Administration

Accreditation Records

Records that documents the accreditation process for the university by the Southern Association of Colleges and Schools (SACS). These records document materials compiled for inclusion in a packet report sent to SACS and provided to the on-site evaluators. Records may include self-evaluation reports; final reports sent to accreditation organization; statistical data; working papers; SACS evaluation report; correspondence; and other related records.

Administrative Files

Records accumulated by individual offices that relate to the internal administration or housekeeping activities of the office rather than the functions for which the office exists. In general, these records relate to the office organization, staffing, procedures, and communications, including fax, the expenditure of funds, including budget records, day-to-day administration of office personnel including training and travel, supplies and office services and equipment requests and receipts, and the use of office space and utilities. They may also include copies of internal activity and reports (including work progress, statistical, and narrative reports prepared in the office and forwarded to higher levels) and other records that do not serve as unique documentation of the programs of the office. This schedule is not applicable to the official record copies of organizational charts, functional statements, and related records that document the essential organization, staffing, and procedures of the office, which must be scheduled separately.

Advisory Board Records

Records that documents the activities of boards, which may have as their charge highly specific or broad areas of concern and include members from outside of Emory. File may include minutes, agendas, reports, working papers, correspondence, and other related records.

Affirmative Action Compliance Records

Records that documents Affirmative Action's development, efforts, and accomplishments in complying with the federally mandated statewide plan for implementing equal employment opportunities for individuals within groups which have been deemed as suffering from employment discrimination. File may include plans and policy statements; reports; mission and goals; compliance data; guidelines; complaints; correspondence; and other related records.

Annual Reports

Records that document a unit's summary of activities for the year.

Articles, Addresses, Speeches, and Statements

Records that document an article(s) or speech(es) prepared for publication or presentation by an employee acting in his or her official capacity. File may include final copies, audio or video recordings of presentation, source materials, working papers, and other related records.

Articles of Incorporation

Records that document the filing of documents with a government agency for the purpose of incorporation of a business. File may include correspondence, certificate, government documents, and other related records.

Association and Organization Advisory Records

Records that documents the relationship and participation of university units in professional and educational associations and other organizations. The unit's role may be one of membership on the advisory or administrative board, participation in a task force or subcommittee, or one of membership in consortia. File may include promotional information, rules and regulations, reports, proposals and planning records, workshop and conference records, surveys and questionnaires, minutes, correspondence, and other related records. This series does not include individual membership records.

Attorney Opinions

Records that document responses of the Office of the General and outside counsel to legal questions posed by units which may have an impact on Emory's operations and policy.

Author's and Artist's Contracts and Agreements Records

Records that document the duly executed and binding contractual agreements between Emory, authors and artists concerning subjects such as royalties, pricing agreements, and copyright. Information in individual contracts or agreements may include terms and conditions, provisions, amendments, authorizing signatures, and other related records.

Award Records

Records that documents the process of selecting faculty, staff, students and alumni to receive awards, fellowships, and scholarships based on merit or achievement. File may include applications; nomination letters; eligibility terms and selection criteria; recommendations; transcripts; letters of award notification or denial; letters accepting or declining awards; summary lists of winners; biographies; demonstration of need documentation; press releases; award history and information on funding sources; correspondence; and other related records.

Board of Trustees Records

Records that document the coordination and interaction between Emory administrative units and the Board of Trustees. File may include minutes, agendas, notes, activity reports, proposals, newsletters, memos, correspondence, and other related records.

Calendars

Records that document the scheduling of activities, events, and meetings for Emory employees.

Certificates of Insurance

A certificate issued by an insurance company or its agent. It verifies that a certain insurance policy is in effect for stated amounts and coverages and names those insured. 

Classroom and Laboratory Utilization Reports

Records that document the utilization of classroom and laboratory space. Information may include class number, time of the class, number of students, and other related information.

Committee and Council Files

Records that document the activities of standing and ad hoc committees and councils made up of members from a variety of units. The committees are charged with formulating and recommending policies and procedures, establishing standards and requirements, performing an advisory function, or reviewing petitions, appeals, and deviations from policy. Types of committees include administrative committees (those appointed by an administrator) and faculty senate committees (those created by the faculty senate's executive committee). They may function as steering committees, activities committees, standards committees, planning committees, academic committees, awards committees, councils, etc. Committees may be chaired by the director of a specific division/department or rotate to different chairs on a regular basis. File may include agendas, meeting minutes, reports, notes, working papers, correspondence, and other related records.

