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61: Records Retention and Disposition Schedule

Revised: June 2016

The University of Nevada, Reno complies with the NSHE Records Retention and Disposition Schedule effective July 1, 2016. The policy is located in the BOR Procedures and Guidelines Manual Chapter 18.

Section 1. Introduction

This Records Retention and Disposition Schedule was approved by the Board of Regents on December 3, 2015, pursuant to the Board of Regents Handbook, Title 4, Chapter 1, Section 27, and may be amended or revised only upon the approval of the Chancellor.

Records Management Program

Each NSHE institution and unit (the Board of Regents', Chancellor's and System Computing Services' offices), for the management of its records, must:

1. Maintain its records in a manner which is secure, cost effective, and which allows for the rapid retrieval and protection of the information contained within the record;
2. Refrain from accumulating unnecessary records which are not essential to the proper functioning of the institution or unit;
3. Protect confidential personal identifying information of employees and students; and
4. Adhere to the NSHE records retention schedule for retention, disposal and appropriate transfer of records with archival value to the institution or unit archivist, or the State Archivist.

Records Retention Schedule - Special Schedules

NSHE's Records Retention Schedule (Schedule) provides for the management and disposition of institution and unit records. In addition, there may be institution or unit records unique to limited aspects of its operation and therefore, a unique records retention and disposition schedule may be developed in addition to the Schedule. A Special Records Retention Schedule (Special Schedule) must be recommended for approval by the institution or unit Records Retention Officer and General Counsel, and approved by the Chancellor, after review by the state records committee.

An approved Special Records Retention Schedule must be published on the institution or unit website and in the NSHE Procedures and Guidelines Manual.

All NSHE institutions and units shall appoint at least one individual to serve as the Records Retention Officer. The Records Retention Officer shall assist the institution or unit in the management of records in accordance with the records management program and records retention schedule. The Records Retention Officer shall assist personnel in learning and complying with the Schedule. Each employee shall comply with the Schedule for the records they create and/or receive. Each institution and unit must manage their records in accordance with the Schedule or any Special Schedule. Employees should contact their supervisors with any questions regarding the Schedule. The supervisor should contact the Records Retention Officer for assistance as needed.

If an institution or unit identifies records that are not covered in the Schedule or where revisions may be needed, the institution or unit should contact the Records Retention Officer to discuss the Records Retention Schedule. Additions or revisions to the Schedule must be recommended for approval by the institution or unit Records Retention Officer and General Counsel, and approved by the Chancellor after review by the state records committee.

Retention Guidelines

The Schedule is a comprehensive list of records, indicating for each the official repository, length of time the records are to be maintained and their disposition. The Schedule identifies the minimum time period the listed records must be retained, meaning records disposition must not occur before this retention time period expires. When the minimum retention period has been met, the recommended disposition of the records, such as destruction or transfer to either the State Archives or institution/unit archives, may be initiated. All NSHE employees are advised to implement regular, routine disposition procedures and not to "selectively retain" some records longer than others. Certain events called "Disposition Holds" may occur that will require a stop or delay to the regular destruction, recycling or normal disposal of records.

In the event an employee believes a record should be considered for archival review, the employee shall consult with the Records Retention Officer, who shall make the final decision.

General Rule Regarding Retention of Electronic Record or Paper Record

Records should be maintained in the most efficient cost effective format consistent with sound records management principles, and any applicable laws, rules, regulations or court decisions. When a document is maintained only in electronic format, delete it only after expiration of the retention period authorized by this schedule.

Disposition Holds Include:

Audits
When an audit of your area or function is begun, all destruction of records in your custody must cease. During the audit, records should be made available to the auditors subject to confidentiality laws. Upon the completion and resolution of the audit, you may begin to dispose of records in accordance with the Schedule.

Investigations
When you are notified of an investigation involving your area or function, all records must be preserved until the investigation is completed. You should consult with your legal counsel for specific advice.

Litigation
When you receive notification of or reasonably anticipate litigation, you must suspend the destruction or other disposition of all records reasonably related to the subject matter of the litigation and put in place a litigation hold on the records to ensure the preservation of documents and consult with General Counsel.

All destruction of records pertaining to the litigation hold must be stopped until the matter has been resolved. You will be notified by your System or General Counsel when the matter is resolved and advised regarding the proper disposition of the records. All questions regarding litigation or disposition holds must be directed to System or institution General Counsel.

Section 2. Statutory Defined Terms

"Administrative value" means the value found in records that help an agency perform its function.
(NAC 239.575)

"Fiscal value" means the value found in a record relating to the financial transactions and the auditing, budgeting and accounting functions of a state agency. (NAC 239.600)

"Legal value" means the value found in a record which contains proof of enforceable rights, obligations or other legal standing. The term includes any record establishing:

1. Ownership, such as in titles or deeds;
2. Rights or privileges, such as in marriage licenses or drivers' licenses;
3. Obligations, such as in contracts, leases and agreements;
4. Legal conditions, such as court rulings, approved laws and regulations; or
5. Action taken by a governing body (e.g., Board of Regents, student government and foundation boards) which affects the public, such as minutes of meetings or proclamations. (NAC 239.625)

"Research or archival value" means the long-term historical value remaining in a record in which the administrative, fiscal or legal value may have expired. (NAC 239.675)

"Official State Record" and "Non-Records"

1. For the purposes of NRS 239.080, an "official state record" means information created or received by a state agency under authority of law, regulation or other legal mandate or in connection with the transaction of public business that is preserved or appropriate for preservation by the agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations or other activities of the state agency, including, without limitation, all papers, unpublished books, maps, photographs, machine readable materials including audio and audiovisual materials, or other documentary materials, regardless of physical form or characteristics.
2. The phrase does not include non-record materials. Non-record materials include, without limitation:

(a) Published books and pamphlets, books and pamphlets printed by a governmental printer, answer pads for a telephone or other informal notes, desk calendars, stenographers' notebooks after the information contained therein has been transcribed, unused forms except ballots and as indicated in a retention schedule, brochures, newsletters, magazines, newspapers except those excerpts used as evidence of publication, scrapbooks, physical property, artifacts, library and museum material made or acquired and preserved solely for reference or exhibition purposes, extra copies of documents preserved only for convenience of reference, or stocks of publications and processed documents.
(b) Work papers used to collect or compile data, or drafts developed from those work papers, unless an appraisal conducted that indicates the work papers or drafts have legal, fiscal, research or archival value. (NAC 239.705)

Destruction of Non-Records

A non-record may, if not otherwise prohibited by law, be destroyed at any time without being scheduled for destruction.

Form of Official Records

An official record can be in electronic or digital fore, original paper, or may be a digital surrogate, at the discretion of the official repository.

Section 3. Duties of Board of Regents

NAC 239.745

1. The Board of Regents shall establish a records management program. The Board of Regents shall provide a facility for the storage of the records on each campus of the Nevada System of Higher Education. The records of each institution must remain with and be preserved by that institution. The Board of Regents shall furnish the Division with general information relating to the operation of the facilities, such as the names, addresses and telephone numbers of the persons managing the program on each campus. Under such a program, each series of records produced and stored by an institution of the Nevada System of Higher Education must be inventoried, appraised and scheduled on forms approved by the Division. The results of the inventory and appraisal must be submitted to the Division for review. The Division shall submit the schedules of the Nevada System of Higher Education to the Committee for approval.

