Rollins School of Public Health

Maintainer's Website: http://www.sph.emory.edu/

Academic Record: School

This series documents the monitoring of enrolled students status, history, and grades within the academic department or school. This series may include, but is not limited to: advising records; grade reports, disputes, and change records; records documenting participation in special academic programs; requests to change major or minor; application and placement in joint degree programs; request for, and approval of, independent study and study abroad courses; transfer credit evaluations; requests to change colleges; academic action authorizations for dismissal or suspension; and graduation checklist.

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.

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.

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.

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.

Consent Forms: Minors

This series documents permission granted by a parent or guardian for a minor to participate in a research program. This series may include, but is not limited to: consent form and correspondence.

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.

Course and Faculty Evaluation Files

Records that documents written and statistical evaluation of faculty and courses by students.

Course Lab Manuals and Syllabus

Records that document the internal publication of an instructional lab manual and syllabus for teaching of a course. File may include mock-ups, and other related records.

Course Records

Records that document course offerings and individual course contents. File may include syllabi, course descriptions, course outlines, course summaries, course requests and proposals, curriculum approval lists, lists of classes by term, bibliographies, reading lists, course announcements, handout materials, correspondence, and other related records.

Course Schedule Maintanence Records

Records that document requests for changes to be made to the university catalog and schedule of classes. The information may include: course numbers, course titles, locations, course descriptions, credit hours, and other related records.

Drug Inventory: Controlled Substances

This series documents the order, procurement, use, inventory, and disposition of controlled substances for use in research and teaching. This series may include, but is not limited to: order logs, receipts, use logs, and disposition instructions.

Drug Inventory: Dangerous Drugs

This series documents the order, procurement, use, inventory, and disposition of dangerous drugs for use in research and teaching. This series may include, but is not limited to: order logs, receipts, use logs, and disposition instructions.

Faculty Activity Reports

Records that document a faculty member accomplishments for a year. Report may contain courses taught, articles written, extra curricular activities, projects, and other related information. Report should be filed in faculty personnel file.

Faculty and Student Handbooks

Records that document the requirements, policies and offerings of specific instructional units for use by current or potential faculty or students. File may include policies on: fields of study, faculty, academic requirements, the evaluation process, and the research process

Faculty Annual Review

Records that document a faculty member's work performance. File may include correspondence, letters of commendation, written reports, and other related records. 

Faculty Exchange and Visiting Scholars Records

Records that document a program which allows one or more faculty exchange and or visiting scholars to assume residence on campus for an academic year or a shorter duration. File may include advertisements, applicant data, arrangements and schedules, publicity and news clippings, presentation audio recordings, correspondence, and other related records.

Faculty Summaries Backup files

Records that document changes made to the Faculty Time Report Summary. File may include correspondence, journal entries, accounting reports, and other related records.

Fellowship Award Records

This series documents the administration of student fellowships. This series may include, but is not limited to: agreements/contracts with departments, postings/notices, applications, and student resumes.

Honor Code Violations

This series documents the investigation and outcome of alleged violations of undergraduate and graduate honor codes. This series may include, but is not limited to: incident reports, notification of allegation, hearing notes, decision statements, appeals documentation, and final report.

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.

New Degree Program and Course Proposal Records

Records that documents the curriculum committee decision on development of new departmental and interdepartmental degree programs; courses and related curricula that are currently under consideration for adoption; requests to drop courses from the curriculum and/or to change the names of courses, the number of credits, or the prerequisite courses. File may include minutes, proposals, correspondence, and other related records.

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.

Personnel Records: Faculty

This series documents the employment history of faculty. This series may include, but is not limited to: employment applications which may include skill code sheets; resumes/curriculum vitea; agreement or request for position change, merit increase requests and notices, reasonable accommodation request records; request for re-employment (letter of hire), resignation and termination letters; commendations; recommendations; reprimands and disciplinary action records; work plans; personnel actions; performance evaluations; pay/budget action records; designation of beneficiary records; awards; licenses and certifications; and college credit information.

