- Record Retention Schedule
-
- Accounting & Financial Records
- DeWeese Health Center Records
- Educational & Student Records
- General Administrative Records
- Human Resources Records
- Information Technology Records
- Legal Records
- Plant Operations, Maintenance, and Environmental Records
- Publicity & Marketing
- Security & Police Records
- Transportation & Parking Record
Pursuant to University Policy 3342-5-15, the Office of General Counsel has created this site to assist faculty, staff and university departments in managing university records for which they are responsible.
Overview of 5XÉçÇø Record Retention
As a public institution in the State of Ohio, 5XÉçÇø is required to comply with Ohio Public Records law, which requires the university to establish and administer a program to manage the creation, utilization, maintenance, retention, preservation, and disposition of our institution's records.
5XÉçÇø has adopted the Inter-University Council Record Retention Manual as its guideline for developing university policies and procedures concerning records retention.
For more information regarding record retention, contact the office of General Counsel at:
Email: legal@kent.edu
Phone: 330-672-2982
Fax: 330-672-7821
The acquires, preserves and provides access to primary sources and rare materials that support the teaching and research programs of 5XÉçÇø. The university archivist plays an important role in the university's records retention program.
specialcollections@kent.edu
Phone: 330-672-1639
Fax: 330-672-9318
What is a University Record?
The Ohio Revised Code Section 149.011(G) and University Policy 5-15.1(B)(1) describe a record as follows:
- any document, device, or item, regardless of physical form or characteristic;
- created or received by, or coming under the jurisdiction of, any public office of the state or its political subdivisions;
- which serves to document the organization, functions, policies, decisions, procedures, operations, or other activities of the office.
A non-record is any document, device, or item that does not meet the definition above. Non-records may be destroyed at any time. The following are unlikely to be considered records:
- personal correspondence
- non-university publications
- Listserv® materials
- junk mail/spam
- catalogs
- journals, books, other library materials
- faculty papers (Faculty papers are generally the property of the faculty member and not the university; as such, they are not university records. However, in some cases, the archivist may be interested in collecting faculty papers.)*
How Long Do I Have to Keep a University Record?
Non-records (defined above) may be destroyed at any time, without following the destruction process below.
Transient or transitory records have a very short-lived administrative, legal or fiscal value and should be disposed in an appropriate manner once that administrative, legal or fiscal use has expired (providing there is no legal hold), and may be disposed of without following the destruction process below. Typically, the retention is not a fixed period of time and is event driven; it may be as short as a few hours and could be as long as several days or weeks. Transient/transitory records may include, but are not limited to:
- preliminary drafts (when superseded)
- memoranda (paper-based or email) pertaining to scheduling an event
- documents designated as superseded or as-updated
- user copies (not original document)*
- post-its, phone messages
All other records should be retained in accordance with the University Retention Schedule in the menu on the bottom of this page. For questions specific to e-mail retention, please read the FAQs.
How Do I Destroy a University Record?
When a record reaches the end of its schedule, the is to be used to request permission for destruction.
Once a destruction form has been submitted, your request will be reviewed by University Archives to determine if the records have archival value. If they do not, the request will be forwarded to the Office of General Counsel to determine if it has met the proper retention period. If it has, you will receive an email instructing you to destroy the records. If University Archives wishes to collect the record, or if the record has not reached its retention period, you will be notified of such by email with further instructions. Because the record destruction approval process involves more than one layer of review, please allow at least five business days for approval of your request. To check on the status of a request, please call the Office of General Counsel at 330-672-2982.
When destroying records containing sensitive information, please be sure to utilize a secure method of destruction.
* These definitions and examples are provided by the 2009 IUC Model Retention Schedule.
**The retention schedule changes effective July 1, 2017. You can reference a list of changes.
***The retention schedule has changed effective July 1, 2018. You can reference a list of changeshere.
****The retention schedule has changed effective July 1, 2019. You can reference a list of changeshere.
The retention schedule has changed effective July 1, 2022. You can reference a list of changes here.
-
Accounting & Financial Records
Title of Series Description Retention Accounts Payable Amounts owed on open account for goods or services received. 4 Years Accounts Payable Invoices Bill for goods or services received 4 Years Accounts Payable Ledgers 4 Years Accounts Payable Vouchers 4 Years Accounts Receivable Amounts due from others on open accounts as a result of providing goods or services. 4 Years Annual Financial Report Consolidated year-end report of financial situation showing assets and liabilities. Usually broken down by major funding area, such as academic and student services areas. May include audit report. 4 Years Annuity Records Statement of payroll deduction for employees annuity plans. 4 Years Audit Report - External Final report of state or independent auditor. 4 Years Audit Report - Internal Final report of the internal auditor 4 Years Bad Debt Actions (University specific) Overdue accounts, such as library fines, parking tickets, loans, payment for services rendered. 4 Years Balance Sheets A report of institutional assets, liabilities, and equities. A periodic report, not the year-end report. 4 Years Bank Deposits Record of deposits in banking institutions. 4 Years Bank Reconciliations Explanation of differences between bank statement balance and actual balance. 4 Years Bank Statements Periodic statement of bank balances. 4 Years Bids Accepted For purchases. Active + 6 Years Bids Rejected For purchases. 3 Years Bond Registers Listing of bonds sold, usually for building projects, showing purchaser, date redeemed, interest due, etc. Active = Life of bond. Active + 6 Years Budget Planning Documents Budget requests, including program plans for coming year, usually by cost center. Active + 1 Year Budget - Institutional Final, approved, yearly budget for institution, usually in printed form. Active + 1 Year Canceled Checks 4 Years Cash Books A record of institution s cash transactions showing a running balance. 4 Years Cash Disbursement Journals A record of institution s cash transactions showing a running balance. 4 Years Cash Journal Journal of cash received. 4 Years Cash Receipts Receipts for cash sales or cash received. 4 Years Cash Register Tapes 4 Years Chart of Accounts A list of the accounts used by an organization with each account usually assigned a number or code. 4 Years Check Register (University specific) Book or original entry for all cash disbursements paid by check. 4 Years Computer Center Time Billing Records (University specific) Reports and other records from campus computer centers detailing charges for computer services. Includes monthly billing reports, copies of vouchers and bills. 4 Years Cost Accounting (University specific) Record analyzing cost for producing certain items or performing certain tasks. 4 Years Credit Card Statements Periodic statements detailing card transactions 4 Years Data Processing Procurement Files (University specific) Records used in the procurement of system hardware and software including request for proposals, quotations and bids, benchmark/acceptance testing information, correspondence, duplicate copies of contracts, purchase orders, technical reviews, and vendor information including references and literature on the firm or product line. Active + 6 Years Data Processing Product/Vendor and Contracts Reference Files (University specific) Information on data processing equipment, software, and other products and their vendors. Active + 6 Years Dorm Contract Release Files (University specific) Includes application, correspondence, and record of decision reached concerning request to break contracts for room and board. 