         Administration   Mail Services                                                             ADM103 in locked filing cabinet and scanned          Present        Electronic
                                                                                              Agreements
                    8                                                                                               in Feith
                                                                                                                    Insurance certificates for vendors who are
                         Finance &        Purchasing &                                        Insurance             required to provide evidence of insurance to        Feb 2005 -
                                                          Purchasing Ofc   Admin Building                                                                                                 Paper   LEG3000      5 years
                         Administration   Mail Services                                       Certificates          the University. Filed alphabetically in ADM103       Present
                    9                                                                                               file cabinet
                                                                                                                    Copies of bulk mailings filed by year. 2004-
                         Finance &        Purchasing &                                                              2008 filed in box in storeroom, present year in                     Paper and
                                                          Mail Services    Service Building   Bulk Mail                                                                2006-Present                ACC 1000    5 years
                         Administration   Mail Services                                                             file cabinet in Mailroom office, all years filed                    Electronic
                    10                                                                                              on computer
                                                                                                                    Yearly balance of postage accounts at Post
                         Finance &        Purchasing &                                                              Office & Mail Machine by year. 2005-2008 filed        2005 -
                                                          Mail Services    Service Building   End of year reports                                                                         Paper   ACC 1000     5 years
                         Administration   Mail Services                                                             in box in storeroom, present year in file             Present
                    11                                                                                              cabinet in Mailroom office
Records Inventory
2010
                                                                                             Shawnee State University
                                A                B               C               D                    E                                 F                                G           H          I        J
                                                                                                                  Monthly departmental mail fees filed by year.
                         Finance &        Purchasing &                                       Inter-Departmental                                                       2006 -
                                                          Mail Services   Service Building                        2005-2008 filed in box in storeroom, present                      Paper   ACC 1000   5 years
                         Administration   Mail Services                                      Charges                                                                  Present
                                                                                                                  year in file cabinet in Mailroom office
                    12
                                                                                                                  Accut-Rac Mail Management daily record of
                         Finance &        Purchasing &
                                                          Mail Services   Service Building   Mail Record          postage accounts and postage fees arranged       2006-Present Electronic ACC 1000    5 years
                         Administration   Mail Services
                                                                                                                  daily. Filed in Mailroom office computer
                    13
                                                                                                                  Receipts for account deposits at Post Office -
                         Finance &        Purchasing &                                                            Refunds - spoiled postage. 2005-2007 filed in       2006 -
                                                          Mail Services   Service Building   Postage Receipts                                                                       Paper   ACC 1000   5 years
                         Administration   Mail Services                                                           box in storeroom, present year in file cabinet      Present
                    14                                                                                            in Mailroom office
                                                                                                                  Phone quick reference: 1989-present, voice
                         Finance &        Purchasing &
                                                          Mail Services   Service Building   Phone Information    mail messages: 1998-present. Filed in file       2009-Present     Paper   MIS 1000   1 year
                         Administration   Mail Services
                    15                                                                                            cabinet in Mailroom office.
                                                                                                                  Receipts for delivery of mail and packages,
                                                                                             Delivery Receipts/
                         Finance &        Purchasing &                                                            signed by SSU staff members and students,
                                                          Mail Services   Service Building   Student Signature                                                     2006 - present   Paper   ACC 1000   5 years
                         Administration   Mail Services                                                           2003-present; filed by month in Receiving
                                                                                             Sheets
                    16                                                                                            office
                         Finance &        Purchasing &                                                            Storeroom reports, business reply, UPS              2006 -
                                                          Storeroom       Service Building   Monthly Reports                                                                        Paper   ACC1000    5 years
                    17 Administration     Mail Services                                                           reports. Filed in storeroom file cabinet            Present
Records Inventory
2010
                                                                                   Shawnee State University
                         A                   B            C                 D                    E                                    F                               G            H          I          J
                 Division               Area         Department       Location         Record Series Title             Record Series Description                 Span Dates     Format Group         Retention
            1
                                                                                                                                                                                                     Active + 10
                                                                                                                AED 'Prescription for Use" annual renewal of                                           years
                 Finance &                                                                                      standing order authorizes trained employees
                                  Security         Security       ATC 190           AED Prescription                                                             2005 - 2008     Paper   ADM3030
                 Administration                                                                                 of SSU to utilize the Automated External
                                                                                                                Defibrillator to assist svictimes
            2
                 Finance &                                                          Campus Security Act         Clery Act Report; Campus Security Act                           Computer             Active + 6
                                  Security         Security       ATC 190                                                                                        2007 - 2008             LEG5000
            3    Administration                                                     Reports                     Reports and Supporting Documents                                 & Paper               years
                                                                                                                Log of criminal acts committed within SSU
                 Finance &                                        ATC 190 & Security                            campus boundaries; recorded and published        1/14/2007 -                         Active + 6
                                  Security         Security                          Crime Log                                                                                  Electronic LEG5000
                 Administration                                   Web Page                                      in compliance with the Clery Act; listed by        Present                             years
            4                                                                                                   incident date
                                                                                                                Records of incidents on campus, filed by date;
                 Finance &                                                                                                                                         2003 -       Computer             Active + 6
                                  Security         Security       ATC 190           Incident Report             supporting documentation for Campus                                      LEG5000
                 Administration                                                                                                                                    Present       & Paper               years
            5                                                                                                   Security Act Reporting

                 Finance &                                                          Lost & Found and Impound Log for Lost & Found items and tracking             11/06/2008 -
                                  Security         Security       ATC 190                                                                                                        Paper   ADM9900       1 year
                 Administration                                                     Property Disposition     record of impound property disposition                Present
            6
                 Finance &                                                          Monthly Security                                                               2006 -
                                  Security         Security       ATC 190                                       Duties Checklist                                                 Paper   ADM9900       1 year
            7    Administration                                                     Checklist                                                                      Present
                                                                                                               Tickets issued for violations of SSU
                 Finance &                                        Admin 021 -
                                  Human Resources Security                          Parking Tickets            Vehicle Parking Policy, filed by ticket         2002-Present      Paper   ACC1000       4 years
                 Administration                                   Storage Area
            8                                                                                                  number
                 Finance &                                        Admin 021 -                                  Parking & Transportation Appeals &
                                  Human Resources Security                          Parking Violation Appeals                                                  2002-Present      Paper   ADM9900       1 year
            9    Administration                                   Storage Area                                 Resolutions
                 Finance &                                        Admin 021 -                                  Daily log of each Security Officer's service        2003 -
                                  Human Resources Security                          Shift Logs                                                                                   Paper   ADM4000       3 years
            10   Administration                                   Storage Area                                 calls; includes all shifts                         Present
                                                                                                               White 3-Ring binder. Waiver of liability signed
                 Finance &                                                                                                                                                                           Active +6
                                  Human Resources Security        ATC 190           Vehicle Assistance Waivers by individual receiving vehicle assistance from 1/1/09-7/15/10    Paper    LEG4000
                 Administration                                                                                                                                                                       years
            11                                                                                                 Security Dept.

                 Finance &
                                  Human Resources Security        Admin 021 -       P-Card Reconciliation       P-Card expenses with receipts. Reconciliation 1/1/2009-          Paper    ACC1000     4 Years
                 Administration
            12                                                    Storage Area                                  of Security Department Procurement Card       12/31/2009
Records Inventory
2010
                                                                                          Shawnee State University
                                                                                                   Records Inventory
                                A                B            C              D                     E                                    F                              G           H          I          J
                         Division               Area    Department       Location        Record Series Title           Record Series Description                   Span Dates   Format Group         Retention
                    1
                         Finance &                                                                              Backup tapes of administrative system, filed in
                                          UIS          UIS Office    Off-site storage   Backup tapes                                                                 Weekly       Disk   ADM 9900      1 year
                    2    Administration                                                                         fireproof safe
                                                                                                                Records of individuals signing for their calling
                         Finance &                                                                              cards - used for reference - no filing              03/1999 -
                                          UIS          UIS Office    Massie 035A        Qwest Calling Cards                                                                      Paper   ACC 1000     4 years
                         Administration                                                                         arrangement necessary, just one folder. 1            06/2010
                    3                                                                                           Hanging folder (1 lin ft.)
                         Finance &
                                          UIS          UIS Office    Electronic         UIS Guidelines          Guidelines for Computer Usage                        Current      Web    ADM3000     Active + 10
                    4    Administration
                         Finance &                                                                              Departmental list of computer replacement
                                          UIS          UIS Office    Electronic         Computer Inventories                                                         Current    Electronic ADM9910    3 years
                    5    Administration                                                                         information
                         Finance &
                                          UIS          UIS Office    Electronic         Data Back-Up Strategy   Data Backup & Media Management Plan                 1-Jun-06    Electronic ADM3000   Active + 10
                    6    Administration
                         Finance &                                                      Student Computer        List of student used computers ie, labs &
                                          UIS          UIS Office    Electronic                                                                                      Current    Electronic ADM9910    3 years
                    7    Administration                                                 Inventory               replacement information
                         Finance &                                                      Disaster Recovery
                                          UIS          UIS Office    Electronic                                 Plan for recovery of data in an emergency            Current    Electronic ADM3000   Active + 10
                    8    Administration                                                 Documents
                         Finance &
                                          UIS          UIS Office    Electronic         HEAT Records            List of HEAT Tickets                                  N/A       Electronic ADM9910    3 years
                    9    Administration
                         Finance &                                                      Microsoft Student
                                          UIS          UIS Office    Electronic                                 List of students with Microsoft Products             Current    Electronic ADM9910    3 years
                    10   Administration                                                 Vouchers
                         Finance &                                                                              Paper trail of computer equipment delivered or
                                          UIS          UIS Office    ADM / 005B         Custody Forms                                                                Current    Electronic ADM9900     1 year
                    11   Administration                                                                         moved
Records Inventory
2010
                                                                                           Shawnee State University
                                A                 B                 C              D                  E                                   F                               G           H         I          J
                                                                                              Record Series
                         Division               Area           Department      Location                                   Record Series Description                  Span Dates     Format Group       Retention
                    1                                                                             Title
                                                                                                                  VRCFA Meetings, directors committee
                         Finance &        Vern Rife Center                    VRCFA 209 &
                                                             Administration               Minutes of meetings     meetings filed alphabetically in director's file   1995-present   Paper   ADM9900      1 year
                         Administration   For the Arts                        210
                    2                                                                                             cabinet
                                                                                                                  Administrative staff - technical & student
                         Finance &        Vern Rife Center                    VRCFA 209 &
                                                             Administration               Personnel Records       records - box office, filed alphabetically in      1995-present   Paper   PER3010     5 years
                         Administration   For the Arts                        210
                    3                                                                                             director's file cabinet

                                                                                                                  Record of requests for events in VRCFA, Main
                         Finance &        Vern Rife Center                    VRCFA 210 & Space Reservation
                                                             Administration                                       theater, Selby lobby are filed FY by month,  2005-Present         Paper   ADM9900      1 year
                         Administration   For the Arts                        304         Forms
                                                                                                                  Room 210(current) Trap Room 012 (Storage)
                    4
                         Finance &        Vern Rife Center                                  Event Budgets &     one binder each for Event Budgets and                  2000 to
                                                             Administration   VRCFA 209                                                                                             paper   FIN2000    Active + 1
                         Administration   For the Arts                                      Schedules of Events Schedules of Events                                    Present
                    5
                                                                                                                  Current & past season committee records,
                                                                                                                  campus community minutes, financial records,
                         Finance &        Vern Rife Center
                                                             Administration   VRCFA 209     Committee Records     event information, marketing, association    1995-present         paper   ADM9900      1 year
                         Administration   For the Arts
                                                                                                                  minutes, sales summaries. 4 drawers in
                    6                                                                                             cabinet 1 (gray)

                         Finance &        Vern Rife Center                                                        Current and next season event files including
                                                             Administration   VRCFA 209     Event Files                                                              2007-present   paper   ADM9910     3 years
                         Administration   For the Arts                                                            marketing, 4 drawers in cabinet 2
                    7
                                                                                                                  administration, evaluations, event attendance
                         Finance &        Vern Rife Center                                  Portsmouth
                                                             Administration   VRCFA 209                           records, ticketing system files. 2 drawers in      1996-Present   paper   ADM9900      1 year
                         Administration   For the Arts                                      Orchestra Files
                    8                                                                                             cabinet 4

                         Finance &        Vern Rife Center                                                        video advertisement of VRCFA programs. 2
                                                             Administration   VRCFA 214     Ad Video Tapes                                                           2005-present video tape ADM9900     1 year
                         Administration   For the Arts                                                            boxes filed by year
                    9
                         Finance &        Vern Rife Center                                                        archive of 14 boxes of printed posters for           1995 to
                                                             Administration   VRCFA 214     Event Posters                                                                           paper   ADM9900      1 year
                         Administration   For the Arts                                                            VRCFA events filed by year                           present
                    10
                         Finance &        Vern Rife Center                                  Event Printed         45 boxes of brochures and programs filed by          1995 to
                                                             Administration   VRCFA 214                                                                                             paper   ADM9900      1 year
                         Administration   For the Arts                                      Materials             year                                                 present
                    11
                         Finance &        Vern Rife Center                    Trap Room     Deposits/Customer
                                                             Administration                                       13 boxes of customer data filed by year            1996 to 2007   paper   ACC1000     4 years
                         Administration   For the Arts                        012           Data
                    12
                         Finance &        Vern Rife Center                    Trap Room     Event Production      Lease agreements, payroll and administrative
                                                             Administration                                                                                          1996 - 2005    paper   LEG2000    Active + 5
                         Administration   For the Arts                        012           Records               production files - 20 boxes. Filed by year
                    13
                                                                              VRCFA 214 &                       Concert program files; filed FY month; current
                         Finance &        Vern Rife Center                                Ticket stubs; Concert
                                                             Administration   304 & trap                        are filed in trap room 012 and storage is in         2005-present   Paper   ADM9900      1 year
                         Administration   For the Arts                                    program files
                    14                                                        room 012                          room 304. 23 boxes
Records Inventory
2010
                                                                                      Shawnee State University
                                A                 B                 C         D                 E                                   F                               G            H          I          J
                                                                                                             Excel spreadsheet within My Documents that
                         Finance &        Vern Rife Center                                                                                                      8/30/08 to
                                                             Box Office   VRCFA 104   Event Settlements      holds reconciliation of events sold through the                  electronic ACC3000    4 years
                         Administration   For the Arts                                                                                                           present
                    15                                                                                       Box Office