Community Association Records

Records that document activities of associations within the Emory community. Associations may include but not limited to Clifton Corridor Transportation Management, Druid Hills, DeKalb County, Emory Village, and others. File may include background material, correspondence, reports, surveys, and other related records.

Community Volunteer Records

Records that document Emory involvement with Volunteer programs within the community. File may include correspondence, contact information, volunteer project and other related record.

Conference, Seminars, and Workshops

Records that document conferences, seminars, workshop or other events attended by an Emory employee(es). File may include correspondence, agenda, syllabus, publicity material, reports, continuing education units, registration, and other related records

Contracts and Agreements

Records that document contractual agreements between Emory and outside vendors for professional, specialized, educational, research, creative, or other services. The contracts may be for any length of time, for a one-time performance of services, or for services provided on a continuing basis. Records may include terms and provisions; addenda; selection and justification statements; authorized signature; contractor selection statements; certificates of compliance with tax laws; statements as to availability of local service; statements as to whether minority services available; contract change orders; bids and agreements; performance bonds; instructions to bidders; advertisements for bids; working papers; expense claim records; correspondence; and other related records.

Contracts Case Files

Records that document the negotiation, execution, completion, and termination of legal agreements between Emory and or Emory units. Contract issues may include entertainment, employment, clinical trials, professional services, software and technology, and other related contractual issues. File may include a copy of the official contract or agreement, amendments, bill of sale, and other related records.

Convocation Records

Records that document the planning of convocation activities. File may include correspondence, programs, speeches, and other related records.

Cooperation and Relations Records

Records that document the coordination and interaction between units for the cooperative administration of programs within Emory. Records are used for monitoring, planning, and coordinating research, instructional, or administrative programs of common concern. File may include copies of budget reports, activity reports, proposals, planning documents, agreements and memoranda of understanding, publicity and newspaper clippings, policy statements, working papers, correspondence, and other related records.

Cooperative Program Records

Records that document the university and healthcare participation in cooperative and shared educational or research programs. Such programs may share research facilities and resources or instructional programs such as programs permitting student matriculation at member institutions. File may include information on requirements and application procedures; applications and eligibility certificates; committee minutes; meeting agendas; working papers; memos of interpretation and understanding; fiscal records; correspondence; and other related records.

Corporate Case Records

Records that document the formation, governerance, and function of the University and Healthcare. File may include agreements, policies, minutes, corporate formation-resolution, and other related records.

Corporate Records

Records that document the formation, governance, and function of Emory. Records may include Articles of Incorporation, Bylaws, board minutes, licenses, certifications, registrations and permits, and other related records.

Correspondence - Administrative

Records that document communications received or sent which contain significant information about the unit. File may include official and reference copies of correspondence, memorandums, e-mail, fasicimiles, attachments and other related records.

Correspondence Files - Executive

Records that document significant events and development of administrative structure, policies, and procedures of the office. It may also record the historical development of the office. File may include letters sent and received; notes; directives; acknowledgments; and memoranda. Correspondence may be intra-office, within Emory University, and with non-Emory University organizations, agencies, and individuals.

Correspondence - Fiscal

Records that document communication to agencies, vendors, and the public pertaining to Emory fiscal policy, obligations, and revenue. 

Correspondence - General (Routine)

Records that document communications received or sent which do not contain significant information about the unit. Records may include letters sent and received; memoranda; notes; transmittals; acknowledgments; community affair notices; routine requests for information or publications; and other related records.

Correspondence - Transitory

Records that document communications received or sent which do not contain significant information about the unit. Records may include advertising circulars, drafts and worksheets, notes, memoranda, and other records of a preliminary or informational nature.

Daily Broadcast Logs

Records that document daily broadcast activities of the university radio station or television channel. Information may include: log sheets showing time signed on and off; any delays in broadcasting; engineer's name; announcer's name; and technical difficulties.

Data Input Records

Records that document data sheets used to create an electronic record. File may include service requests, such as work orders and mailing orders; surveys; instructor evaluations; tests; and other related records.

Directories

Records that document the listing of current employees, students, or faculty, and or phone offices, and service providers listings.

Disputes and Litigation Case Files

Records that document legal actions involing Emory. Records may include court documents, correspondence, and other related records.

Electronic Database - Administrative

Databases used for internal tracking, report preparation, or other administrative purposes. Information generated may include reports, statistical data, and other related records. Security measures must be in place to protect confidential information.