4 Years Delinquent Accounts Report (University specific) Listing of students who owe money to university or college. 4 Years Delivery Slips Documents sent with purchased goods indicating item(s) shipped. 3 Years Endowment Fund Reports - Annual Annual report of funds received and expended by endowment accounts. May be in form of report to donors. Active + 6 Years Endowment Fund Reports - Periodic Periodic report of funds collected or expended by endowment accounts. Active + 6 Years Expenditure Report Periodic reports of expenditures, usually by department or account 4 Years Financial Aid Award Disbursement Records (University specific) Statement by individual of award amounts disbursed. Contains name, type, and amount of award. 4 Years Financial Aid Canceled Check Records (University specific) Canceled checks, check stubs, and check journals showing payments for financial aid made to students. 4 Years Fixed Assets Records Inventory and other information maintained on capitalized assets (structures, site improvements, machinery & equipment, information systems, furniture and fixtures, and vehicles Active + 6 Years General Ledgers A book containing a summary or detail of all transactions affecting the accounts of an institution. 6 Years Gift Reporting Forms 4 Years Inter-Departmental Charge (IDC) Records Forms and supporting documentation for IDC's 4 Years Inventory Control Record (University specific) Active + 6 Years Invoices Bills for goods shipped or services rendered. Usually matched to purchase orders and delivery slips and attached to voucher for payment. 4 Years Journal Entries The means of entering details of a transaction into the accounting system. Journal entries are made in a journal and later posted to a ledger. Entry also includes a brief explanation. 4 Years Journals The record in which financial transactions are first recorded before being posted as a debt or credit to an account in a ledger. A chronological documentation of transactions. 4 Years Parking Tickets - Paid 4 Years Parking Tickets - Unpaid (University specific) 4 Years Payroll Change Report - Classified Staff Bi-weekly listings of payroll adjustments processed through Personnel Services concerning full-time or part-time employee status, i.e., new employee, promotion, reclassification, leave of absence, lateral transfers, and removals. Report arranged by pay period. 4 Years Payroll Checks Checks paid employees for services they perform 4 Years Petty Cash Records 4 Years Promissory Notes Student Loan Contracts 6 Years After Paid in Full Purchase Orders Purchasing Office's copy of order to a supplier authorizing purchase of goods. Active + 6 Years Purchase Requisitions, Orders, and Billing Records for Data Processing Services (University specific) Records created to initiate the purchasing process, authorize and provide funds for, or satisfy claims and expedite payments for private service providers including copies of purchase orders, involve requests, receipts, agency vouchers, service reports, and other supporting documents. 4 Years Receipts 4 Years Records of Chargebacks to Computer Services Users (University specific) Electronic and manual records used to document, calculate costs and bill program units for computer usage and data processing services. 4 Years Registers 4 Years Requisitions Forms used to order goods and services. 4 Years Return to Title IV (R2T4) Federal funding such as the Pell grant and federal Student loans like, Perkins and Parent PLUS loans. Students that have officially or unofficially withdrawn from the University R2T4. 4 Years After Award Year Royalty Payments 4 Years Sales Receipts 4 Years Sales Tax Records Active = date due Active + 4 years Student Account Departmental Exemption Requests Request to process exemptions from departments for student accounts. 4 Years After End Academic Year Student Account Files Files on individual students paid and unpaid accounts, including loan applications, correspondence, account activity record, etc. Also includes overdue accounts, such as library fines, parking tickets, loans, payment for services rendered. 4 Years after paid in full Student Account Final Payment Contract (FPC) Legal Payment agreement for student accounts Until Paid in Full Student Accounting Records - Insurance Record of students enrolled in university or college health program. 4 Years Student Accounting Records - Tuition Remission Application Record of tuition waiver for employees and dependents 4 Years Student Award/Advance File (Perkins, Nursing, HPSL, Institutional Loans) Award/advance files uploaded to 3rd party loan servicer. Active + 6 Years Student Dorm Contracts/ Release Files Actual agreement between students and residence halls governing room and board and fee payment agreements. Includes meal plan authorizations. Includes application, correspondence, and record of decision reached concerning request to break contracts for room and board. 4 Years Student Financial Aid Accounting Records - Billing Letters Concerns students who withdrew or reduced credit hours and were billed for the return of surplus aid money. 4 Years Student Financial Aid Accounting Records - Canceled Check Records Canceled checks, check stubs, and check journals showing payments for financial aid made to students. 4 Years Student Financial Aid Accounting Records - Disbursement Records Statement by individual of award amounts disbursed. Contains name, type, and amount of award. 4 Years Subsidiary Ledgers A book of accounts of an institution. 4 Years Super Bill Files (University specific) Record given to each person who visits the DeWeese Health Center. Records diagnosis, treatment, and charges or lack of charges. Used for insurance claims. 4 Years Tax Returns Federal, State, and local tax returns and supporting documents. Active = Date of filing. Active + 3 Years Telephone Expense Records Periodic reports of long distance and local phone charges and cell phone records, including authorization records. 4 Years Travel Expenses Record of expenses incurred on official travel. Used to receive reimbursement. 4 Years Unemployment Insurance Payments 4 Years Union Dues Membership List - Classified Staff (University specific) Copy of biweekly listing of university or college employees paying dues to unions, including pertinent personal data, classification and department. 4 Years Vending Commission Income Records Record of money received as commission on vending contracts. 4 Years Voucher Register A journal in which accounts payable and their payments are recorded. 4 Years Vouchers A record of cash disbursement used to establish control over expenditures and ensuring appropriate approval for each transaction. 4 Years Workers Compensation Payments 4 Years -
Educational & Student Records
Title of Series Description Retention Academic Advising Records - current and graduated students Advising records including advising notes, registration information, correspondence with and regarding the student, record of appointments, and referrals 5 years after date of graduation Academic Advising Supporting Documents - current and graduated students Supporting documentation (such as correspondence with student) that is linked to within the advising record but stored within a remote application. 