2. The Board of Regents shall provide for the preservation of records from the Nevada System of Higher Education with legal, research or archival value. Except as otherwise provided in this subsection, these records must be stored in facilities which meet the standards set forth in NAC 239.740 or transferred to the State Archives.

Section 4. Who Should Read This Policy

All members of the NSHE community.

Section 5. Procedures - Institution/Units

Responsibilities for Managing Records

1. Each institution or unit's administrator or a designee must do the following:

a. Implement the institution or unit's records-management practices;
b. Ensure that the records-management practices are consistent with this policy.
c. Assist staff within the institution or unit in understanding sound records management practices.
d. Preserve inactive records of legal, fiscal, administrative, or historical value. These records should be transferred to the appropriate archives.
e. Ensure that access to confidential files is restricted. Long-term restrictions on access to selected archival records should be specified at the time of their transfer to the appropriate archives.
f. Set an annual period for reviewing and appropriate disposition of records.

2. Departments and divisions that maintain institution or unit records are responsible to do the following:

a. Implement the records management practices identified in this policy.

Section 6. Records Retention Schedule Columns Explanation

The four columns in the Record Retention Schedule are explained below.

Column 1 describes the various types of records which can include:

  • Record: Any form of recorded information, regardless of physical characteristics, that is created, received, recorded, maintained or legally filed in the course of institution or unit's business or in legal obligations. Institution/Unit Records serve as evidence of the institution or unit's organization, functions, policies, decisions, procedures, operations, transactions or other activities.
  • Non-record: Non-record materials include, without limitation, published materials printed by a governmental printer, informal notes, unused blank forms except ballots, brochures, newsletters, magazines, catalogs, price lists, drafts, convenience copies, ad hoc reports, reference materials not relating to a specific project and any other documentation that does not serve as the record of an official action of a state agency. Non-record includes forms, databases, backup files, work papers used to collect or compile data, or drafts developed from those work papers, unless an appraisal conducted by the institution/unit or state archivist indicates that the work papers or drafts have legal, fiscal, research or archival value; and Drafts or documents that are clearly pre-decisional or deliberative.
  • Transient: Documents including telephone messages, some emails, drafts and other documents, which serve to convey information of a temporary value, have a very short-lived administrative, legal and/or fiscal value and should be disposed in an appropriate manner once that administration, legal or fiscal use has expired.

o 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. A transient record is considered a non-record which may be destroyed or disposed of at any time, unless destruction is otherwise prohibited or it is subject to a legal hold.

  • Note: Where a record falls into more than one category, the longer period governs. Caution: Departments and divisions that are not official repositories are not required to retain duplicate or multiple copies of records. However, destruction of such duplicates or copies must be in a secure manner if confidential.
  • Caution: Certain records, for example in clinical practices, have set destruction policies based on when they are electronically scanned. Such specific policies take precedence over this general policy.

What is Email? Email is not a record type, but is a means of conveying information similar to the United States Postal Service. Its retention is based upon the content of the email message, not the fact that it is an email message.

An email (electronic mail) message is comprised of the following components:

  • textual message
  • metadata (To, From, Subject, Time, Date, System, etc.)
  • attachments

Email has largely taken over the role of "general correspondence" and memoranda, as well as the telephone message. If the email message meets the criteria of a record, it must be managed in accordance with the Schedule.

Email Management: The key to effectively managing email is to get rid of the non-records and any transient/transitory records that have outlived their administrative/legal/fiscal value as quick as possible so only those e-mails that need to be managed on an on-going basis are left. One should approach the management of email in a manner similar to the handling "snail mail" at work and home:

  • Open the email and review the document's content; this may mean thoroughly reading the document, but usually, only a cursory look at the document, the subject line, and/or the sender is needed to determine whether:

o It is a non-record and should be deleted immediately, just as "junk snail-mail" non- records are thrown into the trash can or recycle bin.

o It is a transient/transitory record which should be disposed of as soon as the information is no longer of administrative, legal or fiscal value. A "Transient/Transitory" folder or a sub-folder in a series for the transient/transitory messages can be created to help manage these records

o It is a record and therefore, should be placed in an appropriate folder by record type/series, project, retention time, or other filing schema that works for one's office/organization and allows that unit to effectively manage the life cycle of the record.

Column 2 identifies the Official Repository for each record.

  • Official Repository: The unit, department, or division designated as having responsibility for retention and timely destruction of particular types of institution or unit records. Such responsibility is assigned to the unit, department or division administrator or a designee.
  • Institution/Unit Archives: The office, department or division designated as having responsibility for collecting and preserving records of historical, legal, fiscal, and administrative value. It provides permanent retention of official records of the institution, its officers, and component parts; maps and architectural records; audiovisual materials; and publications documenting the institution's history.

Column 3 sets forth the record retention periods, which can either be set periods of time or event-driven periods. Below is an explanation of retention period terminology:

  • Documents are typically retained until they are no longer required for administrative purposes, and then they may be immediately disposed of or there may be a retention period set forth after the documents are no longer in use. Examples: Strategic Plans must be retained for 1 year after a new strategic plan is adopted. For employee or student records the retention period begins when the employee terminates service, the student graduates, or from the date the student last enrolled.
  • Fiscal Year in which the document is created or an event occurs plus a specified time or number of fiscal years, e.g. "FY + 4 years," which means the document is to be kept for the fiscal year in which it was created plus 4 more fiscal years; "FY last date of enrollment + 7 years," which means the document is to be kept for the fiscal year in which the student last enrolled plus seven more fiscal years.
  • Calendar Year in which the document is created plus a specified time or number of calendar years, e.g. "CY + 4 years," which means the document is to be kept for the calendar year in which it was created plus 4 more calendar years.
  • 3 Cycles: This retention period pertains to the retention of electronic back-up files.
  • Life of Building: This retention period pertains specifically to buildings. The final retention period begins when a building is destroyed or sold.
  • Life of Product: This retention period pertains specifically to products. The final retention period begins when the product is no longer in use.
  • Permanent: Do not destroy. Maintain on site or send to Archives.
  • Until Superseded: This retention period pertains to documents that are routinely updated and therefore, superseded by the current version.

Column 4 sets forth the proper disposition of the records following the expiration of the retention period.

Most records may be disposed of by regular means, such as recycling or deleting. Some record types are identified on retention schedules as confidential or restricted. These records must be destroyed in a secure manner that will prevent reconstruction or retrieval of the information including but not limited to incineration, shredding, pulping or secure electronic destruction by overwriting, degaussing or physical destruction of the storage media. However, many other records may contain "sensitive" information that has not been declared by law or regulation to be confidential. Some types of "sensitive" information are described in NRS 205.4617 "Unlawful Acts Regarding Personal Identifying Information." NRS Chapter 239B "Disclosure of Personal Information to Governmental Agencies" (See especially NRS 239B.030) also describes such records. Serious consequences may result if these records are improperly disclosed and you must destroy these records in accordance with the Schedule. If you are in doubt about the sensitivity of certain documents or about an appropriate disposal method, you should contact your supervisor.

The following are the proper disposition methods that are referred to in the Schedule:

"Regular"--Regular disposal includes, for example, discarding, throwing away, deleting or other method of disposal that does not necessarily prevent reconstruction or retrieval.

