61: Records Retention and w88 Schedule

Revised: May 2018

The University of Nevada, Reno complies with the NSHE Records Retention and w88 Schedule. The policy is located in the BOR Procedures and Guidelines Manual Chapter 15.

Section 1. Introduction

This Records Retention and w88 Schedule was approved by the Board of Regents on December 3, 2015, pursuant to the Board of Regents Handbook, Title 4, Chapter 1, Section 27, and may be amended or revised only upon the approval of the Chancellor.

w88 Management Program

Each NSHE institution and unit (the Board of Regents', Chancellor's and System Computing Services' offices), for the management of its w88, must:

  1. Maintain its w88 in a manner which is secure, cost effective, and which allows for the rapid retrieval and protection of the information contained within the record;
  2. Refrain from accumulating unnecessary w88 which are not essential to the proper functioning of the institution or unit;
  3. Protect confidential personal identifying information of employees and students; and
  4. Adhere to the NSHE records w88 schedule for w88, disposal and appropriate transfer of records with archival value to the institution or unit archivist, or the State Archivist.

Records w88 Schedule - Special Schedules

NSHE's Records Retention Schedule (Schedule) provides for the management and w88 of institution and unit records. In addition, there may be institution or unit records unique to limited aspects of its operation and therefore, a unique records retention and w88 schedule may be developed in addition to the Schedule. A Special Records Retention Schedule (Special Schedule) must be recommended for approval by the institution or unit Records Retention Officer and General Counsel, and approved by the Chancellor, after review by the state records committee.

An approved Special Records w88 Schedule must be published on the institution or unit website and in the NSHE Procedures and Guidelines Manual.

All NSHE institutions and units shall appoint at least one individual to serve as the Records w88 Officer. The Records w88 Officer shall assist the institution or unit in the management of records in accordance with the records management program and records w88 schedule. The Records w88 Officer shall assist personnel in learning and complying with the Schedule. Each employee shall comply with the Schedule for the records they create and/or receive. Each institution and unit must manage their records in accordance with the Schedule or any Special Schedule. Employees should contact their supervisors with any questions regarding the Schedule. The supervisor should contact the Records w88 Officer for assistance as needed.

If an institution or unit identifies records that are not covered in the Schedule or where revisions may be needed, the institution or unit should contact the Records w88 Officer to discuss the Records w88 Schedule. Additions or revisions to the Schedule must be recommended for approval by the institution or unit Records w88 Officer and General Counsel, and approved by the Chancellor after review by the state records committee.

w88 Guidelines

The Schedule is a comprehensive list of records, indicating for each the official repository, length of time the records are to be maintained and their w88. The Schedule identifies the minimum time period the listed records must be retained, meaning records w88 must not occur before this retention time period expires. When the minimum retention period has been met, the recommended w88 of the records, such as destruction or transfer to either the State Archives or institution/unit archives, may be initiated. All NSHE employees are advised to implement regular, routine w88 procedures and not to "selectively retain" some records longer than others. Certain events called "w88 Holds" may occur that will require a stop or delay to the regular destruction, recycling or normal disposal of records.

In the event an employee believes a record should be considered for archival review, the employee shall consult with the Records w88 Officer, who shall make the final decision.

General Rule Regarding w88 of Electronic Record or Paper Record

Records should be maintained in the most efficient cost effective format consistent with sound records management principles, and any applicable laws, rules, regulations or court decisions. When a document is maintained only in electronic format, delete it only after expiration of the w88 period authorized by this schedule.

w88 Holds Include:

Audits

When an audit of your area or function is begun, all destruction of w88 in your custody must cease. During the audit, w88 should be made available to the auditors subject to confidentiality laws. Upon the completion and resolution of the audit, you may begin to dispose of w88 in accordance with the Schedule.

Investigations

When you are notified of an investigation involving your area or function, all w88 must be preserved until the investigation is completed. You should consult with your legal counsel for specific advice.

Litigation

When you receive notification of or reasonably anticipate litigation, you must suspend the destruction or other w88 of all records reasonably related to the subject matter of the litigation and put in place a litigation hold on the records to ensure the preservation of documents and consult with General Counsel.

All destruction of records pertaining to the litigation hold must be stopped until the matter has been resolved. You will be notified by your System or General Counsel when the matter is resolved and advised regarding the proper w88 of the records. All questions regarding litigation or w88 holds must be directed to System or institution General Counsel.

Section 2. Statutory Defined Terms

"Administrative value" means the value found in w88 that help an agency perform its function. (NAC 239.575)

"Fiscal value" means the value found in a record relating to the financial transactions and the auditing, budgeting and accounting functions of a state agency. (NAC 239.600)

"Legal value" means the value found in a record which contains proof of enforceable rights, obligations or other legal standing. The term includes any record establishing:

1. Ownership, such as in titles or deeds;
2. Rights or privileges, such as in marriage licenses or drivers' licenses;
3. Obligations, such as in contracts, leases and agreements;
4. Legal conditions, such as court rulings, approved laws and regulations; or
5. Action taken by a governing body (e.g., Board of Regents, student government and foundation boards) which affects the public, such as minutes of meetings or proclamations. (NAC 239.625)

"Research or archival value" means the long-term historical value remaining in a record in which the administrative, fiscal or legal value may have expired. (NAC 239.675)

"Official State Record" and "Non-w88"

  1. For the purposes of NRS 239.080, an "official state record" means information created or received by a state agency under authority of law, regulation or other legal mandate or in connection with the transaction of public business that is preserved or appropriate for preservation by the agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations or other activities of the state agency, including, without limitation, all papers, unpublished books, maps, photographs, machine readable materials including audio and audiovisual materials, or other documentary materials, regardless of physical form or characteristics.
  2. The phrase does not include non-record materials. Non-record materials include, without limitation:
    1. Published books and pamphlets, books and pamphlets printed by a governmental printer, answer pads for a telephone or other informal notes, desk calendars, stenographers' notebooks after the information contained therein has been transcribed, unused forms except ballots and as indicated in a w88 schedule, brochures, newsletters, magazines, newspapers except those excerpts used as evidence of publication, scrapbooks, physical property, artifacts, library and museum material made or acquired and preserved solely for reference or exhibition purposes, extra copies of documents preserved only for convenience of reference, or stocks of publications and processed documents.
    2. Work papers used to collect or compile data, or drafts developed from those work papers, unless an appraisal conducted that indicates the work papers or drafts have legal, fiscal, research or archival value. (NAC 239.705)

Destruction of Non-w88

A non-record may, if not otherwise prohibited by law, be destroyed at any time without being scheduled for destruction.

Form of Official w88

An official record can be in electronic or digital fore, original paper, or may be a digital surrogate, at the discretion of the official repository.

Section 3. Duties of Board of Regents

NAC 239.745

  1. The Board of Regents shall establish a w88 management program. The Board of Regents shall provide a facility for the storage of the w88 on each campus of the Nevada System of Higher Education. The w88 of each institution must remain with and be preserved by that institution. The Board of Regents shall furnish the Division with general information relating to the operation of the facilities, such as the names, addresses and telephone numbers of the persons managing the program on each campus. Under such a program, each series of w88 produced and stored by an institution of the Nevada System of Higher Education must be inventoried, appraised and scheduled on forms approved by the Division. The results of the inventory and appraisal must be submitted to the Division for review. The Division shall submit the schedules of the Nevada System of Higher Education to the Committee for approval.
  2. The Board of Regents shall provide for the preservation of w88 from the Nevada System of Higher Education with legal, research or archival value. Except as otherwise provided in this subsection, these w88 must be stored in facilities which meet the standards set forth in NAC 239.740 or transferred to the State Archives.