5 years after date of graduation Academic Grievance Files Files documenting grievances by students against faculty members Active + 6 Years Admissions - Applicant Flow Data File Statistical information, percentages dealing with race, religion, sex. ect. 6 Years Admissions - Applicants who do matriculate - advanced placement records Forms and records supporting consideration for advanced placement in course(s) where no credit is granted. Active + 1 Year Admissions - Applicants who do matriculate - applications for admission or readmission Forms requesting admission or readmission to the institution Active + 1 Year Admissions - Applicants who do Matriculate Correspondence Form letters regarding admission and/or enrollment at the institution. Active + 1 Year Admissions - Applicants who do Matriculate - Entrance Examination & Placement Test Reports Standardized test scores related to admission to the institution and placement test scores Active + 1 Year. Admissions - Applicants who do matriculate - Letters of Recommendation Letters of reference supporting application to the institution Active + 1 Year Admissions - Applicants who do matriculate - Medical Records Medical records related to application to the institution Active + 1 Year Admissions - Applicants who do matriculate - Personalized Recruitment Materials Student-specific letters related to encouraging potential student to attend the institution Active + 3 Years Admissions - Applicants who do matriculate - High School Transcripts Note: Some documents in other countries may be originals and therefore difficult or impossible for the applicant to replace. The records custodian may want to return these documents to the applicant Active + 1 Year Admissions - Applicants who do matriculate - Transcripts, Other Institutions of Higher Learning Records of course taken at other post-secondary institutions and documents supporting prior learning, including credit for military training. See note above. Active + 1 Year Admissions - Applicants who do matriculate - Transfer Credit Evaluations Active + 1 Year Admissions - Applicants who do not matriculate - Acceptance Letters Student-specific correspondence relating to admission and enrollment at the institution Active + 1 Year Admissions - Applicants who do not matriculate - Acceptance Letters Letters notifying students of acceptance or non-acceptance to the institution 1 Year Admissions - Applicants who do not matriculate - Access to See Letters of Recommendation Waiver Student waivers for rights of access to see Letters of Recommendation for Admission Active + 3 Years Admissions - Applicants who do not matriculate - Advanced Placement Records Forms and records supporting consideration for advanced placement in course(s) where no credit is granted 1 Year Admissions - Applicants who do not matriculate - Applications for Admission or Readmission Forms requesting admission or readmission to the institution. 1 Year Admissions - Applicants who do not matriculate - Correspondence Forms requesting admission or readmission to the institution. 1 Year Admissions - Applicants who do not matriculate - Entrance examination & Placement Test Reports Standardized test scores related to admission to the institution and placement test scores. 1 Year Admissions - Applicants who do not matriculate - International Student Forms I-20s and supporting documentation. Active + 3. Admissions - Applicants who do not matriculate - International Student Forms I-20s and supporting documentation. Active + 3. Admissions - Applicants who do not matriculate - letters of recommendation Letters of reference supporting application to the institution. 1 Year Admissions - Applicants who do not matriculate - medical records Medical records related to application to the institution. 1 Year Admissions - Applicants who do not matriculate - Personalized Recruitment Materials Student-specific letters related to encouraging potential student to attend the institution. Note: VA regulations require that all recruitment materials be retained 3 years. Active + 3 Admissions - Applicants who do not matriculate - Residency Status Documents Documents supporting determination of legal domicile (residency) 6 Years Admissions - Applicants who do not matriculate - Transcripts High School Note: Some document from institutions in other countries may be originals and therefore difficult or impossible for the applicant to replace. The records custodian may want to return these documents to the applicant. 1 Year Admissions - Applicants who do not matriculate - Transcripts, Other institutions of higher learning Records of courses taken at other post-secondary institutions and documents supporting prior learning, including credit for military training. 1 Year Annual Interim Fiscal Operations Reports (University specific) Reports to federal government on expenditures for federal programs. Active + 6 Years Class Absence Records Records collected or created by faculty to document a student's absence from class 1 year after conclusion of course Classes - Audit Authorizations Approval forms to audit a class Active + 3 Year Classes - Change of Course Schedule (Add/Drop) Active + 1 Year Classes - Class Schedules (Students) List of classes student took a given term Active + 1 Year Classes - Credit by Examination Form Indefinite Classes - Credit/No Credit Approvals Note: Review for continuing administrative and historical value and potential transfer to institutional archives Active + 3 Years Classes - Graded Coursework Graded papers, exams and other coursework not picked up by the student 1 year Classes - Official Class Roster Lists of students enrolled for individual classes Active + 3 Years Classes - Pass/Fail Request Active + 1 Year Classes - Registration/Enrollment Forms Active + 3 Years Classes - Withdrawal Authorizations Active + 3 Years Course Syllabi 5 Years after conclusion of semester Curriculum - Catalogs Official course bulletins of the institution. Note: Review for continuing historical value and potential transfer to institutional archives Indefinite Curriculum - Development Files Files documenting approval of new programs and degrees. Note: Review for continuing historical value and potential transfer to institutional archives Indefinite Curriculum - Schedule of Classes (Institutional) Schedule of classes offered each term by the institution. Indefinite Financial Aid - General - Non-Recipient Files Copy of FAF for students who did not receive aid or enter the university or college 1 Year Financial Aid - Non U.S. Dept. of Education Funding - General Administrative - Annual Interim Fiscal Operations Report Reports to federal government on expenditures for federal programs. Note: Review for continuing administrative or historical value and potential transfer to institutional archives. Active + 6 Years Financial Aid - Non U.S. Dept. of Education Funding - National Guard Scholarship Rosters List of students receiving scholarships from the Ohio National Guard. Note: Review for continuing administrative and historical value and potential transfer to institutional archives. Active + 1 Year Financial Aid - Non U.S. Dept. of Education Funding - Ohio Academic Scholarship Rosters Lists of students receiving scholarships for current academic year Active + 1 Years Financial Aid - Non U.S. Dept. of Education Funding - Ohio Bureau of Vocational Rehab Grants Files Record of awards by state agency for students with disabilities Active + 6 Years Financial Aid - Non U.S. Dept. of Education Funding - Ohio Instructional Grants - Files Record submitted by student for payment of fees. Eventually sent to OBOR for payment. Note: Review for continuing administrative and historical value and potential transfer to institutional archives. Active + 1 Year Financial Aid - Non U.S. Dept. of Education Funding - Ohio Instructional Grants - Rosters List of students receiving grants for current academic year. Academic + 6 Years Financial Aid - Non U.S. Dept. of Education Funding - Student Files Files on recipients, including: FAF's, and FAF need analysis reports, parental tax files, award letters, Statement of Educational Progress, grants-in-aid documentation, guaranteed student loan applications, health profession loan files, nursing loan files, scholarships, National Merit Scholarships, graduate assistantships, sponsored student accounts Active + 6 Years Financial Aid - Non U.S. Dept. of Education Funding - Work-Study Student Files Contains application, PERS exemption form, and evaluations of students employed under Work-Study Program Active + 6 Years Financial Aid - U.S. Dept. of Education Funding - Federal Loan Check Registers Records of checks sent to students for National Direct Student Loans and Health Education Assistance Loans Active + 3 Years Financial Aid - U.S. Dept. of Education Funding - General Administrative - Annual Interim Fiscal Operations Report Reports to federal government on expenditures for federal programs. Note: Review for continuing administrative or historical value and potential transfer to institutional archives. Active + 3 Years Financial Aid - U.S. Dept of Education Funding - Student Files Files on recipients, including: FAF's, and FAF need analysis reports, parental tax files, draft registration compliance record, award letters, State of Educational Progress, Basic Education Opportunity Grant (Pell) Files, grants-in-aid documentation, guaranteed student loan applications, health profession loan files, nursing loan files, scholarships, graduate assistantships, sponsored student accounts. Active + 3 Years Financial Aid - U.S. Dept. of Education Funding - Work-Study Student Files Contains application, PERS exemption form, and evaluations of students