MASTER records retention schedule rev 03 July 2017.xlsx

	A	B	C	D	E	F	G	H	I
1	Functional Area	Master Record Holder	Document Title	Supplemental Description	Location--Physical	Location--Electronic	Retention Period	Vital	Disposition

2	_ALL	Issuing Office	Annual Reports	Reports of Major Accomplishments of the prior Academic Year			permanent		Transfer to Archives
3	_ALL	Issuing Office	Continuing Education Records
4	_ALL	Issuing Office	Correspondence - General						Offer to Archives
5	_ALL	Issuing Office	Correspondence - Vice Presidents and Deans				Program development is permanent		Transfer to Archives
6	_ALL	Issuing Office	Departments and Office Heads - annual reports						Transfer to Archives
7	_ALL	Issuing Office	Minutes - departmental meetings				permanent		Transfer to Archives
8	_ALL	Issuing Office	Photographs/Negatives						Offer to Archives
9	_ALL	Issuing Office	Safety training records
10	Academic Affairs	Academic Affairs	Academic Actions & Dismissals	Includes academic integrity violations and sactions, disciplinary action records of students, course or exam complaints by students			7 years	Yes, but only the electronic data
11	Academic Affairs	Academic Affairs	Grade appeal/complaint	Student final grade disputes			1 year	no
12	Academic Affairs	Academic Affairs	Petitions (academic)	Exceptions to academic rules			4 years	no
13	Academic Affairs	Academic departments	Exams (final)/graded course work				1 year
14	Academic Affairs	Academic departments	Grade book (faculty)				5 years after course completed
15	Academic Affairs	Art Gallery	Artist Correspondence	These are historical records frequently used by art historians.			25 years	no	Transfer to Archives
16	Academic Affairs	Art Gallery	Exhibition brochure/handout.	This document is a summary of the exhibition and in some cases carries images of the work exhibited.			25 years	no	Transfer to Archives
17	Academic Affairs	Art Gallery	Exhibition Invitation	This is a record of the invitation that is mailed out to announce the time, dates and events for the exhibition.			25 years	no	Transfer to Archives
18	Academic Affairs	Art Gallery	Gallery Visitor Tally	This document summarizes who and how many visitors came to the gallery including classes.			25 years	no	Offer to Archives
19	Academic Affairs	Art Gallery	Media Coverage	This is a record of public response to the exhibition.			25 years	no	Offer to Archives
20	Academic Affairs	Art Gallery	Misc. materials documenting the programs and events.	I retain these documents as a record of programs and events connected to the exhibition.			25 years	no	Offer to Archives
21	Academic Affairs	Art Gallery	Price lists	This is a historical record of artists' prices.			25 years	no	Offer to Archives
22	Academic Affairs	Art Gallery	Registration Forms	This document gives persoanl information about the artists & artwork.			25 years	no	Transfer to Archives
23	Academic Affairs	Faculty Contracts	Contract conversion letters				permanent
24	Academic Affairs	Faculty Contracts	Emeriti letters				permanent
25	Academic Affairs	Faculty Contracts	External contracts - agreements	Contracts with external institutions for their people to teach for SCU			permanent	Yes
26	Academic Affairs	Faculty Contracts	External contracts -addendums				permanent
27	Academic Affairs	Faculty Contracts	Faculty appointment letters				permanent	no
28	Academic Affairs	Faculty Contracts	Faculty Contract - Adjunct or Overload				permanent	Yes - the current academic year's records
29	Academic Affairs	Faculty Contracts	Faculty contract requests - Annual				permanent	Yes - the current academic year's records
30	Academic Affairs	Faculty Contracts	Faculty Contracts - Annual				permanent	Yes - the current academic year's records