Electronic Database - Functional

Databases containing information that relates to primary function of the unit. Reports generated may include administrative, statistical, informational, and other related information. Security measures must be in place to protect confidential information.

Employment Case Files

Records that document employment issues involving Emory. Records may include agreements, policies, benefits, tenure, discipline, and other related records.

Financial Attestation Reports

No description.

Financial Disclosure Reports

Records that document the financial history of a perspective board, director and other prominent personnel. The disclosure reports are conducted to avoid any conflict of interest that one may have in serving Emory.

Food and Alcohol Inventory Records

Records that document the dollar value of food, alcohol, and other consumable stock at the end of each month for planning, ordering, and fiscal accounting purposes. File may include in-house computer generated food inventory reports; alcohol inventory reports; summary reports; correspondence; and other related records.

Food Ordering and Delivery Records

Records that document verification of vendor deliveries, transfers of food and supplies updated pricing information, and other vendor information. File may include photocopies of direct delivery vendor invoices, and other related records.

Garnishment Case Files

Records that document requests and court orders to withhold wages from employee earnings for garnishments, tax levies, support payments, or other reasons. Records may include original writs of garnishment; recapitulations of amounts withheld; and related records.

Grant Proposal Records

Records that document a proposal for internal or external grant monies. File may include correspondence, report, application and other related records.

Grant Records (Approved)

Records that document specific grants awarded to and/or administered by the Emory's units. File may include voucher reports, progress reports, application, regulations and guidelines, correspondence, budget records, audits and other related records.

Grant Records (Closed)

Records that document specific grants awarded to and/or administered by the Emory's units. File may include voucher reports, progress reports, application, regulations and guidelines, correspondence, budget records, audits, and other related records.

Grant Records (Pending)

Records that document a proposal for internal or external grant monies. The proposal has been submitted to the institution and the office/department is awaiting notification. File may include correspondence, report, application and other related records.

Grant Records (Rejected)

Records that document proposed grant applications that were not accepted. File may include application, reports, proposal, correspondence and other related records.

Grant Records (Transferred/Withdrawn)

Records that document the grant funding withdrawn due to a faculty accepting another position or monies declined.

Honorary Degree Records

Records that document the coordinating activities of persons receiving honorary degrees from Emory University. File may include vitae, correspondence, recommendations, citations, and other related records.

Inauguration Records

Records that document the planning of the inauguration of the President of Emory University. File may include minutes, agendas, contact list, invitations, speeches list, and other related records.

Institutional Effectiveness Reports

Reports developed to evaluate the services and programs provided by Emory. Information may include questionnaires, surveys, statistical computation, final evaluation and other related information.

Institutional Planning Records

Records that document unit's role in the development of short-term or long-term plans for Emory. File may include instructions from the president, provosts, and/or vice provosts explaining the nature and purpose of the requested strategic planning effort; internal planning committee materials; statements of objectives and goals as developed by college or unit chairs and administrators; proposals; strategic planning reports; surveys; activity reports; informational materials; working papers; correspondence; and other related records.

Joint Commission on Accreditation of Healthcare Organizations (JCAHO) Survey Results

No description.

Lecture and Lecture Series Records

Records that document the development and history of special lectures and continuing lectureships devoted to a variety of topics and disciplines sponsored by units. File may include lecture committee notes, correspondence, planning materials, financial support, announcements, and other related records.

Legislative Relations Records

Records that document Emory review and plan position on impacting legislative actions. File may include bill review and tracking records, bill tracking reports, notes, copies of pending or approved legislation, working papers, correspondence, and other related records.

Monthly Gifts and Grant Reports

Records that document monies received through a gift or grant. Information may include account #, total funds received, withdrawal activity, current funds, and other related information.

Non-Endowed Account Files

Records that document financial aid a student may apply for that is not administered through Emory. File may include financial statements, correspondence, trust files and other related records.

Operational Issues Case Files

Records that document the functions of Emory units. File may include reference, policies, procedures, correspondence, reports, and other related records.

Operational Manual

Records that document procedures pertaining to various jobs functions within an unit. Information may include job descriptions, policies, procedures, forms, and other related information.

Patent Care Standards

No description.

Patient Census

No description.

Patient Surveys

No description.

Permission to Publish

Records that document a request to use information and material for publication. File may correspondence, photographs, and other related records.

Permission to Publish

Records that document a request to use material for publication. File may correspondence, complete release and permission documentation, and other related records.