Section 4. Who Should Read This Policy

All members of the NSHE community.

Section 5. Procedures - Institution/Units

Responsibilities for Managing w88

  1. Each institution or unit's administrator or a designee must do the following:
    1. Implement the institution or unit's w88-management practices;
    2. Ensure that the w88-management practices are consistent with this policy.
    3. Assist staff within the institution or unit in understanding sound w88 management practices.
    4. Preserve inactive w88 of legal, fiscal, administrative, or historical value. These w88 should be transferred to the appropriate archives.
    5. Ensure that access to confidential files is restricted. Long-term restrictions on access to selected archival w88 should be specified at the time of their transfer to the appropriate archives.
    6. Set an annual period for reviewing and appropriate w88 of records.
  2. Departments and divisions that maintain institution or unit w88 are responsible to do the following:
    1. Implement the w88 management practices identified in this policy.

Section 6. Records w88 Schedule Columns Explanation

The four columns in the Record w88 Schedule are explained below.

Column 1 describes the various types of w88 which can include:

  • Record: Any form of recorded information, regardless of physical characteristics, that is created, received, recorded, maintained or legally filed in the course of institution or unit's business or in legal obligations. Institution/Unit w88 serve as evidence of the institution or unit's organization, functions, policies, decisions, procedures, operations, transactions or other activities.
  • Non-record: Non-record materials include, without limitation, published materials printed by a governmental printer, informal notes, unused blank forms except ballots, brochures, newsletters, magazines, catalogs, price lists, drafts, convenience copies, ad hoc reports, reference materials not relating to a specific project and any other documentation that does not serve as the record of an official action of a state agency. Non-record includes forms, databases, backup files, work papers used to collect or compile data, or drafts developed from those work papers, unless an appraisal conducted by the institution/unit or state archivist indicates that the work papers or drafts have legal, fiscal, research or archival value; and Drafts or documents that are clearly pre-decisional or deliberative.
  • Transient: Documents including telephone messages, some emails, drafts and other documents, which serve to convey information of a temporary value, have a very short-lived administrative, legal and/or fiscal value and should be disposed in an appropriate manner once that administration, legal or fiscal use has expired.
    • Typically, the w88 is not a fixed period of time and is event driven; it may be as short as a few hours and could be as long as several days or weeks. A transient record is considered a non-record which may be destroyed or disposed of at any time, unless destruction is otherwise prohibited or it is subject to a legal hold.
  • Note: Where a record falls into more than one category, the longer period governs. Caution: Departments and divisions that are not official repositories are not required to retain duplicate or multiple copies of w88. However, destruction of such duplicates or copies must be in a secure manner if confidential.
  • Caution: Certain w88, for example in clinical practices, have set destruction policies based on when they are electronically scanned. Such specific policies take precedence over this general policy.

What is Email? Email is not a record type, but is a means of conveying information similar to the United States Postal Service. Its w88 is based upon the content of the email message, not the fact that it is an email message.

An email (electronic mail) message is comprised of the following components:

  • textual message
  • metadata (To, From, Subject, Time, Date, System, etc.)
  • attachments

Email has largely taken over the role of "general correspondence" and memoranda, as well as the telephone message. If the email message meets the criteria of a record, it must be managed in accordance with the Schedule.

Email Management: The key to effectively managing email is to get rid of the non-w88 and any transient/transitory w88 that have outlived their administrative/legal/fiscal value as quick as possible so only those e-mails that need to be managed on an on-going basis are left. One should approach the management of email in a manner similar to the handling "snail mail" at work and home

  • Open the email and review the document's content; this may mean thoroughly reading the document, but usually, only a cursory look at the document, the subject line, and/or the sender is needed to determine whether:
    • It is a non-record and should be deleted immediately, just as "junk snail-mail" non- w88 are thrown into the trash can or recycle bin.
    • It is a transient/transitory record which should be disposed of as soon as the information is no longer of administrative, legal or fiscal value. A "Transient/Transitory" folder or a sub-folder in a series for the transient/transitory messages can be created to help manage these w88
    • It is a record and therefore, should be placed in an appropriate folder by record type/series, project, w88 time, or other filing schema that works for one's office/organization and allows that unit to effectively manage the life cycle of the record.

Column 2 identifies the Official Repository for each record.

  • Official Repository: The unit, department, or division designated as having responsibility for w88 and timely destruction of particular types of institution or unit records or that is the office of the final action or final decision. Such responsibility is assigned to the unit, department or division administrator or a designee.
  • Institution/Unit Archives: The office, department or division designated as having responsibility for collecting and preserving records of historical, legal, fiscal, and administrative value. It provides permanent w88 of official records of the institution, its officers, and component parts; maps and architectural records; audiovisual materials; and publications documenting the institution's history.

Column 3 sets forth the record w88 periods, which can either be set periods of time or event-driven periods. Below is an explanation of w88 period terminology:

  • Documents are typically retained until they are no longer required for administrative purposes, and then they may be immediately disposed of or there may be a w88 period set forth after the documents are no longer in use. Examples: Strategic Plans must be retained for 1 year after a new strategic plan is adopted. For employee or student records the w88 period begins when the employee terminates service, the student graduates, or from the date the student last enrolled.
  • Fiscal Year in which the document is created or an event occurs plus a specified time or number of fiscal years, e.g. "FY + 4 years," which means the document is to be kept for the fiscal year in which it was created plus 4 more fiscal years; "FY last date of enrollment + 7 years," which means the document is to be kept for the fiscal year in which the student last enrolled plus seven more fiscal years.
  • Calendar Year in which the document is created plus a specified time or number of calendar years, e.g. "CY + 4 years," which means the document is to be kept for the calendar year in which it was created plus 4 more calendar years.
  • 3 Cycles: This w88 period pertains to the w88 of electronic back-up files.
  • Life of Building: This w88 period pertains specifically to buildings. The final w88 period begins when a building is destroyed or sold.
  • Life of Product: This w88 period pertains specifically to products. The final w88 period begins when the product is no longer in use.
  • Permanent: Do not destroy. Maintain on site or send to Archives.
  • Until Superseded: This w88 period pertains to documents that are routinely updated and therefore, superseded by the current version.

Column 4 sets forth the proper w88 of the records following the expiration of the retention period.

Most records may be disposed of by regular means, such as recycling or deleting. Some record types are identified on w88 schedules as confidential or restricted. These records must be destroyed in a secure manner that will prevent reconstruction or retrieval of the information including but not limited to incineration, shredding, pulping or secure electronic destruction by overwriting, degaussing or physical destruction of the storage media. However, many other records may contain "sensitive" information that has not been declared by law or regulation to be confidential. Some types of "sensitive" information are described in NRS 205.4617 "Unlawful Acts Regarding Personal Identifying Information." NRS Chapter 239B "Disclosure of Personal Information to Governmental Agencies" (See especially NRS 239B.030) also describes such records. Serious consequences may result if these records are improperly disclosed and you must destroy these records in accordance with the Schedule. If you are in doubt about the sensitivity of certain documents or about an appropriate disposal method, you should contact your supervisor.