31	Academic Affairs	Faculty Contracts	Faculty CVs or Resumes	Most recent - up to 3 years			permanent - last one on file	no
32	Academic Affairs	Faculty Contracts	Faculty Evaluations				permanent	no
33	Academic Affairs	Faculty Contracts	Faculty search advertising	Transferred to faculty file once hired			permanent	No
34	Academic Affairs	Faculty Contracts	Faculty transcripts				permanent	no
35	Academic Affairs	Faculty Contracts	Facutly contract requests - Adjunct or Overload				permanent	Yes - the current academic year's records
36	Academic Affairs	Faculty Contracts	Not in payroll information sheets - bio/demographic info				permanent
37	Academic Affairs	Faculty Contracts	Special studies payments				permanent
38	Academic Affairs	Institutional Research	Enrollment Statistics	Fact Book published annually in November and posted online and in limited paper quantity. Census published each semester and posted online.			permanent	yes	Transfer to Archives
39	Academic Affairs	Institutional Research	Institutional Research reports	This is so broad that it's impossible to make one accurate statement about all reports. The majority are ad hoc and not stored anywhere formally on campus.			flexible	yes	Offer to Archives
40	Academic Affairs	Institutional Research	Institutional Research surveys (this is so broad that it's impossible to make one accurate statement about all reports)	We have a variety of surveys, on different schedules, that change from year to year.			flexible	yes	Offer to Archives
41	Academic Affairs	Institutional Research	IPEDS reports - Finance	Finance IPEDS Report is submitted annually in spring. Paper and electronic copies are stored in IRPA. All data are available to all users on IPEDS site.			permanent	yes	Offer to Archives
42	Academic Affairs	Institutional Research	IPEDS reports - HR	HR IPEDS Report is submitted annually in spring. Paper and electronic copies are stored in IRPA. All data are available to all users on IPEDS site.			permanent	yes	Offer to Archives
43	Academic Affairs	Institutional Research	IPEDS reports - Student	Student IPEDS Reports (5 separate reports) are submitted annually throughout the academic year. Paper and electronic copies are stored in IRPA. All data are available to all users on IPEDS site.			permanent	yes	Offer to Archives
44	Academic Affairs	Myser Initiative	Annual Award Publications	Awardee's lecture as published			Continual	Yes	Transfer to Archives
45	Academic Affairs	Myser Initiative	Annual Reports	Summary of Activities			Continual	Yes	Transfer to Archives
46	Academic Affairs	Myser Initiative	Annual Workshop Records	Participants, Projects, Evaluations			Continual	Yes
47	Academic Affairs	Myser Initiative	Committee Minutes	Record of Planning Activities			5 years?		Transfer to Archives
48	Academic Affairs	Myser Initiative	Financial Records	Check Requests/Annual Summary			7 years	Yes
49	Academic Affairs	Registrar	Academic catalogs - graduate				permanent	yes	Transfer to Archives
50	Academic Affairs	Registrar	Academic catalogs - undergraduate				permanent	yes	Transfer to Archives
51	Academic Affairs	Registrar	Admission letters	Enrolled students			7 years	no
52	Academic Affairs	Registrar	Applications for admission or readmission	Enrolled students			7 years	no
53	Academic Affairs	Registrar	Athlete Eligibility Reports				1 year after certification	no
54	Academic Affairs	Registrar	Athlete records	Initial and continuing eligibility information, academic information, documentation of participation, tutor evaluation and assessment.			10 years	no
55	Academic Affairs	Registrar	Biographic information change	Change of address, phone, race, name change, sex change, other demographic data			7 years	no
