APPENDIX A Records Retention Schedule

Transcription

1 APPENDIX A Records Retention Schedule Student Records, Academic 1 Academic actions, (dismissal, etc.) Course offerings Student loan records Grade sheets/ grade change forms Graduation lists Graduation authorizations Class schedules Transcripts Transcript requests Transfer credit evaluations Veteran administration certifications Withdrawal authorizations/leaves of absence Student disciplinary records (e.g. academic integrity) Grade appeals Class list (original grade sheets) Changes of course (add/drop) Curriculum change authorizations FERPA documents Grade reports (registrar s copies) Hold or encumbrance authorizations Pass/fail requests Academic action authorizations (e.g. dismissals) Academic records (including narrative evaluations, competency assessments, etc.) Office of Financial Aid and Student 1 The Family Educational Rights and Privacy Act ( FERPA ) prohibits the destruction of any student record subject to an outstanding request to inspect and/or review. 34 C.F.R (e). Therefore, prior to any destruction verification should be made that no such request is outstanding. Policy 4.4 Records Retention 1

2 Advanced placement and other placement test records/scores (e.g. ASET, Compass, Accuplacer) Applications for graduation Applications for admission or readmission (reentry) Audit authorizations Correspondence, relevant Credit by examination reports/scores (e.g. advanced placements, CLEP, PEP) Credit/no credit approvals (audit, pass/fair, etc.) Degree audit records Fee assessment form Military documents Personal data information forms Office of Student Financial Services Student Records, Non-Academic Residence Hall contracts and related documents Credential files ID card photographs Sexual harassment complaints, investigations and findings Office of Residence Life Office of Career Services Office of Student Activities Office of Student Affairs Student disciplinary records Health center patient records Medical records Health Center Office of Student Health Center Policy 4.4 Records Retention 2

3 Admissions Records Letters of recommendation Recruitment materials Residency change documents Transcripts high school and other college Visa documentation Foreign/international student forms (e.g. I-20) Name change authorizations Registration forms Office of College Admissions Office of College Admissions Office of International Studies Office of International Studies Office of Registrar Office of Registrar Student Records Financial Services Tuition and fee charges Accounts receivable statements Student billing records Financial aid records (applicants who do not enroll) Financial aid records (applicant who enroll) Financial aid records (inactive students) Alumni records Gift records Office of Student Financial Services Office of Student Financial Services Office of Student Financial Services Office of Financial Aid and Student Office of Financial Aid and Student Office of Financial Aid and Student Institutional Advancement Records Office of Alumni Affairs Office of Alumni Affairs Policy 4.4 Records Retention 3

4 Accounting and Finance Records Account reconciliations (balance sheet) Accounting reports (monthly reports) Schedules of department balances, transaction statements, account analysis statements, monthly and year-to-date salary and wage statements Annual financial reports Banking records, including deposit and withdrawal records, bank statements and reconciliation, voided and cancelled checks, cash receipts Audit Reports Journal entries and back-up documentation Subsidiary ledgers (account payable, accounts receivable, etc.) Summary analysis reports, end of year (fund, source, function) Travel reimbursements and attachments Trial balances Endowment records Life income agreement, trusts, annuities Purchasing and Accounts Payable Records Purchase orders Requisitions Sales contracts Sales invoices Bills of lading Shipping and receiving reports Accounts payable vouchers and attachments Policy 4.4 Records Retention 4

5 Tax Records RECORD TYPE RESPONSIBLE OFFICE RETENTION PERIOD GOVERNINGLAW Excise tax returns Income tax returns Information returns (990, 1099, 8282, etc.) Sales tax returns Planning and Budget Records Plans and projections Policy 4.4 Records Retention 5

6 Human Resources Records Employee personnel files (including application, resume, payroll, appointment/salary forms) Faculty personnel files (including application, resume, payroll, appointment/salary forms) Federal reporting requirements: welfare benefits and other fringes benefit plans Individual contracts of employment I-9 Forms (Faculty and Staff) I-9 Forms (students) Office of Financial Aid and Student Occupational injury or illness Performance appraisals Union agreements Workers compensation claims and insurance policies Annual payment records (W2, alpha lists, employee transaction lists) Information returns filed with federal and state authorities Leave reporting documents Payroll deduction authorization forms Record of payments and deductions (payroll registers, deduction lists, adjustments) Time sheets, faculty/staff/students Monthly and year-to-date salary and wage statements Policy 4.4 Records Retention 6

7 Affirmative Action/Equal Opportunity Records Documents supporting academic or non-academic selection decisions (e.g. promotion, termination, compensation) Non-academic search materials and documents supporting hiring selection decisions Sexual harassment complaints, investigations, and findings Consent orders Court orders Judgments Releases Settlements Legal Records Real Property Records Documents for leases, licenses, construction contracts and other contracts Property deeds, easements, remainder interests, mortgages Title insurance policies Corporate Records Board of trustee minutes Bylaws Charter Office of the President Office of the President Office of the President Policy 4.4 Records Retention 7

8 Environmental Health and Safety Records Evacuation drill records Fire protection systems records Fume hood testing records Hazardous waste disposal manifests and reports Incident reports Portable extinguisher training records Radioactive materials license and safety committee records Radioactive material receiving and inventory records NYS annual fire safety report Confined space entry permits Material safety data sheets OSHA training records Accident reports Incident reports Office of Campus Safety Office of Campus Safety Policy 4.4 Records Retention 8