If any record identified for regular w88 contains confidential or restricted information, then the record shall be destroyed after the period specified in the schedule, but in a secure manner.

The following are the proper w88 methods that are referred to in the Schedule:

"Regular"--Regular disposal includes, for example, discarding, throwing away, deleting or other method of disposal that does not necessarily prevent reconstruction or retrieval.

"w88"--Secure disposal means destruction of the record that ensures the information cannot be reconstructed or retrieved, and includes, for example, incineration, maceration, shredding, pulping, or secure electronic destruction, for example, overwriting, degaussing or physical destruction of the storage media. Shred or otherwise render unreadable w88 with confidential information, including w88 containing social security numbers, credit card information, drivers' license numbers, patient treatment information, or other information as designated by an information steward.

"Archival Review"--Records with content that may be of value to the documenting the institution, unit or NSHE's history, should be submitted to the institution/unit archives or State Archives for review prior to destruction. When the prescribed w88 period for institution or unit records has passed, a determination of whether to preserve or dispose of the documents must be made. To decide if the record is of historic value, consult the appropriate archivist, who has the authority to designate which records are archival.

"Archives"--w88 with long-term historical value in documenting the institution, unit or NSHE's history must be transferred to the institution/unit archives or State Archives. These are w88 for which the legal, administrative or fiscal value to the institution or unit may have expired and therefore, the w88 can be transferred to the appropriate archives for preservation. All institutions must send any w88 (paper-based or electronic) that have enduring historical value to the institution or State Archives. These w88 include, but are not limited to, the following items: annual reports, biographical information of faculty and staff, any information related to the history of the institution or unit and its facilities.

Institution/Unit Archives: The office, department or division designated as having responsibility for collecting and preserving records of historical, legal, fiscal, and administrative value. It provides permanent w88 of official records of the institution, its officers, and component parts; maps and architectural records; audiovisual materials; publications; and other materials documenting the institution's history.

"On Site"--w88 with a demonstrated on-going legal, fiscal or administrative need to a particular area of the institution or unit shall be maintained permanently at that location which may include maintenance in an electronic system retrievable at that location.

"Other"--Other specific directions for w88 may be provided in the Schedule.

Unless a different "Official Repository" is set forth below, all w88 should be maintained in the office where they are generated.

Section 7. Records w88 Schedule

Accounting & Financial w88
TYPE OF RECORD OFFICIAL REPOSITORY w88 PERIOD w88
Accounts Payable/Invoice w88 Administration & Finance or Office Where Generated FY + 5 years Regular
Bad Debt Documentation: Overdue accounts, such as library fines parking tickets, loans, payment for service rendered Controller's Office or Business Center FY + 4 years after payment or write-off Regular
Bank Reconciliations and Related Workpapers Administration & Finance FY + 7 years Regular
Bids, Accepted: For purchases Purchasing FY + 7 years Regular
Bids, Rejected: For purchases Purchasing FY + 3 years Regular
Bonds/Securities/Certificates of Participation Files Administration & Finance FY final redemption + 4 years Archives
Cash Register Tapes/Cash & Credit Card Receipt Documentation Administration & Finance; Controller's Office or Office Where Generated FY + 4 years Regular
Chart of Accounts: An institutional list of the accounts and their identification coding Administration & Finance; Controller's Office FY + 4 years Regular
Cost Accounting Documentation: w88 analyzing the cost of producing certain items or performing certain tasks Office Where Generated and/or Controller's Office FY + 3 years Regular
Delivery Slips: Documents sent with purchased goods indicating item(s) shipped Office Where Generated or Controller's Office FY + 5 years Regular
Endowment Fund Reports, Annual: Report of funds received and expended by endowment accounts. May be in form of report to donors Foundation or System Office Where Reports Generated FY + 7 years Archives
Endowment Fund Reports, Periodic: Periodic report of funds collected or expended by endowment accounts Foundation or System Office Where Generated FY + 7 years w88
Financial Reports/Work Papers, Annual: Consolidated year-end report of financial documentation showing assets and liabilities, broken down by major funding areas, such as academic and student services areas Administration & Finance FY + 3 years Archives
Financial Reports, Quarterly/Interim: A report of institutional assets, liabilities, expenditures, income and equities. A periodic report, not the year-end report Administration & Finance FY + 1 year Regular
Fraud Files Office Where Generated FY + 3 years w88
Fraudulent Checks Office Where Received or Where Investigated FY received + 3 years w88
Inventory Control Record Office Where Generated FY + 7 years Regular
Inventory Control Record Office Where Generated FY + 7 years Regular

Journals: Documentation of institutional cash transactions, petty cash transactions/replenishments, including disbursements and receipts

w88 used to transfer charges between accounts and for summarizing account information