                         Finance &        Vern Rife Center                                                   Daily Prologue reports, cash, check, receipts,     July 2007-    paper and
                                                             Box Office   VRCFA 103   Prologue Reports                                                                                   ACC1000    4 years
                         Administration   For the Arts                                                       daily financial reports. Arranged by date.          Present      electronic
                    16
                         Finance &        Vern Rife Center                                                   Weekly reports from ReportPro ticketing            8/31/08 to
                                                             Box Office   VRCFA 105   ReportPro Reports                                                                       electronic ACC3000    4 years
                         Administration   For the Arts                                                       machine; filed within My Documents in Excel         present
                    17
                         Finance &        Vern Rife Center                                                   Season subscription order forms ordered by
                                                             Box Office   VRCFA 103   Season Subscriptions                                                     2009-present    paper   ADM1020     Active + 1
                         Administration   For the Arts                                                       date received.
                    18
                                                                                                           Excel spreadsheet documenting credit card
                         Finance &        Vern Rife Center                                                                                                      8/15/08 to
                                                             Box Office   VRCFA 103   TicketMaster Reports transactions and the fees taken out; filed by                      electronic ACC4000    4 years
                         Administration   For the Arts                                                                                                           present
                    19                                                                                     date

                         Finance &        Vern Rife Center                                                   Grant materials information filed alphabetically
                                                             Secretary    VRCFA 210   Grants                                                                  1998-present     Paper   LEG2000     Active + 5
                         Administration   For the Arts                                                       in file cabinet
                    20
                                                                                                                                                                                                      until
                         Finance &        Vern Rife Center                                                   Marketing information, filed alphabetically in
                                                             Secretary    VRCFA 210   Marketing brochures                                                      2000-present    paper   MIS1010
                         Administration   For the Arts                                                       file cabinet. 3 drawers amd 5 binders
                    21                                                                                                                                                                             superceded

                         Finance &        Vern Rife Center                                                   List of organization names; subscription
                                                             Secretary    VRCFA 210   SOPAA                                                                    2005-present    paper   ADM9900       1 year
                         Administration   For the Arts                                                       information; renewals
                    22
                         Finance &        Vern Rife Center                                                   Golden Bear usher list; volunteer names;
                                                             Secretary    VRCFA 210   Usher Lists                                                              2005-present    paper   ADM9900       1 year
                         Administration   For the Arts                                                       volunteer events ushered.
                    23
                         Finance &        Vern Rife Center
                                                             Secretary    VRCFA 210   Room Usage             Track use of Room 208 conference room.            2005-present    paper   ADM9900       1 year
                         Administration   For the Arts
                    24
                         Finance &        Vern Rife Center
                                                             Secretary    VRCFA 210   Program Ads            Program ads, SOPPA records                        2000-present    paper   ADM9900       1 year
                         Administration   For the Arts
                    25
                         Finance &        Vern Rife Center                            Volunteer Time
                                                             Secretary    VRCFA 210                          RSVP volunteer time sheets.                       2006-present    paper   ADM9900       1 year
                         Administration   For the Arts                                Sheets
                    26
Records Inventory
2010
                                                                                          Shawnee State University


                            A           B             C              D                      E                                       F                                G             H         I          J
                         Division     Area      Department       Location        Record Series Title                Record Series Description                   Span Dates       Format Group      Retention
                    1
                                                                                                          Copies of budget records and yearly sports
                                                Athletic                       Budget forms & Information                                                        Current + 3
                         Student    Athletics                 Rhodes 111                                  records filed in blue storage cabinet & blue file                      Paper   FIN2000   Active + 1
                                                Director                       for Each Sport                                                                      years
                    2                                                                                     cabinet
                                                                                                            Copies of Guidelines for Student Athletes,
                                                Athletic                       Guidelines for Student
                         Student    Athletics                 Rhodes 111                                    filed in blue storage cabinet & file cabinet,         1-Aug-07       Paper   ADM3000   Active + 10
                                                Director                       Athletes
                    3                                                                                       September 1999
                                                Athletic                       Membership Lists Athletic    Copies of Booster Club Lists filed in blue file
                         Student    Athletics                 Rhodes 111                                                                                        Current + 1yr    Paper   ADM9900     1 year
                    4                           Director                       Booster Clubs                cabinet
                                                Athletic                       NAIA Student Athletic        NAIA Student Eligibility Forms filed in blue file    Current + 3
                         Student    Athletics                 Rhodes 111                                                                                                         Paper   ADM3000   Active + 1
                    5                           Director                       Eligibility Forms            cabinet                                                years

                                                Athletic                       NAIA Substance Abuse        NAIA 1995-96 through 1998-99 substance                Current +3
                         Student    Athletics                 Rhodes 111                                                                                                         Paper   ADM3000   Active + 1
                                                Director                       Certification of Compliance Abuse records filed in blue file cabinet                Years
                    6
                                                Athletic                                                                                                         July 2005-
                         Student    Athletics                 Rhodes 111       P CARD records               In white file cabinet drawers.                                       Paper   ACC1000    4 years
                    7                           Director                                                                                                          Present
                                                Athletic                       Financial Aid Year End       NAIA Year End Report, filed in blue file             Current + 3
                         Student    Athletics                 Rhodes 111                                                                                                         Paper   FIN2000   Active + 1
                    8                           Director                       Report                       cabinet                                                years
                                                                                                            Physical forms, Medical History. Health
                                                                                                            Insurance, Dr. Appointment information.
                                                                               Student Athletic Medical                                                           1/2003 -
                         Student    Athletics   Athletics     Rhodes 115                                    Medical History, filed alphabetical by student                       Paper   END1000    Indefinite
                                                                               Information                                                                        Present
                                                                                                            athlete. Records are still created. There is 3.5
                    9                                                                                       linear ft.
                                                                                                            Physical form, Medical History, Health
                                                              Rhodes - file
                                                                                                            Insurance, Dr. Appointment information.
                                                              cabinet in       Previous Student Athletic                                                          1/2003 -
                         Student    Athletics   Athletics                                                   Medical History, filed alphabetical by student                       Paper   EDU1000    Indefinite
                                                              downstairs       Medical Information                                                                Present
                                                                                                            athlete name. Records are still created. There
                                                              training room.
                    10                                                                                      is 3.5 linear ft.

                                                              Rhodes Sports                                 Membership records filed in 1 notebook in           January 2007 -
                         Student    Athletics   Health Club                    Health Club Membership                                                                            Paper   ADM9900     1 year
                                                              Center                                        Sports Center Office, by date                          present
                    11
                                                                                                            Certificates for Operation are posted on
                                                                                                            bulletin board Records of Pool & spa
                                                              Rhodes Sports                                 inspections, along with daily records of            Jan 1, 1999 -
                         Student    Athletics   Health Club                    Health Department                                                                                 Paper   ADM3000   Active + 10
                                                              Center                                        chemical analysis. In notebook form (2                present
                                                                                                            notebooks) on pool deck with lifeguard, filed
                    12                                                                                      by date, most current on top

                                                                                                            Monthly and year end reports in notebook form
                                                              Rhodes Sports    Monthly & Year End                                                                Jan 1994 -
                         Student    Athletics   Health Club                                                 - monthly totals of membership & revenue                             Paper   ADM1020   Active + 1
                                                              Center           Reports                                                                            present
                                                                                                            yearly totals taken from monthly report
                    13
Records Inventory
2010
                                                                                        Shawnee State University




                            A          B             C              D                    E                                   F                      G            H         I        J
                                                             Rhodes Sports                          Current Membership records filed in 1
                                                                                                                                               January 2008 -
                         Student   Athletics   Health Club   Center/Records Golden Bears Membership notebook in Secretary's Office, Athletic                    Paper   ADM9900   1 year
                                                                                                                                                  present
                    14                                       Room                                   Director. Prior Year in Records room
Records Inventory
2009
                                                                                    Shawnee State University
                            A          B             C                 D                  E                                  F                                G            H          I            J
                                                                                   Record Series
                        Division      Area      Department        Location                                   Record Series Description                  Span Dates       Format Group         Retention
                    1                                                                  Title
                                                                                  Midwest Campus     file folders with various entry documents, plus
                                   Community   Americorps/VI University Center    Compact Citizen-   time sheets that continue to be added as             10/1/08 to                         Active + 6
                        Student                                                                                                                                           paper   EDUC2000
                                   Service     STA           Room 124             Scholar (M3C)      students complete their service; 9 folders filed      present                           years
                                                                                  Grant              alphabetically by student name
                    2
                                   Community   Americorps &   University Center                      4 file drawers of volunteer lists for specific                       paper -
                        Student                                                   Volunteer Events                                                      2005 - present            ADM9900        1 year
                    3              Service     VISTA          Suite 124                              events                                                              computer
Records Inventory
2010
                                                                                   Shawnee State University
                             A            B               C             D                 E                                F                              G           H         I         J
                                                                                   Record Series
                        Division        Area         Department     Location                               Record Series Description                  Span Dates    Format Group      Retention
                    1                                                                  Title
                                                   Office of                                        Minutes of committee meetings. Used to track
                                   Counseling &                    University
                                                   Counseling &                  AIDS Education     committee meeting events. Files are in
                        Student    Psychological                   Center Room                                                                        1991 - 2010   Paper   ADM9900     1 year
                                                   Psychological                 Committee          chronological order in 4 drawer file cabinet.
                                   Services                        216
                    2                              Services                                         Records are still created. There are .3 foot

                                                                                                    Departmental Annual Reports delineating
                                                   Office of
                                   Counseling &                    University                       services, activities, projects, etc. developed
                                                   Counseling &
                        Student    Psychological                   Center Room   Annual Reports     and implemented during the academic year.          1997-2010    Paper   ADM1020   Active + 1
                                                   Psychological
                                   Services                        210                              Filed in chronological order in tall storage
                                                   Services
                                                                                                    cabined in Room 210. There is 1 foot.
                    3
                                                                                                    Departmental Annual Reports delineating
                                                   Office of                                        services, activities, projects, etc. developed
                                   Counseling &                    University
                                                   Counseling &                                     and implemented during the academic year.
                        Student    Psychological                   Center Room   Budget                                                               1997 - 2009   Paper   FIN2000   Active + 1
                                                   Psychological                                    Filed in chronological order in 2 drawer file
                                   Services                        216
                                                   Services                                         cabinet. Records are still created. There is 2
                    4                                                                               feet.




                                                   Office of                                        Copies of Federal mandated bi-ennial reports.
                                   Counseling &                    University
                                                   Counseling &                  Drug-Free Campus   Reports are in chronological order on a
                        Student    Psychological                   Center Room                                                                         1990-2008    Paper   ADM#020    10 years
                                                   Psychological                 Act Report         bookcase in room 216. Reports are still being
                                   Services                        216
                                                   Services                                         created. There is 1.1 linear feet.




                    5
                                                                                                    Confidential counseling records which include:
                                                                                                    Permission for Treatment, Data tracking
                                                   Office of                                        sheets, intake, treatment plans, progress
                                   Counseling &                    University
                                                   Counseling &                                     notes and evaluation / assessment. Use
                        Student    Psychological                   Center Room   Clinical Records                                                     2006 - 2010   Paper   EDU1000    7 years
                                                   Psychological                                    clinical files to track sessions. Files are in
                                   Services                        214
                                                   Services                                         chronological order in 2 drawer locked file
                                                                                                    cabinet in room 214. Records are still created.
                                                                                                    There is 4.6 feet.
                    6
Records Inventory
2010
                                                                                   Shawnee State University
                              A           B               C             D                 E                                   F                               G          H          I       J
                                                                                                       Confidential counseling records which include:
                                                                                                       Permission for Treatment, Data tracking
                                                   Office of                                           sheets, intake, treatment plans, progress
                                   Counseling &                    University
                                                   Counseling &                                        notes and evaluation / assissments. Use
                         Student   Psychological                   Center Room   Clinical Records                                                        2003 - 2010    Paper   EDU1000   7 years
                                                   Psychological                                       clinical files to track sessions. Filed in
                                   Services                        216
                                                   Services                                            chronological order in 2 drawer locked file
                                                                                                       cabinet in room 216. Records are still created.
                                                                                                       1.6 linear feet.
                    7
                                                                                                       Minutes of committee meetings (outreach)
                                                   Office of
                                   Counseling &                    University                          used to track meeting minutes. Files are in
                                                   Counseling &                  Drug Education
                         Student   Psychological                   Center Room                         chronological order in 4 drawer file cabinet in   1991-2010      Paper   ADM9900   1 year
                                                   Psychological                 Committee
                                   Services                        216                                 room 216. Records are still created. There are
                                                   Services
                    8                                                                                  .5 linear foot.