Photographs

Photographic documentation of Emory activities, events, students, faculty, and staff with significant relevance to either to Emory or individual unit's function and mission. It may be used for student recruitment and orientation, fund-raising, publicity, publications, research, or teaching. File may include fully identified or unidentified photographs imprints, negatives, and slide formats.

Policies and Procedures

Records that document internal development and guidelines for consistency and continuity in the operation of an unit. File may include mission and policy statements; planning documents outlining responsibilities and goals; organizational charts; publications preparation guidelines; emergency procedures; job descriptions; guides for office procedures which often include completed samples of all forms; handbooks; desk manuals; correspondence; and other related records.

Policy and Procedure Manuals

Records that document internal development and guidelines for consistency and continuity in the operation of the unit. File may include mission and policy statements; planning documents outlining responsibilities and goals; organizational charts; publications preparation guidelines; emergency procedures; job descriptions; guides for office procedures which often include completed samples of all forms; handbooks; desk manuals; correspondence; and other related records.

Policy Review Case Files

Records that document the review of University and Healthcare policies. File may include draft policies and procedures, reference, correspondence, and other related records.

Professional Relations Records

Records that documents the Emory interactions with local, state, national, and international government agencies, educational institutions, businesses and groups to gain their assistance with the development and coordination of research and instructional programs. File may include reports, copies of publications, minutes, background information, correspondence, and other related records.

Project Files

Records that document the planning, development, and implementation of a project within an unit. File may include correspondence, minutes, agendas, reports, proposals, expenditures, statistics, and other related records.

Proposal Records

Records that document a written report requesting a purchase or funding. File may include correspondence, report, financial statement and other related records.

Publication Rights Records

Records that document the legal transfer of copyright ownership. File may include certificate of copyright registration, reassignment of copyright to author or literary heir, permission to reprint requests, policy statements, correspondence, copyright deposit account statement and other related records.

Radio and Television License Records

Records that document licensing of university campus radio stations and television channels with the Federal Communications Commission. Records may include: FCC applications; licenses and contracts; and related correspondence. 

Real Estate Case Files

Records that document issues involving property owned by Emory. File may include real estate documents, construction plans, correspondence, and other related records.

Residency Matter Records

Records that document a resident in the Medical School, Residency Program that has brought concerns regarding the residency program or employment issues to the University's attention. File may include correspondence, complaint, and other related records.

Self-Study Records

Records that document an unit examination of its objectives, programs and services offered. File may include correspondence, reports, evaluations, questionnaires and other related records.

Shipping Lists and Packing Slips

Records that documents the receipt of equipment, supplies, other items and services from vendors. File may includes packing slips, shipping and container lists, bills of lading, and other related records.

Special Event Records

Records that document the efforts of an unit to provide informative sessions, short-courses, workshops, training programs, excursions, and celebratory events for members of the communities it serves. File may include materials on planning and arrangements, reports, promotional and publicity materials, press releases and news clippings, photographs, presentation materials and handouts, schedules of speakers and activities, registration and attendance lists, participant evaluations, correspondence, and other related records.

Staff Meeting Files

Records that document meetings of an unit to discuss policies and procedures, program development, planning, administrative and personnel management, assessments of future needs and other administrative issues. File may include meeting notes/minutes, reports, working papers, agendas, correspondence, and other related records.

Student Case Files

Records that document issues concerning students. File may include correspondence, policies, documentation of issue, and other related records.

Subject Files

Reference copies of records concerning subjects pertinent to or of interest to an individual or unit. File may include publications, reports, directives and guidelines, news articles and other related records.

Surveys, Questionnaires, and Reports

Records that document comments on services provided by an unit and is used for strategic planning. The surveys may include rating of services, type of services rendered, statistics about users, and other related information.

Tax Advice Case Files

Records that document issues relating to the tax code. File may include correspondence, reference, policies, and other related records.

Trademarks Licensing Records

This series documents the protection and control of Emory University's name, logos, symbols, and registered trademarks. This series may include, but is not limited to: approved licensees; annual gross dollar sales of Emory trademarked items; invoices showing royalties paid use of the trademarks; licensing agreements; and samples of requesting licensees' art work.

Vendor Files

Records that document vendor data, selection, and updating pertaining to an unit need for service. File may include invoice numbers, contact names and telephone numbers, reports listing purchases or backorder of purchases, correspondence, promotional and advertising materials, product specifications, and other related records.