Record & Document Retention Schedule

	A	B	D	E	F
1	Type of Record	Retention Schedule	Destruction/ Storage	Responsible Party	Division
2	Academic Affairs
3	Assessment reports from direct reports (deans, diversity integration)	5 years	Transfer to Archives	Provost	Academic Affairs
4	Budget requests, proposals, and approvals	5 years	Shred	Provost	Academic Affairs
5	Faculty handbooks	Permanent	Archive old versions on shared drive	AVPAA: Curriculum and Faculty Development	Academic Affairs
6	Promotion and Tenure Records (includes CVs and copies of faculty scholarship such as articles, books, etc.)	10 years / permanent for CVs and scholarship	Shred except for CVs and scholarship which are permanent and transferred to archives	AVPAA: Curriculum and Faculty Development	Academic Affairs
7	Student complaints	5 years after graduation or date of last attendance	Shred	Provost	Academic Affairs
8	Faculty Senate documents and minutes	Permanent	After business need ceases, transfer to permanent storage in Archives	Provost	Academic Affairs
9	US News & World Report data	Until business need ceases	Shred/recycle	Director, Institutional Research	Academic Affairs
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11	Academic Meetings
12	Department/program meeting minutes	Permanent	Fireproof storage	Provost	Academic Affairs
13	Faculty meeting minutes (and related documents)	Permanent	Fireproof storage/one copy to Archives	Provost	Academic Affairs
14	Special committees (curriculum, governance, etc.)	Permanent	Fireproof storage	Provost	Academic Affairs
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16	Academic Resources/Reviews
17	Accreditation records/materials	Permanent	Transfer to Archives when business need ceases	Executive Director of Institutional Research & Effectiveness	Academic Affairs
18	Consortia contracts and charter school contracts	Until business need ceases	Shred	Vice President	Academic Affairs
19	Handbooks, policy documents, newsletters, publications, journals	Permanent	Transfer to Archives when business need ceases	Provost	Academic Affairs
20	Recruitment materials	10 years	Transfer to Archives	AVPAA: Inclusive Excellence	Academic Affairs
21	Self-studies, surveys/reviews	10 years	Transfer to Archives	Provost	Academic Affairs
22
23	Curriculum				Academic Affairs
24	Bulletin Board site (archived) information	2 years	Delete	Vice President	Academic Affairs
25	Changes in degrees, majors/minors, or core (including proposals)	10 years	Transfer to Archives	Provost/UCC	Academic Affairs
26	Course syllabi and course packets	5 years or until superseded	Recycle	Department Chair / Program Director	Academic Affairs
27	Grade books/faculty grade records	5 years	Shred	AVPAA: Curriculum and Faculty Development	Academic Affairs
28	Law clinics/internships/ externship paperwork	Until experience is completed	Shred	Director, Career Services	Academic Affairs
29	Papers (theses and dissertations)	5 years	Transfer to Archives	Department Chair / Program Director	Academic Affairs
30	Student awards/scholarship recipient information	Until business need ceases	Transfer to Archives	Provost	Academic Affairs
31
32	Contracts/Waivers:
33	Contracts/service agreements (Note: departments/units will store/manage record copies of contracts and service agreements. Departments/units should send a copy to the Business Office for scanning and electronic storage.)	6 years after termination	Shred	Department Chair/Director; Director, Risk Management	Academic Affairs
34	Assumption of Risk forms (waivers)	3 years from date of activity or 7 years if student is 18 years	Shred	Department Chair/Director; Director, Risk Management	Academic Affairs
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36	Registrar Documents:
37	Networks
38	Immigration records including copies of passport, I-20, DS-2019, I-94, visa, and other immigration related documents (Includes students on student visas and on student exchange visas)	Prior to SEVIS [Student and Exchange Visitor Information System] implementation (August 2003): 1 3 years after completion of studies Post-SEVIS records: Permanent	Shred File Cabinet	Registrar/Office of International Studies	Academic Affairs/Student Affairs
39	International student handbooks and Social Security information	5 years	Transfer 1 copy to Archives; Shred/Recycle remainder	Registrar/Office of International Studies	Academic Affairs/Student Affairs
40	Staff meeting minutes and program files	8 years	Transfer 1 copy to Archives; Shred/Recycle remainder	Registrar/Office of International Studies	Academic Affairs/Student Affairs
