Records Retention and Disposal Schedule:

Transcription

1 Retention and Disposal Schedule: Category Admissions Record Admissions Application and Supporting Application Documents Record Medium Retention Location CAMS Database; CAMS DocTracking Admissions Application for Reinstatement CAMS DocTracking Admissions/Registrar Admissions Transcript(s) from other institutions or CLEP Scores Background Checks; Informed Consent/Release for Criminal Background Form, DocuSign Receipt Books for I.D. Cards Paper Room, Room 227; CAMS DocTracking CAMS DocTracking Student File; Student Services, 1 st floor Retention/Destruction Schedule -Accepted Students: 6 years after graduation or last date of attendance -Rejected Students: 1 year from applied start date - Cancelled students: 1 month (30 days) of notification not to attend -Accepted Students: 6 years after graduation or last date of attendance -Rejected Students: 1 year from date on file -Accepted Students: 6 years after graduation or last date of attendance -Rejected Students: 1 year from date on file -Accepted Students: 7 years after graduation or last date of attendance -Rejected Students: securely and properly disposed within one month after the first quarter begins Regulation o Schedule 8: 9-2 o POEC of 1981: B6 o Policy 07:03:00: V-B o Schedule 8: 9-7 Board of Director s Meeting Vice

2 Minutes, Executive Committee Meeting Minutes, and Strategic Planning Committee Meeting Minutes President of Academic Affairs, Room 223 o Schedule 8: 1-1 o Schedule 8: 2-3 o Schedule 8: 10-2 Administrative Files related to: memorandums, policy statements, reports for accreditation, budget material, faculty and student relations, salary, grants, research programs, foundation endowments, academic requirements, physical development, speeches, program development (Systematic Evaluation Plans) Room 224; Office of the Vice President of Academic Affairs, Room 223; Dean s Offices o Schedule 8: 2-2 o Schedule 8: 3-2 Accreditation Reports Vice President of Academic Affairs, Room 223; Dean of Nursing Faculty Suite; Website o Schedule 8: 4-1 Annual Reports related to fiscal summaries, objectives, and goals of the institution; IPEDS; Institutional Effectiveness Plans Room 224; Office of the Vice President of Academic Affairs, Room 223; Office of the Director of Student Financial Services, ; o Schedule 8: 4-5

3 Website Deeds or Leases to College Property/ Building and Land Improvement Files/Survey and Map of Property Paper Room 224 o Schedule 8: 4-12 o Schedule 8: 4-22 o Schedule 8: 4-30 Grant Files Vice President of Academic Affairs, Room years after becoming inactive o Schedule 8: 4-13 Internal Management and Procedure Files related to payroll, procurement, personnel administration, inventory, etc. Vice President of Academic Affairs, Room 223; Office of the Director of Student Financial Services, o Schedule 8: 4-16 Legislative Reference Files Room 224 o Schedule 8: 4-17 Litigation Case Files Room years after case is closed o Schedule 8: 4-18 Organizational Charts (current and previous) Room 224; Office of the Vice President of Academic Affairs, Room 223 o Schedule 8: 4-21 o Schedule 8: 10-1 Outsourced Work Reports Room years after work superseded o Schedule 8: 4-34

4 Annual Reports, Self-Studies, Policy and Procedure Statements, Curriculum Information Library, Room 201; Website o Schedule 8: 10-1 Budget Requests Room 224 o Schedule 8: 12-1 Gift Files Room 224; Director of Student Financial Services, o Schedule 8: 12-3 Project Grant Awards and Contracts Room 224; Nursing Faculty Suite 6 years o Schedule 8: 12-4 Advertising Publications relating to Advertisements Office of Academic Support and Career Services Coordinator, Room 232; Admissions o Schedule 8: 4-26 Communication General Communication Correspondence Campus 2 years o Schedule 8: 4-14 Communication Telephone Call Logs Paper Campus 2 years o Schedule 8: 4-31 Communication Work Orders Campus o Schedule 8: 4-33

5 Financial Aid Student Financial Aid Documents; In School Deferments Room, 227; Director of Financial Aid, Room 223, CAMS database Financial Aid Enrollment Contract CAMS DocTracking Financial Aid VA Compliance Information CAMS DocTracking Student Loans -Active File: minimum of 3 years from the date a loan is satisfied, cancelled, repaid, or assigned to ED -Inactive: minimum of 7 years after graduation or Student Grants -Accepted Students: 6 years after the last date of the award year or 6 years after the date the institution files its fiscal operation report for the year -Rejected Students: 1 year from date on file Scholarships -until no longer needed for reference -Accepted Students: 6 years after graduation or last date of attendance -Rejected Students: 1 year from date on file after last certification o Schedule 8: 9-15 o Schedule 8: 9-12 ACCSC o Section VI, B3 NLNAC o Accreditation Manuel: 3.3 U.S. Department of Education o Higher Education Act of 1965, Title IV: Section 487: (3) o Federal Student Aid Handbook, Chapter 9 (2-109) U.S. Department of Veteran Affairs o Examination of : F1 Grading Official Transcripts Room, 227;

6 Grading Test Results/ Major Projects CAMS Database o Section IV- Part B: 4.01 o Schedule 8: 9-10 ACCSC o Section VI, B2 Faculty Offices; Registrar, Room 226; Downstairs Filing Cabinets 18 months from end of term period o Policy 07:03:00: V-A Grading Student Grade Reports CAMS Database 1 year after date distributed o Schedule 8: 9-3 Grading Drop/Add Forms CAMS DocTracking 5 years Grading Satisfactory Academic Progress Room, 227; CAMS Database Graduation Final Degree Audit CAMS Database 5 years after graduation or Graduation Graduation Lists Room, 227; CAMS Database Graduation Graduation Graduation Student Exit Check-List, correspondence, approval, denial, other (Graduate Office Placement Forms) Diplomas Awarded and Undeliverable 5 years after graduation or CAMs DocTracking 5 years after graduation or Paper Room, Room 227 o Policy 07:03:00: V-G o Schedule 8: 9-4 o Schedule 8: 9-4 o Schedule 8: 9-4 o Schedule 8: 9-4 Human Resources Communication regarding Personnel Files 6 years