employed under Work-Study program. Active + 3 Years Gender discrimination & harassment investigation & disciplinary files - students, employees and visitors Records of Investigations, informal resolutions, determinations, appeals, hearing recordings, sanctions, remedies 7 years Grades - Change of Grade Forms (Update Documents) Indefinite Grades - Faculty Grade Report (Grade or narrative) Copy of grade reports as submitted to registrar by faculty Indefinite Grades - Grade Reports (Registrar's Copies) Copy of grade report as sent to student. Grade or narrative Active + 1 Year Grades - Grade Statistics Note: Review for continuing administrative and historical value and potential transfer to institutional archives Indefinite Graduation - Application for Graduation Active + 1 Year Graduation - Commencement Programs Note: Review for continuing administrative and historical value and potential transfer to institutional archives Indefinite Graduation - Graduation Authorizations Documents certifying completion of degree requirements Active + 5 Years Graduation - Graduation Lists Note: Review for continuing administrative and historical value and potential transfer to institutional archives Indefinite Grants-In-Aid Records (University specific) Authorizations from Athletic Department including copies of quarterly billings and payments. Active + 6 Years Head Start Documents of Head Start meetings and grantee level matters. Active + 5 Years Health Profession Loan Student Files (University specific) Contains all documents relating to granting of loans, including correspondence, promissory note, confidential form, etc. Active + 6 Years IPEDS Reports (Integrated Postsecondary Education Data System) Indefinite OBOR Reports (Ohio Board of Regents) Indefinite Ohio Academic Scholarship Rosters (University specific) Lists of students receiving scholarships for current academic year. Active OPA MCE Continuing Education Event Records Records reflecting accreditation efforts, attendance, and feedback of events hosted by KSU earning Ohio Psychological Association Mandatory Continuing Education credits 2 Years Recordings of remote test proctoring sessions Audio and/or video recordings of student's desktops and/or student's camera feeds recorded during remote test proctoring sessions 1 year Requests - Disclosures of Personally Identifiable Information Active + 3 Years Requests - Health Insurance Waivers Signed waiver indicating student's acceptance or waiver of university student health insurance. 1 Year Requests - Student Requests for Nondisclosure of Directory Information Active + 3 Years Requests - Student's Written Consent for Records Disclosure Active + 3 Years Research - Grants Files - Awarded Files containing proposal, budgets, accounting information on grants received by faculty members from federal and state agencies and private foundations. Note: Review for continuing administrative and historical value and potential transfer to institutional archives. Active + 6 Years Research - Grants Files - Not Awarded Applications are proposals by faculty for rants that were not funded. 1 Year Research - Research Protocol Committee Files Includes lists of protocols to be considered, new reviews, approvals, requests, and revised protocol forms. Note: Review for continuing administrative and historical value and potential transfer to institutional archives Active + 10 Years Research - Research Protocol Records Includes protocol correspondence, grant information, approval forms, progress reports, prescription drug tracking forms, memos, history sheets, previously active protocol, and LAMS file. Active + 3 Years Sponsored Student Account Files Record of students sponsored by corporations and special scholarships, including authorizations, transactions, account numbers, etc. Active + 6 Years Statement of Educational Progress (University specific) Confirms individual student's progress toward degree to maintain federal financial aid. Active + 6 Years Statistics - Degree Indefinite Statistics - Enrollment Indefinite Statistics - Racial/Ethnic Indefinite Student Accessibility Services - Exam Records Documents created and maintained for Student Accessibility Services for the purpose of student specific accommodated exam administration. Including exam appointment, exam schedules, exam administration records, completed exams that have been scanned and emailed to instructors, proctor logs, proctor schedules, professor permissions and phone messages. 1 Year Student Accessibility Services Records – Documentation for students who have not completed the SAS registration process Examples of this documentation include, but are not limited to, high school Individualized Education Plans (IEPs), letters from providers, or disability verification forms for students who have not completed the registration process One year from date of receipt Student Accessibility Services Student Files Files maintained by Student Accessibility Services regarding services provided to specific students. Active = period during which services are requested and or received. Active + 7 years Student Disciplinary Files Files maintained by student affairs on students who have been accused of disciplinary violations Active + 6 Years Student Disciplinary Files – Suspension, Dismissal, Non-student visitor persona non grata Files maintained by student affairs on students who have been found responsible and sanctioned to suspension or dismissal; and non-student visitors found responsible and issued persona non grata status Indefinite Student Records - Academic Records Record of academic work pursued, including: grades, course evaluations, competency assessments, etc. Indefinite Student Records - College or Departmental Office Files Files maintained in individual college and department offices on students enrolled in that college or department. Includes transcripts, letters of recommendation, etc. Includes students who have graduated, actively enrolled students, and students who are no longer actively enrolled. Active + 1 Year Student Records - Continuing Education Files include two types of records: students enrolled in special interest courses, and students enrolled in professional certification programs. Active + 3 Years Student Records - Correspondence Student-specific correspondence relating to student records (other than admissions) Active + 1 Year Student Records - Program Requirement Modification Change of major forms; degree requirement waiver or substitution authorization Active + 1 Year Student Records - Transcript Requests (other than student requested) Active + 3 Years Student Records - Veterans Administration Records and Correspondence Active + 3 Years Student's Written Consent for Records Disclosure (University specific) Active + 3 Years Transfer Credit Evaluations (University specific) Active + 1 Year Tuition and Fee Schedule Listing of fee charges for each term by an institution. Indefinite Tuition Refund Appeals - Approved The Committee's communication to the student notifying them of the approval 4 years Tuition Refund Appeals - Denied The Committee's communication to the student documenting the denial. In cases of a second deliberation after an initially denied appeal, the following documents related to the second deliberation should be retained: Supporting documents, email communication, and the Committee's communication to the student documenting the subsequent denial. 4 years -
General Administrative Records
Title of Series Description Retention Academic / Non-Academic Personnel Inventory - Contract Staff (University specific) Annual printout required by the Ohio Board of Regents documenting full-time equivalent staffing levels. The summary of the inventory is sent to the Ohio Board of Regents. 1 Year Accreditation Files University, college or department files documenting accreditation review by accrediting agencies. 4 Years Bicycle Registration Forms (University specific) Records decal number and issued to bicycle registered. 1 Year Blueprints (University specific) Active + 6 Years Bookstore Management Documentation Including buy-back records, cash drawer sign-out sheets, cashier balancing forms, charge forms, mark-up/mark-down sheets, merchandise return records, and special orders. 4 Years Department Assistance File - Classified Staff (University specific) Correspondence documenting Personnel Office services to university or college departments regarding classified staff positions. 1 Year Drafts Draft versions of records Transient - May destroy once superseded Input Documents Copies of records or forms designed and used solely for data input and control when the data processing unit provides centralized data input services and the program unit retains original records. Until Superseded Organizational Charts Active + 10 Years Records Destruction Records 10 Years Subject Files - General Administrative Files of correspondence, reports, memoranda, etc., documenting activities of general administrative offices [Note: excludes President, Vice President, Director of a School and/or Program, Dean, or Chair and other upper level administrative officers.] 1 Year Subject Files - President, Vice President, Director of a School and/or Program, Dean, or Chair Files of correspondence, reports, memoranda, etc., documenting activities of these upper level administrative offices. 3 Years Surplus Property Records Active + 6 Years University Governance Files Files of minutes of boards / committees / governance groups documenting official actions of governing bodies. 3 Years -