"Secure"--Secure disposal means destruction of the record that ensures the information cannot be reconstructed or retrieved, and includes, for example, incineration, maceration, shredding, pulping, or secure electronic destruction, for example, overwriting, degaussing or physical destruction of the storage media. Shred or otherwise render unreadable records with confidential information, including records containing social security numbers, credit card information, drivers' license numbers, patient treatment information, or other information as designated by an information steward.

"Archival Review"--Records with content that may be of value to the documenting the institution, unit or NSHE's history, should be submitted to the institution/unit archives or State Archives for review prior to destruction. When the prescribed retention period for institution or unit records has passed, a determination of whether to preserve or dispose of the documents must be made. To decide if the record is of historic value, consult the appropriate archivist, who has the authority to designate which records are archival.

"Archives"--Records with long-term historical value in documenting the institution, unit or NSHE's history must be transferred to the institution/unit archives or State Archives. These are records for which the legal, administrative or fiscal value to the institution or unit may have expired and therefore, the records can be transferred to the appropriate archives for preservation. All institutions must send any records (paper-based or electronic) that have enduring historical value to the institution or State Archives. These records include, but are not limited to, the following items: annual reports, biographical information of faculty and staff, any information related to the history of the institution or unit and its facilities.

Institution/Unit Archives: The office, department or division designated as having responsibility for collecting and preserving records of historical, legal, fiscal, and administrative value. It provides permanent retention of official records of the institution, its officers, and component parts; maps and architectural records; audiovisual materials; publications; and other materials documenting the institution's history.

"On Site"--Records with a demonstrated on-going legal, fiscal or administrative need to a particular area of the institution or unit shall be maintained permanently at that location which may include maintenance in an electronic system retrievable at that location.

"Other"--Other specific directions for disposition may be provided in the Schedule.

Unless a different "Official Repository" is set forth below, all records should be maintained in the office where they are generated.

Section 7. Records Retention Schedule

Accounting & Financial Records

TYPE OF RECORDOFFICIAL REPOSITORYRETENTION PERIODDISPOSITION
Accounts Payable/Invoice Records Administration & Finance or Office Where Generated FY + 5 years Regular
Bad Debt Documentation: Overdue accounts, such as library fines parking tickets, loans, payment for service rendered Controller's Office or Business Center FY + 4 years after payment or write-off Regular
Bank Reconciliations and Related Documents Administration & Finance FY + 7 years Regular
Bids, Accepted: For purchases Purchasing FY + 7 years Regular
Bids, Rejected: For purchases Purchasing FY + 3 years Regular
Bonds/Securities/Certificates of Participation Files Administration & Finance FY final redemption + 4 years Archives
Cash Register Tapes/Cash Receipt Documentation Administration & Finance; Controller's Office or Office Where Generated FY + 4 years Regular
Chart of Accounts: An institutional list of the accounts and their identification coding Administration & Finance; Controller's Office FY + 4 years Regular
Cost Accounting Documentation: Records analyzing the cost of producing certain items or performing certain tasks Office Where Generated and/or Controller's Office FY + 3 years Regular
Credit Card Receipts Office Where Generated or Controller's Office FY + 5 years Secure
Delivery Slips: Documents sent with purchased goods indicating item(s) shipped Office Where Generated or Controller's Office FY + 3 years Regular
Endowment Fund Reports, Annual: Report of funds received and expended by endowment accounts. May be in form of report to donors Foundation or System Office Where Reports Generated FY + 7 years Archives
Endowment Fund Reports, Periodic: Periodic report of funds collected or expended by endowment accounts Foundation or System Office Where Generated FY + 7 years Secure
Financial Reports/Work Papers, Annual: Consolidated year-end report of financial documentation showing assets and liabilities, broken down by major funding areas, such as academic and student services areas Administration & Finance FY + 3 years Archives
Financial Reports, Quarterly/Interim: A report of institutional assets, liabilities, expenditures, income and equities. A periodic report, not the year-end report Administration & Finance FY + 1 year Regular
Fraud Files Office Where Generated FY + 3 years Secure
Fraudulent Checks Office Where Received or Where Investigated FY received + 3 years Secure
Inventory Control Record Office Where Generated FY + 7 years Regular
Inventory Control Record Office Where Generated FY + 7 years Regular

Journals: Documentation of institutional cash transactions, petty cash transactions/replenishments, including disbursements and receipts

Records used to transfer charges between accounts and for summarizing account information

Institution Controller's Office

FY + 5 years

Regular

Purchase Orders (POs) Controller's Office FY + 7 years Regular
Purchasing Card (PCard) & Travel Card/Travel Claim Documentation: Including statements from bank regarding PCard and Travel Card use, transaction forms, and other supporting documentation Controller's Office FY + 5 years Regular
Registers-Bond: Listing of bonds sold, usually for building projects, showing purchaser, date redeemed, interest due, etc. Administration & Finance FY of final redemption + 4 years Regular
Registers-Check: Book or original entry for all cash disbursements paid by check Administration & Finance; Controller's Office FY + 5 years Regular
Requisitions Business Center FY + 4 years Regular
Student Account Records Office Where Generated FY last date of enrollment + 7 years Secure
Surplus Property Records Office Where Generated FY + 3 years Regular
Timekeeping Documentation: Includes documentation of staff, work-study students, and non-work-study students Office Where Generated or Human Resources FY + 3 years Regular
Trusts/Bequests Foundation; Fundraising Office Permanent On Site or Archives
Warranties (e.g., products, construction, etc.) Administration & Finance Life of product + 7 FY Regular

Administrative Records

TYPE OF RECORDOFFICIAL REPOSITORYRETENTION PERIODDISPOSITION
Accreditation Records Office of the President FY + 10 years Archives
Advertising Office Where Generated FY + 3 years Regular
Articles of Incorporation/ Bylaws and Records of NSHE or Related Entities: Including foundations, research corporations, etc. Office Where Generated Permanent On Site or Archives
Calendars of Events Office Where Generated Until superseded Archival Review; Regular
Camp or Activity Involving Children: Registration and other documents Office Where Generated FY + 25 years, or age of majority plus 7 FY Secure
Chancellor Files Chancellor's Office FY + 4 years Archival Review; Secure
Councils/Committees Records Office Where Generated FY + 5 years Archival Review; Secure
Day Care Center Licensing Office Where Generated FY + 25 years, or age of majority plus 7 FY Secure
Drug-Free Schools and Communities Act Records Office Where Generated FY + 4 years Archival Review; Secure
Environmental Monitoring Records Environmental, Health & Safety (EH&S) FY + 5 years Regular
General Files: Consists of correspondence, memoranda, reports, email and publications of other departments of NSHE and external agencies Office Where Generated FY + 5 years Secure
General Files-Upper Administration: Consists of files of the vice chancellors, vice presidents, provosts, deans, directors, chairs and upper-level administrators including email Office Where Generated FY + 5 years Archival Review; Secure
Incident/Accident Reports Office Where Generated; Risk Management FY + 7 years, or age of majority plus 7 FY Archives
Logs: Includes but not limited to mail logs, telephone logs, lists and schedules used to monitor work functions Office Where Generated FY + 1 year Regular
Mailing Lists Office Where Generated Until superseded Secure
Motor Vehicle Records: Including copies of title, maintenance and usage Administration & Finance FY + 7 years Regular
Organizational Charts Office Where Generated FY + 5 years Archives
President Files Office Where Generated FY + 4 years Archival Review; Secure
Public Records Request Files Public Records Officer or Counsel FY + 3 years Secure
Reports-General Office Where Generated FY + 5 years Archival Review; Secure
Strategic Plans President; Provost; Office Where Generated FY + 1 year Archives
Surplus Property Records Business Center FY + 3 years Regular
System, Institution or Unit Policy: Policies provide specific direction for operations, administration, or programs. Policies are applicable institution- or unit-wide Policies enhance the institution or unit's mission and operational efficiency, mandate action or constraints, and must be consistent with relevant statues, regulations, bylaws, or rules Board of Regents; Chancellor; President or Office Where Generated Until superseded Archives or On Site
Telephone Records Office Where Generated FY + 1 year Regular
Training Course Documentation: Memoranda, flyers, catalogues, registration forms, rosters and other records relating to training courses Office Where Generated FY + 7 years Regular

