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CONTINUING EDUCATION, OUTREACH & EXTENSION ALL CAMPUSES AUTHORIZATION NO. 00-019

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  1. Conference and Non-Credit Course Program Folders
  2. Credit Course Program Folders
  3. Conference or Course Fiscal Folders

 

ITEM NUMBER

1. Conference and Non-Credit Course Program Folders

These files contain records of each conference and non-credit course offered through University Outreach and Extension or by the Continuing Education divisions within the various academic schools and departments. These files may include: 1) forms for requesting and approving the offering of the conference or course and approving charging a specified fee, 2) samples of announcement brochures describing the program and presenters, 3) correspondence and registration documentation for attendees, 4) budgetary and cost summary information on the program (note that detailed fiscal records for these programs are often maintained separately and the retention of such records is covered in Item 3 below), 5) lists of program participants and any required ethnic/racial classification data, and 6) list of participants to receive Continuing Education Units if CEU’s were awarded. These files also include folders on programs, which were cancelled due to insufficient enrollment.

Authorized Retention:

Retain for a period of reference value, not to exceed five (5) years, then destroy.

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2. Credit Course Program Folders

These files contain records of each course offered for academic credit through University Outreach and Extension and/or the various Continuing Education divisions. Each file may contain: 1) notification and approval forms, 2) sample of announcement brochure or catalog entry, 3) correspondence and registration documentation for enrollees, 4) roster of enrollees and required racial/ethnic classification data, 5) budgetary and cost summary information on the program (note that detailed fiscal records for these programs are often maintained separately and the retention of such records is covered in Item 3 below), 6) copy of “grade sheet” showing final grades received and the signature of the instructor. These files also include folders on courses that were cancelled due to insufficient enrollment.

Authorized Retention:

Retain for a period of reference value, not to exceed five (5) years, then destroy.

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3. Conference or Course Fiscal Folders

These files contain all the routine fiscal records for conferences and courses offered through University Outreach and Extension or the Continuing Education divisions. They may include: 1) copies of money received reports documenting receipt of fee payments and other monies, and 2) copies of accounting forms documenting all expenses involved in producing program.

Authorized Retention:

A. For those programs that are funded internally or fully through fees charged participants, retain routine fiscal records for a period of reference value only, not to exceed two (2) years then destroy.

B. For programs that are funded through grants, retain fiscal records for five (5) years or as required by granting agency, then destroy.

This authorization supersedes authorizations: 75-19, items 11 to 17; 77-9; 81-10; 81-11; 81-12; 81-13; 81-15, items 2 to 7; 81-18; 81-23; 82-11; and another authorization dated prior to this authorization that contains retention items related to conferences and non-credit programs and credit programs.

This authorization supersedes authorization 00-019 dated 05/10/99.

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Reviewed 2011-12-05.