                                                                                                      Minutes of committee meetings, community
                                                                                                      correspondence, financial records, contracts,
                                                   Office of
                                   Counseling &                    University                         hotos and video of annual events. Used to
                                                   Counseling &                  Veterans Recognition
                         Student   Psychological                   Center Room                        track meeting minutes. Files are in                1993 - 2010    Paper   ADM9900   1 year
                                                   Psychological                 Committee
                                   Services                        216                                chronological order in 4 drawer file cabinet in
                                                   Services
                                                                                                      room 216. Records are still created. There are
                                                                                                      2 linear feet.
                    9
                                                   Office of
                                   Counseling &                    University                          Records include information on programs for
                                                   Counseling &                  Suicide Prevention                                                      4/10/2009 to
                         Student   Psychological                   Center Room                         primary, secondary, community, and higher                        Paper   ADM9910   3 years
                                                   Psychological                 Coalition                                                                 Present
                                   Services                        214                                 education as well as assessment information.
                    10                             Services

                                                   Office of                                         Files include information on programs for
                                   Counseling &                    University
                                                   Counseling &                  Alcohol Programming higher education, e-chug, Alcohol-Response-
                         Student   Psychological                   Center Room                                                                           2007-2009      Paper   ADM9910   3 years
                                                   Psychological                 and Research        Ability Foundations for athletes, Basic,s
                                   Services                        214
                                                   Services                                          Choices, and survey data.
                    11
Records Inventory
2010
                                                                                    Shawnee State University
                             A               B             C          D                    E                                  F                                G              H           I           J
                         Division          Area      Department    Location     Record Series Title           Record Series Description                   Span Dates       Format Group          Retention
                    1
                                                                                                       Facts & Figures regarding SSU - profile
                                    Institutional                                                      enrollment- degrees - employees - finances -
                         Student    Research &      Director      VRCFA 131   Facts & Figures          resources & alumni - 1 booklet file folder         1999-present    electronic ADM1020     Active + 1
                                    Assessment                                                         located to the right of the computer on the
                    2                                                                                  desk
                                                                                                       1 file folder to the left of the computer on the
                                                                                                       desk. To present data, analysis, & conclusions
                                    Institutional
                                                                                                       relating to a survey of non-persisting students
                         Student    Research &      Director      VRCFA 131   Non-Persisted Report                                                         1994-1995        Paper     EDU3000     Indefinite
                                                                                                       from 1994-1995 to ascertain factors that might
                                    Assessment
                                                                                                       assist SSU in reducing attrition and improving
                    3                                                                                  services
                                    Institutional
                         Student    Research &      Director      VRCFA 131   P-Card Purchases         One folder documenting p-card purchases            2007-present      paper     ACC1000     4 years
                    4               Assessment
                                    Institutional                                                      Original disks from ETS containing score data
                                                    Research                  Academic Profile score                                                      12-1995 to 6-
                         Student    Research &                    VRCFA 317                            on the Academic Profile, filed chronological in                     Disk -3.5 EDU1000     Active + 6
                                                    Analyst                   diskettes                                                                       2001
                    5               Assessment                                                         box on bookshelf
                                    Institutional
                                                    Research                  AIR (Association of      Newsletters, information regarding the practice    1998 - 2001
                         Student    Research &                    VRCFA 317                                                                                                 Paper     ADM9900      1 year
                                                    Analyst                   Institutional Research   of Institutional Research                           (ongoing)
                    6               Assessment
                                                                                                       Materials related to Assessment and
                                    Institutional
                                                    Research                  Assessment/Academic      Academic Profile; Report provided on
                         Student    Research &                    VRCFA 317                                                                               1998 - 2001       Paper     EDU1000    Active + 6
                                                    Analyst                   Profile                  Academic Profile, filed chronological by date
                                    Assessment
                    7                                                                                  in desk file cabinet

                                    Institutional                                                      File cabinet - athletic aid reports used to
                                                    Research                                                                                               July 1996 -
                         Student    Research &                    VRCFA 317   Athletic Aid Reports     update database tables for IPEDS GRS                                 Paper     EDU3000     Indefinite
                                                    Analyst                                                                                                   2001
                                    Assessment                                                         (graduation rate survey), filed chronological
                    8
                                                                                                       6-2GB JAZ Disks used for making periodical
                                    Institutional
                                                    Research                                           back-ups of databases used for institutional                       Electronic -
                         Student    Research &                    VRCFA 317   Back-UP Databases (IR)                                                      1999 - 2001                  EDU3000    Indefinite
                                                    Analyst                                            research purposes, filed in Credenza                               JAZ Disks
                                    Assessment
                                                                                                       chronological by date of back-up
                    9
                                                                                                                                                                           160GB
                                    Institutional                                                      160GB External Drive used for making
                                                    Research                                                                                                               External
                         Student    Research &                    VRCFA 318   Back-UP Databases (IR)   periodical back-ups of databases used for           1999-2009                  EDU3001     Indefinite
                                                    Analyst                                                                                                                Maxtor
                                    Assessment                                                         institutional research purposes
                    10                                                                                                                                                      Drive

                                                                                                       Materials for compiling "EPR" Actual Expense
                                    Institutional
                                                    Research                  Economic Performance     Reports; Budgeted expenses; enrollment data;                        Paper/
                         Student    Research &                    VRCFA 317                                                                               1995 - 2001                EDU3000      Indefinite
                                                    Analyst                   Report                   faculty data; copies of old and new reports;                       Electronic
                                    Assessment
                                                                                                       filed chronological in windowsill/computer
                    11
Records Inventory
2010
                                                                                 Shawnee State University
                             A              B            C        D                    E                                     F                             G             H          I          J
                                   Institutional
                                                   Research                                          Reports on projecting enrollments at SSU,                         Paper/
                         Student   Research &                 VRCFA 317   Enrollment Projections                                                      1999 - 2001                ADM1020   Indefinite
                                                   Analyst                                           filed alphabetically in file cabinet/computer                    Electronic
                    12             Assessment
                                   Institutional
                                                   Research                                          Enrollment reports generated on a quarterly
                         Student   Research &                 VRCFA 317   Enrollment Reports                                                          8/1998 - 2001    Paper   EDU3000     Indefinite
                                                   Analyst                                           basis, filed chronological in file cabinet
                    13             Assessment
                                                                                                     External Surveys - Peterson's; U.S. News;
                                                                                                     Wintergreen-Orchardhouse, ACT; CUPA;
                                                                                                     AAVP; IPEDS; NCES; Key facts, Market Data
                                   Institutional                                                     Retrieval, AAES-engineering Workforce;
                                                   Research                                                                                           1988 - 2001
                         Student   Research &                 VRCFA 317   External Surveys           Baron's; Chronicle Guidance; Cincinnati                           Paper   EDU3000     Indefinite
                                                   Analyst                                                                                             (Ongoing)
                                   Assessment                                                        Chamber of Commerce; College Board; Open
                                                                                                     Doors; BMI; Falcon TFS; National Beta Club,
                                                                                                     arranged alphabetical by Title/ Chronological
                    14                                                                               by date.
                                                                                                     File cabinet: Materials for compiling annual
                                   Institutional                                                     fact book; paper copy of original; copy of
                                                   Research                                                                                           1998 - 2001      Paper /
                         Student   Research &                 VRCFA 317   Fact Book                  published fact book. Computer: Files for fact                               EDU3000   Indefinite
                                                   Analyst                                                                                             (ongoing)      Electronic
                                   Assessment                                                        book sections. Filed chronological by date;
                    15                                                                               alpha by section.
                                   Institutional
                                                   Research
                         Student   Research &                 VRCFA 317   HERI                       HERI Report/Survey, filed in file cabinet            1995         Paper   EDU3000     Indefinite
                                                   Analyst
                    16             Assessment
                                   Institutional                                                     Reports related to students attending SSU
                                                   Research
                         Student   Research &                 VRCFA 317   High School Reports        from surrounding nigh schools, chronological     1996 - 2001      Paper   EDU3000     Indefinite
                                                   Analyst
                    17             Assessment                                                        in file cabinet

                                   Institutional                                                     Reports written for AdHoc in-house requests.     1995 - Sept.
                                                   Research                                                                                                            Paper/
                         Student   Research &                 VRCFA 317   Internal Reports           Computer files are stored in folders by             2001                    EDU3000   Indefinite
                                                   Analyst                                                                                                            Electronic
                                   Assessment                                                        department/office. Chronological by date          (Ongoing)
                    18
                                                                                                     Files and reports regarding faculty for OBR:
                                   Institutional
                                                   Research                                          Faculty salaries; Faculty improvement
                         Student   Research &                 VRCFA 317   OBR - Faculty                                                                1996-1999       Paper   EDU3000     Indefinite
                                                   Analyst                                           Reports; Faculty Service Reports; Faculty
                                   Assessment
                                                                                                     Workload. Filed alphabetically in file cabinet
                    19
                                                                                                     File cabinet - File containing information
                                   Institutional
                                                   Research                                          related to HEI: success challenge, resource
                         Student   Research &                 VRCFA 317   OBR - HEI                                                                   1995 - 2001      Paper   EDU3000     Indefinite
                                                   Analyst                                           analysis, restricted queries, subsidy
                                   Assessment
                    20                                                                               calculation
                                   Institutional
                                                   Research                                          File cabinet - OBR subsidy reports, filed
                         Student   Research &                 VRCFA 317   OBR - Subsidy                                                                1992-1999       Paper   EDU3000     Indefinite
                                                   Analyst                                           alphabetical
                    21             Assessment
                                   Institutional                          Ohio Association for
                                                   Research                                          Informational materials regarding OAIRP, filed
                         Student   Research &                 VRCFA 317   Institutional Research &                                                    1998 - 2001      Paper   EDU3000     Indefinite
                                                   Analyst                                           chronologically in file cabinet
                    22             Assessment                             Planning (OAIRP)
Records Inventory
2010
                                                                                 Shawnee State University
                             A              B            C         D                    E                                 F                                 G            H          I          J
                                   Institutional                                                   Black Notebook: Reports on studies of
                                                   Research                Postsecondary                                                                1997-2001
                         Student   Research &                  VRCFA 317                           postsecondary education filed on bookshelf in                       Paper   EDU3000     Indefinite
                                                   Analyst                 Opportunities Reports                                                         (ongoing)
                    23             Assessment                                                      chronological order by date
                                                                                                   Databases used for maintaining and compiling
                                   Institutional                                                   data for institutional & reporting purposes:
                                                   Research                                                                                     1975 - 2001
                         Student   Research &                  VRCFA 317   Research Databases      Academic Profile Database; Regdat Database.                        Electronic EDU3000   Indefinite
                                                   Analyst                                                                                       (ongoing)
                                   Assessment                                                      Filed by student ID#, Academic Term in
                    24                                                                             computer files.
                                   Institutional                                                   A variety of reports on the study of retention at
                                                   Research                                                                                             9/1995 to
                         Student   Research &                  VRCFA 317   Retention Studies       SSU, filed alphabetically by report in file                         Paper   EDU3000     Indefinite
                                                   Analyst                                                                                               4/1999
                    25             Assessment                                                      cabinet
                                   Institutional
                                                   Research                                        SPSS Information update codes informational
                         Student   Research &                  VRCFA 317   SPSS Information                                                            1998 - 2001     Paper   EDU3000     Indefinite
                                                   Analyst                                         brochures, filed chronological
                    26             Assessment

                                                                                                   Documents related to strategic planning
                                   Institutional
                                                   Research                                        committee; master plan; planning documents;
                         Student   Research &                  VRCFA 317   Strategic Planning                                                          1999 - 2000     Paper   ADM1020     Active + 1
                                                   Analyst                                         correspondence with committee. Filed in desk
                                   Assessment
                                                                                                   file cabinet chronological by date
                    27
                                                                                                   List of students transferring from SSU: the
                                   Institutional
                                                   Research                                        number of students and students and which             1997 -
                         Student   Research &                  VRCFA 317   Transfer out Report                                                                         Paper   EDU3000     Indefinite
                                                   Analyst                                         institution they are transferring to. Filed           Present
                                   Assessment
                    28                                                                             chronological in file cabinet
                                   Institutional
                                                                                                   P-card receipts and statements; one binder in
                         Student   Research &      Secretary   VRCFA 131   P-Card Purchases                                                            2008-present    paper   ACC1000      4 years
                                                                                                   desk drawer
                    29             Assessment

                                                                                                   Master lists of Records Inventory submitted
                                   Institutional                                                   from around campus, including forms
                                                                                                                                                                      paper and
                         Student   Research &      Secretary   VRCFA 131   Records Inventory       completed for tracking documents and                2007-present              ADM3020   Indefinite
                                                                                                                                                                      electronic
                                   Assessment                                                      document destruction. 2nd drawer file
                                                                                                   cabinet, one linear foot and on server - 12MB.
                    30
                                   Institutional                                                   Drafts and backup materials to complete the
                                                                           Voluntary System of                                                                        paper and
                         Student   Research &      Secretary   VRCFA 132                           VSA online. 6" in file cabinet and on server        2008-present              ADM9910    3 years
                                                                           Accountability                                                                             electronic
                    31             Assessment                                                      4.4MB.
Records Inventory
2010
                                                                                    Shawnee State University
                            A           B            C               D                     E                               F                               G            H           I           J
                                                Departmen                        Record Series
                        Division       Area                     Location                                   Record Series Description                   Span Dates    Format Group          Retention
                    1                               t                                Title