Affirmative Action/Equal Opportunity

TYPE OF RECORDOFFICIAL REPOSITORYRETENTION PERIODDISPOSITION
Affirmative Action Programs Pursuant to Qualified Disabled Veterans and Vietnam Veterans Act EEOC Office; Office Where Generated FY + 2 years Regular
Americans with Disabilities (ADA) Compliance Records EEOC Office FY + 7 years Secure
Americans with Disabilities (ADA) Requests for Accommodation, Responses and Related Documentation EEOC Office FY + 7 years Secure
Complaints of Prohibited Discrimination, Protected Status (including Sexual Harassment) Student Conduct Office; EEOC Office; Title IX Coordinator; Title VII Office; Human Resources FY + 7 years Secure

Investigated Complaints of Discrimination that are Dismissed or that Result in Finding of Merit Maintained
Student Conduct Office; EEOC Office; Title IX Coordinator; Title VII Office; Human Resources 100 years On Site
Title VII, ADA, and/or GINA Required Reports (Higher Education Staff Information Report EEO-6) Office Where Generated FY + 3 years Secure

Athletics

TYPE OF RECORDOFFICIAL REPOSITORYRETENTION PERIODDISPOSITION
Academic Progress Rate Athletic Department NCAA Requirements Secure
Athletic Scholarships Athletic Department FY + 5 years Secure
Coach and Assistant Coach Files Athletic Department FY + 5 years Secure
Conference Waivers Athletic Department NCAA Requirements Secure
Eligibility Certification Athletic Department NCAA Requirements Secure
Equity in Athletics Disclosure Act (EADA) Disclosures Athletic Department Federal Requirements Regular
Financial Aid Documents Athletic Department NCAA Requirements Secure
Fitness Facility Use Records & Waiver Forms Office Where Generated FY + 3 years Secure
Graduation Success Report Athletic Department NCAA Requirements Secure
NCAA Squad List Athletic Department NCAA Requirements Secure
NCAA Violations Athletic Department NCAA Requirements Secure
NCAA Waivers Athletic Department NCAA Requirements Secure
Player Recruiting Records Athletic Department NCAA Requirements Secure
Recruiting Rules & Regulations Athletic Department FY + 7 years Regular
Rules & Regulations Athletic Department FY + 7 years Regular
Scouting Reports Athletic Department FY + 1 year Secure
Sport Schedules Athletic Department FY + 1 year Regular
Sports Program (for events) Athletic Department FY + 1 year Regular
Statement of Revenues and Expenses Filed with NCAA Annually Athletic Department NCAA Requirements Regular
Student Affidavits Athletic Department FY + 5 years Secure

Audit

TYPE OF RECORDOFFICIAL REPOSITORYRETENTION PERIODDISPOSITION
Audit Reports Files-External Office Where Generated FY + 7 years Secure
Audit Reports Files-Internal Office Where Generated FY +7 years Secure
Working Papers Office Where Generated FY + 7 years Secure

Board Of Regents

TYPE OF RECORDOFFICIAL REPOSITORYRETENTION PERIODDISPOSITION
Agendas & Supporting Material for Board or Committee Meetings Board of Regents Office Permanent Archives or On Site
Audiotape Board of Regents Office FY + 5 years; Permanent if no minutes are generated Secure
General Files: Including correspondence, memoranda; procedures, announcements, etc. Board of Regents Office FY + 3 years Archival Review; Secure
Minutes of Board or Committee Meetings Board of Regents Office Permanent Archives or On Site
Reports: Generated by or submitted to the Board/Board Office Board of Regents Office or Office Where Generated FY + 3 years Archival Review; Secure

Budget Records

TYPE OF RECORDOFFICIAL REPOSITORYRETENTION PERIODDISPOSITION
Work Papers: Legislative approved budget, summaries, work papers, work programs, revisions, supportive documentation Administration & Finance FY + 6 years Regular

Contracts

TYPE OF RECORDOFFICIAL REPOSITORYRETENTION PERIODDISPOSITION
Service, Independent Contracts, MOUs, Cooperative Agreements & Related Documentation System; Office Where Generated; Business Center North; Business Center South FY + 7 years Regular

Environmental, Health and Safety

TYPE OF RECORDOFFICIAL REPOSITORYRETENTION PERIODDISPOSITION
Asbestos Sampling/Evaluation Records Risk Management; Environmental Health & Safety (EH&S) FY + 6 years Secure
Asbestos Training Records: Employee Training Risk Management; Environmental Health & Safety (EH&S) FY last date of employment + 1 year Secure
Audiograms & Threshold Inspections Risk Management; Environmental Health & Safety (EH&S) FY + 5 years Regular
Exposure Control Files Environmental Health & Safety (EH&S)EH&S FY + 3 years Regular
Fire & Safety Inspections: Includes but not limited to elevators, escalators, boilers, pressure vessels and related equipment Office Where Generated FY + 5 years Regular
First Aid Reports Office Where Generated FY + 3 years Secure
Hazmat: CAPP Chemical Accident Prevention Program Files Environmental Health & Safety (EH&S) FY + 5 years Secure
Hazmat: Generators of Hazardous Waste Records Environmental Health & Safety (EH&S) FY + 5 years Secure
Hazmat: Hazard Communication Program Environmental Health & Safety (EH&S) FY + 4 years Regular
Hazmat: Hazardous Material Safety File Environmental Health & Safety (EH&S) FY + 30 years Regular
Hazmat: Registration Files of Generators of Hazardous Waste Environmental Health & Safety (EH&S) FY + 6 years Regular
Laboratory Inspection Reports: Periodic inspections of laboratories Environmental Health & Safety (EH&S) FY + 3 years Regular
Occupational Health and Safety Inspections Risk Management; Environmental Health & Safety (EH&S) FY + 5 years Regular
OSHA Citation Postings Where Posted 3 days Regular
OSHA Employee Medical Records Human Resources-- Separate Confidential File FY + 30 years Secure
OSHA Exposure Records Risk Management; Environmental Health & Safety (EH&S) FY + 30 years Secure
OSHA Illness & Injury Files Environmental Health & Safety (EH&S) FY + 6 years Secure
OSHA Inspection & Violation Files Environmental Health & Safety (EH&S) FY + 6 years Regular
OSHA Notices Postings (not citations) Where posted Until superseded Regular
OSHA Personnel Protective Equipment Environmental Health & Safety (EH&S) FY + 4 years Regular
OSHA Required Logs & Summaries of Occupational Injuries and Illnesses Risk Management; Environmental Health & Safety (EH&S) FY + 6 years Secure
Radiation Safety Records Office Where Generated State and Federal Requirements, whichever is longer Secure
Respirator Fit Test Records Risk Management; Environmental Health & Safety (EH&S) FY + 1 year Regular
Safety Program Files Environmental Health & Safety (EH&S) FY + 4 years Regular
Safety Training Course Documentation: Rosters and Other Records Relating to Training Course Risk Management or Environmental Health & Safety (EH&S) FY + 3 years Regular

