Records Retention Schedule

Updated on April 15, 2022

ABSENCE CARDS
This series documents vacation and sick leave taken by employees. This process is now done online.
Retention: 3 fiscal years.

ACCREDITATION RECORDS
This series consists of reports and supporting information documenting the process of becoming accredited and/or activities associated with reporting. Official records maintained at the Office of the President.
Retention: Retain records pertaining to current plus one previous accreditation period or until administrative value is lost. Prior to destruction, offer to Archives.

ADMINISTRATIVE SUPPORT RECORDS – ROUTINE
This series contains communications or other routine information created, sent or received by College faculty and staff during the normal course of business operations. This information does not result in the formulation of policy or contract. It may be transmitted internally between employees, or externally, and may include but is not limited to notices of seminars, conferences or workshops, queries regarding processes or ideas, electronic journals, and general information of programs.
Retention: Retain until administrative value is lost.

ADMINISTRATIVE SUPPORT RECORDS – HISTORICAL
This series contains communications or other information created, sent or received by College faculty and staff that document substantive decisions affecting the College. This series may include but is not limited to information that sets policy, affects organization restructuring and alignment, documents strategic planning, or changes administrative directives, operations, and responsibilities. This series includes speeches and other public engagements by College administrators. This series pertains to the offices of the President, Vice Presidents, Provosts, and Deans.
Retention: 3 fiscal years or until no longer active. Transfer to Archives.

ADMINISTRATIVE SUPPORT RECORDS – SUBSTANTIVE
This series contains communications or other information created, sent or received by College faculty and staff, and may include but is not limited to legal or audit issues, changes in contract or financial terms, final reports or recommendations, documentation of department or office actions, decisions, operations, and responsibilities. The information in this series relates to the functional responsibility of the department or unit.
Retention: 3 fiscal years.

ADMISSIONS APPLICATIONS – DENIED/DECLINED ADMISSION/NOT REGISTERED
This series consists of applications of graduate and undergraduate students who have made applications to the College and have been denied, declined admission, or did not appear to register. Official records maintained at Admissions or Office of Deputy Graduate Dean.
Retention:
A: Master record:1 year after application denied provided no litigation is pending.
B: Duplicates: College or Department: 1 year after application denied provided no litigation is pending.

ADMISSIONS APPLICATIONS – GRADUATE STUDENTS
This series consists of admissions applications of graduate students who have registered for classes. The master record of the application for those students who register is transferred to the Graduate Student Record and is maintained by the Office of the Deputy Graduate Dean. Any additional information requested by colleges or departments, such as writing samples or additional application information, is held at the college or department.
Retention:
A: Master Record: Transferred to Graduate Student Record.
B: Duplicates: College or Department: Retain until obsolete, superseded, or administrative value is lost.

ADMISSIONS APPLICATIONS – UNDERGRADUATE STUDENTS
This series consists of admissions applications of graduate and undergraduate students who have registered for classes. Official records maintained at Admissions.
Retention:
A: Master Record: 5 years after graduation or date of last attendance.
B: Duplicates: College or Department: Retain until obsolete, superseded, or administrative value is lost.

ADVISING RECORDS
This series consists of advising records s used to monitor academic progress and provide advice. May include but is not limited to copies of transcripts, grade reports, awards, notes of meetings, various forms, email and correspondence. Official records maintained at Academic Services.
Retention:
A: Master record: 5 years after graduation or date of last attendance.
B: Duplicates: Retain until administrative use is complete.

ALUMNI DATA
Official records maintained at Advancement.
Retention: Permanent.

ANNOUNCEMENTS AND INFORMATION: ROUTINE
This series consists of information transmitted between parties, either in paper or electronic form. This information does not result in the formulation of policy or contract. It may be transmitted internally between employees, or externally, and may include but is not limited to notices of seminars, conferences or workshops, queries regarding processes or ideas, electronic journals and general information of programs.
Retention: Retain until obsolete, superseded or administrative value is lost.

ANNUAL REPORTS
This series consists of annual reports that document activities of the creating unit.
Retention: 5 fiscal years. Prior to destruction, offer to Archives.

APPLICATION FOR DEGREE/GRADUATION FORMS
This series consists of forms sent by students to Student Services. It is then used to flag the electronic records so that the Colleges can clear students for graduation. Official records are maintained at Academic Services.
Retention: 5 years after graduation or date of last attendance.

APPLICATION/CONTRACT FOR ROOM AND BOARD
This consists of application for housing and meal plan for the academic year, specifying housing preference and meal plan choice for a one-year period.
Retention: 5 fiscal years.

AWARDS AND HONORS
This series documents awards made to students, volunteers, employees and other non-College people. This series may include but is not limited to nominations, selection criteria, names of selection committee members, applications, and award documentation.
Retention: 3 years after award given. Prior to destruction, offer to Archives.

AUDITED FINANCIAL STATEMENTS
Official records maintained at Financial Services.
Retention: Permanent.

