UB Record Coordinators

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1 1 Academic Affairs and Instruction Accreditation records, curriculum development records, academic program proposals, records of Institutional Review Boards, master plan documents. Instruction includes course listings, instructor lesson plans, instructor s grade records, class schedules, exam test papers, evaluations of course instructors. Vice Provosts for Undergraduate Graduate Education, Education, Graduate Undergraduate Education, International Education, and Education International Education 2 Affirmative Action Includes all materials related to University compliance with federal and state equal opportunity and non-discrimination laws, including: Annual Affirmative Action Plans for the University at Buffalo and the Research Foundation at the University at Buffalo; workforce demographic reports, analyses, and other documents related to university compliance obligations; records related to investigation of internal complaints of discrimination and harassment, as well as records and materials developed in response to external agency or court cases related to discrimination and harassment. EDAAA Sharon Nolan-Weiss Alumni and Development Alumni biographic data, donor information records, records of gifts and bequests, alumni association and foundation files. Vice President - Development and Alumni Relations Kathy Stuber Arts Program records Includes theatre/film, dance, poetry, music, and visual arts program records. Center for the Arts Thomas Burrows Athletics Associate AD for Operations Larissa Kowalczyk Page 1

2 6 Budget Preparation Campus unit budget requests and compact agreements between the units and the University. Academic Planning & Budget Laura Barnum State budget data (Form 1), all budget requests and revisions, and RF indirect cost campus appropriation. Financial Services Michelle McCartney Campus Dining and Shops All documents pertinent to the administration of Campus Dining and Shops. 8 Employee Relations 9 Campus Dining & Shops Jeff Brady Documentation of programs and activities that establish and implement the terms and conditions of executive branch employment subject to the Public Employees' Fair Employment Act, Article 14 of the Civil Service Law (Taylor Law), through other laws and regulations, or collective negotiations and related activities. Human Resources Bertha Hill Equipment, Supplies Inventories, and Motor Vehicle Management Documentation pertaining to the purchase, location, maintenance, and disposal of equipment, supplies, and motor vehicle use, excluding real property or capital assets. Procurement Services Beth Fenush Executive Records Presidents office files, executive office files, inaugural and anniversary records. President's Office Stacie Hashem Page 2

3 11 Facilities Management Documents pertaining to the operation and maintenance of buildings or other facilities, including residential facilities, owned or leased by New York State. Facilities management includes fixed (capital) assets management, building and grounds maintenance, space planning and allocation, and parking assignment and control. Facilities JoAnne Fletcher Records Not Covered: Records created by the Office of General Services (OGS) that document its facility management or records created by the Office of the State Comptroller (OSC) in the performance of audits related to fixed assets management. Records that document the construction and major rehabilitation of buildings and other structures are also not covered by this schedule and must be scheduled separately. 12 Fiscal Operations and Procurement Documents pertaining to activities undertaken to manage, account for, collect, and expend funds. Records for this section are subdivided into five functional areas as follows: Fiscal Administration, Purchasing/Claims and Payments, Revenue and Collections, Accounting Reports, Bank Transactions. s are considered the Office of Record for any original documents that are maintained in their files i.e. procurement card receipts, receivers, invoices. Bank Transactions Financial Services Lance Mahalic Procurement Card Procurement Services Angie Rzeszut Purchasing/Claims and Payments Procurement Services Beth Fenush Purchase Orders, Contract Information, Bid files Procurement Services Sandy McMullen Revenue and Collections Financial Services Carrie Hutchins Research Foundation Records Sponsored Programs Services Grants Administrator edu/contact.cfm Travel Travel Services Heidi Retzer Page 3

4 13 General Administration & Archives Minutes and agendas of governing bodies, major administrative studies, major administrative operating plans, records of historical or research significance, and presidential records. University Libraries William Offhaus Health Information Records subject to HIPAA retention requirements. Health Sciences Brian Murphy Health Safety and Security Documents that pertain to health, safety, and security programs including monitoring compliance with health and safety standards, regulating and monitoring the environment in University facilities, managing the storage and use of toxic and harmful substances, ensuring facility security, fire prevention and response, and planning disaster preparedness and response. EH&S Joe Raab ext Information Technology Records for which IT units are responsible, including administrative records and those used to process data and monitor and control operations. This section does not cover records created to support specific operations in program units outside of the IT organization. 17 Internal Controls Includes internal control: policies, vulnerability assessments, work papers and reports, and corrective action files. Chief Information Officer - CIO Rick Lesniak Policy & Internal Control Donna Scuto Library Operations Documents pertaining to libraries operations. University Libraries John Edens Page 4