Personnel Records: Students

This series documents the employment of undergraduate and graduate students. This series may include, but is not limited to: resumes, interview questionnaires and notes, performance evaluations, and reasonable accommodation request 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.

Program Development and Review Records

Records that document the planning and discussions relating to the implementation of new undergraduate and advanced degree programs and any major reorganization or changes to established programs; courses and related curricula that are currently under consideration for adoption; requests to drop courses from the curriculum and/or to change the names of courses, the number of credits, or the prerequisite courses. File may include final reports; working papers; letters of support; review agendas; faculty status reports; reviews of individual degree programs by campus and off-campus sources; correspondence; curriculum committee meeting minutes; curriculum proposals; correspondence; and other related records.

Promotion, Tenure, and Salary Increase Records

Records that document the periodic consideration of faculty who are eligible for changes in rank, tenure status, and/or pay. Records may include promotion and tenure dossiers compiled and presented by the faculty member as per instructions from Provost Office as well as other materials which are compiled and maintained for inclusion, analysis, and summarization into the dossier folders. The dossiers may include candidate dossier cover checklist; prior service agreement; Confidential Waiver for letters of evaluation; current position description; letters of evaluation; current curriculum vitae or resume; activity summary and evaluations of teaching, curriculum development and advising from students, participants/clients, and peers; candidate acknowledgment of dossier review; student evaluations of faculty summary reports; committee signature sheets; committee findings; recommendations of administrative superiors; correspondence; and other related records.

Prospective Student Files

This series documents contact with prospective students. This series may include, but is not limited to: prospects lists, interview and conversation notes;, photographs, personal information forms and resumes, test scores, and academic transcripts.

Recruitment Records

Records that document visits to other institutions. File may include contact lists, correspondence, trip planning files, histories of past trips, and other related records.

Research Data: Animals

This series documents care and use of animals for research purposes. This series may include, but is not limited to: notes on animal behavior, physical examinations, observed abnormalities, diagnostic test results, research interventions, treatments prescribed and administered, surgical procedures performed, and necropsy.

Research Data: Animals - Biosafety Level 3

This series documents the use and disposal of animals normally categorized as, but not limited to, cattle, swine, sheep, goats, horses, and poultry (not including mice and rats), used in Biosafety Levels 3 research.

Research Data: Humans

This series documents clinical and behavorial research activities involving human subjects. This series may include, but is not limited to: consent forms, detail of tests, test results, evaluations, notebooks, binders, and journal record.

Research Records: Behavorial

This series documents research involving human subjects which generates data by means of questionnaires, observation, studies of existing records, or experimental designs involving exposure to some type of stimulus or intervention. This series may include, but is not limited to: study design, protocol, purpose, and amendments; patient selection criteria; patient care data; adverse event reports; and case report.

Research Records: Clinical Trials

This series documents interventional and and observational clincal research conducted at Emory. This series may include, but is not limited to: study design, protocol, purpose, and amendments; patient selection criteria; clinical procedures; patient care data; adverse event reports; history records; and case report.

Research Review Boards, Committees, and Councils

This series documents the activities of Emory committees, councils, and boards that review, approve, and monitor research, such as the Institutional Review Board (IRB), Institutional Animal Care and Use Committee (IACUC), and Institutional Biosafety Committee (RDNA and Synthetic Nucleic Acid Research). This series may include, but is not limited to: applications for research support, meeting agendas and minutes, funding summaries, award letters, signed consent records, sample questionnaires or surveys, copies of grant proposals, and final research reports.

Scholarship Reports

Records that document the recipients of scholarships at Emory. Records may include information regarding the names of recipients; when they received the scholarships; names of scholarships; dollar value of scholarships; years recipients entered and graduated; and other related records.

Student Work Product

This series documents the completion of required course work by students. This series may include, but is not limited to: examinations, quizzes, homework, term papers, and essays.

Study Abroad Records

Information collected to assist persons wishing to study aboard. File may include orientation material, Atlanta sites, publications, linkages to websites and other related information.

Theses and Dissertations

This series documents the completion of requirements for graduate degrees. This series may include, but is not limited to: theses, dissertations, and research data.