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 senolan@buffalo.edu 645-2266 3 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 kstuber@buffalo.edu 881-7492 4 Arts Program records Includes theatre/film, dance, poetry, music, and visual arts program records. Center for the Arts Thomas Burrows tburrows@acsu.buffalo.edu 645-6259 5 Athletics Associate AD for Operations Larissa Kowalczyk lgarcia@buffalo.edu 645-6811 Page 1
6 Budget Preparation Campus unit budget requests and compact agreements between the units and the University. Academic Planning & Budget Laura Barnum lbarnum@buffalo.edu 645-6004 State budget data (Form 1), all budget requests and revisions, and RF indirect cost campus appropriation. Financial Services Michelle McCartney mam10@buffalo.edu 645-2643 7 Campus Dining and Shops All documents pertinent to the administration of Campus Dining and Shops. 8 Employee Relations 9 Campus Dining & Shops Jeff Brady jbrady2@buffalo.edu 645-2521 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 blhill@buffalo.edu 645-7777 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 fenush@buffalo.edu 645-4504 10 Executive Records Presidents office files, executive office files, inaugural and anniversary records. President's Office Stacie Hashem slhashem@buffalo.edu 645-4666 Page 2
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 jlf@buffalo.edu 645-2145 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 lmaholic@buffalo.edu 645-2626 Procurement Card Procurement Services Angie Rzeszut rzeszut@buffalo.edu 645-4533 Purchasing/Claims and Payments Procurement Services Beth Fenush fenush@buffalo.edu 645-4504 Purchase Orders, Contract Information, Bid files Procurement Services Sandy McMullen mcmullen@buffalo.edu 645-4554 Revenue and Collections Financial Services Carrie Hutchins chutchin@buffalo.edu 645-2640 Research Foundation Records Sponsored Programs Services Grants Administrator http://www.research.buffalo. edu/contact.cfm 645-2634 Travel Travel Services Heidi Retzer hretzer@buffalo.edu 645-4532 Page 3
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 woffhaus@buffalo.edu 645-1363 14 Health Information Records subject to HIPAA retention requirements. Health Sciences Brian Murphy bwmurphy@buffalo.edu 829-3172 15 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 jtraab@buffalo.edu 829-3707 ext.18 16 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 Lesniak@buffalo.edu 645-6158 Policy & Internal Control Donna Scuto scuto@buffalo.edu 645-6061 18 Library Operations Documents pertaining to libraries operations. University Libraries John Edens edens@acsu.buffalo.edu 645-2510 Page 4
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 rmp@buffalo.edu 829-3528 20 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 dtvivian@buffalo.edu 645-4550 21 Museums and Art Galleries Campus exhibit files, campus collections records, campus arts program records. Center for the Arts Sandy Olsen sholsen@acsu.buffalo.edu 645-0568 22 Records Management Activities to improve records management (i.e. policy, dissemination of information, etc) Associate VP and Controller Donna Scuto scuto@buffalo.edu 645-2505 23 Research Administration All Documents related to research activities such as proposals, award notices, financial and scientific reports, expenditure materials. Sponsored Projects Services Grants Administrator http://www.research.buffalo. edu/contact.cfm 645-2634 24 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 blhill@buffalo.edu 645-7777 Page 5
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 blhill@buffalo.edu 645-7777 26 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 brennanj@buffalo.edu 645-4094 Administer Freedom of Information and Personal Privacy Protection Laws (Sections 84-99, Public Officers Law). Human Resources Jim Jarvis jljarvis@buffalo.edu 645-4468 27 Publication, Printing, and Copying Services Documentation for centralized agency publication services for large volume publications. University Communications Joe Brennan brennanj@buffalo.edu 645-4094 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 rmp@buffalo.edu 829-3528 28 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 gws3@buffalo.edu 645-2230 Parking Violation records, vehicle registration and hang tag records. Parking & Transportation Services Maria Wallace mwallace@buffalo.edu 645-7329 Page 6
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 walkersj@buffalo.edu 645-5671 30 Student and Staff Housing Resident occupancy records and room damage records. Residence Halls & Apartments Andrea Costantino costanti@buffalo.edu 645-2055 31 Student Counseling and Career Services Student counseling records, student appointment records, compilation reports of students served. Counseling Center Arlene Kaukus arleneka@buffalo.edu 645-4622 Career placement records. Career Services Office Sharon Mitchell smitch@buffalo.edu 645-2720 32 Student Financial Aid Federal and state financial aid documents, records and reports, bankruptcy records Financial Aid Jennifer Pollard pollardj@buffalo.edu 645-5758 33 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 kcs23@buffalo.edu 645-5725 Student Discipline Student Judicial Affairs Liz Lidano lidano@buffalo.edu 645-6154 Student Disability Records Disability Services Randy Borst reborst@buffalo.edu 645-2608 Discrimination Complaints EDAAA Sharon Nolan-Weiss senolan@buffalo.edu 645-2266 Page 7
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 lesniak@buffalo.edu 645-6158 35 Training Training courses and training history Human Resources Bertha Hill blhill@buffalo.edu 645-7777 36 Study Abroad transcripts Office of the Provost/ Office of the Vice Provost for International Education Patricia Shyhalla pats@buffalo.edu 645-2368 37 University Audit Internal Audits, Federal Audits, State Audits, non government audits, internal audit files Internal Audit Donna Scuto scuto@buffalo.edu 645-2505 38 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 pats@buffalo.edu 645-2368 Page 8