FOIA: TYPES OF CAMPUS DOCUMENTS

This list of types or categories of records held at the University of Illinois is intended to aid those seeking to obtain access to public records under the Illinois Freedom of Information Act. It covers documentation in published, unpublished, machine-readable, and audiovisual forms.  

The list is generic in nature, describing administrative and routine housekeeping files likely to be found in most university offices. Special or unique files documenting functions specific to a given office may be found by consulting the appropriate office.

Because of variations in record-keeping practices, it is unlikely that all offices will organize their files as outlined on this list or that any one office will have every item listed. Some types of information may be available in more than one office. Because records-retention practices provide for periodic destruction or archival transfer of information, a listed record may not be in a given office at a particular time.

Where to look for information

Staff telephone directories

Particularly helpful is the online Illinois Directory and its listings of campus services and units. The printed Student/Staff Directory contains outlines showing university and campus organization.

The University Archives

The University of Illinois Archives includes more than 23,000 cubic feet of records, publications, and faculty/alumni papers relating to the University and the Urbana-Champaign campus.

Public Records Officers

• Urbana-Champaign

  Robin Kaler
  Associate Chancellor for Public Affairs
  507 E. Green Street, Suite 313
  Champaign, IL 61820
  (217) 333-5010

• Central administration

  Thomas Hardy
  Executive Director for University Relations
  414 Administrative Office Building
  1737 W. Polk
  Chicago, IL 60607
  (312) 996-3771

• Chicago

  Mark Rosati
  Associate Chancellor for Public Affairs
  University Hall
  601 S. Morgan
  Chicago, IL 60607
  (312) 996-5546

• Springfield

  Derek Schnapp
  Associate Chancellor for Public Relations
  574 Public Affairs Center
  PO Box 19243
  Springfield, IL 62794
  (217) 206-7823

Types of records

Under provisions of the Illinois Freedom of Information Act, some of the records described in this list, or certain portions of them, may be exempt from inspection and copying. Under the Family Educational Rights and Privacy Act (FERPA) the university is prohibited from releasing some records. Some public records are published and may be available for purchase, or may be available under library lending procedures.

If asked, the University of Illinois must provide "a description of the manner" in which electronic data "may be obtained" in a form useful to those lacking computer knowledge (printout, etc.).

1. Administrative subject files

These include correspondence, reports, memoranda, and publications concerning administration of the unit and its relations with other units and with external agencies.

In academic units these files can also concern curriculum, academic policy, departmental, college, and university committees, graduate and undergraduate programs, honors, lectures, departmental history, and governance. In administrative, service, and research offices these files can also concern the policies and procedures relating to the office's mission and programs.

2. Case files

These include correspondence, forms, and reports (generally arranged alphabetically by name) documenting such matters as accident compensation, counseling records, donor files, legal action, medical records, patents and copyrights, police records, student discipline, student financial aid, and student job placement.

3. Budget files

These include correspondence, memoranda, internal budget-statement printouts, and working papers showing proposed expenditures for salaries, equipment, supplies, and other purposes.

4. Financial records

These include monthly statements of account, requisitions, purchase orders, vouchers, and related correspondence documenting receipts and disbursements for activities supported by university, foundation, state, and federal funds.

5. Property files

These include deeds, leases, and documentation concerning the acquisition, maintenance, and sale of real property.

6. Building files

These include plans and drawings, specifications, operations and maintenance records.

7. Property control and supply records

These include movable-equipment inventories and records of the acquisition, inventory, and distribution of consumable supplies.

8. Academic statistical report files

These include statistical reports on academic staff teaching, research and service time, classroom space, and course enrollments.

9. Course and curriculum files

These include class and grade rosters, course catalogs, outlines, syllabi, reading lists, textbook order forms, records concerning degree requirements, and timetable files concerning course and section scheduling and enrollment limits.

10. Non-academic personnel files

These include employment applications, test scores, applicant referrals, appointment and change-of-status forms, performance evaluation reports, correspondence, and records of leaves and grievances.

11. Salary records

These include salary information and payroll accounting documents for all personnel, and time reports for civil service and student hourly staff.

12. Academic staff applicant files

These include job announcements, letters of application, vitae, candidates' publications and supporting documents, letters of recommendation, correspondence and notes, and affirmative action forms. Documentation for applicants who are hired is normally transferred to the Academic Personnel File.

13. Academic personnel files

These include employment applications, appointment and change-of-status forms, letters of recommendation, performance-evaluation reports, correspondence, and records of grievances, sabbaticals, and other leaves.

14. Promotion and tenure files

These include documents used in reviewing faculty for promotion and/or tenure, including vitae, lists of publications and professional activities, course-evaluation reports, letters of evaluation, reports of review committees and administrators, recommendations for action, summary of action, and related correspondence.

15. Undergraduate student files

These include ACT and/or SAT scores, notices of admission, semester grade reports, college-curriculum change cards, pass/fail option cards, transcripts, departmental forms recording academic progress, and correspondence regarding transfers, petitions, and students' work. Similar preenrollment documentation is held for students who withdrew and for individuals whose applications were incomplete or denied.

16. Graduate student files

These include applications, transcripts, letters of recommendation, GRE and other test scores, permits to enter, notification of appointment and change-of-status forms for fellowships and assistantships, grade reports, evaluations, preliminary examinations, Ph.D. candidacy papers, dissertation proposals, departmental forms recording academic progress, and related correspondence. Similar preenrollment documentation is held for students who withdrew and for individuals whose applications were incomplete or denied.

17. Board, committee, and task force records

These include minutes, agenda, completed reports, working documents, and correspondence.

18. Contract files

These include contracts and agreements, financial records, correspondence, interim progress, and final reports.

19. Research and project files

These include research and project proposals, funding applications, financial and budget records, research data, reports, and correspondence.

20. Conference, symposium, institute, and seminar files

These include announcements, programs, registrant lists, papers, syllabi, photographs, correspondence, and financial records.

21. Entertainment and events files

These include announcements, correspondence, contracts, programs, and financial records for athletic, cultural, and other events.

22. Field-workers' files

These include reports and supporting documentation from county extension agents and field persons on work activities, site visits, and observations.

23. Library and information center records

These include files documenting the acquisition, cataloging, and use of published information, surveys, and statistical data.

24. Public-relations files

These include brochures, news releases, photographs, signs and posters, supporting documentation, news clippings, and mailing lists.

25. Publications files

These include editors' files, proposals, manuscripts, reader and reviewer comments, page and galley proofs, production, publication, and sales information, subscription and mailing records, copyright documentation, samples of completed publications, and correspondence.

 

Please contact us if you have any questions.