AUDIT WORKPAPERS
This series includes audit workpapers, reports, and related meeting minutes and presentation materials. Official records maintained at Financial Services.
Retention: 6 years.

BANK STATEMENTS
Retention: 5 fiscal years.

BRAINSTORMING AND COLLABORATING
This series contains information generated as part of the brainstorming, collaborating, or project tracking process. This activity can occur over emails as well as in collaborative tools or hard copy documents and notes, and may include recordings of meetings.
Retention: Retain until reference purpose is served. Destroy drafts of documents once a final copy is approved.

BUDGET FILES
This series consists of internal budget worksheets and files that are created at the unit level and used to produce, update or manage the annual budget.
Retention: 3 fiscal years.

BUILDING PLANS, BLUEPRINTS, AND SPECIFICATIONS
Official records maintained at Operations.
Retention:
A: Master record: Life of building, transfer to archives.
B: Duplicates: Retain until obsolete, superseded, or administrative value is lost.

CATALOGS
Official records maintained at Admissions and Records.
Retention:
A. Master copies (10): Permanent.
B. Duplicate: Transfer to Archives.

CLASS INFORMATION
This series consists of electronic or paper copy of grade submissions, class schedules, class syllabi, class bulletins, class record books and course evaluations for each quarter or semester. This information is usually maintained at the department level.
Retention: 5 years after class completed.

COLLECTION OBJECT FILES
This series consists of files documenting objects that are parts of the museums and galleries collections on campus. Files include name of donor, estimated value, and description of item.
Retention: 1 year after item removed from collection.

COMMENCEMENT RECORDS
This series consists of commencement program planning and may include but is not limited to attendance forms, programs, correspondence, student permissions, and planning or committee records. Official records maintained by each campus’s chief academic officer.
Retention: Retain until administrative value is lost. Transfer programs to Archives.

COMMITTEE FILES
This series documents the service of individuals on College committees and boards.
Retention: Retain until obsolete, superseded, or administrative value is lost. Prior to destruction, offer to Archives.

COMPLAINT RECORDS
This series consists of formal and informal complaint files, and may include but is not limited to complaint, investigation records, interviews, notes and settlement documents when appropriate.
Retention:
A: Litigation involved: 10 years after case closed.
B: Non-litigation: 7 years after case closed.
C: Summary records: 10 calendar years.

COMPLIANCE REVIEWS
This series consists of compliance reviews undertaken for internal, state or federal reporting. Official records maintained at the unit level.
Retention: 5 years after review completed.

CONFERENCE RECORDS
This series consists of but is not limited to registration materials, correspondence, financial reimbursement and public relations materials for conferences.
Retention: 3 fiscal years

CONSTRUCTION RECORDS
This series includes drawings and agreements. Official records are maintained at Operations.
Retention:
A. Drawings: Permanent.
B. Agreements: 12 years from expiration/completion of project.

COURSE AND PROGRAM RECORDS
This series consists of course description, outlines, objectives, program documentation.
Retention: Retain until obsolete, superseded, or administrative value is lost. Prior to destruction, offer to Archives.

CREDIT CARD TRANSACTION RECORDS
This series consists of credit card transaction records received for payment to or the sale of services or goods. May include but is not limited to merchant receipts, and any other information related to the transaction.
Retention: 3 years from date of transaction provided no litigation is pending.

DEGREE CLEARANCE FORMS
This series is used by colleges to clear students for graduation. Official records maintained at Registrar.
Retention:
A: Master record: 5 years after graduation.
B: Duplicates: 1 year after graduation or date of last attendance.

DISCIPLINARY LETTERS – EMPLOYEES
This series consists of letters sent or given to employees documenting discipline and may include but is not limited to written warnings, suspension letters and final letters of discipline.
Retention: Maintain in employee personnel file according to union contracts, civil service rules, or academic policy.

DROP-ADD FORMS
This series consists of electronic or hard copy drop-add forms used to change, add or drop courses after registration.
Retention: 1 year after date submitted.

EMPLOYMENT APPLICATIONS
This series consists of employment applications and may include resumes, application supplements, correspondence, test scores, background investigations, recommendations, and other supporting documentation. Official records maintained at Human Resources. Retention:
A: Hired Applicants: Retain in Employee Personnel File.
B: Not-Hired Applicants: 3 years from date of action unless litigation is pending. (29 CFR 1602.49)

EMPLOYEE PERSONNEL FILES
This series consists of the department and Human Resources files that are kept to document employment at the College. May include but is not limited to personnel evaluations, notes, memos, discipline, applications, personnel changes, job descriptions, job requisitions, settlement agreements and releases, letters of offer, letters of resignation, notice of layoff, termination agreements, requests for leave, suspension letters, temporary appointment letters, and other materials for all job classes of employees.
Retention: 7 years after termination provided no litigation is pending.

EMPLOYMENT AGREEMENTS (Faculty)
Official records maintained by each campus’s chief academic officer.
Retention: 6 years after termination.