Facilities or Student Housing Maintenance

TYPE OF RECORDOFFICIAL REPOSITORYRETENTION PERIODDISPOSITION
Boiler Inspection Report Files Facilities or Compliance Manager FY + 5 years Regular
Building Security & Protection System Maintenance Records (e.g., key authorization, fire alarm inspections) Facilities FY + 7 years Secure
Capital Improvement Bid & Contract Documentation Purchasing FY end of warranty period + 7 years Regular
Capital Improvement Projects Files: Including blue prints, plans, drawings, etc. Planning & Construction or Facilities Life of Building Archival Review; Regular
General Files: Administrative documents, correspondence, reports, time sheets Facilities FY + 5 years Regular
Pending & Completed Work Orders; Maintenance Services Records Facilities FY + 2 years Regular
Safety Program Files Facilities or Risk Management FY + 5 years Regular
Training Documentation Risk Management FY + 7 years Secure

Faculty

TYPE OF RECORDOFFICIAL REPOSITORYRETENTION PERIODDISPOSITION
Faculty Senate Records Office Where Generated FY + 5 years Archival Review; Secure

Homeland Security

TYPE OF RECORDOFFICIAL REPOSITORYRETENTION PERIODDISPOSITION
Restricted Document Log System or General Counsel FY + 4 years Secure

Human Resources Records (Professional, Classified & Student)

TYPE OF RECORDOFFICIAL REPOSITORYRETENTION PERIODDISPOSITION
Alcohol & Drug Testing Records Human Resources-- (maintained separately from personnel records) FY last date of employment + 7 years Secure
Applications for Employment: Hired Human Resources FY last date of employment + 7 years Secure
Applications for Employment: Non-Hired Human Resources FY + 1 year Secure
Background Checks & All Related Documents: Hired Employee Human Resources FY last date of employment + 7 years Secure
Background Checks & All Related Documents: Non-Hired Human Resources FY + 1 year Secure
Benefits Documentation Human Resources FY last date of employment + 7 years Secure
Board of Regents Decisions: Regarding personnel and designated executives Secretary of the Board of Regents Permanent Archives or On Site
Paycheck & Direct Deposit Distribution List & Forms Controller's Office or Business Center FY + 3 years Secure
Disciplinary Records: Classified Human Resources FY last date of employment + 7 years Secure
Disciplinary Records: Faculty Human Resources FY last date of employment + 7 years Secure
Disciplinary Records: Faculty-Dismissed Charges President 1 year (Code, Ch. 6, Sec. 6.15) Secure or Release to person charged if requested
Equal Pay Act Records: (e.g., any records that describe or explain the basis for payment of any wage differential to employees of the opposite sex in the same institution) Human Resources; Office Where Generated FY + 7 years Secure
Evaluation of Work Performance: Faculty and Staff (See also Evaluations, Class/Course) Human Resources; Office Where Generated FY last date of employment + 7 years Secure
Faculty Employment Documents: Appointments, tenure, promotions, evaluations Provost; Academic Affairs; Human Resources FY last date of employment + 7 years Secure
Family Medical Leave Act (FMLA) Human Resources-- (maintained separately from other personnel records) FY last date of employment + 7 years Secure
Fitness for Duty Human Resources-- (maintained separately from personnel files) FY last date of employment + 7 years Secure
Grievances-Classified Business Center North; Business Center South FY last date of employment + 7 years Secure
Grievances-Faculty Human Resources; Faculty Senate FY last date of employment + 7 years Secure
Immigration & Naturalization Records, I-9 Forms Human Resources; Office Where Generated; Office of International Students & Scholars (OISS) FY of date of hire plus 3 years, or FY of termination plus 1 year, whichever is later Secure
Immigration Reform & Control Act Records Human Resources FY + 7 years Secure
Leave Records Human Resources; Office Where Generated FY last date of employment + 7 years Secure
Letters, Congratulatory Human Resources FY last date of employment + 7 years Regular
Nevada Ethics Acknowledgment Statement Human Resources; Board of Regents FY last date of employment + 7 years Regular
Oaths Human Resources FY last date of employment + 7 years Secure
Personnel, Payroll & Retirement Information Human Resources; Payroll; Office Where Generated or Maintained FY last date of employment + 7 years Secure
Personnel Records, Student: Includes documentation of work-study and non-work study students Human Resources FY last date of employment + 7 years Secure
Personnel Requisition for Classified Staff Department: Request placed whenever a position within the department becomes vacant Human Resources FY + 3 years Regular
Polygraph Records Human Resources; Office Where Generated FY + 3 years Secure
Position Description Human Resources FY + 3 years Regular
Recruitment Records Human Resources FY + 7 years Secure
Self-Disclosure of Criminal Convictions Documentation Human Resources FY last date of employment + 7 years Secure
Unemployment Compensation Records Human Resources FY + 7 years Secure
Visa Related Documents Human Resources FY last date of employment + 7 years Secure
Volunteer Records Human Resources FY last date of volunteering + 7 years Secure
Worker's Compensation Records: Work related injuries and illnesses Human Resources & Risk Management FY last date of employment + 7 years Secure

Information Technology Records

TYPE OF RECORDOFFICIAL REPOSITORYRETENTION PERIODDISPOSITION
Application Development Files: Records created and used in the development, redesign, or modification of an automated system of application System Computing Services or Institution IT Office FY + 3 years Secure
Assets Inventory System Computing Services or Institution IT Office FY + 7 years Regular
Conversion/Migration Plans: Records that deal with the replacement of equipment or computer operating systems due to hardware/software obsolescence or maintenance System Computing Services or Institution IT Office FY + 3 years Secure
Data Documentation: Records necessary to access, retrieve, manipulate and interpret data in an automated system System Computing Services or Institution IT Office FY + 3 years Secure
Disaster Preparedness & Recovery Plans: Records related to reestablishment of data processing services in case of a disaster System Computing Services or Institution IT Office Until superseded Secure
Employee Access Control & Security Awareness Files System Computing Services or Institution IT Office FY + 3 years Secure
Equipment Support Files: Information on data processing equipment, software, and other products and their vendors. Record of support services provided for specific data processing equipment, including site visit reports, service reports, service histories, and correspondence System Computing Services or Institution IT Office FY + 3 years Regular
Hardware Documentation: Records documenting the use, operational, and maintenance of an agency's data processing equipment System Computing Services or Institution IT Office FY + 3 years Secure
Help Desk Logs and Reports System Computing Services or Institution IT Office FY + 1 year Regular
Policies for Data Processing: Including access, security, systems development, data retention and disposition, and data ownership. 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 System Computing Services or Institution IT Office Until superseded + 7 FY Secure
Risk Analysis System Computing Services or Institution IT Office FY + 7 years Secure
Security Evaluations & Reviews System Computing Services or Institution IT Office FY + 3 years Secure
Source Code; Information System Specifications System Computing Services or Institution IT Office FY + 3 years Secure
Systems Log Files System Computing Services or Institution IT Office 90 days Secure
Usage Files: Records created to monitor computer system and network usage including but not limited to log-in files, system usage files, data entry logs, and records of individual computer program usage System Computing Services or Institution IT Office 90 days Secure
Users Access Records: Records created to control individual access to a system for administrative and security purposes System Computing Services or Institution IT Office FY + 7 years Secure