Institution Controller's Office

FY + 5 years

Regular

Purchase Orders (POs) Controller's Office FY + 7 years Regular
Purchasing Card (PCard) & Travel Card/Travel Claim Documentation: Including statements from bank regarding PCard and Travel Card use, transaction forms, and other supporting documentation Controller's Office FY + 5 years Regular
Registers-Bond: Listing of bonds sold, usually for building projects, showing purchaser, date redeemed, interest due, etc. Administration & Finance FY of final redemption + 4 years Regular
Registers-Check: Book or original entry for all cash disbursements paid by check Administration & Finance; Controller's Office FY + 5 years Regular
Requisitions Business Center FY + 4 years Regular
Student Account w88 Office Where Generated FY last date of enrollment + 7 years w88
Surplus Property w88 Office Where Generated FY + 3 years Regular
Timekeeping Documentation: Includes documentation of staff, work-study students, and non-work-study students Office Where Generated or Human Resources FY + 3 years Regular
Trusts/Bequests Foundation; Fundraising Office Permanent On Site or Archives
Warranties (e.g., products, construction, etc.) Administration & Finance Life of product + 7 FY Regular
Administrative w88
TYPE OF RECORD OFFICIAL REPOSITORY w88 PERIOD w88
Accreditation w88 Office of the President FY + 10 years Archives
Advertising Office Where Generated FY + 3 years Regular
Articles of Incorporation/ Bylaws and w88 of NSHE or Related Entities: Including foundations, research corporations, etc. Office Where Generated Permanent On Site or Archives
Calendars of Events Office Where Generated Until superseded Archival Review; Regular
Camp or Activity Involving Children: Registration and other documents Office Where Generated FY + 25 years, or age of majority plus 7 FY w88
Chancellor Files Chancellor's Office FY + 4 years Archival Review; w88
Councils/Committees w88 Office Where Generated FY + 5 years Archival Review; w88
Day Care Center Licensing Office Where Generated FY + 25 years, or age of majority plus 7 FY w88
Drug-Free Schools and Communities Act w88 Office Where Generated FY + 4 years Archival Review; w88
Environmental Monitoring w88 Environmental, Health & Safety (EH&S) FY + 5 years Regular
General Files: Consists of correspondence, memoranda, reports, email and publications of other departments of NSHE and external agencies Office Where Generated FY + 5 years w88
General Files-Upper Administration: Consists of files of the vice chancellors, vice presidents, provosts, deans, directors, chairs and upper-level administrators including email Office Where Generated FY + 5 years Archival Review; w88
Incident/Accident Reports Office Where Generated; Risk Management FY + 7 years, or age of majority plus 7 FY Archives
Logs: Includes but not limited to mail logs, telephone logs, lists and schedules used to monitor work functions Office Where Generated FY + 1 year Regular
Mailing Lists Office Where Generated Until superseded w88
Motor Vehicle w88: Including copies of title, maintenance and usage Administration & Finance FY + 7 years Regular
Organizational Charts Office Where Generated FY + 5 years Archives
President Files Office Where Generated FY + 4 years Archival Review; w88
Public w88 Request Files Public w88 Officer or Counsel FY + 3 years w88
Reports-General Office Where Generated FY + 5 years Archival Review; w88
Strategic Plans President; Provost; Office Where Generated FY + 1 year Archives
Surplus Property w88 Business Center FY + 3 years Regular
System, Institution or Unit Policy: Policies provide specific direction for operations, administration, or programs. Policies are applicable institution- or unit-wide Policies enhance the institution or unit's mission and operational efficiency, mandate action or constraints, and must be consistent with relevant statues, regulations, bylaws, or rules Board of Regents; Chancellor; President or Office Where Generated Until superseded Archives or On Site
Telephone w88 Office Where Generated FY + 1 year Regular
Mandatory Training Course Documentation: Memoranda, flyers, catalogues, registration forms, rosters and other w88 relating to training courses Office Where Generated FY + 7 years Regular
Affirmative Action/Equal Opportunity
TYPE OF RECORD OFFICIAL REPOSITORY w88 PERIOD w88
Affirmative Action Programs Pursuant to Qualified Disabled Veterans and Vietnam Veterans Act EEOC Office; Office Where Generated FY + 2 years Regular
Americans with Disabilities (ADA) Compliance w88 Human Resources FY + 7 years w88
Americans with Disabilities (ADA) Requests for Accommodation, Responses and Related Documentation Human Resources FY + 7 years w88
Complaints of Prohibited Discrimination, Protected Status (including Sexual Harassment) Student Conduct Office; EEOC Office; Title IX Coordinator; Title VII Office; Human Resources FY + 7 years w88
Investigated Complaints of Discrimination that are Dismissed or that Result in Finding of Merit Maintained Student Conduct Office; EEOC Office; Title IX Coordinator; Title VII Office; Human Resources 100 years On Site
Title VII, ADA, and/or GINA Required Reports (Higher Education Staff Information Report EEO-6) Office Where Generated FY + 3 years w88
Athletics
TYPE OF RECORD OFFICIAL REPOSITORY w88 PERIOD w88
Academic Progress Rate Athletic Department NCAA Requirements w88
Athletic Scholarships (non-Title Athletic Department FY + 5 years w88
Coach and Assistant Coach Files Athletic Department FY + 5 years w88
Conference Waivers Athletic Department NCAA Requirements w88
Eligibility Certification Athletic Department NCAA Requirements w88
Equity in Athletics Disclosure Act (EADA) Disclosures Athletic Department Federal Requirements Regular
Financial Aid Documents Athletic Department NCAA Requirements w88
Fitness Facility Use w88 & Waiver Forms Office Where Generated FY + 3 years w88
Graduation Success Report Athletic Department NCAA Requirements w88
NCAA Squad List Athletic Department NCAA Requirements w88
NCAA Violations Athletic Department NCAA Requirements w88
NCAA Waivers Athletic Department NCAA Requirements w88
Player Recruiting w88 Athletic Department NCAA Requirements w88
Recruiting Rules & Regulations Athletic Department FY + 7 years Regular
Rules & Regulations Athletic Department FY + 7 years Regular
Scouting Reports Athletic Department FY + 1 year w88
Sport Schedules Athletic Department FY + 1 year Regular
Sports Program (for events) Athletic Department FY + 1 year Regular
Statement of Revenues and Expenses Filed with NCAA Annually Athletic Department NCAA Requirements Regular
Student Affidavits Athletic Department FY + 5 years w88
Audit
TYPE OF RECORD OFFICIAL REPOSITORY w88 PERIOD w88
Audit Reports Files-External Office Where Generated FY + 7 years w88
Audit Reports Files-Internal Office Where Generated FY +7 years w88
Working Papers Office Where Generated FY + 7 years w88
Board of Regents
TYPE OF RECORD OFFICIAL REPOSITORY w88 PERIOD w88
Agendas & Supporting Material for Board or Committee Meetings Board of Regents Office Permanent Archives or On Site
Audiotape Board of Regents Office FY + 5 years; Permanent if no minutes are generated w88
General Files: Including correspondence, memoranda; procedures, announcements, etc. Board of Regents Office FY + 3 years Archival Review; w88
Minutes of Board or Committee Meetings Board of Regents Office Permanent Archives or On Site
Reports: Generated by or submitted to the Board/Board Office Board of Regents Office or Office Where Generated FY + 3 years Archival Review; w88
Budget w88
TYPE OF RECORD OFFICIAL REPOSITORY w88 PERIOD w88
Work Papers: Legislative approved budget, summaries, work papers, work programs, revisions, supportive documentation Administration & Finance FY + 6 years Regular
Contracts
TYPE OF RECORD OFFICIAL REPOSITORY w88 PERIOD w88
Service, Independent Contracts, MOUs, Cooperative Agreements & Related Documentation System; Office Where Generated; Business Center North; Business Center South FY of termination + 7 years Regular
Environmental, Health and Safety
