4.5 Implementation Procedures for University Units: Campus-Wide Issues Committees

Definition

Records created by committees constituted to research and recommend policy on issues with campus-wide implications are official university records.

Statement

Records documenting the activities of campus-wide issues committees provide understanding of the procedures used in the development of policies adopted by the university community. It is the responsibility of such committees in cooperation with the Bentley Historical Library's University Archives and Records Program (UARP) to ensure that these records are maintained properly and that they are transferred to the archives for permanent retention.

Responsibility of the Committee Generating the Records

  1. It is the responsibility of the chair to document the work of campus-wide issues committees and to transfer that documentation to the archives at the completion of the committees' work.
  2. Chairs are encouraged to invite a member of the University Archives and Records Program staff to meet with the committees at an early stage to discuss the creation, maintenance, archival retention, and disposition of committee records.
  3. The following records should be transferred to the university archives:
    1. charge or statement of goals of the committee and committee roster;
    2. agendas and minutes of meetings;
    3. publicity, flyers, meeting announcements, new releases;
    4. substantive correspondence;
    5. transcripts or tapes of hearings;
    6. texts of recommended policies;
    7. reports, including final report.

UARP Records Policy and Procedures Manual - January 1993, 1st ed.,
September 2002, 2nd ed.