41	One-on-one Student files for student leaders or students on academic probation	4 years	Shred	Registrar/Office of International Studies	Academic Affairs/Student Affairs
42	Enrollment and degree verifications	1 year	Shred	Registrar	Academic Affairs
43	Fee statements	1 year	Shred	Registrar	Academic Affairs
44	Veterans Administration student files	3 years from last certification	Shred	Registrar	Academic Affairs
45	Student address change forms	1 year	Shred	Registrar	Academic Affairs
46	Clearinghouse data	1 year	Shred	Registrar	Academic Affairs
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49	Registration and Records Documents:
50	Academic action authorizations (dismissal, etc.)	Permanent	Electronic	Registrar	Academic Affairs
51	Address change requests	2 years after graduation or last date of attendance	Shred	Registrar	Academic Affairs
52	Change of grade forms	Permanent	Electronic	Registrar	Academic Affairs
53	Class schedules (students)	Permanent	Electronic	Registrar	Academic Affairs
54	Credit by examination authorizations	2 years after graduation or last date of attendance	Shred	Registrar	Academic Affairs
55	Course withdrawal authorizations	2 years after graduation or last date of attendance	Shred	Registrar	Academic Affairs
56	Courses of Study Bulletin	Permanent	Hard copy and electronic	Registrar	Academic Affairs
57	Credit/no credit approvals (audit, pass/fail, etc.)	2 years after graduation or last date of attendance	Retain in Registrar's Office and transfer hard copy and electronic file to Archives	Registrar	Academic Affairs
58	Curriculum change authorizations	2 years after graduation or last date of attendance	Shred	Registrar	Academic Affairs
59	Degree audit records	Permanent	Electronic	Registrar	Academic Affairs
60	Mid-term grade reports	2 years after graduation or last date of attendance	Shred	Registrar	Academic Affairs
61	Graduation lists	Permanent	Electronic	Registrar	Academic Affairs
62	Hold or encumbrance	Until released	Electronic	Registrar	Academic Affairs
63	Military documents	2 years after graduation or last date of attendance	Shred	Registrar	Academic Affairs
64	Name change authorizations	Permanent	Electronic	Registrar	Academic Affairs
65	Registration/Add/Drop forms (including special courses, etc.)	2 Years after graduation or last date of attendance	Shred	Registrar	Academic Affairs
66	Subpoenas	Permanent	Electronic	Registrar	Academic Affairs
67	Transcript requests	1 Year	Shred	Registrar	Academic Affairs
68	Transfer credit evaluations	2 Years after graduation or last date of attendance	Shred	Registrar	Academic Affairs
69	Withdrawal and Student Leave authorizations	2 Years after graduation or last date of attendance	Shred	Registrar	Academic Affairs
70
71	Certification Data/Documents:				Academic Affairs
72	Clearinghouse data	5 Years	Shred	Registrar	Academic Affairs
73	Enrollment verifications	1 Year	Shred	Registrar	Academic Affairs
74	Degree certifications	1 Year	Shred	Registrar	Academic Affairs
75	Veterans Administration	2 Years after graduation or last date of attendance	Shred	Registrar	Academic Affairs
76
77	Family Educational Rights and Privacy Act Data/Documents:				Academic Affairs
78	Requests for formal hearings	Permanent	Electronic	Registrar	Academic Affairs
79	Disclosures of personally identifiable information	Permanent	Electronic	Registrar	Academic Affairs
80	Student requests for nondisclosure of directory information	Permanent	Electronic	Registrar	Academic Affairs
81	Student's consent to release records to parent or guardian	Permanent	Electronic	Registrar	Academic Affairs
82
83	Career Services
84	Student contact records, employer database, internship database	Permanent		Director, Career Services	Academic Affairs
85	Internship documents	4 years	Shred	Director, Career Services	Academic Affairs
86	Employer data	5 years	Shred	Director, Career Services	Academic Affairs
87	Grad employment surveys	5 years	Shred	Director, Career Services	Academic Affairs
88	Job postings	Until business need ceases	Recycle hard copy; delete electronic	Director, Career Services	Academic Affairs
89	Student Complaints	5 years after graduate or date of last attendance	Shred	Provost	Academic Affairs
90	NOTE: Classification, maintenance, retention, archiving and/or disposal of electronic records is the responsibility of the e-mail user, depending on the category of the Electronic Record and must be in accordance with guidelines established by the University and also in compliance with Record Retention Schedule. The University servers are not intended for long-term record retention. The disposition of electronic records must be coordinated with the University’s Information Technology Department.
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