Records Management
| Description of Record | Year of Record | Dept. Action Required | Auth # |
|---|---|---|---|
| Accreditation Records | 2004 & Prior | Transfer to Campus Archives. | 00-015 |
| Add and Drop Records | 2008 & Prior | Retain for one (1) year or until contested grade resolved, then destroy. | 00-015 |
| Alumni/Alumni Assoc. Records | Retain until no longer of administrative value, then transfer to Campus Archives. | 00-015 | |
| Class Roll Records | 2008 & Prior | Retain for one (1) year or until contested grade resolved, then destroy. | 00-015 |
| Course Records | 2006 & Prior | Transfer to Campus Archives. | 00-015 |
| Curriculum/Syllabus | 2004 & Prior | Transfer to Campus Archives. | 00-015 |
| Faculty Records | |||
| Faculty Evaluation Records | 2004 & Prior | Transfer to Campus Archives. | 00-014 |
| Faculty Service/Activity Records | Retain until termination of employment, then transfer to Campus Archives. | 00-014 | |
| Promotion and Tenure Records | All years | Retain until termination of employment, then transfer to Campus Archives. | 00-014 |
| Teaching Evaluation Records | 2006 & Prior | Retain for three (3) years then destroy, unless used for promotion or tenure purposes, then see authorization. | 00-014 |
| Terminated Faculty | 2008 & Prior | Transfer to Campus Archives. | 00-016 |
| Grade Books | 2008 & Prior | Retain for one (1) year or until contested grade resolved, then destroy. | 00-015 |
| Grade Rolls (SIS) | 2004 & Prior | Destroy | 00-015 |
| Graduation Activity Records | 2004 & Prior | Transfer to Campus Archives. | 00-015 |
| Grant Records | |||
| ‡ Pending/Rejected Grant Files | 06/07 & Prior | Destroy | 00-021 |
| ‡ Awarded Grant Files: Fiscal records including effort verification reports paid by grant funds |
Send all fiscal material related to the grant to Office of Sponsored Programs Admin. | 00-021 | |
| ‡ Grant Project Director’s Files and/or Administering Department Files: Awarded, completed grant files |
06/07 & Prior | Contact campus grant’s office for approval to destroy | 00-021 |
| ‡ Grant History File: Grant proposal, report, sample of data |
06/07 & Prior | Place copy of grant proposal, final report and sample of data in Campus Archives | 00-021 |
| Research Records | |||
| Approved Animal Protocols - Expired | 2006 & Prior | Destroy | 00-018 |
| Care of vertebrate animals as subjects in research and teaching records | 2006 & Prior | Transfer to Campus Archives. | 00-018 |
| Research Data | Retain for seven (7) years after final report or project has been completed, then destroy. | 00-018 | |
| Research Final Reports | 2004 & Prior | Transfer to Campus Archives. | 00-018 |
| Student Records | |||
| ‡ Activity Consent/Waiver Forms (Adults) | moved to II. Administrative Records | ||
| ‡ Activity Consent/Waiver Forms (Minors) | moved to II. Administrative Records | ||
| Advising Files/Student Folders | 2004 & Prior | Destroy (Microfilm option) | 00-012 |
| Application Records, Non-Enrolled | 2004 & Prior | Destroy | 00-012 |
| Examinations, Tests, Blue Books | 2008 & Prior | Retain for one (1) year or until contested grade resolved, then destroy. | 00-012 |
| Placement Files | 1999 & Prior | Retain ten (10) years after last activity, then destroy. | 00-012 |
Request for Records Management Assistance