                                                                                                   Computer files - Filed in computer of Director.
                                                                                                   Reports containing information of yearly
                                   Career and   Office of                                          progress on department goals. Yearly goals
                                                            University Center
                        Student    Placement    Career                          Annual Reports     report. Filed in computer chronological order       2004 - 2010   Computer ADM1020       Active + 1
                                                            Room 213
                                   Services     Services                                           by date. Maintain yearly reporting record for
                                                                                                   the Vice-President of Student Affairs. Records
                                                                                                   are still created. The is one computer folder.
                    2
                                                                                                Computer files. Computer database containing
                                                                                                resumes on current students and alumni.
                                                                                                Keep resumes on file for current students and
                                   Career and   Office of                                       alumni who are seeking employment. Send to
                                                            University Center
                        Student    Placement    Career                          Resume Database employers upon request. Students sign                  2000 - 2010   Computer EDU1000       Indefinite
                                                            Room 211
                                   Services     Services                                        release of information. Computer (60 file
                                                                                                folders) - filed by degree / alphabetical order
                                                                                                by student last name. Records are still
                                                                                                created. 60 files labeled by degree.
                    3
                                                                                                   Applications front office area - Hanging files
                                                                                                   and computerized. Filed in alphabetical order
                                                                                Student
                                                                                                   by student last name. Authorization forms
                                   Career and   Office of   University Center   Employment
                                                                                                   front office hanging files - Keep track of                                             Active + 1
                        Student    Placement    Career      Room 210 and        Applications /                                                         2009- 2010     Paper    PER3000
                                                                                                   students who are hired in on-campus                                                    Year
                                   Services     Services    Room 215            Authorization to
                                                                                                   departments. All files are in alphabetical order.
                                                                                Hire Forms
                                                                                                   Records are still created. There are 1.5 linear
                    4                                                                              feet.
                                                                                                   Annual Graduate Surveys, from SSU
                                   Career and   Office of                                          graduates/salary and future professional
                                                            University Center                                                                           8/1/02 to    paper and            Until
                        Student    Placement    Career                          Graduate Surveys   studies. Manila envelopes for annual years                                   MIS1010
                                                            Room 211                                                                                     present     electronic           superceded
                                   Services     Services                                           when surveys were conducted; 3 linear feet,
                    5                                                                              lateral file cabinets, drawer 1
                                                                                                   Annual P-card documentation, stored in
                                   Career and   Office of
                                                            University Center                      manila envelopes marked with fiscual year            7/1/99 to
                        Student    Placement    Career                          P-card                                                                                paper    ACC1000    4 years
                                                            Room 211                               outside; chonological order; front office file        present
                                   Services     Services
                    6                                                                              cabinet, drawer 1

                                                                                                   files include databases, brochures, employers
                                   Career and   Office of
                                                            University Center                      and students who attended. Employer and              3/1/04 to                         Active + 6
                        Student    Placement    Career                          Job Fair                                                                              paper    MIS2000
                                                            Room 211                               student evaluations. Front office file cabinet,       present                          years
                                   Services     Services
                                                                                                   drawer 3; 2 linear ft; chronological order
                    7
Records Inventory
2010
                                                                                          Shawnee State University


                            A           B             C              D                      E                                       F                                G             H         I          J
                         Division     Area      Department       Location        Record Series Title                Record Series Description                   Span Dates       Format Group      Retention
                    1
                                                                                                          Copies of budget records and yearly sports
                                                Athletic                       Budget forms & Information                                                        Current + 3
                         Student    Athletics                 Rhodes 111                                  records filed in blue storage cabinet & blue file                      Paper   FIN2000   Active + 1
                                                Director                       for Each Sport                                                                      years
                    2                                                                                     cabinet
                                                                                                            Copies of Guidelines for Student Athletes,
                                                Athletic                       Guidelines for Student
                         Student    Athletics                 Rhodes 111                                    filed in blue storage cabinet & file cabinet,         1-Aug-07       Paper   ADM3000   Active + 10
                                                Director                       Athletes
                    3                                                                                       September 1999
                                                Athletic                       Membership Lists Athletic    Copies of Booster Club Lists filed in blue file
                         Student    Athletics                 Rhodes 111                                                                                        Current + 1yr    Paper   ADM9900     1 year
                    4                           Director                       Booster Clubs                cabinet
                                                Athletic                       NAIA Student Athletic        NAIA Student Eligibility Forms filed in blue file    Current + 3
                         Student    Athletics                 Rhodes 111                                                                                                         Paper   ADM3000   Active + 1
                    5                           Director                       Eligibility Forms            cabinet                                                years

                                                Athletic                       NAIA Substance Abuse        NAIA 1995-96 through 1998-99 substance                Current +3
                         Student    Athletics                 Rhodes 111                                                                                                         Paper   ADM3000   Active + 1
                                                Director                       Certification of Compliance Abuse records filed in blue file cabinet                Years
                    6
                                                Athletic                                                                                                         July 2005-
                         Student    Athletics                 Rhodes 111       P CARD records               In white file cabinet drawers.                                       Paper   ACC1000    4 years
                    7                           Director                                                                                                          Present
                                                Athletic                       Financial Aid Year End       NAIA Year End Report, filed in blue file             Current + 3
                         Student    Athletics                 Rhodes 111                                                                                                         Paper   FIN2000   Active + 1
                    8                           Director                       Report                       cabinet                                                years
                                                                                                            Physical forms, Medical History. Health
                                                                                                            Insurance, Dr. Appointment information.
                                                                               Student Athletic Medical                                                           1/2003 -
                         Student    Athletics   Athletics     Rhodes 115                                    Medical History, filed alphabetical by student                       Paper   END1000    Indefinite
                                                                               Information                                                                        Present
                                                                                                            athlete. Records are still created. There is 3.5
                    9                                                                                       linear ft.
                                                                                                            Physical form, Medical History, Health
                                                              Rhodes - file
                                                                                                            Insurance, Dr. Appointment information.
                                                              cabinet in       Previous Student Athletic                                                          1/2003 -
                         Student    Athletics   Athletics                                                   Medical History, filed alphabetical by student                       Paper   EDU1000    Indefinite
                                                              downstairs       Medical Information                                                                Present
                                                                                                            athlete name. Records are still created. There
                                                              training room.
                    10                                                                                      is 3.5 linear ft.

                                                              Rhodes Sports                                 Membership records filed in 1 notebook in           January 2007 -
                         Student    Athletics   Health Club                    Health Club Membership                                                                            Paper   ADM9900     1 year
                                                              Center                                        Sports Center Office, by date                          present
                    11
                                                                                                            Certificates for Operation are posted on
                                                                                                            bulletin board Records of Pool & spa
                                                              Rhodes Sports                                 inspections, along with daily records of            Jan 1, 1999 -
                         Student    Athletics   Health Club                    Health Department                                                                                 Paper   ADM3000   Active + 10
                                                              Center                                        chemical analysis. In notebook form (2                present
                                                                                                            notebooks) on pool deck with lifeguard, filed
                    12                                                                                      by date, most current on top

                                                                                                            Monthly and year end reports in notebook form
                                                              Rhodes Sports    Monthly & Year End                                                                Jan 1994 -
                         Student    Athletics   Health Club                                                 - monthly totals of membership & revenue                             Paper   ADM1020   Active + 1
                                                              Center           Reports                                                                            present
                                                                                                            yearly totals taken from monthly report
                    13
Records Inventory
2010
                                                                                        Shawnee State University




                            A          B             C              D                    E                                   F                      G            H         I        J
                                                             Rhodes Sports                          Current Membership records filed in 1
                                                                                                                                               January 2008 -
                         Student   Athletics   Health Club   Center/Records Golden Bears Membership notebook in Secretary's Office, Athletic                    Paper   ADM9900   1 year
                                                                                                                                                  present
                    14                                       Room                                   Director. Prior Year in Records room
Records Inventory
2009
                                                                                    Shawnee State University
                            A          B             C                 D                  E                                  F                                G            H          I            J
                                                                                   Record Series
                        Division      Area      Department        Location                                   Record Series Description                  Span Dates       Format Group         Retention
                    1                                                                  Title
                                                                                  Midwest Campus     file folders with various entry documents, plus
                                   Community   Americorps/VI University Center    Compact Citizen-   time sheets that continue to be added as             10/1/08 to                         Active + 6
                        Student                                                                                                                                           paper   EDUC2000
                                   Service     STA           Room 124             Scholar (M3C)      students complete their service; 9 folders filed      present                           years
                                                                                  Grant              alphabetically by student name
                    2
                                   Community   Americorps &   University Center                      4 file drawers of volunteer lists for specific                       paper -
                        Student                                                   Volunteer Events                                                      2005 - present            ADM9900        1 year
                    3              Service     VISTA          Suite 124                              events                                                              computer
Records Inventory
2010
                                                                                   Shawnee State University
                             A            B               C             D                 E                                F                              G           H         I         J
                                                                                   Record Series
                        Division        Area         Department     Location                               Record Series Description                  Span Dates    Format Group      Retention
                    1                                                                  Title
                                                   Office of                                        Minutes of committee meetings. Used to track
                                   Counseling &                    University
                                                   Counseling &                  AIDS Education     committee meeting events. Files are in
                        Student    Psychological                   Center Room                                                                        1991 - 2010   Paper   ADM9900     1 year
                                                   Psychological                 Committee          chronological order in 4 drawer file cabinet.
                                   Services                        216
                    2                              Services                                         Records are still created. There are .3 foot

                                                                                                    Departmental Annual Reports delineating
                                                   Office of
                                   Counseling &                    University                       services, activities, projects, etc. developed
                                                   Counseling &
                        Student    Psychological                   Center Room   Annual Reports     and implemented during the academic year.          1997-2010    Paper   ADM1020   Active + 1
                                                   Psychological
                                   Services                        210                              Filed in chronological order in tall storage
                                                   Services
                                                                                                    cabined in Room 210. There is 1 foot.
                    3
                                                                                                    Departmental Annual Reports delineating
                                                   Office of                                        services, activities, projects, etc. developed
                                   Counseling &                    University
                                                   Counseling &                                     and implemented during the academic year.
                        Student    Psychological                   Center Room   Budget                                                               1997 - 2009   Paper   FIN2000   Active + 1
                                                   Psychological                                    Filed in chronological order in 2 drawer file
                                   Services                        216
                                                   Services                                         cabinet. Records are still created. There is 2
                    4                                                                               feet.




                                                   Office of                                        Copies of Federal mandated bi-ennial reports.
                                   Counseling &                    University
                                                   Counseling &                  Drug-Free Campus   Reports are in chronological order on a
                        Student    Psychological                   Center Room                                                                         1990-2008    Paper   ADM#020    10 years
                                                   Psychological                 Act Report         bookcase in room 216. Reports are still being
                                   Services                        216
                                                   Services                                         created. There is 1.1 linear feet.




                    5
                                                                                                    Confidential counseling records which include:
                                                                                                    Permission for Treatment, Data tracking
                                                   Office of                                        sheets, intake, treatment plans, progress
                                   Counseling &                    University
                                                   Counseling &                                     notes and evaluation / assessment. Use
                        Student    Psychological                   Center Room   Clinical Records                                                     2006 - 2010   Paper   EDU1000    7 years
                                                   Psychological                                    clinical files to track sessions. Files are in
                                   Services                        214
                                                   Services                                         chronological order in 2 drawer locked file
                                                                                                    cabinet in room 214. Records are still created.
                                                                                                    There is 4.6 feet.
                    6
Records Inventory
2010
                                                                                   Shawnee State University
                              A           B               C             D                 E                                   F                               G          H          I       J
                                                                                                       Confidential counseling records which include:
                                                                                                       Permission for Treatment, Data tracking
                                                   Office of                                           sheets, intake, treatment plans, progress
                                   Counseling &                    University
                                                   Counseling &                                        notes and evaluation / assissments. Use
                         Student   Psychological                   Center Room   Clinical Records                                                        2003 - 2010    Paper   EDU1000   7 years
                                                   Psychological                                       clinical files to track sessions. Filed in
                                   Services                        216
                                                   Services                                            chronological order in 2 drawer locked file
                                                                                                       cabinet in room 216. Records are still created.
                                                                                                       1.6 linear feet.
                    7
                                                                                                       Minutes of committee meetings (outreach)
                                                   Office of
                                   Counseling &                    University                          used to track meeting minutes. Files are in
                                                   Counseling &                  Drug Education
                         Student   Psychological                   Center Room                         chronological order in 4 drawer file cabinet in   1991-2010      Paper   ADM9900   1 year
                                                   Psychological                 Committee
                                   Services                        216                                 room 216. Records are still created. There are
                                                   Services
                    8                                                                                  .5 linear foot.

                                                                                                      Minutes of committee meetings, community
                                                                                                      correspondence, financial records, contracts,
                                                   Office of
                                   Counseling &                    University                         hotos and video of annual events. Used to
                                                   Counseling &                  Veterans Recognition
                         Student   Psychological                   Center Room                        track meeting minutes. Files are in                1993 - 2010    Paper   ADM9900   1 year
                                                   Psychological                 Committee
                                   Services                        216                                chronological order in 4 drawer file cabinet in
                                                   Services
                                                                                                      room 216. Records are still created. There are
                                                                                                      2 linear feet.
                    9
                                                   Office of
                                   Counseling &                    University                          Records include information on programs for
                                                   Counseling &                  Suicide Prevention                                                      4/10/2009 to
                         Student   Psychological                   Center Room                         primary, secondary, community, and higher                        Paper   ADM9910   3 years
                                                   Psychological                 Coalition                                                                 Present
                                   Services                        214                                 education as well as assessment information.
                    10                             Services

                                                   Office of                                         Files include information on programs for
                                   Counseling &                    University
                                                   Counseling &                  Alcohol Programming higher education, e-chug, Alcohol-Response-
                         Student   Psychological                   Center Room                                                                           2007-2009      Paper   ADM9910   3 years
                                                   Psychological                 and Research        Ability Foundations for athletes, Basic,s
                                   Services                        214
                                                   Services                                          Choices, and survey data.
                    11
Records Inventory
2010
                                                                                    Shawnee State University
                             A               B             C          D                    E                                  F                                G              H           I           J
                         Division          Area      Department    Location     Record Series Title           Record Series Description                   Span Dates       Format Group          Retention
                    1
                                                                                                       Facts & Figures regarding SSU - profile
                                    Institutional                                                      enrollment- degrees - employees - finances -
                         Student    Research &      Director      VRCFA 131   Facts & Figures          resources & alumni - 1 booklet file folder         1999-present    electronic ADM1020     Active + 1
                                    Assessment                                                         located to the right of the computer on the
                    2                                                                                  desk
                                                                                                       1 file folder to the left of the computer on the
                                                                                                       desk. To present data, analysis, & conclusions
                                    Institutional
                                                                                                       relating to a survey of non-persisting students
                         Student    Research &      Director      VRCFA 131   Non-Persisted Report                                                         1994-1995        Paper     EDU3000     Indefinite
                                                                                                       from 1994-1995 to ascertain factors that might
                                    Assessment
                                                                                                       assist SSU in reducing attrition and improving
                    3                                                                                  services
                                    Institutional
                         Student    Research &      Director      VRCFA 131   P-Card Purchases         One folder documenting p-card purchases            2007-present      paper     ACC1000     4 years
                    4               Assessment
                                    Institutional                                                      Original disks from ETS containing score data
                                                    Research                  Academic Profile score                                                      12-1995 to 6-
                         Student    Research &                    VRCFA 317                            on the Academic Profile, filed chronological in                     Disk -3.5 EDU1000     Active + 6
                                                    Analyst                   diskettes                                                                       2001
                    5               Assessment                                                         box on bookshelf
                                    Institutional
                                                    Research                  AIR (Association of      Newsletters, information regarding the practice    1998 - 2001
                         Student    Research &                    VRCFA 317                                                                                                 Paper     ADM9900      1 year
                                                    Analyst                   Institutional Research   of Institutional Research                           (ongoing)
                    6               Assessment
                                                                                                       Materials related to Assessment and
                                    Institutional
                                                    Research                  Assessment/Academic      Academic Profile; Report provided on
                         Student    Research &                    VRCFA 317                                                                               1998 - 2001       Paper     EDU1000    Active + 6
                                                    Analyst                   Profile                  Academic Profile, filed chronological by date
                                    Assessment
                    7                                                                                  in desk file cabinet