Insurance

TYPE OF RECORDOFFICIAL REPOSITORYRETENTION PERIODDISPOSITION
Certificates of Insurance, Indemnification Agreements, Hold-Harmless Agreements, Contracts (See also "Minors") System Risk Manager, System Contract Coordinator or Office Where Generated FY + 7 years or if claim If claim is presented, turn over to Office of Risk Management and Insurance Regular
Potential Claims Records Risk Management; Office Where Generated FY + 3 years Regular
Property Insurance Inspection Reports Risk Management FY + 5 years Regular
Property Losses File Risk Management FY + 3 years Regular

IRS Tax Documentation

TYPE OF RECORDOFFICIAL REPOSITORYRETENTION PERIODDISPOSITION
IRS Tax Documentation: Includes such documents as 1099s for revenue received by institution; records of state or federal taxes paid Administration & Finance; Payroll CY + 4 years Secure

Legal

TYPE OF RECORDOFFICIAL REPOSITORYRETENTION PERIODDISPOSITION
Legal Files: Includes all litigation, research, correspondence, etc. General or System Counsel FY + 7 years; Counsel may direct longer retention period Secure
Legal Opinions General or System Counsel Permanent Archives or On Site
Medical Professional Liability Claims/Cases/Judgments/ Settlements NSHE Risk Management/ UNSOM General Counsel Permanent Archives or On Site
Subpoenas General or System Counsel FY + 1 year Regular
Trademark Registrations/ Patents: Including all related correspondence and documents Tech Transfer, Office Where Generated or Other Designated Office FY + 10 years Archival Review; Regular

Library

TYPE OF RECORDOFFICIAL REPOSITORYRETENTION PERIODDISPOSITION
Circulation, Patron ID, Reference Requests Office Where Generated FY + 3 years Secure
Interlibrary Borrowed File Office Where Generated FY + 3 years Secure
Interlibrary Loan File Office Where Generated Until administrative need is satisfied Regular
Miscellaneous Administrative: Including documents, correspondence, inventory lists, etc. Office Where Generated FY + 3 years Regular
Records of Overdue Materials Office Where Generated FY + 3 years Secure
Videotape Production Records, Collections Office Where Generated FY + 3 years Archival Review; Regular

Medical

TYPE OF RECORDOFFICIAL REPOSITORYRETENTION PERIODDISPOSITION
Business Associate Agreements Office Where Generated FY + 7 years Regular
Clinical Patient Billing Records Office Where Generated or Institution Controller FY + 7 years Secure
Clinical Patient Medical Records Office Where Generated Minors to age 18 + 7 years; All others - FY + 7 years Secure
Controlled Drug Administrative, Audit & Dispensing Records Office Where Generated FY + 5 years Secure
Daily Drug Dispensing Records Office Where Generated FY + 5 years Secure
HIPAA-Related Forms, Compliance & Audit Documents Office Where Generated FY + 7 years Secure
Prescription Records Office Where Generated FY + 5 years Secure

Minors

TYPE OF RECORDOFFICIAL REPOSITORYRETENTION PERIODDISPOSITION
Releases/Waivers/Hold Harmless/Indemnification Documents for Activities Involving Minors (e.g. camps) Office Where Generated FY + 25 years or age of majority plus 7 FY Secure

Open Meeting Law Records (See Board of Regents)

TYPE OF RECORDOFFICIAL REPOSITORYRETENTION PERIODDISPOSITION
Audiotape Foundation; Student Government FY + 5 years; or permanent if no minutes generated Secure
Minutes, Notices, Agenda, Support Materials, etc. Foundation; Student Government Permanent Archival Review; Regular

Police Services

TYPE OF RECORDOFFICIAL REPOSITORYRETENTION PERIODDISPOSITION
Background Checks Police Department FY + 7 years Secure
Citations:
Criminal citations Police Department FY + 3 years Secure
Parking citations Parking Enforcement FY + 2 years Secure
Traffic citations Police Department FY + 2 years Secure
Crime/Incident Reports Includes all incidents involving officers such as traffic, burglary, assault, etc. and supporting documentation, arrest records, lab reports, victim information Police Department FY + 5 years Secure
Crime Statistics for Clery Act Reports, etc. Police Department FY of public disclosure/publishing + 7 years Secure
Department Reports Police Department Permanent On Site
Dispatch Unit Transmission Log Police Department FY + 3 years Secure
Dispatch Unit Transmission Recordings Police Department 90 days Secure
Equipment: Issued to personnel Police Department Life of the equipment Secure
Evidence & Seized Property Police Department Same as applicable incident/crime report or case Secure
Evidence Destruction Records Police Department Same as applicable incident/crime report or case Secure

General Records: Correspondence, community service programs, miscellaneous records
Police Department FY + 4 years Secure
In-Car Recordings Police Department 90 days Secure
Intelligence Research, Reports & Information Police Department 5 years Secure
Internal Affairs Police Department 7 years Secure
Interstate Identification Index Police Department FY + 3 years Secure
Investigation Files not resulting in arrest (all others are part of the applicable incident/crime report or case file Police Department Statute of limitations Secure
K9 Records Police Department FY + 3 years Secure
POST Certification Records Police Department FY last date of employment + 7 years Secure
Radio & Car Logs Police Department FY + 1 year Secure
Recorded Communications Police Department Until superseded Secure
Security Surveillance Tapes Police Department Minimum retention 7 days (unless needed or subpoenaed as evidence) Secure
Sex Offender Registration Records Police Department Life of individual Secure
Specific Crime Records:
DUI and Domestic Violence Police Department FY close of case + 7 years Secure
Homicides and sex crimes Police Department FY close of case + 65 years Secure
Misdemeanors Police Department FY close of case + 7 years Secure
Other Felonies Police Department FY close of case + 25 years Secure
Unsolved Cases Police Department Permanent On Site
Training Records Police Department FY last date of employment + 7 years Secure

Warrants/Wanted Files
Police Department FY + 3 years Regular
Weapons Discharge Records Police Department FY + 3 years Secure
Weapons Inventory Records Police Department FY + 3 years Secure
Weapons Qualification Records Police Department FY + 3 years Secure

Public Relations Records

TYPE OF RECORDOFFICIAL REPOSITORYRETENTION PERIODDISPOSITION
Public Service Announcement, News Releases, Information Flyers, Brochures, Newsletters, Other Publications, etc. Government Relations or Public Relations FY + 5 years Archival Review; Regular

