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RESIDENTIAL LIFE AUTHORIZATION NO. 77-113

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  1. Resident Hall Records
  2. Housing Property Condition Check Sheet
  3. Married Student Housing: Resident Folders
  4. Summer Conferences: Short-Term Room Rental Files
  5. Residential Life Dorm Group Association Records

 

ITEM NUMBER

1. Resident Hall Records

These records are Agreements, Applications, Contracts and Housing Correspondence that document arrangements made for dormitory accommodations for students. These records include, but are not limited: to application contract for accommodations by students for room and board in university dormitories, and signed by student when accepted to abide by housing regulations, choice of payment form (lump sum or monthly), computer copy of notification to student confirming room assignment and details of payment plan agreement, correspondence with student regarding availability or assignment of rooms, request for application or information from students concerning cost, room assignments, payments, etc., and also, contained here may be Cafeteria-Only Contracts for students living off campus but taking in University cafeterias.

Authorized Retention:

Retain for five (5) fiscal years after completion of all payments under contract, then destroy.

Citation: Missouri Revised Statues 516.120.

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2. Housing Property Condition Check Sheet

These records include, but are not limited to: dormitory resident cards of each resident indicating condition of property (bed, desk, dresser, etc.) in dormitory room at beginning and end of student's stay in said room. Also, accessed fees against student for significant damages to property, with signed acknowledgements by student.

Authorized Retention:

Retain for current year, then destroy, except records containing documentation of damages to property shall be retained for one (1) fiscal year after damage fee is paid, then destroy.

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3. Married Student Housing: Resident Folders

These records include, but are not limited to folders of students renting housing units from the University. They consist of records as the following: correspondence regarding availability of units, application procedures, maintenance needs, etc., application form, lease agreement, terms and rent amount signed by student, also signed property condition check sheets.

Authorized Retention:

Retain for five (5) fiscal years after last year of occupancy and completion of all payments, then destroy.

Citation: Missouri Revised Statues 516.120.

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4. Summer Conferences: Short-Term Room Rental Files

These records include, but are not limited to arrangements made for short-term rentals of dormitory rooms to persons attending workshops or conferences held during the summer on University campuses. They consist of records as the following: correspondence regarding room availability, application for accommodations and statement of fees, signed by participants.

Authorized Retention:

Retain for one (1) fiscal year after completion of all payments, then destroy.

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5. Residential Life Dorm Group Association Records

These records include, but are not limited to: dorm association tax records, bank statements of each individual hall checking account, individual business receipts for hall purchases (expenses for finals food, t-shirts and homecoming), original documents of each hall's semester allocations for fall and winter, documentation from businesses the halls gave donations to, documentation from Recreation Services regarding hall teams, and books of check duplicates that have been issued.

Authorized Retention:

Retain for three (3) years, then destroy.

Citation: Missouri Revised Statues 144.640 and 144.320, and Federal CFR Title 26.

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Supersedes 80-16 and 77-15.

 

Reviewed 2012-06-25.