Human Resources Records
Title of Series Description Retention Affirmative Action - Complaint Files Record of staff or student grievances based on equal opportunity and affirmative action regulations. Files arranged alphabetically. Active + 6 Years Affirmative Action - EE-06 Report [EEOC] Annual report required by the federal government, including information on race, sex, salary, tenure, etc. for different groups of employees. 6 Years Affirmative Action - Plan Files Procedures and regulations to be followed, work force analysis, goals, timetables, statistics. 6 Years Affirmative Action - Position Applicant Files Record of affirmative action procedures followed for university or college position openings. Files include position request and authorization forms, job descriptions, appointment activity record, proof of citizenship, chronological data on search and correspondence. Files divided into faculty, contract and classified staff headings. The classified staff portion is comprised of statistical data sent to Affirmative Action Office by Human Resources. Under these headings, files are arranged alphabetically by department or office. 6 Years Classified Staff Report Monthly and annual reports listing information on classified employees such as promotions, training, classifications, new hires, pay range/step, suspensions, terminations, etc. 1 Year Classified Staff Report - Categorical Summary Listing of civil service employees categorized by race and sex. 6 Years Classified Staff Report - Surveys, Wage and Fringe Benefits Surveys conducted by the university or college with area organizations in an effort to acquire comparative data regarding wage and fringe benefit programs. 3 Years Classified Staff Report - Suspension Files Record of suspended university or college employees including name, classification, department, reason for suspension and duration of suspension, pertinent supporting documentation. 5 Years Classified Staff Report - Union Dues Membership List Copy of biweekly listing of university or college employees paying dues to unions, including pertinent personal data, classification and department. 4 Years Collective Bargaining Agreements Active + 6 Department Assistance File - Classified Staff Correspondence documenting Personnel Office services to university or college departments regarding classified staff positions. 1 year Employment - Immigration Files Public Access File required by 20 CFR 655.760(c) for filing of the I-129 petition for H-1B status. Active +1 Employment - Classified Staff - Applicant Card Files Reference card file that lists name, address, telephone number, date of application, classification of individuals who have applied for classified positions. 3 Years Employment - Classified Staff - Application Files Includes application form, resume, test results, referral and interview data. 3 Years Employment - Classified Staff - Canceled Position File Application forms, correspondence sent and received concerning positions that have been canceled. 3 Years Employment - Classified Staff - Certification Files Record of employees who have attained certification in their classification. May include log book and printouts. Active + 3 Years Employment - Classified Staff - Personnel Requisitions Department request placed whenever a position within the department becomes vacant. 3 Years Employment - Classified Staff -Selection Criteria Form Form providing an explanation as to why a person was or was not hired for a university or college position. 3 Years Employment - Faculty - Application Files - Non-hires Contains application, correspondence, resumes, etc. from applicants for positions 3 Years Employment - Faculty - Declinations Files Contracts, recommendations, letters of people who have declined positions. 3 Years Employment - Faculty - Search Committee Records of individuals who applied or interviewed for positions for which a committee was formed. Files contain position authorization forms, job descriptions, search committee minutes, applicant credentials, correspondence, authorization to hire forms. 3 Years Employment - Residence Hall Advisers - Not selected Files on candidates not selected as residence hall advisors 3 Years Employment - Residence Hall Advisers - Selected Files on candidates selected for employment as residence hall advisors Active + 6 Employment - Staff - Applicant Files Resumes on file. 3 Years Employment - Staff - Recruitment/Search Staff search files. May contain position authorization forms, job descriptions, minutes, applicants' credentials, search chronologies, authorization to hire forms, correspondence. 3 Years Employment - Student - Summer Contracts Flyers for on- and off-campus employment opportunities Active Employment - 1099 Federal form used to report salaries, wages, and tips of temporary employees. 6 Years Employment Forms - I-9 (student) Federal employment eligibility verification for on-campus student employees Active + 3 Years Employment Forms - Payroll Deduction Authorizations All forms used to authorize deductions for charitable organizations, credit unions, union dues, U.S. Savings Bonds, etc. Active + 6 Years Employment Forms - W-2 Federal form reporting salaries, wages, and tips for each employee to the IRS. 6 Years Employment Forms - W-4 Forms completed by employee showing federal tax withholding exemptions. Active + 6 Years Faculty Employment Reports - Activity & Service Records for the academic years and each term listing teaching and advisory assignments, research, administrative duties and public service. Data is included for full-time and part-time faculty and graduate assistants. Reports printed either alphabetically by name of faculty member or by department. Active + 6 Years Faculty Employment Reports - Index System Cards or other reference lists for all active and inactive faculty. Active + 6 Years FMLA Records Records of FMLA requests and all supporting documentation. 3 years Garnishment Documentation - Classified Staff Contains copies of court orders, pertinent employee data, computation data, employee acknowledgement forms, IRS notices of levy, and correspondence regarding employee garnishment cases. Active + 3 Years Garnishment Documentation - Faculty Contains copies of court orders, pertinent employee data, computation data, employee acknowledgement forms, IRS notices of levy, and correspondence regarding employee garnishment cases. Active + 3 Years Garnishment Documentation - Staff Contains copies of court orders, pertinent employee data, computation data, employee acknowledgement forms, IRS notices of levy, and correspondence regarding employee garnishment cases. Active + 3 Years Gender discrimination & harassment training records All materials used to train Title IX Coordinators, investigators, decision-makers, and any person who facilitates an informal resolution process. 7 years Hazardous Materials - Exposure Documentation Indefinite Hazardous Materials - Exposure Documentation - Radioactive Materials Files of monthly reports of persons exposure to Radioactive Materials. Indefinite Hazardous Materials - Exposure Documentation - Radioactive Materials Incident Report Report of Radioactive Materials incident Indefinite Hazardous Materials - Radiation Safety Workers Includes training records, exposure records, applications and authorizations, documents of Authorized Users Lab; Specific RW Training/Interview; Emergency Notification, and Declaration of Pregnancy forms. Indefinite Hazardous Materials - Radioactive Materials Authorized Users Includes applications for non-human use of RM; Statement of prior Training and Experience; Authorization of Internal Transfer of Material between AUs; Room Surveys; Application for Clinical Use of RAM; Emergency Notification; Application for Investigational Human Use of RAM. Indefinite Layoff Documentation - Classified Staff File contains printouts, rosters, and correspondence documenting university or college layoffs. Pertinent employee data, date of hire, classification, department, and retention points (performance) are included. 