5 19 Mail and Messenger Services Documents pertaining to the use of interagency mail, private vendors, or the U. S. Postal Service for mail, message, and parcel pickup and delivery. Campus Services Ron Phillips Minority and Women Owned Business Enterprises [MWBE] Documents pertaining to the promotion of minority and women-owned businesses in University economic activities, especially procurement. Procurement Services Dan Vivian Museums and Art Galleries Campus exhibit files, campus collections records, campus arts program records. Center for the Arts Sandy Olsen Records Management Activities to improve records management (i.e. policy, dissemination of information, etc) Associate VP and Controller Donna Scuto Research Administration All Documents related to research activities such as proposals, award notices, financial and scientific reports, expenditure materials. Sponsored Projects Services Grants Administrator edu/contact.cfm Payroll All activities associated with preparation, issuance, and accounting for UB employee compensation. These records include various payroll reports, withholding allowance forms, and other payroll deduction and deposit records. Human Resources Bertha Hill Page 5

6 25 Personnel Documents pertaining to the recruitment and appointment of agency staff, monitoring and development of the agency work force, development and implementation of agency personnel policies and procedures, and administration of employee benefits programs. Human Resources Bertha Hill Public Information Requests Agencies administer functions to provide information on agency programs and services, respond to inquiries from the public, disseminate information through publications and through the news media. University Communications Joe Brennan Administer Freedom of Information and Personal Privacy Protection Laws (Sections 84-99, Public Officers Law). Human Resources Jim Jarvis Publication, Printing, and Copying Services Documentation for centralized agency publication services for large volume publications. University Communications Joe Brennan Documentation pertaining to centralized agency services for printing, photo duplication, and other forms of document reproduction for large volume runs of documents. Print Services Ron Phillips Public Safety and Security Records Various records relating to campus police or public safety, training, arrest records, security equipment files, operations logs, incident reports, and firearms purchase and issuance records. University Police Jerry Schoenle Parking Violation records, vehicle registration and hang tag records. Parking & Transportation Services Maria Wallace Page 6

7 29 Student Accounts Student account receivable and disbursement records, admission deposit records, account correspondence folders, credit card records, and listing of registered students. SARFS Shirley Walker Student and Staff Housing Resident occupancy records and room damage records. Residence Halls & Apartments Andrea Costantino Student Counseling and Career Services Student counseling records, student appointment records, compilation reports of students served. Counseling Center Arlene Kaukus Career placement records. Career Services Office Sharon Mitchell Student Financial Aid Federal and state financial aid documents, records and reports, bankruptcy records Financial Aid Jennifer Pollard Student Records Records relating to: student admissions, academic records, student information system, student advising, residency information, scholarships, student discipline, ADA complaints, disabled students, and international student records. Also P&G notices, special action files, Student Code of Conduct Affirmation, deans certifications that relate to discipline and select background checks. Office of Registrar Kara Saunders Student Discipline Student Judicial Affairs Liz Lidano Student Disability Records Disability Services Randy Borst Discrimination Complaints EDAAA Sharon Nolan-Weiss Page 7

8 34 Telecommunications Management Documents pertaining to the planning, procurement of services, implementation, operation, and maintenance of telephone and other telecommunications facilities for voice and fax communications and audio and video teleconferencing. Telecommunications networks operated to support data communications are covered in the Information Technology section of this schedule. Chief Information Officer - CIO Rick Lesniak Training Training courses and training history Human Resources Bertha Hill Study Abroad transcripts Office of the Provost/ Office of the Vice Provost for International Education Patricia Shyhalla University Audit Internal Audits, Federal Audits, State Audits, non government audits, internal audit files Internal Audit Donna Scuto Visa and Foreign Nationals Petitions for immigrant and non-immigrant employment visas, including of Labor certifications, applications for adjustment of status and related matters (advance parole and employment authorization documents), F-1 International student and J-1 Exchange Visitor SEVIS records; petitions for immigrant and nonimmigrant employment visas, including of Labor certifications, applications for adjustment of status, and related matters. Office of the Provost/ Office of the Vice Provost for International Education Patricia Shyhalla Page 8

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