TYPE OF RECORD OFFICIAL REPOSITORY w88 PERIOD w88
Asbestos Sampling/Evaluation w88 Risk Management; Environmental Health & Safety (EH&S) FY + 6 years w88
Asbestos Training w88: Employee Training Risk Management; Environmental Health & Safety (EH&S) FY last date of employment + 1 year w88
Audiograms & Threshold Inspections Risk Management; Environmental Health & Safety (EH&S) FY + 5 years Regular
Exposure Control Files Environmental Health & Safety (EH&S)EH&S FY + 3 years Regular
Fire & Safety Inspections: Includes but not limited to elevators, escalators, boilers, pressure vessels and related equipment Office Where Generated FY + 5 years Regular
First Aid Reports Office Where Generated FY + 3 years w88
Hazmat: CAPP Chemical Accident Prevention Program Files Environmental Health & Safety (EH&S) FY + 5 years w88
Hazmat: Generators of Hazardous Waste w88 Environmental Health & Safety (EH&S) FY + 5 years w88
Hazmat: Hazard Communication Program Environmental Health & Safety (EH&S) FY + 4 years Regular
Hazmat: Hazardous Material Safety File Environmental Health & Safety (EH&S) FY + 30 years Regular
Hazmat: Registration Files of Generators of Hazardous Waste Environmental Health & Safety (EH&S) FY + 6 years Regular
Laboratory Inspection Reports: Periodic inspections of laboratories Environmental Health & Safety (EH&S) FY + 3 years Regular
Occupational Health and Safety Inspections Risk Management; Environmental Health & Safety (EH&S) FY + 5 years Regular
OSHA Citation Postings Where Posted 3 days Regular
OSHA Employee Medical w88 Human Resources-- Separate Confidential File FY + 30 years w88
OSHA Exposure w88 Risk Management; Environmental Health & Safety (EH&S) FY + 30 years w88
OSHA Illness & Injury Files Environmental Health & Safety (EH&S) FY + 6 years w88
OSHA Inspection & Violation Files Environmental Health & Safety (EH&S) FY + 6 years Regular
OSHA Notices Postings (not citations) Where posted Until superseded Regular
OSHA Personnel Protective Equipment Environmental Health & Safety (EH&S) FY + 4 years Regular
OSHA Required Logs & Summaries of Occupational Injuries and Illnesses Risk Management; Environmental Health & Safety (EH&S) FY + 6 years w88
Radiation Safety w88 Office Where Generated State and Federal Requirements, whichever is longer w88
Respirator Fit Test w88 Risk Management; Environmental Health & Safety (EH&S) FY + 1 year Regular
Safety Program Files Environmental Health & Safety (EH&S) FY + 4 years Regular
Safety Training Course Documentation: Rosters and Other w88 Relating to Training Course Risk Management or Environmental Health & Safety (EH&S) FY + 3 years Regular
Facilities or Student Housing Maintenance
TYPE OF RECORD OFFICIAL REPOSITORY w88 PERIOD w88
Boiler Inspection Report Files Facilities or Compliance Manager FY + 5 years Regular
Building Security & Protection System Maintenance w88 (e.g., key authorization, fire alarm inspections) Facilities FY + 7 years w88
Capital Improvement Bid & Contract Documentation Purchasing FY termination of contract + 7 years Regular
Capital Improvement Projects Files: Including blue prints, plans, drawings, etc. Planning & Construction or Facilities Life of Building Archival Review; Regular
General Files: Administrative documents, correspondence, reports, time sheets Facilities FY + 5 years Regular
Pending & Completed Work Orders; Maintenance Services w88 Facilities FY + 2 years Regular
Safety Program Files Facilities or Risk Management FY + 5 years Regular
Training Documentation Risk Management FY + 7 years w88
Faculty
TYPE OF RECORD OFFICIAL REPOSITORY w88 PERIOD w88
Faculty Senate w88 Office Where Generated FY + 5 years Archival Review; w88
Homeland Security
TYPE OF RECORD OFFICIAL REPOSITORY w88 PERIOD w88
Restricted Document Log System or General Counsel FY + 4 years w88
Human Resources w88 (Professional, Classified and Student)
TYPE OF RECORD OFFICIAL REPOSITORY w88 PERIOD w88
Alcohol & Drug Testing w88 Human Resources-- (maintained separately from personnel w88) FY last date of employment + 7 years w88
Applications for Employment: Hired Human Resources FY last date of employment + 7 years w88
Applications for Employment: Non-Hired Human Resources FY + 1 year w88
Background Checks & All Related Documents: Hired Employee Human Resources FY last date of employment + 7 years w88
Background Checks & All Related Documents: Non-Hired Human Resources FY + 1 year w88
Benefits Documentation Human Resources FY last date of employment + 7 years w88
Board of Regents Decisions: Regarding personnel and designated executives Secretary of the Board of Regents Permanent Archives or On Site
Paycheck & Direct Deposit Distribution List & Forms Controller's Office or Business Center FY + 3 years w88
Disciplinary w88: Classified Human Resources FY last date of employment + 7 years w88
Disciplinary w88: Faculty Human Resources FY last date of employment + 7 years w88
Disciplinary w88: Faculty-Dismissed Charges President 1 year (Code, Ch. 6, Sec. 6.15) w88 or Release to person charged if requested
Equal Pay Act w88: (e.g., any w88 that describe or explain the basis for payment of any wage differential to employees of the opposite sex in the same institution) Human Resources; Office Where Generated FY + 7 years w88
Evaluation of Work Performance: Faculty and Staff (See also Evaluations, Class/Course) Human Resources; Office Where Generated FY last date of employment + 7 years w88
Faculty Employment Documents: Appointments, tenure, promotions, evaluations Provost; Academic Affairs; Human Resources FY last date of employment + 7 years w88
Family Medical Leave Act (FMLA) Human Resources-- (maintained separately from other personnel w88) FY last date of employment + 7 years w88
Fitness for Duty Human Resources-- (maintained separately from personnel files) FY last date of employment + 7 years w88
Grievances-Classified Business Center North; Business Center South FY last date of employment + 7 years w88
Grievances-Faculty Human Resources; Faculty Senate FY last date of employment + 7 years w88
Immigration & Naturalization w88, I-9 Forms Human Resources; Office Where Generated; Office of International Students & Scholars (OISS) FY of date of hire plus 3 years, or FY of termination plus 1 year, whichever is later w88
Immigration Reform & Control Act w88 Human Resources FY + 7 years w88
Leave w88 Human Resources; Office Where Generated FY last date of employment + 7 years w88
Letters, Congratulatory Human Resources FY last date of employment + 7 years Regular
Nevada Ethics Acknowledgment Statement Human Resources; Board of Regents FY last date of employment + 7 years Regular
Oaths Human Resources FY last date of employment + 7 years w88
Personnel, Payroll & Retirement Information Human Resources; Payroll; Office Where Generated or Maintained FY last date of employment + 7 years w88
Personnel w88, Student: Includes documentation of work-study and non-work study students Human Resources FY last date of employment + 7 years w88
Personnel Requisition for Classified Staff Department: Request placed whenever a position within the department becomes vacant Human Resources FY + 3 years Regular
Position Description Human Resources Active + 3 years Regular
Recruitment w88 Human Resources FY + 3 years w88
Self-Disclosure of Criminal Convictions Documentation Human Resources FY last date of employment + 7 years w88
Unemployment Compensation w88 Human Resources FY + 7 years w88
Visa Related Documents Human Resources FY last date of employment + 7 years w88
Volunteer w88 Human Resources FY last date of volunteering + 7 years w88
Worker's Compensation w88: Work related injuries and illnesses Human Resources & Risk Management FY last date of employment + 7 years w88
Information Technology w88
TYPE OF RECORD OFFICIAL REPOSITORY w88 PERIOD w88
Application Development Files: w88 created and used in the development, redesign, or modification of an automated system of application System Computing Services or Institution IT Office FY + 3 years w88
Assets Inventory System Computing Services or Institution IT Office FY + 7 years Regular
