Designated Information Authorities of Cal Poly Records
Purpose
This designation is for use in authorizing requests for access to or use of information and as a reference for record retention and disposition schedules. For specific responsibilities of Information Authorities and Information Custodian/Stewards, refer to Information Classification and Handling Standard and Record Retention and Disposition Standard.
| Information and Records | CSU or Cal Poly Retention and Disposition Schedule | Information Authority |
|---|---|---|
| Academic Personnel | Academic Personnel Schedule | Associate Vice President, Academic Personnel |
| Admissions | Vice President, Enrollment Management and Strategic Initiatives | |
|
Associated Students, Inc. - ASI Human Resources |
Executive Director, Associated Students, Inc. | |
| Continuing Education | Dean, Continuing Education | |
| Cal Poly Corporation - CPC Human Resources | Associate Vice President, Commercial Services, and Executive Director, Cal Poly Corporation | |
| Curriculum and Accreditation Materials: Catalogs, Class Schedules, Course Programs, Policy Memos affecting Program Changes, Program Evaluation, Academic Calendar Grade Rosters and Books, Master Plan |
Curriculum and Accreditation Schedule | Vice Provost for Programs and Planning |
| State Employee / Human Resources Personnel files, Pay Related Records | Personnel/Payroll Schedule | Director, Human Resources |
| Environmental Health and Safety | Environmental Health & Safety Schedule | Executive Director, Facility Services |
| Facilities Information, Energy, Utilities, Vehicle Records, Fed Disaster Assistance | Capital Planning, Construction and Facilities Management Schedule | Executive Director, Facility Services |
| Facilities Capital Planning, Construction and Facilities Management: Architecture and Engineering, Construction Management, Land Use Planning, Environmental Planning | Capital Planning, Construction and Facilities Management Schedule | Executive Director, Facility Planning and Capital Projects |
| Financial System Information |
|
Director, Budget and Analytic Business Services |
| Financial Aid | Vice President, Enrollment Management and Strategic Initiatives | |
| Fiscal Services | Fiscal Schedule (in progress) | Director, Fiscal Services |
| Health Services | Director, Health and Counseling Services | |
| Housing and Residential Life - Residence Halls | Associate Vice President and Executive Director, University Housing | |
| Information Stored in Department Offices and Employee Offices | Vice President, Dean, Associate Dean, Director, Manager, etc. | |
| Information Technology Services Records: Affiliated Persons, Information Technology Abuse Information, PolyCard (ISO #, Barcode #), Campus Credentials (Username, Password), University Domain Names, E-mail Delivery Address, etc. |
Cal Poly - ITS | Vice Provost, Information Technology Services and Chief Information Officer |
| Institutional Records: Campus Policies, Presidential Executive Orders, Administrative Program Review, Presidential Records, Executive Business Calendars, Correspondence, Communication Records, etc. |
Institutional Records Schedule | Chief of Staff to the President |
| Public Records Act Requests, Trade Marks and Logos | Institutional Records Schedule | Assistant Vice President, Administration and Finance
|
| Committee Agendas & Minutes, Academic Senate Agendas & Minutes | Institutional Records Schedule | CPC Legal Counsel |
| Litigation Files | Institutional Records Schedule | Department Heads |
| Media/Public Relations Records | Institutional Records Schedule | Assoc Vice President, Strategic Communications, University Advancement |
| Art Inventory Records | Institutional Records Schedule | ASI-CPC-University Advancement |
| Child Development Office Files | Institutional Records Schedule | ASI or CLA |
| Law Enforcement / University Police: Information, Daily Activity Records, Sealed Records, Arrest Reports, Crime/Case/Supplemental Incident Reports & Records, Metrics, Reports, Summaries, Office and Maintenance Records, Personnel Records. |
University Police Schedule | Chief of Police |
| Library Information | Dean, Library Services | |
| Payroll Information | Personnel/ Payroll Schedule |
Director, Fiscal Services |
| Contracting Information | Director, Contracts, Procurement and Risk Management | |
| Research and Sponsored Programs: Administrative and Financial Grant & Award Records, Conflict of Interest Records, IRB Records, IACUC Records, Misconduct Records, Research Data |
Research and Sponsored Programs Schedule | Dean, Research and Graduate Programs |
| Student Financial Information | Director, Fiscal Services | |
| Student Information / Records, Admissions and Academic Records, Financial Aid Records, International Student Education, Student Athlete Records, Student Conduct Records, Student Health Records, Veteran Records | Student Records Schedule | Registrar |
| Solicitation Campaigns Using Commercial Fundraisers; Date and Amount of each cash contribution; Date, Amount, Name and Address of each non-cash contributor; Name and Address of each employee or agent involved; Documentation of all revenue received and all expenses incurred; The account number, name and location of bank or financial institution in which accounts were maintained; Namings of Colleges, Schools and other Academic Entities and documents supporting approval by the Board of Trustees; Namings of Facilities and Properties and documents supporting approval by the Board of Trustees; Donor Profiles; Substantive Contact Reports; Alumni Database; Affinity Solicitation Opt-Out; FERPA Opt-Out; Policies and Procedures; Charitable contributions. | University Advancement Schedule | Associate Vice President for University Advancement Operations and Finance |