5 Years Leave Record – Classified Staff Forms used to document sick leave and vacation leave. Includes hiring date, longevity date, amount of sick leave and vacation leave accrued. 5 Years Leave Record – Faculty Vacation and sick leave earned and used. Active + 6 Years Leave Record - Staff Forms used to document sick leave and vacation leave. Includes hiring date, longevity date, amount of sick leave and vacation leave accrued. 5 Years Ohio Board of Regents Annual FTE Report Annual printout required by the Ohio Board of Regents documenting full-time equivalent staffing levels. The summary of the inventory is sent to the Ohio Board of Regents. 1 Year Performance Evaluation - Classified Staff File contains annual printouts and log books, with such information as name, SSN, date of hire, classification, supervisory, mid-and end-probationary dates, and department, and university or college employee performance evaluations 5 Years Performance Evaluation - Classified Staff - Reclassification Files Record of university or college employee reclassification with accompanying job audit reviews, audit appeals, position description questionnaires, correspondence and final decision documentation 5 Years Performance Evaluation - Faculty - Promotion & Tenure Files Recommendations, evaluations, materials submitted for promotion or tenure. Tenure and promotion recommendations (approval or denial) and pertinent correspondence maintained in permanent positions file. 5 Years Performance Evaluation - Faculty - Promotion & Tenure Policy Copy of departmental guidelines, policies, procedures, notice of guidelines, administrative memos, lists of eligible faculty 10 Years Performance Evaluation - Faculty - Teaching Evaluations (Student Surveys of Instruction, SSI’s) Student evaluations of teacher's performance. Used for Reappointment, Promotion and Tenure. 5 years for summary sheets, 1 year for individual student responses, if summary sheet is made. Performance Evaluation - Staff Files contain annual printouts and log books, with such information as name, SSN, date of hire, classification, supervisory, mid-and end-probationary dates, and department, and university or college employee performance evaluations. 5 Years Performance Evaluation - Staff - Reclassification Files Record of university or college employee reclassification with accompanying job audit reviews, audit appeals, position description questionnaires, correspondence, and final decision documentation. 5 Years Personnel Files - Classified Staff Employment record maintained for full-time and part-time classified employees. Files may contain applications, copies of driver's license, Social Security card, birth certificate, payroll, leave or absence requests, letters of commendation and reprimand, transfer requests, leave forms, evaluations, reclassifications, certifications, promotions, step increases, longevity, P.E.R.S. forms, employee's inspection of personnel file form, personnel card, etc. Active + 6 Years Personnel Files - Classified Staff - Card Files File card coordinated to classified personnel files. Includes names, SSN, status, classification, department, anniversary date, pay, resignation, date, sick leave, performance, etc. Active + 6 years Personnel Files - Classified Staff - Summer Employment Record of employees with alternative summer job responsibilities usually in dining halls, union, health center, residence halls and custodial 5 Years Personnel Files - Faculty Original faculty contracts and addenda, promotion and tenure documentation, original transcripts, hiring documentation, resumes, letters of recommendation, correspondence, teaching schedules, tax forms, sabbatical information, supervisor/department evaluation forms, STRS forms, promotion and tenure decisions. Includes part-time and adjunct faculty files. Active + 6 Years Personnel Files (Active & Inactive) - Unclassified Staff Employment record maintained for full-time and part-time university or college contract employees. Files can contain position descriptions, applications, letters of appointment or change, personnel data, notice of salary rate, copies of birth certificate, annual contracts, performance evaluations, P.E.R.S. forms, previous state service forms, Social Security card, reclassification notices, letters of commendation or reprimand, publications, evidence of continuing education, transfers, leave of absence requests, payroll forms, vacation and sick leave reports, resignations, termination notices. Active + 6 Years Personnel Files - Student Employee Active and inactive files. Student authorization forms, state and federal withholdings, PERS, step increases, termination notices, reclassification forms, exemptions Active + 6 Years Personnel Files - Student Employee - Summary Report Stipend list, updated SSN reports, 1040 hours report, termination reports, summer rehires, college work-study awards, changes chart of accounts, step increases, department summaries, CWS earnings report, time cards by sequence number 1 Year Position descriptions - Classified Staff Master file of classified job descriptions. Retained for pay-range classification purposes. Active Position descriptions - Faculty Description of current positions Active Position descriptions - General 3 Years Position descriptions - Student Job Cards Job descriptions for campus and off-campus positions which have been filled or are no longer offered. Active Position Vacancy Announcement - Classified Staff Job descriptions for each university or college position posted. 3 Years Public Employees Retirement System Files - Classified Staff Includes copies of retirement applications documenting pertinent personal, spouse, and beneficiary data. Working papers and correspondence are included. Active + 6 Years Public Employees Retirement System File - Contract Staff Includes copies of retirement applications documenting pertinent personal, spouse and beneficiary data. Working papers and correspondence are included. Active + 6 Years Public Employees Retirement System File - Independent Contractor Forms for PERS (PEDACKN) Record of form completed and received by university within 30 days of the date of which the independent contractor commences services, a copy of which must be sent to OPERS at the time of receipt. Indefinitely Public Employees Retirement System Log - Classified Staff Record of university or college classified employees and their date of retirement and address. Active + 6 Years Public Employees Retirement System Log - Contract Staff Record of university or college employees, address and date of retirement. Active + 6 Years State Classification File - Classified Staff List of classification by pay range as directed by the State DAS Until superseded Time Cards Record of time worked by employees. 5 Years Time Cards - Student Employees Record of hours worked by student employees 5 Years Training Documentation - Classified Staff - Civil Service Examinations Files Old examinations used for the purpose of devising new testing programs. Also can include information and materials for Civil Service testing. Active Training Documentation - Classified Staff - On-the-Job Training Records Complete training records for individuals seeking classified positions. Includes V.A. approval, progress report, record of trainee-trainer, date started, hours worked, etc. Active + 3 Years Training Documentation - Training Courses Memoranda, flyers, catalogues, registration forms, rosters, and other records relating to training courses run by a data processing user support or office automation support unit. 1 Year Unemployment Compensation Log Record of unemployment compensation cases Until Superceded Unemployment Compensation Documentation Consolidated listing all employees (classified, contract and faculty) for whom an unemployment claim has been filed. This includes copies of claim forms, correspondence, costs for the institution and amount of unemployment compensation paid. Active + 6 Years -
Information Technology Records
Title of Series
Description
Retention
Information Systems - Audit Trail Files
Data generated during the creation of a master file or database used to validate a master file or database during a processing cycle.