Conversion/Migration Plans: w88 that deal with the replacement of equipment or computer operating systems due to hardware/software obsolescence or maintenance System Computing Services or Institution IT Office FY + 3 years w88
Data Documentation: w88 necessary to access, retrieve, manipulate and interpret data in an automated system System Computing Services or Institution IT Office FY + 3 years w88
Disaster Preparedness & Recovery Plans: w88 related to reestablishment of data processing services in case of a disaster System Computing Services or Institution IT Office Until superseded w88
Employee Access Control & Security Awareness Files System Computing Services or Institution IT Office FY + 3 years w88
Equipment Support Files: Information on data processing equipment, software, and other products and their vendors. Record of support services provided for specific data processing equipment, including site visit reports, service reports, service histories, and correspondence System Computing Services or Institution IT Office FY + 3 years Regular
Hardware Documentation: w88 documenting the use, operational, and maintenance of an agency's data processing equipment System Computing Services or Institution IT Office FY + 3 years w88
Help Desk Logs and Reports System Computing Services or Institution IT Office FY + 1 year Regular
Policies for Data Processing: Including access, security, systems development, data retention and w88, and data ownership. Records of procedures for data entry, the operation of computer equipment, production control, tape library, system backup, and other aspects of a data processing operation System Computing Services or Institution IT Office Until superseded + 7 FY w88
Risk Analysis System Computing Services or Institution IT Office FY + 7 years w88
Security Evaluations & Reviews System Computing Services or Institution IT Office FY + 3 years w88
Source Code; Information System Specifications System Computing Services or Institution IT Office FY + 3 years w88
Systems Log Files System Computing Services or Institution IT Office 90 days w88
Usage Files: w88 created to monitor computer system and network usage including but not limited to log-in files, system usage files, data entry logs, and w88 of individual computer program usage System Computing Services or Institution IT Office 90 days w88
Users Access w88: w88 created to control individual access to a system for administrative and security purposes System Computing Services or Institution IT Office FY + 7 years w88
Insurance
TYPE OF RECORD OFFICIAL REPOSITORY w88 PERIOD w88
Certificates of Insurance, Indemnification Agreements, Hold-Harmless Agreements, Contracts (See also "Minors") System Risk Manager, System Contract Coordinator or Office Where Generated FY + 7 years or if claim If claim is presented, turn over to Office of Risk Management and Insurance Regular
Potential Claims w88 Risk Management; Office Where Generated FY + 3 years Regular
Property Insurance Inspection Reports Risk Management FY + 5 years Regular
Property Losses File Risk Management FY + 3 years Regular
IRS Tax Documentation
TYPE OF RECORD OFFICIAL REPOSITORY w88 PERIOD w88
IRS Tax Documentation: Includes such documents as 1099s; w88 of state or federal taxes Administration & Finance; Payroll CY + 4 years w88
Legal
TYPE OF RECORD OFFICIAL REPOSITORY w88 PERIOD w88
Legal Files: Includes all litigation, research, correspondence, etc. General or System Counsel FY + 7 years; Counsel may direct longer w88 period w88
Legal Opinions General or System Counsel Permanent Archives or On Site
Medical Professional Liability Claims/Cases/Judgments/ Settlements NSHE Risk Management/ UNSOM General Counsel Permanent Archives or On Site
Subpoenas General or System Counsel FY + 1 year Regular
Trademark Registrations/ Patents: Including all related correspondence and documents Tech Transfer, Office Where Generated or Other Designated Office FY + 10 years Archival Review; Regular
Library
TYPE OF RECORD OFFICIAL REPOSITORY w88 PERIOD w88
Circulation, Patron ID, Reference Requests Office Where Generated FY + 3 years w88
Interlibrary Borrowed File: For inventory purposes (record of material's physical location, not of the user) Office Where Generated FY + 3 years Regular
Interlibrary Loan File: For inventory purposes (record of material's physical location, not of the user) Office Where Generated Until administrative need is satisfied Regular
Miscellaneous Administrative: Including documents, correspondence, inventory lists, etc. Office Where Generated FY + 3 years Regular
w88 of Overdue Materials Office Where Generated FY + 3 years w88
Videotape Production w88, Collections Office Where Generated FY + 3 years Archival Review; Regular
Medical
TYPE OF RECORD OFFICIAL REPOSITORY w88 PERIOD w88
Business Associate Agreements Office Where Generated FY + 7 years Regular
Clinical Patient Billing w88 Office Where Generated or Institution Controller FY + 7 years w88
Clinical Patient Medical w88 Office Where Generated Minors to age 18 + 7 years; All others - FY + 7 years w88
Controlled Drug Administrative, Audit & Dispensing w88 Office Where Generated FY + 5 years w88
Daily Drug Dispensing w88 Office Where Generated FY + 5 years w88
HIPAA-Related Forms, Compliance & Audit Documents Office Where Generated FY + 7 years w88
Prescription w88 Office Where Generated FY + 5 years w88
Minors
TYPE OF RECORD OFFICIAL REPOSITORY w88 PERIOD w88
Releases/Waivers/Hold Harmless/Indemnification Documents for Activities Involving Minors (e.g. camps) Office Where Generated FY + 25 years or age of majority plus 7 FY w88
Open Meeting Law w88 (See Board of Regents)
TYPE OF RECORD OFFICIAL REPOSITORY w88 PERIOD w88
Audiotape Foundation; Student Government FY + 5 years; or permanent if no minutes generated w88
Minutes, Notices, Agenda, Support Materials, etc. Foundation; Student Government Permanent Archival Review; Regular
Police Services
TYPE OF RECORD OFFICIAL REPOSITORY w88 PERIOD w88
Background Checks Police Department FY + 7 years w88
Citations:
Criminal citations Police Department FY + 3 years w88
Parking citations Parking Enforcement FY + 2 years w88
Traffic citations Police Department FY + 2 years w88
Crime/Incident Reports Includes all incidents involving officers such as traffic, burglary, assault, etc. and supporting documentation, arrest w88, lab reports, victim information Police Department FY + 5 years w88
Crime Statistics for Clery Act Reports, etc. Police Department FY of public disclosure/publishing + 7 years w88
Department Reports Police Department Permanent On Site
Dispatch Unit Transmission Log Police Department FY + 3 years w88
Dispatch Unit Transmission Recordings Police Department 90 days w88
Equipment: Issued to personnel Police Department Life of the equipment w88
Evidence & Seized Property Police Department Same as applicable incident/crime report or case w88
Evidence Destruction w88 Police Department Same as applicable incident/crime report or case w88
General w88: Correspondence, community service programs, miscellaneous w88 Police Department FY + 4 years w88
In-Car Recordings Police Department 90 days w88
Intelligence Research, Reports & Information Police Department 5 years w88
Internal Affairs Police Department 7 years w88
Interstate Identification Index Police Department FY + 3 years w88
Investigation Files not resulting in arrest (all others are part of the applicable incident/crime report or case file Police Department Statute of limitations w88
K9 w88 Police Department FY + 3 years w88
POST Certification w88 Police Department FY last date of employment + 7 years w88
Radio & Car Logs Police Department FY + 1 year w88
Recorded Communications Police Department Until superseded w88
Security Surveillance Tapes Police Department Minimum w88 7 days (unless needed or subpoenaed as evidence) w88
Sex Offender Registration w88 Police Department Life of individual w88
Specific Crime w88:
DUI and Domestic Violence Police Department FY close of case + 7 years w88
Homicides and sex crimes Police Department FY close of case + 65 years w88