                                    Institutional                                                      File cabinet - athletic aid reports used to
                                                    Research                                                                                               July 1996 -
                         Student    Research &                    VRCFA 317   Athletic Aid Reports     update database tables for IPEDS GRS                                 Paper     EDU3000     Indefinite
                                                    Analyst                                                                                                   2001
                                    Assessment                                                         (graduation rate survey), filed chronological
                    8
                                                                                                       6-2GB JAZ Disks used for making periodical
                                    Institutional
                                                    Research                                           back-ups of databases used for institutional                       Electronic -
                         Student    Research &                    VRCFA 317   Back-UP Databases (IR)                                                      1999 - 2001                  EDU3000    Indefinite
                                                    Analyst                                            research purposes, filed in Credenza                               JAZ Disks
                                    Assessment
                                                                                                       chronological by date of back-up
                    9
                                                                                                                                                                           160GB
                                    Institutional                                                      160GB External Drive used for making
                                                    Research                                                                                                               External
                         Student    Research &                    VRCFA 318   Back-UP Databases (IR)   periodical back-ups of databases used for           1999-2009                  EDU3001     Indefinite
                                                    Analyst                                                                                                                Maxtor
                                    Assessment                                                         institutional research purposes
                    10                                                                                                                                                      Drive

                                                                                                       Materials for compiling "EPR" Actual Expense
                                    Institutional
                                                    Research                  Economic Performance     Reports; Budgeted expenses; enrollment data;                        Paper/
                         Student    Research &                    VRCFA 317                                                                               1995 - 2001                EDU3000      Indefinite
                                                    Analyst                   Report                   faculty data; copies of old and new reports;                       Electronic
                                    Assessment
                                                                                                       filed chronological in windowsill/computer
                    11
Records Inventory
2010
                                                                                 Shawnee State University
                             A              B            C        D                    E                                     F                             G             H          I          J
                                   Institutional
                                                   Research                                          Reports on projecting enrollments at SSU,                         Paper/
                         Student   Research &                 VRCFA 317   Enrollment Projections                                                      1999 - 2001                ADM1020   Indefinite
                                                   Analyst                                           filed alphabetically in file cabinet/computer                    Electronic
                    12             Assessment
                                   Institutional
                                                   Research                                          Enrollment reports generated on a quarterly
                         Student   Research &                 VRCFA 317   Enrollment Reports                                                          8/1998 - 2001    Paper   EDU3000     Indefinite
                                                   Analyst                                           basis, filed chronological in file cabinet
                    13             Assessment
                                                                                                     External Surveys - Peterson's; U.S. News;
                                                                                                     Wintergreen-Orchardhouse, ACT; CUPA;
                                                                                                     AAVP; IPEDS; NCES; Key facts, Market Data
                                   Institutional                                                     Retrieval, AAES-engineering Workforce;
                                                   Research                                                                                           1988 - 2001
                         Student   Research &                 VRCFA 317   External Surveys           Baron's; Chronicle Guidance; Cincinnati                           Paper   EDU3000     Indefinite
                                                   Analyst                                                                                             (Ongoing)
                                   Assessment                                                        Chamber of Commerce; College Board; Open
                                                                                                     Doors; BMI; Falcon TFS; National Beta Club,
                                                                                                     arranged alphabetical by Title/ Chronological
                    14                                                                               by date.
                                                                                                     File cabinet: Materials for compiling annual
                                   Institutional                                                     fact book; paper copy of original; copy of
                                                   Research                                                                                           1998 - 2001      Paper /
                         Student   Research &                 VRCFA 317   Fact Book                  published fact book. Computer: Files for fact                               EDU3000   Indefinite
                                                   Analyst                                                                                             (ongoing)      Electronic
                                   Assessment                                                        book sections. Filed chronological by date;
                    15                                                                               alpha by section.
                                   Institutional
                                                   Research
                         Student   Research &                 VRCFA 317   HERI                       HERI Report/Survey, filed in file cabinet            1995         Paper   EDU3000     Indefinite
                                                   Analyst
                    16             Assessment
                                   Institutional                                                     Reports related to students attending SSU
                                                   Research
                         Student   Research &                 VRCFA 317   High School Reports        from surrounding nigh schools, chronological     1996 - 2001      Paper   EDU3000     Indefinite
                                                   Analyst
                    17             Assessment                                                        in file cabinet

                                   Institutional                                                     Reports written for AdHoc in-house requests.     1995 - Sept.
                                                   Research                                                                                                            Paper/
                         Student   Research &                 VRCFA 317   Internal Reports           Computer files are stored in folders by             2001                    EDU3000   Indefinite
                                                   Analyst                                                                                                            Electronic
                                   Assessment                                                        department/office. Chronological by date          (Ongoing)
                    18
                                                                                                     Files and reports regarding faculty for OBR:
                                   Institutional
                                                   Research                                          Faculty salaries; Faculty improvement
                         Student   Research &                 VRCFA 317   OBR - Faculty                                                                1996-1999       Paper   EDU3000     Indefinite
                                                   Analyst                                           Reports; Faculty Service Reports; Faculty
                                   Assessment
                                                                                                     Workload. Filed alphabetically in file cabinet
                    19
                                                                                                     File cabinet - File containing information
                                   Institutional
                                                   Research                                          related to HEI: success challenge, resource
                         Student   Research &                 VRCFA 317   OBR - HEI                                                                   1995 - 2001      Paper   EDU3000     Indefinite
                                                   Analyst                                           analysis, restricted queries, subsidy
                                   Assessment
                    20                                                                               calculation
                                   Institutional
                                                   Research                                          File cabinet - OBR subsidy reports, filed
                         Student   Research &                 VRCFA 317   OBR - Subsidy                                                                1992-1999       Paper   EDU3000     Indefinite
                                                   Analyst                                           alphabetical
                    21             Assessment
                                   Institutional                          Ohio Association for
                                                   Research                                          Informational materials regarding OAIRP, filed
                         Student   Research &                 VRCFA 317   Institutional Research &                                                    1998 - 2001      Paper   EDU3000     Indefinite
                                                   Analyst                                           chronologically in file cabinet
                    22             Assessment                             Planning (OAIRP)
Records Inventory
2010
                                                                                 Shawnee State University
                             A              B            C         D                    E                                 F                                 G            H          I          J
                                   Institutional                                                   Black Notebook: Reports on studies of
                                                   Research                Postsecondary                                                                1997-2001
                         Student   Research &                  VRCFA 317                           postsecondary education filed on bookshelf in                       Paper   EDU3000     Indefinite
                                                   Analyst                 Opportunities Reports                                                         (ongoing)
                    23             Assessment                                                      chronological order by date
                                                                                                   Databases used for maintaining and compiling
                                   Institutional                                                   data for institutional & reporting purposes:
                                                   Research                                                                                     1975 - 2001
                         Student   Research &                  VRCFA 317   Research Databases      Academic Profile Database; Regdat Database.                        Electronic EDU3000   Indefinite
                                                   Analyst                                                                                       (ongoing)
                                   Assessment                                                      Filed by student ID#, Academic Term in
                    24                                                                             computer files.
                                   Institutional                                                   A variety of reports on the study of retention at
                                                   Research                                                                                             9/1995 to
                         Student   Research &                  VRCFA 317   Retention Studies       SSU, filed alphabetically by report in file                         Paper   EDU3000     Indefinite
                                                   Analyst                                                                                               4/1999
                    25             Assessment                                                      cabinet
                                   Institutional
                                                   Research                                        SPSS Information update codes informational
                         Student   Research &                  VRCFA 317   SPSS Information                                                            1998 - 2001     Paper   EDU3000     Indefinite
                                                   Analyst                                         brochures, filed chronological
                    26             Assessment

                                                                                                   Documents related to strategic planning
                                   Institutional
                                                   Research                                        committee; master plan; planning documents;
                         Student   Research &                  VRCFA 317   Strategic Planning                                                          1999 - 2000     Paper   ADM1020     Active + 1
                                                   Analyst                                         correspondence with committee. Filed in desk
                                   Assessment
                                                                                                   file cabinet chronological by date
                    27
                                                                                                   List of students transferring from SSU: the
                                   Institutional
                                                   Research                                        number of students and students and which             1997 -
                         Student   Research &                  VRCFA 317   Transfer out Report                                                                         Paper   EDU3000     Indefinite
                                                   Analyst                                         institution they are transferring to. Filed           Present
                                   Assessment
                    28                                                                             chronological in file cabinet
                                   Institutional
                                                                                                   P-card receipts and statements; one binder in
                         Student   Research &      Secretary   VRCFA 131   P-Card Purchases                                                            2008-present    paper   ACC1000      4 years
                                                                                                   desk drawer
                    29             Assessment

                                                                                                   Master lists of Records Inventory submitted
                                   Institutional                                                   from around campus, including forms
                                                                                                                                                                      paper and
                         Student   Research &      Secretary   VRCFA 131   Records Inventory       completed for tracking documents and                2007-present              ADM3020   Indefinite
                                                                                                                                                                      electronic
                                   Assessment                                                      document destruction. 2nd drawer file
                                                                                                   cabinet, one linear foot and on server - 12MB.
                    30
                                   Institutional                                                   Drafts and backup materials to complete the
                                                                           Voluntary System of                                                                        paper and
                         Student   Research &      Secretary   VRCFA 132                           VSA online. 6" in file cabinet and on server        2008-present              ADM9910    3 years
                                                                           Accountability                                                                             electronic
                    31             Assessment                                                      4.4MB.
Records Inventory
2010
                                                                                    Shawnee State University
                            A           B            C               D                     E                               F                               G            H           I           J
                                                Departmen                        Record Series
                        Division       Area                     Location                                   Record Series Description                   Span Dates    Format Group          Retention
                    1                               t                                Title

                                                                                                   Computer files - Filed in computer of Director.
                                                                                                   Reports containing information of yearly
                                   Career and   Office of                                          progress on department goals. Yearly goals
                                                            University Center
                        Student    Placement    Career                          Annual Reports     report. Filed in computer chronological order       2004 - 2010   Computer ADM1020       Active + 1
                                                            Room 213
                                   Services     Services                                           by date. Maintain yearly reporting record for
                                                                                                   the Vice-President of Student Affairs. Records
                                                                                                   are still created. The is one computer folder.
                    2
                                                                                                Computer files. Computer database containing
                                                                                                resumes on current students and alumni.
                                                                                                Keep resumes on file for current students and
                                   Career and   Office of                                       alumni who are seeking employment. Send to
                                                            University Center
                        Student    Placement    Career                          Resume Database employers upon request. Students sign                  2000 - 2010   Computer EDU1000       Indefinite
                                                            Room 211
                                   Services     Services                                        release of information. Computer (60 file
                                                                                                folders) - filed by degree / alphabetical order
                                                                                                by student last name. Records are still
                                                                                                created. 60 files labeled by degree.
                    3
                                                                                                   Applications front office area - Hanging files
                                                                                                   and computerized. Filed in alphabetical order
                                                                                Student
                                                                                                   by student last name. Authorization forms
                                   Career and   Office of   University Center   Employment
                                                                                                   front office hanging files - Keep track of                                             Active + 1
                        Student    Placement    Career      Room 210 and        Applications /                                                         2009- 2010     Paper    PER3000
                                                                                                   students who are hired in on-campus                                                    Year
                                   Services     Services    Room 215            Authorization to
                                                                                                   departments. All files are in alphabetical order.
                                                                                Hire Forms
                                                                                                   Records are still created. There are 1.5 linear
                    4                                                                              feet.
                                                                                                   Annual Graduate Surveys, from SSU
                                   Career and   Office of                                          graduates/salary and future professional
                                                            University Center                                                                           8/1/02 to    paper and            Until
                        Student    Placement    Career                          Graduate Surveys   studies. Manila envelopes for annual years                                   MIS1010
                                                            Room 211                                                                                     present     electronic           superceded
                                   Services     Services                                           when surveys were conducted; 3 linear feet,
                    5                                                                              lateral file cabinets, drawer 1
                                                                                                   Annual P-card documentation, stored in
                                   Career and   Office of
                                                            University Center                      manila envelopes marked with fiscual year            7/1/99 to
                        Student    Placement    Career                          P-card                                                                                paper    ACC1000    4 years
                                                            Room 211                               outside; chonological order; front office file        present
                                   Services     Services
                    6                                                                              cabinet, drawer 1

                                                                                                   files include databases, brochures, employers
                                   Career and   Office of
                                                            University Center                      and students who attended. Employer and              3/1/04 to                         Active + 6
                        Student    Placement    Career                          Job Fair                                                                              paper    MIS2000
                                                            Room 211                               student evaluations. Front office file cabinet,       present                          years
                                   Services     Services
                                                                                                   drawer 3; 2 linear ft; chronological order
                    7
Records Inventory
2010
                                                                                        Shawnee State University
                              A           B            C                   D                       E                                  F                              G           H         I           J
                        Division        Area     Department           Location         Record Series Title            Record Series Description                 Span Dates     Format Group       Retention
                    1
                                                                                                               Information in file folders, food service and
                                   Student      Housing &         University Center                                                                               1983 -
                        Student                                                       Auxiliary Contracts      vending contracts filed alphabetically (Copies                  Paper   LEG2000    Active + 5
                                   Activities   Resident Life     Room 222                                                                                        present
                                                                                                               of originals are in business office)
                    2
                                                                                                               To maintain information on current students
                                                                                                               living on campus, one file per student
                                   Student      Housing &         University Center   Current Housing          containing application for housing, meal plan
                        Student                                                                                                                                 current year   Paper   EDU1000     Indefinite
                                   Activities   Resident Life     Room 222            Residents                request and rroom inventory forms, filed
                                                                                                               alphabetically by last name in housing office
                    3                                                                                          file cabinet.
                                                                                      Previous Housing         One record per student containing application
                                   Student      Housing &         University Center
                        Student                                                       Residents/Disciplinary   for housing, meal plan request, room inventory 1999 - present electronic EDU1000    Indefinite
                                   Activities   Resident Life     Room 222
                    4                                                                 Records                  forms and any correspondence concerning
                                                                                                               disciplinary actions for previous and current
                                                                                                               To track Greek Involvement, file folders
                                   Student      Student           University Center
                        Student                                                       Greek Life               containing Greek GPA information and               Present      Paper   EDU1000     Indefinite
                                   Activities   Activities Sect'y Room 222
                    5                                                                                          rosters.