Publication, Statistical Data/Documents, And Reports

TYPE OF RECORDOFFICIAL REPOSITORYRETENTION PERIODDISPOSITION
Reports to Board of Regents Board of Regents or Chancellor's Office Permanent Archives or On Site
State or Federal Reports Office Where Generated Permanent Archives or On Site

Real Estate Records

TYPE OF RECORDOFFICIAL REPOSITORYRETENTION PERIODDISPOSITION
Copies of Deeds, Easements: Including other documents related to real property transactions System, Institution Facilities or Real Estate Office Permanent Archives or On Site
Leases System, Institution Facilities or Real Estate Office FY of expiration date + 7 years Regular

Research, Grants and Sponsored Projects

TYPE OF RECORDOFFICIAL REPOSITORYRETENTION PERIODDISPOSITION
Animal Research & Veterinary Records Office Where Generated FY + 3 years Secure
Export Control Export controls-related records, including: contracts, license and license applications; invitations to bid; shipping documents; financial and accounting records; license exception records; notifications from regulatory agencies; and all notes, memoranda and correspondence related to export transactions Office Where Generated Required federal retention period - for EAR, ITAR, OFAC records + 5 years; longer retention period may apply only if requested by government agency Secure
Grants & Agreements: Administration of Grants and Agreements with Institutions of Higher Education, Hospitals, and other Non- Profit Organizations Office Where Generated or Sponsored Projects Office FY submission of final expenditure report + 7 years, unless otherwise provided in terms of grant or contract Secure
Grants & Agreements: Uniform and Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments Office Where Generated or Sponsored Projects Office FY of starting date + 3 years Secure
Institution or System Contracts: Subject to specific state, federal or contract requirements System Office or Office Where Generated Required state, federal or contract retention period Destroy in accordance with applicable state, federal or contract requirements or Secure
Institutional Animal Care & Use Records (IACUC) Office Where Generated Required state, federal or contract retention period Destroy in accordance with applicable state, federal or contract requirements or Secure
Institutional Biosafety Review Records: Review of projects involving recombinant DNA Office Where Generated Permanent On site or Archives
Institutional Review Board for Use of Human Subjects in Research (IRB) Office Where Generated Required state, federal or contract retention period Destroy in accordance with applicable state, federal or contract requirements or Secure
Research Projects-Approved: Files containing proposal, budgets, accounting information, correspondence and reports for grant funded and non-grant funded research Office Where Generated or Office of Sponsored Projects FY + 5 years or required state, federal or contract retention period Destroy in accordance with applicable state, federal or contract requirements or Secure
Research Projects-Rejected: Files containing proposal and correspondence for grant funded and non-grant funded research Office Where Generated or Office of Sponsored Projects FY + 1 year Destroy in accordance with applicable state, federal or contract requirements or Secure
Sponsored Research Office Where Generated or Office of Sponsored Projects Follow applicable rules of grant Destroy in accordance with applicable grant requirements or Secure

Student And Course Records

TYPE OF RECORDOFFICIAL REPOSITORYRETENTION PERIODDISPOSITION
Academic Advising Records Office Where Generated FY graduation or last term of attendance + 3 years Secure
Academic Catalogs Registrar, Admissions and Records or Academic Affairs Permanent Secure
Acceptance Letter Admissions FY + 1 year Secure
Administration of Educational Assistance Program Records Office Where Generated FY of enrollment + 3 years or FY date of test + 3 years Secure
Advanced Placement Results Admission FY graduation + 3 years or FY last term of attendance + 3 years Secure
Advising Files: Includes notes about student, possible courses the student would take, and correspondence with student Office Where Generated FY + 1 year Secure
Alien Registration Receipt Card Office Where Generated FY graduation + 3 years or FY last term of attendance + 3 years Regular
Annual Interim Federal Grant Fiscal Reports: Reporting to federal government on expenditures for federal grant programs Office Where Generated FY + 7 years Regular
Application for Admission/ Readmission Admissions FY + 1 year Secure
Applications for Graduation Office Where Generated FY graduation + 3 years or FY last term of attendance + 3 years Secure
Arrival Departure Record International Admissions FY graduation + 3 years or FY last term of attendance + 3 years Secure
Athletic Records Office Where Generated Athletic Association Rules/NCAA Secure
Attendance Records/Rosters Office Where Generated End of Term Secure
Audit Authorization Registrar FY + 1 year Secure
Campus Newspaper Records Office where Generated Permanent On Site or Archives
Catalogs Registrar Permanent Archives
Certificate of Eligibility for Visa Status International Admissions FY graduation + 3 years or FY last term of attendance + 3 years Secure
Change in Major Academic Affairs FY graduation + 3 years or FY last term of attendance + 3 years Secure
Change of Course (Drop/Add) Registrar FY + 1 year Secure
Change of Grade Record Registrar Permanent On Site or Archives
Change of Personal Data Record Registrar FY graduation + 3 years or FY last term of attendance + 3 years Secure
Class List/Class Roster Registrar, Admissions & Records FY + 1 year Secure
Class Lists-Original Registrar, Admissions & Records Permanent On Site or Archives
Class Schedule (Student) Registrar, Admissions & Records FY end of term + 1 year Secure
Commencement Programs Registrar Permanent On Site or Archives
Correspondence (Student) Academic Affairs FY graduation + 3 years or FY last term of attendance + 3 years Secure
Counseling Records Office Where Generated or Department Where Generated FY graduation + 7 years or FY last term of attendance + 7 years Secure
Course Syllabi Office Where Generated or Department Where Generated FY + 3 years Regular
Coursework: Student tests, examinations, quizzes, papers, projects, etc., leading to a grade and to a posting on the official student record of the registrar Instructor End of class + 120 calendar days Secure
Credit by Exam Registrar, Admissions & Records FY applied to record + 1 year Secure
Credit by Exam Report/Scores Registrar FY + 1 year Secure
Credit/No Credit Approval (Audit, Pass/Fail) Registrar FY graduation + 3 years or FY last term of attendance + 3 years Secure
Curriculum Change Authorizations Registrar, Admissions & Records FY graduation + 3 years or FY last term of attendance + 5 years Secure