Misdemeanors Police Department FY close of case + 7 years w88
Other Felonies Police Department FY close of case + 25 years w88
Unsolved Cases Police Department Permanent On Site
Training w88 Police Department FY last date of employment + 7 years w88
Warrants/Wanted Files Police Department FY + 3 years Regular
Weapons Discharge w88 Police Department FY + 3 years w88
Weapons Inventory w88 Police Department FY + 3 years w88
Weapons Qualification w88 Police Department FY + 3 years w88
Public Relations w88
TYPE OF RECORD OFFICIAL REPOSITORY w88 PERIOD w88
Public Service Announcement, News Releases, Information Flyers, Brochures, Newsletters, Other Publications, etc. Government Relations or Public Relations FY + 5 years Archival Review; Regular
Publication, Statistical Data/Documents and Reports
TYPE OF RECORD OFFICIAL REPOSITORY w88 PERIOD w88
Reports to Board of Regents Board of Regents or Chancellor's Office Permanent Archives or On Site
State or Federal Reports Office Where Generated Permanent Archives or On Site
Real Estate w88
TYPE OF RECORD OFFICIAL REPOSITORY w88 PERIOD w88
Copies of Deeds, Easements: Including other documents related to real property transactions System, Institution Facilities or Real Estate Office Permanent Archives or On Site
Leases System, Institution Facilities or Real Estate Office FY of expiration date + 7 years Regular
Research, Grants and Sponsored Projects
TYPE OF RECORD OFFICIAL REPOSITORY w88 PERIOD w88
Animal Research & Veterinary w88 Office Where Generated FY + 3 years w88
Export Control Export controls-related w88, including: contracts, license and license applications; invitations to bid; shipping documents; financial and accounting w88; license exception w88; notifications from regulatory agencies; and all notes, memoranda and correspondence related to export transactions Office Where Generated Required federal w88 period - for EAR, ITAR, OFAC records + 5 years; longer w88 period may apply only if requested by government agency w88
Grants & Agreements: Administration of Grants and Agreements with Institutions of Higher Education, Hospitals, and other Non- Profit Organizations Office Where Generated or Sponsored Projects Office FY submission of final expenditure report + 7 years, unless otherwise provided in terms of grant or contract w88
Grants & Agreements: Uniform and Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments Office Where Generated or Sponsored Projects Office FY of starting date + 3 years w88
Institution or System Contracts: Subject to specific state, federal or contract requirements System Office or Office Where Generated Required state, federal or contract w88 period Destroy in accordance with applicable state, federal or contract requirements or w88
Institutional Animal Care & Use w88 (IACUC) Office Where Generated Required state, federal or contract w88 period Destroy in accordance with applicable state, federal or contract requirements or w88
Institutional Biosafety Review w88: Review of projects involving recombinant DNA Office Where Generated Permanent On site or Archives
Institutional Review Board for Use of Human Subjects in Research (IRB) Office Where Generated Required state, federal or contract w88 period Destroy in accordance with applicable state, federal or contract requirements or w88
Research Projects-Approved: Files containing proposal, budgets, accounting information, correspondence and reports for grant funded and non-grant funded research Office Where Generated or Office of Sponsored Projects FY + 5 years or required state, federal or contract w88 period Destroy in accordance with applicable state, federal or contract requirements or w88
Research Projects-Rejected: Files containing proposal and correspondence for grant funded and non-grant funded research Office Where Generated or Office of Sponsored Projects FY + 1 year Destroy in accordance with applicable state, federal or contract requirements or w88
Sponsored Research Office Where Generated or Office of Sponsored Projects Follow applicable rules of grant Destroy in accordance with applicable grant requirements or w88
Student and Course w88
TYPE OF RECORD OFFICIAL REPOSITORY w88 PERIOD w88
Academic Catalogs Registrar, Admissions and w88 or Academic Affairs Permanent w88
Acceptance Letter Admissions FY + 1 year w88
Administration of Educational Assistance Program w88 Office Where Generated FY of enrollment + 3 years or FY date of test + 3 years w88
Advanced Placement Results Admission FY graduation + 3 years or FY last term of attendance + 3 years w88
Advising Files: Includes notes about student, possible courses the student would take, and correspondence with student Office Where Generated FY + 1 year w88
Alien Registration Receipt Card Office Where Generated FY graduation + 3 years or FY last term of attendance + 3 years Regular
Annual Interim Federal Grant Fiscal Reports: Reporting to federal government on expenditures for federal grant programs Office Where Generated FY + 7 years Regular
Application for Admission/ Readmission Admissions FY + 1 year w88
Applications for Graduation Office Where Generated FY graduation + 3 years or FY last term of attendance + 3 years w88
Arrival Departure Record International Admissions FY graduation + 3 years or FY last term of attendance + 3 years w88
Athletic w88 Office Where Generated Athletic Association Rules/NCAA w88
Attendance w88/Rosters Office Where Generated End of Term w88
Audit Authorization Registrar FY + 1 year w88
Campus Newspaper w88 Office where Generated Permanent On Site or Archives
Catalogs Registrar Permanent Archives
Certificate of Eligibility for Visa Status International Admissions FY graduation + 3 years or FY last term of attendance + 3 years w88
Change in Major Academic Affairs FY graduation + 3 years or FY last term of attendance + 3 years w88
Change of Course (Drop/Add) Registrar FY + 1 year w88
Change of Grade Record Registrar Permanent On Site or Archives
Change of Personal Data Record Registrar FY graduation + 3 years or FY last term of attendance + 3 years w88
Class List/Class Roster Registrar, Admissions & w88 FY + 1 year w88
Class Lists-Original Registrar, Admissions & w88 Permanent On Site or Archives
Class Schedule (Student) Registrar, Admissions & w88 FY end of term + 1 year w88
Commencement Programs Registrar Permanent On Site or Archives
Correspondence (Student) Academic Affairs FY graduation + 3 years or FY last term of attendance + 3 years w88
Counseling w88 Office Where Generated or Department Where Generated FY graduation + 7 years or FY last term of attendance + 7 years w88
Course Syllabi Office Where Generated or Department Where Generated FY + 3 years Regular
Coursework: Student tests, examinations, quizzes, papers, projects, etc., leading to a grade and to a posting on the official student record of the registrar Instructor End of class + 120 calendar days w88
Credit by Exam Registrar, Admissions & w88 FY applied to record + 1 year w88
Credit by Exam Report/Scores Registrar FY + 1 year w88
Credit/No Credit Approval (Audit, Pass/Fail) Registrar FY graduation + 3 years or FY last term of attendance + 3 years w88
Curriculum Change Authorizations Registrar, Admissions & w88 FY graduation + 3 years or FY last term of attendance + 5 years w88
Curriculum Development Documentation: Files documenting approval of new programs and degrees Provost or Academic Affairs Office Permanent Archival Review; Regular
Degree Audit Record Academic Affairs FY graduation + 3 years or FY last term of attendance + 3 years w88
Direct Loan Program Financial Aid Office Federal Student Aid (Title IV) Requirements w88
Disciplinary Action Record- Expulsion Office where generated or Student Conduct Office Permanent On Site
Disciplinary Action Record- General Office Where Generated or Student Conduct Office FY graduation + 7 years or FY last term of attendance + 7 years w88
Dual Enrollment Forms (High School) Admissions FY graduation + 3 years or FY last term of attendance + 3 years w88