                                                                                                               One folder per student organization containing
                                                                                                               constitution, by-laws, recognition forms,
                                                                                                               funding application, membership roster and
                                   Student      Student           University Center                                                                                           Paper
                        Student                                                       Student Organizations    other fact sheets. Maintain required            2008-Present            ADM9910     3 years
                                   Activities   Activities Sect'y Room 222                                                                                                  Electronic
                                                                                                               information for recognized organizations filed
                                                                                                               alphabetically by organization, in bottom front
                                                                                                               desk drawer
                    6
                                                                                                             Manila folders served by Multicultural Student
                                                                                                             Affairs. Academic improvement and
                                   Student      Multicultural     University Center   Student Case Notes and mentoring services. Filed by last name and          2/20/2004-
                        Student                                                                                                                                                Paper   EDU1000    Indefinite
                                   Activities   Student Affairs   Room 222            Filees                 notes; kept under lock and key in a four             6/1/2010
                                                                                                             drawer file cabinet. Notes consist of
                    7                                                                                        counseling notes.
Records Inventory                                                                                                                                                               F:/Inventory SSS/SSU Records Retention - Student Support Svs
2009
                                                                                        Shawnee State University
                             A              B               C             D                     E                                  F                                 G               H              I               J
                                                                                       Record Series
                         Division         Area        Department      Location                                     Record Series Description                    Span Dates       Format Group               Retention
                    1                                                                      Title
                                                                                                           Binders with activity information, including sign
                                                                                                           up sheets, evaluations of activity, related
                                    Student Support                 Administration                                                                                98/99 to
                         Student                      Trio Center                    Activities Book       brochures, activity rationale form, etc., filed by                     Paper         ADM9900         1 year
                                    Services                        1st Floor                                                                                     08/2009
                                                                                                           academic year in 4 binders. Filed
                    2                                                                                      chronological in 6 binders.

                                                                                                                                                                               Paper and
                                                                                                                                                                              SSU server
                                    Student Support                 Administration   Annual Performance    Annual performance report filed
                         Student                      Trio Center                                                                                               95/96 to 07/08 'svr0017' ADM1020             Active + 1
                                    Services                        1st Floor        Report (ARP)          chronologically by year in 10 folders.
                                                                                                                                                                                 F:Data
                                                                                                                                                                                base/…
                    3
                                                                                                           Grant Proposal 1993; Grant Proposal 1998;                              Paper and
                                    Student Support                 Administration                                                                               1993 - July    Word software
                         Student                      Trio Center                    Grant Proposal        Grant Proposal 2002; Grant Protosal 2006, 4                           'svr0017' F:
                                                                                                                                                                                                LEG2000      Active + 5
                                    Services                        1st Floor                                                                                      2007
                                                                                                           books.                                                                Grant 2006
                    4
                                                                                                           Mid-term grade check from instructors, filed
                                    Student Support                 Administration   Mid-term Grade
                         Student                      Trio Center                                          chronological by year, then quarter in 2             05/06 - 06/07     Paper         EDU1000       Indefinite
                                    Services                        1st Floor        Reports
                    5                                                                                      binders
                                                                                                           All newsletters created and distributed to SSS                       Paper and
                                    Student Support                 Administration                                                                               9/96 to May
                         Student                      Trio Center                    Newsletter File       members, filed chronological by year then                              Word    ADM9900               1 year
                                    Services                        1st Floor                                                                                       2009
                    6                                                                                      month in 1 binder                                                     software

                                                                                                          Notebook where we keep track of the
                                    Student Support                 Administration                        objectives that we must meet and complete to
                         Student                      Trio Center                    Objectives Notebooks                                                       96/97 - 07/08     Paper         ADM3020       10 years
                                    Services                        1st Floor                             complete our grant requirements, filed
                                                                                                          chronological by year in 6 binders .
                    7
                                                                                                           Binder with proper procedures for performance
                                                                                                                                                                                Paper and
                                    Student Support                 Administration   Policies and          of the secretarial position, and related
                         Student                      Trio Center                                                                                                 Present         Word    ADM3000           Active + 10
                                    Services                        1st Floor        Procedures Manual     procedures for the office, filed by subject in 1
                                                                                                                                                                                 software
                    8                                                                                      binder
                                                                                                                                                                                                          Indefinite - review
                                    Student Support                 Administration                         Contains newspaper articles re: students and
                         Student                      Trio Center                    Scrapbooks                                                                 93/94 - 08/09     Paper         ADM9900   for historical
                                    Services                        1st Floor                              programs,3 binders, filed chronological
                    9                                                                                                                                                                                     purposes
                                    Student Support                 Administration                         All student demographics and related                                    SSU
                         Student                      Trio Center                    Student Database                                                           93/94 - 08/09                   EDU1000       Indefinite
                    10              Services                        1st Floor                              information (GPA, hours, etc.)                                         Server
                                                                                                           Manila folders with student applications, intake
                                                                                                           paperwork, and other pertinent information,
                                    Student Support                 Administration
                         Student                      Trio Center                    Student files         filed alphabetically by name. Name of            93/94 - 08/09         Paper         EDU1000       Indefinite
                                    Services                        1st Floor
                                                                                                           students and type of services they received
                    11                                                                                     are filed. 14 drawers.
Records Inventory                                                                                                                                                          F:/Inventory SSS/SSU Records Retention - Student Support Svs
2009
                                                                                       Shawnee State University
                             A             B               C             D                    E                                 F                               G              H            I            J
                                                                                                         Student sign in daily on a sign-in-sheet. We
                                   Student Support                 Administration   Student Sign-In
                         Student                     Trio Center                                         code what type of service they received (if       02/03 - 08/09     Paper    EDU1000        Indefinite
                                   Services                        1st Floor        Sheets
                                                                                                         any) , filed chronological by date in 5 binders
                    12

                                                                                                                                                                           SSU server
                                                                                                         Spreadsheet of equipment owned by SSS.                             - 'svr0017'
                                                                                    Inventory of         (This includes equipment made available to                          F: Equip-
                                   Student Support                 Administration
                         Student                     Trio Center                    equipment owned by   SSS members for checkout; e.g., calculators,        Present            ment    ADM9900       1 year
                                   Services                        1st Floor
                                                                                    SSS                  tape recorders, etc.) Complete listing can be                         Office
                                                                                                         found on our F: drive.                                            Use/Inven-
                                                                                                                                                                           tory thru …
                    13
                                   Student Support                 Administration   Computer logs /      A sign-in sheet for students who use SSS
                         Student                     Trio Center                                                                                           03/04 - 08/09     Paper    ADM9900         1 year
                    14             Services                        1st Floor        Tutoring records     computers in 4 binders
                    15
Records Inventory
2010
                                                                                         Shawnee State University
                             A            B                C                D                     E                                F                              G            H         I          J
                                                                                          Record Series
                        Division        Area         Department         Location                                   Record Series Description                 Span Dates     Format Group       Retention
                    1                                                                         Title
                                                                                                            Student files, student list database, student
                                                                                                            attendance database, staff schedules, monthly
                                   Talent Search   Pre-Collegiate                        Educational Talent                                               August 1995 - Paper /
                        Student                                     Administration 032                      workshops, ETS forms, staff schedule, budget                        EDU1000         Indefinite
                                   (Educational)   Program                               Search                                                           August 2010 Computer
                                                                                                            files, equipment files, correspondence,
                                                                                                            Graduate files
                    2
                                                                                                            Program Activity Info, Act software program,
                                   Talent Search   Pre-Collegiate                        Program Activity                                                    August 1999- Computer /
                        Student                                     Administration 032                      Discover, & Enchanted software program,                                  MIS2000   Active + 1
                                   (Educational)   Program                               information                                                         August 2010    Disk
                                                                                                            Policies & Procedures manaul
                    3
                                                                                                            Payroll schedules, administrative files, Tutor
                                   Talent Search   Pre-Collegiate                                                                                            1998-August     Paper /
                        Student                                     Administration 032   Personnel          informational files, Academic files, Personnel                           PER2000    3 years
                                   (Educational)   Program                                                                                                      2010        Computer
                    4                                                                                       contracts

                                                                                                            Newsletter file copies, news clippings,
                                   Talent Search   Pre-Collegiate                                                                                            August 1998-    Paper /
                        Student                                     Administration 032   Publicity Items    photographs, news releases, paintshop flyers,                            MIS2000   Active + 1
                                   (Educational)   Program                                                                                                   August 2010    Computer
                                                                                                            mailing list, ETS informational flyer copies
                    5
Records Inventory
2010
                                                                                        Shawnee State University
                             A            B                 C               D                      E                               F                               G             H           I          J
                         Division        Area        Department         Location        Record Series Title        Record Series Description                 Span Dates       Format Group         Retention
                    1
                                    Upward Bound
                                                   Administrator's   Commons 1st       Program Activity                                                         2000 -
                         Student    Pre-College                                                               Program Activity Information; H Drive                           electronic MIS2000   Active + 1
                                                   Office            Floor             information                                                             07/23/10
                    2               Programs
                                    Upward Bound
                                                   Administrator's   Commons 1st                              Academic, summer & administrative files,
                         Student    Pre-College                                        Personnel                                                              1999-2010       electronic PER2000    3 years
                                                   Office            Floor                                    tutor data, payroll schedules; H drive
                    3               Programs
                                                                                                              Printshop flier copies, reprographics
                                                                                                              data, print shop data price list,
                                    Upward Bound
                                                   Administrator's   Commons 1st                              newscli0pings, photographs, news
                         Student    Pre-College                                        Publicity Items                                                        1999 - 2010     electronic MIS2000   Active + 1
                                                   Office            Floor                                    releases, newsletter file copies, mailing
                                    Programs
                                                                                                              list, other UB program newsletters. H
                    4                                                                                         Drive

                                                                                                              Student files, student list, database
                                    Upward Bound
                                                   Administrator's   Commons 1st                              scholarships, orientation, staff email staff
                         Student    Pre-College                                        Upward Bound                                                           1998-2010       electronic EDU1000    Indefinite
                                                   Office            Floor                                    schedules, fact sheets, yearly activities
                                    Programs
                                                                                                              forms book, correspondence; H drive
                    5
                                    Upward Bound
                                                   Secretaries       Commons 1st       Program Activity       Program Activity Information, archived for      Sept 1999 -
                         Student    Pre-College                                                                                                                               electronic MIS2000   Active + 1
                                                   Office            Floor             information            tracking purpose. Server.                        present
                    6               Programs
                                    Upward Bound                                                              Academic year and summer program
                                                   Secretaries       Commons 1st                                                                              Sep 1999 -
                         Student    Pre-College                                        Personnel              administrative files, archived for                               Paper    PER2000     3 years
                                                   Office            Floor                                                                                     present
                                    Programs                                                                  enrollment history, filed alphabetically
                    7
                                    Upward Bound                                                              News clippings, photos, program
                                                                                                                                                                          Paper/
                         Student    Pre-College    UBMS Office       ATC 2nd Floor     Publicity Items        newsletter. Archived for revise of ideas & 1999 - present            MIS2000         Active + 1
                                                                                                                                                                        electronic
                    8               Programs                                                                  historical keeping.