Curriculum Development Documentation: Files documenting approval of new programs and degrees
Provost or Academic Affairs Office Permanent Archival Review; Regular
Degree Audit Record Academic Affairs FY graduation + 3 years or FY last term of attendance + 3 years Secure
Direct Loan Program Financial Aid Office FY end of award year + 3 years Secure
Disciplinary Action Record- Expulsion Office where generated or Student Conduct Office Permanent On Site
Disciplinary Action Record- General Office Where Generated or Student Conduct Office FY graduation + 7 years or FY last term of attendance + 7 years Secure
Dual Enrollment Forms (High School) Admissions FY graduation + 3 years or FY last term of attendance + 3 years Secure
eLearning: In web-based platforms, exams, assessments, chats, discussions, blog postings, wiki postings, etc. Provost or Academic Affairs Office FY graduation + 2 years or FY last term of attendance + 2 years Secure
eLearning Course Records: Used for grading Student Services or Academic Affairs Office FY graduation + 2 years or FY last term of attendance + 2 years Secure
Employment Authorization (Work Permit) International Admissions FY graduation + 3 years or FY last term of attendance + 3 years Secure
Enrollment Verification Registrar FY + 1 year Secure
Entrance Exam Results/Scores Admissions FY graduation + 3 years or FY last term of attendance + 3 years Secure
Evaluations, Class/Course: Summary evaluations of course by students Provost or Academic Affairs Office FY + 1 year Secure
Federal Perkins Loan Program Financial Aid Office FY date the loan is cancelled, repaid, or otherwise satisfied + 3 years Secure
FERPA: Requests, 3rd party authorizations, appeals and hearing decisions Registrar, Admissions & Records Permanent Secure
Financial Aid Records: Applicants who enroll Financial Aid Office FY graduation + 3 years Secure
Foreign Students: Exchange Visitor Program-J-1 Visa; all records Office of International Students & Scholars (OISS) FY graduation + 3 years or FY last term of attendance + 3 years Secure
Foreign Students: SEVP Reporting Documents (SEVP-Certified Schools only) Office of International Students & Scholars (OISS) FY in which student is no longer pursuing a full course of study (or FY date of denial if reinstatement is denied) + 3 years Secure
Grade Book Office Where Generated FY course completion + 5 years Secure
Grade Change & Appeal Documents Registrar FY graduation + 3 years or FY last term of attendance + 3 years Secure
Graduation Authorization Registrar FY graduation + 3 years or FY last term of attendance + 3 years Secure
Graduation Lists Registrar FY graduation + 3 years or FY last term of attendance + 3 years Regular
Health Professions Student Loan Financial Aid Office FY retirement of loan/ceases to be a full-time student + 5 years Secure
Higher Education Assistance Programs ("HEA" or "Title IV") Financial Aid Records: Federal Perkins Loan, Federal Work Study (FWS), Federal Supplemental Educational Opportunity Grant (FSEOG), Federal Pell Grant, ACG, National SMART Grant, William D. Ford Federal Loan or TEACH Grant Program Financial Aid Office FY award year (or final action) + 3 years Secure
Hold or Encumbrance Authorizations Held by Originating Office FY graduation + 7 years or FY last term of attendance + 7 years Secure
Housing/Residence Hall Records Office Where Generated FY graduation + 7 years or FY last term of attendance + 7 years Secure
Immunization Records Admissions FY graduation + 3 years or FY last term of attendance + 3 years Secure
Instructor Evaluations-by students Dean or Department Chair's Office FY + 1 year Secure
Internship/Service Learning Office Where Generated FY graduation + 7 years or FY last term of attendance + 7 years Secure
Legal Services Office Where Generated FY graduation + 7 years or FY last term of attendance + 7 years Secure
Letters of Recommendation Admissions FY graduation + 3 years or FY last term of attendance + 3 years Secure
Military Documents Registrar FY graduation + 3 years or FY last term of attendance + 3 years Secure
Name Change Authorization Registrar FY + 1 year Secure
Nursing Student Loans Financial Aid Office FY retirement of loan or from when ceases to be a full-time or half-time student + 5 years Secure
Organizations: Clubs, other student groups Office Where Generated FY + 3 years Regular
Organizations: Student government-- constitution, bylaws and other records Office Where Generated FY + 3 years Archival Review; Regular
Pass/Fail Record Registrar FY graduation + 3 years or FY last term of attendance + 3 years Secure
Passport Number International Admissions FY graduation + 3 years or FY last term of attendance + 3 years Secure
Petitions Academic Affairs FY graduation + 3 years or FY last term of attendance + 3 years Secure
Placement Test Results/ Scores Registrar FY graduation + 3 years or FY last term of attendance + 3 years Secure
Probation/Suspension/ Dismissal Records Academic Affairs FY graduation + 3 years or FY last term of attendance + 3 years Secure
Readmission Records Academic Affairs FY graduation + 3 years or FY last term of attendance + 3 years Secure
Recruitment Records Registrar FY graduation + 3 years or FY last term of attendance + 3 years Secure
REG Email Correspondence (All) Registrar FY term admitted + 1 year Secure
Registration Record Registrar FY registered term + 1 year Secure
Releases/Waivers/Hold Harmless/Indemnification Documents for Activities: Non-minor students Office Where Generated FY graduation + 7 years or FY last term of attendance + 7 years Secure
Request for Formal Hearing (FERPA) Office Where Generated Permanent On Site
Requests and Disclosure of Personally Identifiable Information (FERPA) Office Where Generated Permanent On Site
Scholarships Administered by University/College/ Departments: Administrative Information regarding local scholarship programs including applications, awards, recipients, etc., but not fiscal data Financial Aid FY graduation + 5 years or FY last term of attendance + 5 years Regular
Statement of Educational Costs International Admissions FY graduation + 3 years or FY last term of attendance + 3 years Secure
Statement of Financial Responsibility International Admissions FY graduation + 3 years or FY last term of attendance + 3 years Secure
Student Exams/Papers Academic Affairs FY course completion + 1 year Secure
Student Records-Accepted & Enrolled: Change of course, audit authorization, email, correspondence, transcript requests, enrollment verification, name change Registrar; Admissions and Records FY + 1 year Secure
Student Records-Accepted & Enrolled: Grade change appeals, graduation authorization, admission acceptance, advance placement results, dual enrollment forms, entrance exam results/scores, immunization records, recruitment records, waiver of right to access letters of recommendation, external transcripts, change of personal data record, transfer credit or hours accepted, residency documentation, Form I-20 (VISA) for foreign students, overload petitions, application for graduation, and placement documentation, withdrawal Authorizations/Leaves of Absence Registrar; Admissions and Records FY graduation + 3 years or FY last term of attendance + 3 years Secure
Student Records-Accepted & Not Enrolled: Student-specific correspondence relating to admission and enrollment at the institution. Correspondence, recruitment, references and recommendations, entrance exams, Advanced Placement documentation Student Services or Academic Affairs Office FY + 18 months Secure
Student Records-Denied: Letters notifying students of non-acceptance to the institution. Correspondence, recruitment, references and recommendations, entrance exams, and Advanced Placement documentation Student Services or Academic Affairs Office FY application term + 1 year Secure
Student Recruitment Materials-General: Videos, publications, poster, advertisements, etc. used to recruit students to attend the institution Office Where Generated FY + 5 years Archival Review; Regular
Student Registration-Related Registrar, Admissions & Records FY graduation + 3 years or FY last term of attendance + 3 years Secure
Student Request for Non- Disclosure of Directory Information Student Services Permanent On Site
Student Waivers for Rights to Access to Letters of Recommendation Registrar FY graduation + 3 years or FY last term of attendance + 3 years Secure
Student Written Consent for Records Disclosure Student Services Permanent On Site
Transcript Request (Student) Registrar FY + 1 year Secure
Transcripts (High School and College) Registrar Permanent On site
Transfer Credit Evaluation Registrar FY graduation + 3 years or FY last term of attendance + 3 years Secure
Veterans Administration Certifications/Benefits Registrar, Admissions & Records FY graduation + 5 years or FY last term of attendance + 5 years Secure
Visa Related Documents International Student Office FY graduation + 5 years or FY last term of attendance + 5 years Secure
Vocational Rehabilitation & Education Records Office Where Generated FY graduation + 3 years or FY last term of attendance + 3 years Secure
Withdrawal Authorization Registrar FY graduation + 3 years or FY last term of attendance + 3 years Secure

      

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