3 Cycles
Information Systems - Backup Files
Copies of master files or databases, application software, logs, directories, and other records needed to restore a system in case of a disaster or inadvertent destruction.
3 Cycles
Information Systems - Computer Run Scheduling Reports
Records used to schedule computer runs including daily schedules, run reports, run requests, and other records documenting the successful completion of a run.
Until Superseded
Information Systems - Computer Usage - Chargeback Billing Records
Reports and other records from campus computer centers detailing charges for computer services. Includes monthly billing reports, copies of vouchers and bills
4 Years
Information Systems - Computer Usage - Files
Electronic files or automated logs created to monitor computer system usage including but not limited to log-in files, system usage files, data entry logo, and records of individual computer program usage.
3 Cycles
Information System - Computer Usage - Files - Summary
Summary reports created to document computer usage
Until Superseded
Information Systems - Data Documentation & Data Dictionary Records
Records generally created during development or modification and necessary to access, retrieve, manipulate and interpret data in an automated system including data element dictionary, file layout, code book or table, and other records that explain the meaning, purpose, structure, logical relationships and origin of the data elements, user guides, system or sub-system definition, system flowcharts, program descriptions and documentation, job control or work flow records, system specifications, and input and output specifications.
Active + 3 Years
Information Systems - Disaster Preparedness and Recovery Plans
Records related to the protection and re-establishment of data processing services, equipment and data (back-up files) in case of a disaster.
Active + 3 Years
Information Systems - Hardware & Software Conversion Plans
Records relating to the replacement of equipment or computer operating systems
Active + 3 Years
Information Systems - Hardware Documentation
Records documenting the use, operation, and maintenance of the university's data processing equipment including operating manuals, hardware/operating system requirements, hardware configurations, and equipment control systems
Active + 3 Years
Information Systems - Help Desk Logs and Reports
Records used to document requests for technical assistance and responses to these requests as well as to collect information on the use of computer equipment for program delivery, security, or other purposes.
1 Year
Information Systems - Information Resources Management and Data Processing Services Plans
University IT plans, data processing service plans, strategic plans, and related records used to plan for information systems development, technology acquisitions, data processing services provision, or related areas.
Active + 3 Years
Information Systems - Maintenance Contract Files
Records documenting support services provided to specific data processing equipment or installations including site visit reports, program and equipment service reports, service histories, and correspondence and memoranda
Active + 6 Years
Information Systems - Operating Procedures
Records of procedures for data entry, the operation of computer equipment, production control, tape library, system backup, and other aspects of a data processing operation.
Active + 3 Years
Information Systems - Policies
Records of data processing policies including those covering access and security, systems development, data retention and disposition, and data ownership.
Active + 10 Years
Information Systems - Procurement Records - Hardware & Software
Records used in the procurement of system hardware and software including request for proposals, quotations and bids, benchmark/acceptance testing information, correspondence, duplicate copies of contracts, purchase orders, technical reviews, and vendor information including references and literature on the firm or product line.
Active + 6 Years
Information Systems - Procurement Records - Services
Records created to initiate the purchasing process, authorize, and provide funds for, or satisfy claims and expedite payments for private service providers including copies of purchasing orders, involve requests, receipts, agency vouchers, service reports, and other supporting documents.
4 Years
Information Systems - Software Documentation
Copy of program code, program flowcharts, program maintenance log, system change notices, original design documents, specifications requirements, acceptance tests, and other records that document computer programs and the modifications made to computer programs.
Active + 4 Years
Information Systems - Tape Library Control Records
Records used to control disposition of magnetic media in a tape library
Until Superseded
Information Systems - Test Database and Files
Routine or benchmark data sets, related documentation, and test results constructed or used to test or develop a system.
Active + 3 Years
Information Systems - Users Access Records
Electronic or textual records created to control or monitor individual access to a system and its data created for security purposes, including but not limited to user account records, security logs, and password files.