eLearning: In web-based platforms, exams, assessments, chats, discussions, blog postings, wiki postings, etc. Provost or Academic Affairs Office End of class + 120 calendar days w88
eLearning Course w88: Used for grading Student Services or Academic Affairs Office End of class + 120 calendar days w88
Employment Authorization (Work Permit) International Admissions FY graduation + 3 years or FY last term of attendance + 3 years w88
Enrollment Verification Registrar FY + 1 year w88
Entrance Exam Results/Scores Admissions FY graduation + 3 years or FY last term of attendance + 3 years w88
Evaluations, Class/Course: Summary evaluations of course by students Provost or Academic Affairs Office FY + 1 year w88
Federal Perkins Loan Program Financial Aid Office FY date the loan is cancelled, repaid, or otherwise satisfied + 3 years w88
FERPA: Requests, 3rd party authorizations, appeals and hearing decisions Registrar, Admissions & w88 Permanent w88
Financial Aid w88 (non-Title IV): Millennium, SSOG, state & institutional aid programs scholarships Financial Aid Office FY award year + 3 years w88
Foreign Students: Exchange Visitor Program-J-1 Visa; all w88 Office of International Students & Scholars (OISS) FY graduation + 3 years or FY last term of attendance + 3 years w88
Foreign Students: SEVP Reporting Documents (SEVP-Certified Schools only) Office of International Students & Scholars (OISS) FY in which student is no longer pursuing a full course of study (or FY date of denial if reinstatement is denied) + 3 years w88
Grade Book Office Where Generated FY course completion + 5 years w88
Grade Change & Appeal Documents Registrar FY graduation + 3 years or FY last term of attendance + 3 years w88
Graduation Authorization Registrar FY graduation + 3 years or FY last term of attendance + 3 years w88
Graduation Lists Registrar FY graduation + 3 years or FY last term of attendance + 3 years Regular
Health Professions Student Loan Financial Aid Office US Department of Health & Human Services Requirements w88
Higher Education Assistance Programs ("HEA" or "Title IV") Financial Aid w88: Federal Perkins Loan, Federal Work Study (FWS), Federal Supplemental Educational Opportunity Grant (FSEOG), Federal Pell Grant, ACG, National SMART Grant, William D. Ford Federal Loan or TEACH Grant Program Financial Aid Office Federal Student Aid (Title IV) Requirements w88
Hold or Encumbrance Authorizations Held by Originating Office FY graduation + 7 years or FY last term of attendance + 7 years w88
Housing/Residence Hall w88 Office Where Generated FY graduation + 7 years or FY last term of attendance + 7 years w88
Immunization w88 Admissions FY graduation + 3 years or FY last term of attendance + 3 years w88
Instructor Evaluations-by students Dean or Department Chair's Office FY + 1 year w88
Internship/Service Learning Office Where Generated FY graduation + 7 years or FY last term of attendance + 7 years w88
Legal Services Office Where Generated FY graduation + 7 years or FY last term of attendance + 7 years w88
Letters of Recommendation Regarding Admissions Admissions & w88 or Graduate or Professional School FY graduation + 3 years or FY last term of attendance + 3 years w88
Letters of Recommendation Other Purposes Admissions & w88 or Graduate or Professional School FY graduation +3 years or FY last term of attendance + 3 years w88
Military Documents Registrar FY graduation + 3 years or FY last term of attendance + 3 years w88
Name Change Authorization Registrar FY + 1 year w88
Nursing Student Loans Financial Aid Office US Department of Health & Human Services Requirements w88
Organizations: Clubs, other student groups Office Where Generated FY + 3 years Regular
Organizations: Student government-- constitution, bylaws and other w88 Office Where Generated FY + 3 years Archival Review; Regular
Pass/Fail Record Registrar FY graduation + 3 years or FY last term of attendance + 3 years w88
Passport Number International Admissions FY graduation + 3 years or FY last term of attendance + 3 years w88
Placement Test Results/ Scores Registrar FY graduation + 3 years or FY last term of attendance + 3 years w88
Probation/Suspension/ Dismissal w88 Academic Affairs FY graduation + 3 years or FY last term of attendance + 3 years w88
Readmission w88 Admissions & w88 or Graduate or Professional School FY graduation + 3 years or FY last term of attendance + 3 years w88
Recruitment w88 Registrar FY graduation + 3 years or FY last term of attendance + 3 years w88
REG Email Correspondence (All) Registrar FY term admitted + 1 year w88
Registration Record Registrar FY registered term + 1 year w88
Releases/Waivers/Hold Harmless/Indemnification Documents for Activities: Non-minor students Office Where Generated FY graduation + 7 years or FY last term of attendance + 7 years w88
Request for Formal Hearing (FERPA) Office Where Generated Permanent On Site
Requests and Disclosure of Personally Identifiable Information (FERPA) Office Where Generated Permanent On Site
Statement of Educational Costs International Admissions FY graduation + 3 years or FY last term of attendance + 3 years w88
Statement of Financial Responsibility International Admissions FY graduation + 3 years or FY last term of attendance + 3 years w88
Student Exams/Papers Academic Affairs FY course completion + 1 year w88
Student w88-Accepted & Enrolled: Change of course, audit authorization, email, correspondence, transcript requests, enrollment verification, name change Registrar; Admissions and w88 FY + 1 year w88
Student w88-Accepted & Enrolled: Grade change appeals, graduation authorization, admission acceptance, advance placement results, dual enrollment forms, entrance exam results/scores, immunization w88, recruitment w88, waiver of right to access letters of recommendation, external transcripts, change of personal data record, transfer credit or hours accepted, residency documentation, Form I-20 (VISA) for foreign students, overload petitions, application for graduation, and placement documentation, withdrawal Authorizations/Leaves of Absence Registrar; Admissions and w88 FY graduation + 3 years or FY last term of attendance + 3 years w88
Student w88-Accepted & Not Enrolled: Student-specific correspondence relating to admission and enrollment at the institution. Correspondence, recruitment, references and recommendations, entrance exams, Advanced Placement documentation Student Services or Academic Affairs Office FY + 18 months w88
Student w88-Denied: Letters notifying students of non-acceptance to the institution. Correspondence, recruitment, references and recommendations, entrance exams, and Advanced Placement documentation Student Services or Academic Affairs Office FY application term + 1 year w88
Student Recruitment Materials-General: Videos, publications, poster, advertisements, etc. used to recruit students to attend the institution Office Where Generated FY + 5 years Archival Review; Regular
Student Registration-Related Registrar, Admissions & w88 FY graduation + 3 years or FY last term of attendance + 3 years w88
Student Request for Non- Disclosure of Directory Information Student Services Permanent On Site
Student Waivers for Rights to Access to Letters of Recommendation Registrar FY graduation + 3 years or FY last term of attendance + 3 years w88
Student Written Consent for w88 Disclosure Student Services Permanent On Site
Transcript Request (Student) Registrar FY + 1 year w88
Transcripts (High School and College) Registrar Permanent On site
Transfer Credit Evaluation Registrar FY graduation + 3 years or FY last term of attendance + 3 years w88
Veterans Administration Certifications/Benefits Registrar, Admissions & w88 FY graduation + 5 years or FY last term of attendance + 5 years w88
Visa Related Documents International Student Office FY graduation + 5 years or FY last term of attendance + 5 years w88
Vocational Rehabilitation & Education w88 Office Where Generated FY graduation + 3 years or FY last term of attendance + 3 years w88
Withdrawal Authorization Registrar FY graduation + 3 years or FY last term of attendance + 3 years w88