7 Human Resources Employee Compensation o Schedule 8: 5-1 Employment Applications of People not hired Portal 2 years from date of rejection o Schedule 8: 5-4 Human Resources Human Resources Employment Data regarding biographical information Files and Reports related to College as an Equal Opportunity Employer Human Resources Faculty Contracts Paper Human Resources Job Announcements Vice President of Academic Affairs, Room 223; School of Nursing Dean, 1 st Floor 2 years 2 years 6 years after termination of contract or no longer needed for reference 2 years Human Resources Job Descriptions Website Until termination of position Human Resources Human Resources Employee Leave Summary of Occupation Injuries Paper Paper 2 years 6 years o Schedule 8: 5-5 o Schedule 8: 5-6 o Schedule 8: 5-7 o Schedule 8: 5-8 o Schedule 8: 5-9 o Schedule 8: 5-10 o Schedule 8: 5-11 o Schedule 8: 5-12 o Schedule 8: 5-13

8 Human Resources Personnel Files Paper Campus Human Resources Employee Timesheets Paper Human Resources Human Resources Information Technology Library Benefits Information and Workers Compensation Check Request Form regarding monies for supplies Information Technology Plans Book/Publication Disposal Schedule Paper Room 224; Personnel Files Website; Office of the Director of Student Financial Services, Website, Office of IT Support Services, Room 230 Library, Room years after retirement or separation from institution 5 years after employee retirement or separation from institution 5 years o Schedule 8: 5-15 o Policy 07:03:00: V-E o Schedule 8: 5-18 o Schedule 8: 7-5 o Schedule 8: 7-9 o Schedule 8: 4-8 o Schedule 8: 4-15 o Schedule 8:13-1 Library Interlibrary Loan Requests Library, Room 201, DocLine o Schedule 8:13-2 Library Circulation Titles Library, Room 208 o Schedule 8:13-7 Medical Student Medical, 1 st Floor; Hamachi Database; CAMS -Accepted Students: until graduation or last date of attendance o Schedule 8: 14-1

9 Payroll Year End Close out Reports Payroll Payroll Fund Transfer Authorizations Payroll Adjustment Files and Savings Bond Adjustment Files Database -Rejected Students: securely and properly disposed within one month after the first quarter begins Bank Paper Personnel Files Payroll Employer Contribution Report Database after employee retirement or separation from institution Policy 07:03:00: V-D o Schedule 8: 7-2 o Schedule 8: 7-3 o Schedule 8: 7-6 o Schedule 8: 7-7 o Schedule 8: 7-4 Payroll Table Report (defined meaning of code numbers in accounting system) Database o Schedule 8: 7-8 Publications Catalogs, Handbooks, Catalog Addendums Catalog, Handbook, Room, Room 227; Registrar s Office, Room 226; Website 75 years from publication date o Policy 07:03:00: V-F Publications Course Syllabi Room, Room 227; Registrar s Office, Room 226; CAMS Portal 5 years from last date of course o Section IV- Part B: Enrollment Verifications CAMS DocTracking o Schedule 8: 9-11

10 Request for Non-Release of Directory Information Cancellation of Request for Non-Release of Directory Information Student Attendance Student Consent for Release of Retention and Disposal Schedule Official Transcript Requests and Receipts Transfer Credit Evaluation Worksheet International Student Documents related to SEVIS CAMS DocTracking CAMS DocTracking Room, 227; CAMS Database CAMS DocTracking Website CAMS DocTracking CAMS Database CAMS DocTracking Student Exit Check-Lists CAMS DocTracking Academic Support and Career Services Agreement; Academic Support and Career Services Release; Academic CAMS DocTracking 6 years from class period -Accepted Students: 6 years after graduation or last date of attendance -Rejected Students: 1 year from date on file 1 year after graduation or 5 years after graduation or after graduation or U.S. Department of Education o FERPA U.S. Department of Education o FERPA U.S. Department of Education o FERPA o Schedule 8: 4-28 o Schedule 8: 9-9 o Schedule 8: 9-16 U.S. Immigration and Customs Enforcement o SEVIS II-B o Schedule 8: 9-11

11 Support and Career Services Temporary Waiver Consent and Release Form CAMS DocTracking 5 years Student Complaints and Follow-Ups Vice President of Academic Affairs, Room 223; Room, Room 227 CAMS DocTracking; Archives o Policy 07:03:00: V-C ACCSC o Standards of Accreditation: VI, D NLNAC o Accreditation Manuel: 1.7 Colorado Board of Nursing o Department of Regulatory Agencies: 3.6 L Request to ly Withdraw CAMS DocTracking after last date of attendance o Schedule 8: 9-11 Registration Forms related to Academic Advising CAMS DocTracking Miscellaneous Staff Calendars Website Miscellaneous Miscellaneous Miscellaneous Committee Minutes with attachments Tracking of Faculty/Staff Use on Database Photographs related to College activities Website CAMS Database Campus after graduation or o Schedule 8: 9-11 o Schedule 8: 4-7 o Schedule 8: 4-9 o Schedule 8: 4-10 o Schedule 8: 4-23

12 Miscellaneous Internal Audit Reports Campus 10 years o Schedule 8: 8-1