Active + 3 years
-
Legal Records
Title of Series
Description Retention Administrative Complaint Files Records of work completed in defending administrative complaints (for example, EEOC, OCRC, DOE) 6 years from the date of administrative decision or resolution
Contracts - General Active + 6 Years Litigation Files Active + 6 Years HIPAA Compliance Records Department policies, compliance and complaint records Active + 6 Years Labor Condition Application Public Access File Records required by 20 CFR 655.760(c) Active + 1 (Active = last date of employment under the LCA or date withdrawn) Legal Opinions Formal written legal options provided by the Office of General Counsel to University Administration. 5 Years Patents Active + 6 Years PERM Audit Files Supporting documentation and records required under 20 CFR 656.10(f) 5 years from date of filing Public Records Request Files 3 Years Subpoenas Records of Subpoenas receive, and responses provided fro matters in which the University is not a party 2 Years Trademark Registrations Active + 6 Years Waivers, "Hold Harmless Forms"(Class/Activity) Active + 3 Years -
Plant Operations, Maintenance, and Environmental Records
Title of Series Description Retention Employee Exposure Monitoring Records Environmental monitoring or measuring of a toxic substance or harmful physical agent 30 years Environmental Health and Safety Training Records Environmental Health and Safety training records and records of specific lab training received by faculty and staff 3 years Environmental Monitoring Records 5 Years Incident/Accident/Injury Reports Reports made to the Office of Environmental Health and Safety regarding incidents, accidents, or injuries 5 years Plant Operations & Maintenance - Blueprints The As-Built construction drawings. Life of Building + 6 Years Plant Operations & Maintenance - Child Care Licensing Files Records related to obtaining Food License, License to Run a Nursery/Day Care, and Building Operations License. Active + 5 Years Plant Operations & Maintenance - Construction Projects - Construction Designs and Specifications Written requirements and standards for materials, equipment, construction systems and workmanship as applied to the work and certain administrative details applicable thereto, including: Analysis of site impact and volumetric formation, circulation patterns and infrastructural servicing to illustrate client and architect s design vision in a definitive way; Drawings, Specifications, Addenda, Notice to Bidders, Instructions to Bidders, Definitions, Bid Form, Contract and Attachments, Bond, Bulletins, Shop Drawings, Change Orders, Change Order Procedure and Pricing Active + 6 Years Plant Operations & Maintenance - Construction Projects - Design Review Committee Minutes, agendas, correspondence and general information. Committee responsible to review site and elevation plans to ensure compatibility with surrounding projects and Master Plan. Active + 6 Years Plant Operations & Maintenance - Construction Projects - Environmental Impact Assessment Used to determine potential environmental concerns existing at site prior to demolition and construction Life of Building + 6 Years Plant Operations & Maintenance - Construction Projects - Project Request & Program Statement A request from the University community to initiate a project. Active + 6 Years Plant Operations & Maintenance - Elevator Certifications Active + 3 Years Plant Operations & Maintenance - Laboratory Inspection Reports Periodic inspections of laboratories Active + 3 Years Plant Operations & Maintenance - Real Estate Records Copies of deeds, leases, purchase agreements, appraisals, etc. documenting real property purchased or leased by the institution. Original deed maintained by Auditor of the State. Active + 5 Years Plant Operations & Maintenance - Residence Halls - Change in Meal Plan Records of changes on board contracts. Active + 5 Years Radioactive Materials Transportation Records DOT transfer record; Authorization for shipment of RAM; and Off-site transfers. Indefinite Radioactive Materials Waste Records RAM use cards, specific use, and disposal information Active + 3 Years -
Publicity & Marketing
Titles of Series Description Retention Publicity - Advertising 5 Years Publicity - News Releases Indefinite Publicity - Newsletters Indefinite Publicity - Photographs Indefinite Publicity - Recruitment Materials Videos, publications, posters, advertisements, etc. used to recruit students to attend the institution 5 Years Publicity - Viewbooks Document utilized for Recruitment 5 Years -
Security & Police Records
Title of Series Description Retention Accreditation CALEA documentation, proofs, applications, inspections, audits 4 years +current Accreditation cycle Alarm Information Alarm account and server records Active + 1 year Arrest Warrants Arrest warrants issued by Portage Courts Until served or recalled by court Bond Receipt Book Court-provided bond receipt book Until full Breath-testing Instrument Documents All records associated with Departmental breath-testing instruments Current + 3 years Clery Records Crime statistics and documentation, Daily Crime and Fire Logs Current + 7 years Confidential Files CI and drug investigation files Active + 4 years Complaint Files Complaints against the department or its employees 6 weeks after employee separation from department Dispatch Activity Logs Form for recording Dispatch Activity when CAD system is inoperable Destroy when no longer in use Expunged Records Case records expunged/sealed by court order Current + 4 years LEADS - Other Leads logs, audit and validation documents According to LEADS schedule LEADS Printouts Printouts of LEADS responses to inquiries Destroy when no longer in use Logs Sign-out sheets (EX: key equipment, records, supervisor, Etc), call off sheets 4 years + current OPOTA Certification OPOTA forms documenting sworn status of LE personnel Active + 1 year Personnel Training Records Training certificates, training summaries, unapproved training requests 1 year after separation Property Records Sign-in/out logs for evidence storage, Property sheets Indefinite Police Reports - Felony Felony reports and arrests, cases involving possible DNA evidence retained pursuant to Ohio SB 77 Indefinite Police Reports - Misdemeanor Misdemeanor reports and arrests 10 years after disposition Police Reports - non-criminal Non-criminal reports; Accident reports with no associated charges Current + 4 years Report Review Forms Documenting reports returned for completion Current + 4 years Security Surveillance Camera Recordings Recordings produced by University cameras used for surveillance purposes as defined in University Policy 5-12.17 30 days Selection Records Classified staff hiring records, examination results, backgrounds, interview data, summary spreadsheets 4 years + Current Shift Requests and employee schedules Annual selection of shift preference documents, monthly work schedules 4 years + current Training Course Records Requests for internal and external training, course descriptions, Course attendance records, and course payment records 4 years + current Unsecured Building Cards Cards for recording broken or unsecured doors or windows on campus Current + 1 year Written Directives General Communications, Personnel, and Special Orders, Training Bulletins; Order Approvals Active + 4 years -
Student Life Records
Title of Series Description Retention Disposition Fraternities and Sororities Correspondence, charters, organizational reports (membership and activities), social media sites 1 Year Review for continuing historical value and potential transfer to institutional archives Student Association and Organizations Constitutions, by-laws, newsletters, minutes, brochures, announcements, reports, social media sites 1 Year Review for continuing historical value and potential transfer to institutional archives Undergraduate Student Government Association Constitution, by-laws, committee files, correspondence, fiscal records, meeting minutes, annual reports, social media sites 1 Year Review for continuing historical value and potential transfer to institutional archives Graduate Student Senate Constitution, by-laws, committee files, correspondence, fiscal records, meeting minutes, annual reports, social media sites 1 year Review for continuing historical value and potential transfer to institutional archives -
Transportation & Parking Record
Title of Series Description Retention Motor Vehicle Records Includes title, insurance, and maintenance documentation Active + 6 Years Parking - Permit Applications Application for parking permit/decal-non-fee 1 Year Parking - Tickets - Paid 4 Years Parking - Tickets -Unpaid 4 Years -
DeWeese Health Center Records
Title of Series
Description
Retention
Original Prescription Records Original prescriptions maintained by the Pharmacy in the DeWeese Health Center 3 years Psychological service records Records of psychological services received at a University facility 12 years after last date of service rendered Super Bill Files (University specific) Record given to each person who visits the DeWeese Health Center. Records diagnosis, treatment, and charges or lack of charges. Used for insurance claims. 4 years University Medical Records Files of medical charts for students, university employees and their spouses. Includes medical histories, medical exams, progress sheets, x-rays, lab work, and related correspondence. 6 Years