                                                                                                              Student files, student database,
                                    Upward Bound
                                                                                       Upward Bound / Math    activities, forms, archived for tracking                          Paper/
                         Student    Pre-College    UBMS Office       ATC 2nd Floor                                                                           1999 - present              EDU1000    Indefinite
                                                                                       Science                purposes, student records arranged                              electronic
                                    Programs
                                                                                                              alphabetically.
                    9
                                                                                                              Academic year, summer, and
                                                                     Administration                           administrative files including tutors and
                                                                     Building - Trio                          resident advisor information, used to
                                    Upward Bound
                                                   Secretaries       Center (Cabinet                          consult resumes / syllabi also for back-up                       Paper /
                         Student    Pre-College                                        Personnel                                                              2004 - 2010                PER3010    5 years
                                                   Office            by secretary's                           for grant from federal government, filed                        Electronic
                                    Programs
                                                                     desk) & Human                            alphabetical order - separated by
                                                                     Resource                                 active/inactive tabs. There is 3 ft 1 1/2
                                                                                                              lateral file drawers.
                    10
Records Inventory
2010
                                                                                    Shawnee State University
                             A           B               C              D                      E                             F                             G            H           I         J
                                                                Administration                          Program activity information in graphs of
                                   Upward Bound                 Building - Trio                         activities based on months throughout
                                                  Secretaries                                                                                                         Paper /
                         Student   Pre-College                  Center - (File     Program Activities   the year, Back-up for federal government.      2000-2010                MIS2000   Active + 1
                                                  Office                                                                                                             Electronic
                                   Programs                     cabinet) UIS "H"                        Filed by month and year, there is
                                                                Drive                                   approximately 10 ft in lateral file drawers.
                    11
                                                                Administration
                                                                                                        Program fliers, news releases (on & off
                                   Upward Bound                 Building - Trio
                                                  Secretaries                                           campus). Program blank applications &                         Paper /
                         Student   Pre-College                  Center (File      Publicity Items                                                      2000-2010                MIS2000   Active + 1
                                                  Office                                                UB program newsletters. Filed in file                        Electronic
                                   Programs                     Cabinets) UIS "H"
                                                                                                        folders by category in each area.
                    12                                          drive

                                                                Administration                          Student files, student databases, yearly
                                   Upward Bound                 Building - Trio                         activities forms book ("H") drive. All UB
                                                  Secretaries                                                                                                         Paper /
                         Student   Pre-College                  Center (Cabinets Upward Bound           forms are maintained in paper forms in         2000-2010                EDU1000   Indefinite
                                                  Office                                                                                                             Electronic
                                   Programs                     / file organizers) &                    student files and on "H" drive, filed by
                                                                UIS "H" Drive                           program dates in file cabinets A-G.
                    13

                                                                                                        Expenditures by object code/copies of all
                                                                Administration
                                                                                                        RFP/PO and back-up documentation
                                   Upward Bound                 Building - Trio
                                                  Secretaries                                           including stipend sign-in sheets to            Sept 2000 -
                         Student   Pre-College                  Center Hutch &     Budget                                                                             Paper    FIN2000    Active + 1
                                                  Office                                                account for all grant expenditures kept in      July 2010
                                   Programs                     Resource
                                                                                                        large 3-ring binders by year and object
                                                                room/Cars
                                                                                                        code. There are 15 binders (6 linear ft)
                    14
Records Inventory
2010
                                                                                         Shawnee State University
                             A            B                C                 D                   E                                F                              G          H        I          J
                                                                                          Record Series
                        Division        Area         Department          Location                                  Record Series Description                 Span Dates   Format Group      Retention
                    1                                                                         Title
                                                                                                            Files include information on current or former
                                   Counseling &    Office of Career                      Veteran's Intake   students at Shawnee State University. Intake
                                                                    University Center,                                                                        6/5/2009-                     Active +3
                        Student    Psychological   Services/Veteran                      and Program        information, counseling notes, assessment                     Paper   EDU1010
                                                                    Room 213                                                                                  7/12/2010                      years
                                   Services        s Services                            Records            results, academic transcripts, and DD214
                    2                                                                                       forms.
Records Inventory
2010
                                                                                        Shawnee State University
                              A           B            C                   D                       E                                  F                              G           H         I           J
                        Division        Area     Department           Location         Record Series Title            Record Series Description                 Span Dates     Format Group       Retention
                    1
                                                                                                               Information in file folders, food service and
                                   Student      Housing &         University Center                                                                               1983 -
                        Student                                                       Auxiliary Contracts      vending contracts filed alphabetically (Copies                  Paper   LEG2000    Active + 5
                                   Activities   Resident Life     Room 222                                                                                        present
                                                                                                               of originals are in business office)
                    2
                                                                                                               To maintain information on current students
                                                                                                               living on campus, one file per student
                                   Student      Housing &         University Center   Current Housing          containing application for housing, meal plan
                        Student                                                                                                                                 current year   Paper   EDU1000     Indefinite
                                   Activities   Resident Life     Room 222            Residents                request and rroom inventory forms, filed
                                                                                                               alphabetically by last name in housing office
                    3                                                                                          file cabinet.
                                                                                      Previous Housing         One record per student containing application
                                   Student      Housing &         University Center
                        Student                                                       Residents/Disciplinary   for housing, meal plan request, room inventory 1999 - present electronic EDU1000    Indefinite
                                   Activities   Resident Life     Room 222
                    4                                                                 Records                  forms and any correspondence concerning
                                                                                                               disciplinary actions for previous and current
                                                                                                               To track Greek Involvement, file folders
                                   Student      Student           University Center
                        Student                                                       Greek Life               containing Greek GPA information and               Present      Paper   EDU1000     Indefinite
                                   Activities   Activities Sect'y Room 222
                    5                                                                                          rosters.

                                                                                                               One folder per student organization containing
                                                                                                               constitution, by-laws, recognition forms,
                                                                                                               funding application, membership roster and
                                   Student      Student           University Center                                                                                           Paper
                        Student                                                       Student Organizations    other fact sheets. Maintain required            2008-Present            ADM9910     3 years
                                   Activities   Activities Sect'y Room 222                                                                                                  Electronic
                                                                                                               information for recognized organizations filed
                                                                                                               alphabetically by organization, in bottom front
                                                                                                               desk drawer
                    6
                                                                                                             Manila folders served by Multicultural Student
                                                                                                             Affairs. Academic improvement and
                                   Student      Multicultural     University Center   Student Case Notes and mentoring services. Filed by last name and          2/20/2004-
                        Student                                                                                                                                                Paper   EDU1000    Indefinite
                                   Activities   Student Affairs   Room 222            Filees                 notes; kept under lock and key in a four             6/1/2010
                                                                                                             drawer file cabinet. Notes consist of
                    7                                                                                        counseling notes.
Records Inventory                                                                                                                                                               F:/Inventory SSS/SSU Records Retention - Student Support Svs
2009
                                                                                        Shawnee State University
                             A              B               C             D                     E                                  F                                 G               H              I               J
                                                                                       Record Series
                         Division         Area        Department      Location                                     Record Series Description                    Span Dates       Format Group               Retention
                    1                                                                      Title
                                                                                                           Binders with activity information, including sign
                                                                                                           up sheets, evaluations of activity, related
                                    Student Support                 Administration                                                                                98/99 to
                         Student                      Trio Center                    Activities Book       brochures, activity rationale form, etc., filed by                     Paper         ADM9900         1 year
                                    Services                        1st Floor                                                                                     08/2009
                                                                                                           academic year in 4 binders. Filed
                    2                                                                                      chronological in 6 binders.

                                                                                                                                                                               Paper and
                                                                                                                                                                              SSU server
                                    Student Support                 Administration   Annual Performance    Annual performance report filed
                         Student                      Trio Center                                                                                               95/96 to 07/08 'svr0017' ADM1020             Active + 1
                                    Services                        1st Floor        Report (ARP)          chronologically by year in 10 folders.
                                                                                                                                                                                 F:Data
                                                                                                                                                                                base/…
                    3
                                                                                                           Grant Proposal 1993; Grant Proposal 1998;                              Paper and
                                    Student Support                 Administration                                                                               1993 - July    Word software
                         Student                      Trio Center                    Grant Proposal        Grant Proposal 2002; Grant Protosal 2006, 4                           'svr0017' F:
                                                                                                                                                                                                LEG2000      Active + 5
                                    Services                        1st Floor                                                                                      2007
                                                                                                           books.                                                                Grant 2006
                    4
                                                                                                           Mid-term grade check from instructors, filed
                                    Student Support                 Administration   Mid-term Grade
                         Student                      Trio Center                                          chronological by year, then quarter in 2             05/06 - 06/07     Paper         EDU1000       Indefinite
                                    Services                        1st Floor        Reports
                    5                                                                                      binders
                                                                                                           All newsletters created and distributed to SSS                       Paper and
                                    Student Support                 Administration                                                                               9/96 to May
                         Student                      Trio Center                    Newsletter File       members, filed chronological by year then                              Word    ADM9900               1 year
                                    Services                        1st Floor                                                                                       2009
                    6                                                                                      month in 1 binder                                                     software

                                                                                                          Notebook where we keep track of the
                                    Student Support                 Administration                        objectives that we must meet and complete to
                         Student                      Trio Center                    Objectives Notebooks                                                       96/97 - 07/08     Paper         ADM3020       10 years
                                    Services                        1st Floor                             complete our grant requirements, filed
                                                                                                          chronological by year in 6 binders .
                    7
                                                                                                           Binder with proper procedures for performance
                                                                                                                                                                                Paper and
                                    Student Support                 Administration   Policies and          of the secretarial position, and related
                         Student                      Trio Center                                                                                                 Present         Word    ADM3000           Active + 10
                                    Services                        1st Floor        Procedures Manual     procedures for the office, filed by subject in 1
                                                                                                                                                                                 software
                    8                                                                                      binder
                                                                                                                                                                                                          Indefinite - review
                                    Student Support                 Administration                         Contains newspaper articles re: students and
                         Student                      Trio Center                    Scrapbooks                                                                 93/94 - 08/09     Paper         ADM9900   for historical
                                    Services                        1st Floor                              programs,3 binders, filed chronological
                    9                                                                                                                                                                                     purposes
                                    Student Support                 Administration                         All student demographics and related                                    SSU
                         Student                      Trio Center                    Student Database                                                           93/94 - 08/09                   EDU1000       Indefinite
                    10              Services                        1st Floor                              information (GPA, hours, etc.)                                         Server
                                                                                                           Manila folders with student applications, intake
                                                                                                           paperwork, and other pertinent information,
                                    Student Support                 Administration
                         Student                      Trio Center                    Student files         filed alphabetically by name. Name of            93/94 - 08/09         Paper         EDU1000       Indefinite
                                    Services                        1st Floor
                                                                                                           students and type of services they received
                    11                                                                                     are filed. 14 drawers.
Records Inventory                                                                                                                                                          F:/Inventory SSS/SSU Records Retention - Student Support Svs
2009
                                                                                       Shawnee State University
                             A             B               C             D                    E                                 F                               G              H            I            J
                                                                                                         Student sign in daily on a sign-in-sheet. We
                                   Student Support                 Administration   Student Sign-In
                         Student                     Trio Center                                         code what type of service they received (if       02/03 - 08/09     Paper    EDU1000        Indefinite
                                   Services                        1st Floor        Sheets
                                                                                                         any) , filed chronological by date in 5 binders
                    12

                                                                                                                                                                           SSU server
                                                                                                         Spreadsheet of equipment owned by SSS.                             - 'svr0017'
                                                                                    Inventory of         (This includes equipment made available to                          F: Equip-
                                   Student Support                 Administration
                         Student                     Trio Center                    equipment owned by   SSS members for checkout; e.g., calculators,        Present            ment    ADM9900       1 year
                                   Services                        1st Floor
                                                                                    SSS                  tape recorders, etc.) Complete listing can be                         Office
                                                                                                         found on our F: drive.                                            Use/Inven-
                                                                                                                                                                           tory thru …
                    13
                                   Student Support                 Administration   Computer logs /      A sign-in sheet for students who use SSS
                         Student                     Trio Center                                                                                           03/04 - 08/09     Paper    ADM9900         1 year
                    14             Services                        1st Floor        Tutoring records     computers in 4 binders
                    15
Records Inventory
2010
                                                                                         Shawnee State University
                             A            B                C                D                     E                                F                              G            H         I          J
                                                                                          Record Series
                        Division        Area         Department         Location                                   Record Series Description                 Span Dates     Format Group       Retention
                    1                                                                         Title
                                                                                                            Student files, student list database, student
                                                                                                            attendance database, staff schedules, monthly
                                   Talent Search   Pre-Collegiate                        Educational Talent                                               August 1995 - Paper /
                        Student                                     Administration 032                      workshops, ETS forms, staff schedule, budget                        EDU1000         Indefinite
                                   (Educational)   Program                               Search                                                           August 2010 Computer
                                                                                                            files, equipment files, correspondence,
                                                                                                            Graduate files
                    2
                                                                                                            Program Activity Info, Act software program,
                                   Talent Search   Pre-Collegiate                        Program Activity                                                    August 1999- Computer /
                        Student                                     Administration 032                      Discover, & Enchanted software program,                                  MIS2000   Active + 1
                                   (Educational)   Program                               information                                                         August 2010    Disk
                                                                                                            Policies & Procedures manaul
                    3
                                                                                                            Payroll schedules, administrative files, Tutor
                                   Talent Search   Pre-Collegiate                                                                                            1998-August     Paper /
                        Student                                     Administration 032   Personnel          informational files, Academic files, Personnel                           PER2000    3 years
                                   (Educational)   Program                                                                                                      2010        Computer
                    4                                                                                       contracts

                                                                                                            Newsletter file copies, news clippings,
                                   Talent Search   Pre-Collegiate                                                                                            August 1998-    Paper /
                        Student                                     Administration 032   Publicity Items    photographs, news releases, paintshop flyers,                            MIS2000   Active + 1
                                   (Educational)   Program                                                                                                   August 2010    Computer
                                                                                                            mailing list, ETS informational flyer copies
                    5
Records Inventory
2010
                                                                                        Shawnee State University
                             A            B                 C               D                      E                               F                               G             H           I          J
                         Division        Area        Department         Location        Record Series Title        Record Series Description                 Span Dates       Format Group         Retention
                    1
                                    Upward Bound
                                                   Administrator's   Commons 1st       Program Activity                                                         2000 -
                         Student    Pre-College                                                               Program Activity Information; H Drive                           electronic MIS2000   Active + 1
                                                   Office            Floor             information                                                             07/23/10
                    2               Programs
                                    Upward Bound
                                                   Administrator's   Commons 1st                              Academic, summer & administrative files,
                         Student    Pre-College                                        Personnel                                                              1999-2010       electronic PER2000    3 years
                                                   Office            Floor                                    tutor data, payroll schedules; H drive
                    3               Programs
                                                                                                              Printshop flier copies, reprographics
                                                                                                              data, print shop data price list,
                                    Upward Bound
                                                   Administrator's   Commons 1st                              newscli0pings, photographs, news
                         Student    Pre-College                                        Publicity Items                                                        1999 - 2010     electronic MIS2000   Active + 1
                                                   Office            Floor                                    releases, newsletter file copies, mailing
                                    Programs
                                                                                                              list, other UB program newsletters. H
                    4                                                                                         Drive

                                                                                                              Student files, student list, database
                                    Upward Bound
                                                   Administrator's   Commons 1st                              scholarships, orientation, staff email staff
                         Student    Pre-College                                        Upward Bound                                                           1998-2010       electronic EDU1000    Indefinite
                                                   Office            Floor                                    schedules, fact sheets, yearly activities
                                    Programs
                                                                                                              forms book, correspondence; H drive
                    5
                                    Upward Bound
                                                   Secretaries       Commons 1st       Program Activity       Program Activity Information, archived for      Sept 1999 -
                         Student    Pre-College                                                                                                                               electronic MIS2000   Active + 1
                                                   Office            Floor             information            tracking purpose. Server.                        present
                    6               Programs
                                    Upward Bound                                                              Academic year and summer program
                                                   Secretaries       Commons 1st                                                                              Sep 1999 -
                         Student    Pre-College                                        Personnel              administrative files, archived for                               Paper    PER2000     3 years
                                                   Office            Floor                                                                                     present
                                    Programs                                                                  enrollment history, filed alphabetically
                    7
                                    Upward Bound                                                              News clippings, photos, program
                                                                                                                                                                          Paper/
                         Student    Pre-College    UBMS Office       ATC 2nd Floor     Publicity Items        newsletter. Archived for revise of ideas & 1999 - present            MIS2000         Active + 1
                                                                                                                                                                        electronic
                    8               Programs                                                                  historical keeping.