56	Academic Affairs	Registrar	Class lists	Record of class rosters for each term			permanent	yes	Archives?
57	Academic Affairs	Registrar	Class schedules	Student schedules for each term			1 year after graduation or non-attendance
58	Academic Affairs	Registrar	Commencement programs				permanent		Transfer to Archives
59	Academic Affairs	Registrar	Correspondence (student)	Related to registration, academic records, inquiries			1 year	no
60	Academic Affairs	Registrar	Correspondence, relevant				7 years	no
61	Academic Affairs	Registrar	Course substitution/waiver	Approvals to meet program requirements with adminstrative action			7 years	no
62	Academic Affairs	Registrar	Credit by examination forms	Reports/scores on AP, CLEP, etc.			7 years	no
63	Academic Affairs	Registrar	Curriculum change authorizations	Changes approved by University committee			???	no	Transfer to Archives
64	Academic Affairs	Registrar	Data change logs	Electronic log of changes to enrollment and other data, including date/time stamp information and user that changed data if that data is maintained separately in system			10 years
65	Academic Affairs	Registrar	Declaration of major	Student's declaration of major			5 years	no
66	Academic Affairs	Registrar	Declaration of minor	Student's declaration of minor			5 years	no
67	Academic Affairs	Registrar	Diplomas (returned)	diplomas with insufficient address or hold			permanent	no
68	Academic Affairs	Registrar	Enrollment data	Electronic record of enrollment in classes, including records of drop, add and enrollment change activity			10 years
69	Academic Affairs	Registrar	Enrollment records and enrollment changes	Initial registration, add/drop, special registration (ACTC, Ind Study, Dir Study, etc.). Excludes complete withdrawals.			1 year	no
70	Academic Affairs	Registrar	Enrollment verifications/Tuition remission	Verifications of enrollment, graduation, GPA and other related academics			1 year or electronic	no
71	Academic Affairs	Registrar	Entrance examination reports/test scores for students who enroll	Standardized test scores such as ACT/SAT, GRE, TOEFL			7 years	no
72	Academic Affairs	Registrar	FERPA documents	documents related to FERPA law - written consent, formal hearing request, etc			7 years	no
73	Academic Affairs	Registrar	Grade change forms	record of authorization to change grade			permanent	no
74	Academic Affairs	Registrar	Grade rosters	record of submitted grades and grade changes, including date/time stamp and user data			permanent	no
75	Academic Affairs	Registrar	Graduate degree authorization	degree clearance from academic department			7 years	no
76	Academic Affairs	Registrar	Graduation degree evaluation	degree evaluation to determine status for graduation			7 years	no
77	Academic Affairs	Registrar	Incomplete grade requests	electronic request for an incomplete grade			1 year	no
78	Academic Affairs	Registrar	Intent to graduate form	Degree application, record of degree name, etc.			permanent	no
79	Academic Affairs	Registrar	Leave of absence form	Record of request to withdraw from all classes and be placed on leave of absence			2 years	no
80	Academic Affairs	Registrar	Permission to add a course/Override form	Student's request for override or approval to add a class - electronic			1 year	no
81	Academic Affairs	Registrar	Registration records				1 year	no
82	Academic Affairs	Registrar	Requests for non disclosure of directory information	Student request to opt-out of directory information disclosure - electronic			permanent		Archives?
83	Academic Affairs	Registrar	Schedule of classes	Per term listing of all courses offered including time/day and seat limits			permanent	yes	Transfer to Archives
84	Academic Affairs	Registrar	Student demographic data	Electronic student data including student characteristics, date of birth, former names, address information, photo ID, and ethnic information, etc.			50 years	no
85	Academic Affairs	Registrar	Student name change authorizations				7 years	no
86	Academic Affairs	Registrar	Student pass/fail requests				1 year	no
87	Academic Affairs	Registrar	Transcript requests	Official transcript requests by student			1 year	yes
88	Academic Affairs	Registrar	Transcripts - high schools (or GED) for students who enroll				7 years	yes
89	Academic Affairs	Registrar	Transcripts - other colleges for students who enroll				7 years	yes
90	Academic Affairs	Registrar	Transcripts - St. Catherine	Permanent academic record			permanent	yes	Archives
91	Academic Affairs	Registrar	Transfer course pre-approval	Online form undergraduate students complete to request approval to take a course elsewhere and transfer to St.Kate's. Also indiciates how the course will apply to student's program requirements.			5 years	yes
92	Academic Affairs	Registrar	Transfer credit authorization					yes
93	Academic Affairs	Registrar	Transfer credit evaluations	Evaluations performed by transfer evaluators in registrar's office that indicate how student's course work from another institution applies to St. Kate's degree program.			7 years after graduation or non-attendance	yes
94	Academic Affairs	Registrar	VA certification records	Certifying documents for federal VA benefits			3 years after graduation or non-attendance	no
95	Academic Affairs	Registrar	Withdrawal form	Record of request to withdraw from all classes			5 years	no
96	Academic Affairs	Registrar	Written consent for records disclosure	Student signed (electronic) authorization for disclosure of education record			permanent or until terminated by student	no	Archives?
97	Academic Affairs	Registrar Academic Affairs	Academic dismissal	Reports tracking academic standing as well as letter to student notifying him/her of dismissal			permanent	no
98	Academic Affairs	Registrar Academic Affairs	Academic probation	Reports tracking academic standing as well as letter to student notifying him/her of academic probation			7 years	no
99	Academic Affairs	Registrar Academic Affairs	Academic suspension	Reports tracking academic standing as well as letter to student notifying him/her of suspension			7 years	no
100	Academic Affairs	Registrar or departments?	Teacher certifications				1 year	no