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Academic Department Administrative Records - All Campuses

2014 Records Retention Guide

Description of RecordYear of RecordDept. Action RequiredAuth #     
Accreditation Records 2008 & Prior Transfer to Campus Archives. 00-015
Add and Drop Records 2012 & 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 2012 & Prior Retain for one (1) year or until contested grade resolved, then destroy. 00-015
Course Records 2010 & Prior Transfer to Campus Archives. 00-015
Curriculum/Syllabus 2008 & Prior Transfer to Campus Archives. 00-015
Faculty Records
Faculty Evaluation Records 2008 & 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 2010 & Prior Retain for three (3) years then destroy, unless used for promotion or tenure purposes, then see authorization. 00-014
Terminated Faculty 2012 & 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) 2008 & Prior Destroy 00-015
Graduation Activity Records 2008 & Prior Transfer to Campus Archives. 00-015
Grant Records
Pending/Rejected Grant Files 10/11 & 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
10/11 & Prior Contact campus grant’s office for approval to destroy 00-021
Grant History File:
Grant proposal, report, sample of data
10/11 & Prior Place copy of grant proposal, final report and sample of data in Campus Archives 00-021
Research Records
Approved Animal Protocols - Expired 2010 & Prior Destroy 00-018
Care of vertebrate animals as subjects in research and teaching records 2010 & 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 2008 & Prior Transfer to Campus Archives. 00-018
Student Records
Advising Files/Student Folders 2008 & Prior Destroy
00-012
Application Records, Non-Enrolled 2008 & Prior Destroy 00-012
Examinations, Tests, Blue Books 2012 & Prior Retain for one (1) year or until contested grade resolved, then destroy. 00-012
Placement Files 2003 & Prior Retain ten (10) years after last activity, then destroy. 00-012

Reviewed 2014-03-05.