                                                                                                              Student files, student database,
                                    Upward Bound
                                                                                       Upward Bound / Math    activities, forms, archived for tracking                          Paper/
                         Student    Pre-College    UBMS Office       ATC 2nd Floor                                                                           1999 - present              EDU1000    Indefinite
                                                                                       Science                purposes, student records arranged                              electronic
                                    Programs
                                                                                                              alphabetically.
                    9
                                                                                                              Academic year, summer, and
                                                                     Administration                           administrative files including tutors and
                                                                     Building - Trio                          resident advisor information, used to
                                    Upward Bound
                                                   Secretaries       Center (Cabinet                          consult resumes / syllabi also for back-up                       Paper /
                         Student    Pre-College                                        Personnel                                                              2004 - 2010                PER3010    5 years
                                                   Office            by secretary's                           for grant from federal government, filed                        Electronic
                                    Programs
                                                                     desk) & Human                            alphabetical order - separated by
                                                                     Resource                                 active/inactive tabs. There is 3 ft 1 1/2
                                                                                                              lateral file drawers.
                    10
Records Inventory
2010
                                                                                    Shawnee State University
                             A           B               C              D                      E                             F                             G            H           I         J
                                                                Administration                          Program activity information in graphs of
                                   Upward Bound                 Building - Trio                         activities based on months throughout
                                                  Secretaries                                                                                                         Paper /
                         Student   Pre-College                  Center - (File     Program Activities   the year, Back-up for federal government.      2000-2010                MIS2000   Active + 1
                                                  Office                                                                                                             Electronic
                                   Programs                     cabinet) UIS "H"                        Filed by month and year, there is
                                                                Drive                                   approximately 10 ft in lateral file drawers.
                    11
                                                                Administration
                                                                                                        Program fliers, news releases (on & off
                                   Upward Bound                 Building - Trio
                                                  Secretaries                                           campus). Program blank applications &                         Paper /
                         Student   Pre-College                  Center (File      Publicity Items                                                      2000-2010                MIS2000   Active + 1
                                                  Office                                                UB program newsletters. Filed in file                        Electronic
                                   Programs                     Cabinets) UIS "H"
                                                                                                        folders by category in each area.
                    12                                          drive

                                                                Administration                          Student files, student databases, yearly
                                   Upward Bound                 Building - Trio                         activities forms book ("H") drive. All UB
                                                  Secretaries                                                                                                         Paper /
                         Student   Pre-College                  Center (Cabinets Upward Bound           forms are maintained in paper forms in         2000-2010                EDU1000   Indefinite
                                                  Office                                                                                                             Electronic
                                   Programs                     / file organizers) &                    student files and on "H" drive, filed by
                                                                UIS "H" Drive                           program dates in file cabinets A-G.
                    13

                                                                                                        Expenditures by object code/copies of all
                                                                Administration
                                                                                                        RFP/PO and back-up documentation
                                   Upward Bound                 Building - Trio
                                                  Secretaries                                           including stipend sign-in sheets to            Sept 2000 -
                         Student   Pre-College                  Center Hutch &     Budget                                                                             Paper    FIN2000    Active + 1
                                                  Office                                                account for all grant expenditures kept in      July 2010
                                   Programs                     Resource
                                                                                                        large 3-ring binders by year and object
                                                                room/Cars
                                                                                                        code. There are 15 binders (6 linear ft)
                    14
Records Inventory
2010
                                                                                         Shawnee State University
                             A            B                C                 D                   E                                F                              G          H        I          J
                                                                                          Record Series
                        Division        Area         Department          Location                                  Record Series Description                 Span Dates   Format Group      Retention
                    1                                                                         Title
                                                                                                            Files include information on current or former
                                   Counseling &    Office of Career                      Veteran's Intake   students at Shawnee State University. Intake
                                                                    University Center,                                                                        6/5/2009-                     Active +3
                        Student    Psychological   Services/Veteran                      and Program        information, counseling notes, assessment                     Paper   EDU1010
                                                                    Room 213                                                                                  7/12/2010                      years
                                   Services        s Services                            Records            results, academic transcripts, and DD214
                    2                                                                                       forms.
Records Inventory
2010
                                                                                        Shawnee State University
                             A             B              C                D                      E                                        F                                 G             H         I          J
                        Division         Area        Department       Location         Record Series Title                Record Series Description                    Span Dates       Format Group       Retention
                    1
                                                    VP Student    University Center                               All sports, buildings & area of athletic files,
                        Student    Vice President                                     Athletics                                                                        1995-Present      Paper   EDU1000    Indefinite
                    2                               Affairs Ofc   Room 200                                        filed alphabetically, Cabinet #2

                                                    VP Student    University Center                               Stand up files on desk - keep current people                           Paper /
                        Student    Vice President                                     Banned from Campus                                                                  Current                EDU1000    Indefinite
                                                    Affairs Ofc   Room 200                                        banned from campus, current only, 1 file folder                       Computer
                    3
                                                    VP Student    University Center                               on 2 drawer file cabinet in stand up file folder,
                        Student    Vice President                                     Bear Run (SSU)                                                                    1999 - 2010      Paper   ADM9900     1 year
                    4                               Affairs Ofc   Room 200                                        used for records, filed by year.
                                                    VP Student    University Center                               Student Affairs Budget - filed alphabetically in
                        Student    Vice President                                     Budget                                                                            1997-2010        Paper   FIN2000   Active + 1
                    5                               Affairs Ofc   Room 200                                        file cabinet 1

                                                    VP Student    University Center   Campus Compact,             File cabinet #1, 2nd drawer, record purpose -           2005 -
                        Student    Vice President                                                                                                                                        Paper   LEG2000   Active + 5
                                                    Affairs Ofc   Room 200            VISTA Volunteer             names /events. There are 10 file folders.               Present
                    6
                                                    VP Student    University Center                               Guidelines - filed alphabetically in file cabinet
                        Student    Vice President                                     Clubs and Organizations                                                                            Paper   ADM9910    3 years
                    7                               Affairs Ofc   Room 200                                        1

                                                    VP Student    University Center                               Student disciplinary files; 2 drawer file cabinet;
                        Student    Vice President                                     Disciplinary Files                                                             6/08-Present        paper   LEG4000   Active + 6
                                                    Affairs Ofc   Room 200                                        18"; filed alphabetically by student name
                    8
                                                    VP Student    University Center                               Procedures to be followed, in file cabinet #1.          4/07 to
                        Student    Vice President                                     Emergency Procedures                                                                               Paper   ADM4000    3 years
                    9                               Affairs Ofc   Room 200                                        Arranged 2007-Present                                  Indefinite

                                                                                                                  Standup files on desk, record forms that
                                                    VP Student    University Center                                                                                      Feb 07 -
                        Student    Vice President                                     Excused Absence             students turn into faculty, arranged, numerical,                       Paper   ADM9900     1 year
                                                    Affairs Ofc   Room 200                                                                                               Present
                                                                                                                  Feb 07 thru current date. There is 1 file folder.
                10
                                                    VP Student    University Center                               All files pertaining to FA office operation filed
                        Student    Vice President                                     Financial Aid                                                                    1990-Present      Paper   ADM9910    3 years
                11                                  Affairs Ofc   Room 200                                        alphabetically in file cabinet 1
                                                    VP Student    University Center                               All student housing files, filed alphabetically in
                        Student    Vice President                                     Housing                                                                          1996-Present      Paper   EDU1000    Indefinite
                12                                  Affairs Ofc   Room 200                                        file cabinet 1
                                                    VP Student    University Center                               Contract with Pepsi, filed alphabetically in file    1998-2001 &
                        Student    Vice President                                     Pepsi Contract                                                                                     Paper   LEG2000   Active + 5
                13                                  Affairs Ofc   Room 200                                        cabinet 1                                               2010

                                                    VP Student    University Center                               1 file of meetings & retention ideas/actions in
                        Student    Vice President                                     Shawnee 20/20                                                                    4/07 - Present    Paper   ADM1020   Active + 1
                                                    Affairs Ofc   Room 200                                        file cabinet #1, 4th drawer.
                14
                                                    VP Student    University Center   Staff Evaluations 07/08     1 File in cabinet #2, drawer 2, filed                   05/06 -
                        Student    Vice President                                                                                                                                        Paper   PER3010    5 years
                15                                  Affairs Ofc   Room 200            to Present                  alphabetically.                                         Present
                                                    VP Student    University Center   Student Affairs Directors   Meeting minutes and notes; 3rd drawer of file           7/1/08-
                        Student    Vice President                                                                                                                                        paper   ADM9910    3 years
                16                                  Affairs Ofc   Room 200            Meetings                    cabinet #2; 12 files; filed by date                     Present

                                                    VP Student    University Center                               Department files, filed alphabetically in file
                        Student    Vice President                                     Student Affairs Division                                                         1990-Present      Paper   ADM9910    3 years
                                                    Affairs Ofc   Room 200                                        cabinet 2
                17
                                                    VP Student    University Center   Student Affairs Staff -     Each members individual file, filed
                        Student    Vice President                                                                                                                      1986-Present      Paper   PER3000   Active + 6
                18                                  Affairs Ofc   Room 200            Active                      alphabetically in file cabinet 2, 2nd drawer.
Records Inventory
2010
                                                                                    Shawnee State University
                          A            B              C                D                      E                                 F                            G          H         I          J
                                                VP Student    University Center   University Center     1 File in file cabinet #1, drawer #5, filed       01/07 -
                     Student   Vice President                                                                                                                          Paper   ADM2030   Active + 6
                19                              Affairs Ofc   Room 200            Expansion Plans       alphabetically.                                  Present
                                                VP Student    University Center                         Cabinet #1, drawer #3; Keep for future
                     Student   Vice President                                     Enrollment Management                                                2008-Present    Paper   ADM9910    3 years
                20                              Affairs Ofc   Room 223                                  use/meetings.
                                                                                                        Cabinet #2, drawer #3; A contract we plan to
                                                VP Student    University Center
                     Student   Vice President                                     Maxient Contract      continue to renew regarding our disciplinary   2009-Present    Paper   LEG4000   Active +6
                                                Affairs Ofc   Room 223
                21                                                                                      program.
                                                VP Student    University Center                         Cabinet #1, drawer #3; Administrative salaries
                     Student   Vice President                                     Mercer Report                                                        2008-Present    Paper   LEG5000    6 years
                22                              Affairs Ofc   Room 223                                  report

                                                VP Student    University Center                           Cabinet #1, drawer #2; Notes on this report
                     Student   Vice President                                     Mid-Term Grade Report                                                 2010-Present   Paper   LEG4000   Active +6
                                                Affairs Ofc   Room 223                                    help if student has a disciplinary issue.
                23
                                                VP Student    University Center                           Cabinet #1, drawer #2; Legal description on
                     Student   Vice President                                     Campus Security Act                                                   2008-Present   Paper   LEG5000    6 years
                24                              Affairs Ofc   Room 223                                    campus security.

                                                VP Student    University Center                           Cabinet #1, drawer #2; Program administered
                     Student   Vice President                                     Choices                                                               2009-Present   Paper   ADM9910    3 years
                                                Affairs Ofc   Room 223                                    to athletes concerning alcohol.
                25
                                                VP Student    University Center                           Cabinet #1, drawer #2; University wide
                     Student   Vice President                                     Assessment Committee                                                  2009-Present   Paper   EDU1010   Active +1
                26                              Affairs Ofc   Room 223                                    committee on assessment.
                                                                                                          Cabinet #1, drawer #3; Information to stay
                                                VP Student    University Center   14th Street Community
                     Student   Vice President                                                             involved with the 14th Street Community       2010-Present   Paper   ADM9910    3 years
                                                Affairs Ofc   Room 223            Center
                27                                                                                        Center.

                                                VP Student    University Center                           Changes and upkeep with the Health Clinic,
                     Student   Vice President                                     Health Clinic                                                         2003-Present   Paper   ADM9910    3 years
                                                Affairs Ofc   Room 223                                    including contract. Cabinet #1, drawer #2.
                28

				
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