EMPLOYMENT AGREEMENTS (Staff)
Official records maintained at Human Resources.
Retention: 6 years after termination.

EMPLOYMENT BENEFIT PLANS
This series includes fringe benefit plans. Official records maintained at Human Resources.
Retention: Permanent.

EMPLOYMENT I-9 FORMS
Official records maintained at Human Resources.
Retention: 3 years from date of hire or 1 year from termination, whichever is greater.

EQUIPMENT RECORDS
This series consists of documents detailing the purchase, lease, receipt, fabrication, trade, transfer, retirement, disposal, etc. of equipment, and may include but is not limited to warranties and purchase information.
Retention: 6 years after disposal of equipment.

FACULTY FILES (DOSSIER)
Official records maintained by each campus’s chief academic officer.
Retention: 7 years from termination.

FINANCIAL AID RECORDS
This series documents, but is not limited to, scholarships awarded by the College, units, and departments. It may include notes of scholarship committee members, selection criteria, and award documentation.
Retention:
A. For applicants who do not enroll: Maintained by Financial Services: 1 year from date of application.
B. For applicants who enroll: Maintained by Financial Services: 4 years from end of fiscal year in which aid is awarded.
C. Application materials for applicants who do not enroll: Maintained by Admissions: 1 year from start of application term.

FINANCIAL RECORDS
This series consists of quarterly financial statements and all other accounting and financial data. Official records maintained at Financial Services. Retention:
A. Financial Statements: Master record: 3 fiscal years provided no litigation is pending.
B. Other Financial Records: Master record: 7 years.
C. Department and office copies: 3 fiscal years.

FMLA DOCUMENTATION
This series consists of employee FMLA documentation.
Retention: 4 years. (29 CFR 825.500)

GIFT RECORDS
Official records maintained at Advancement.
Retention: Permanent.

GRADE BOOKS
This series consists of either electronic or hard copy grade books.
Retention: 1 year after final grade posted.

GRADE COMPLAINT RECORDS
This series documents complaints made by students to the instructor, program chair and/or department head about grades.
Retention: 1 year after complaint is resolved.

GRADED MATERIALS
This series may consist of but is not limited to exams, papers, portfolio, and other materials either given to or received from students.
Retention: 30 days after grades posted to transcript.

GRADING OPTION REQUESTS
This series consists of electronic or hard copy requests to grade either A-F or P/NP.
Retention: 1 year after date submitted.

GRADUATE STUDENT RECORDS
This series consists of Graduate Application for Admission, degree program list, grade transcripts, comprehensive exams, oral defense documentation, and related correspondence. Official records maintained at Office of Deputy Graduate Dean. Retention:
A: Master record, graduates: 50 years after graduation or withdrawal.
B: Master record, withdrawn: 5 years after withdrawal.
C: Master record, accepted but not enrolled: 1 year after term for which application processed provided no litigation is pending.
D. Department copy: 7 years after graduation or date of last attendance

GRIEVANCE FILES
This series documents grievances, and may include but is not limited to correspondence, background information, appeals and decisions. Official records maintained at Human Resources. Retention:
A: Master record: 7 years after close provided no litigation is pending.
B: Duplicates: 1 year after final decision has been made and all appeals have lapsed.

HEALTH CARE/DEPENDENT CARE FORMS
This series documents health care or dependent care forms filed on-line by employees for pre-tax benefits.
Retention: 4 calendar years.

INCIDENT REPORTS (with or without injury)
Official records are maintained at Human Resources.
Retention: 5 years following the year in which they relate.

INDEPENDENT STUDY RECORDS
This series documents departmental, college, and/or instructor approval for students to enroll in independent study programs.
Retention: 5 years after graduation or date of last attendance.

INFORMATION REQUEST RECORDS
This series consists of correspondence and emails accumulated in answering inquiries from the public.
Recommended retention: Retain until administrative value is lost.

INFORMATION RETURNS (990, 1099)
Official records maintained at Offices of the Executive Vice President and CFO.
Retention: Permanent.

INSTRUCTOR GRADE RECORDS
This series consists of electronic or hard copy grade books, logs, files or sheets maintained by professors or instructors and may include individual grade assignments. Final grades for classes are sent to Registrar. See Graded Materials for individual student work product.
Retention: 1 year after appeal process is complete.

INSURANCE CERTIFICATES
Official records maintained at Financial Services.
Retention: 6 years after expiration of contract provided no litigation is pending.

INSURANCE POLICIES
Official records maintained at Financial Services.
Retention: Permanent.

INTERNATIONAL STUDENT FILES
Official records maintained at International Services. Retention: 5 years after graduation or last date of attendance.

INVENTORY RECORDS
This series consists of annual count reports and may include property disposal forms. Official records maintained at Financial Services.
Retention:
A: Master record: 6 fiscal years.
B: Duplicates: Retain until updated.

INVESTIGATIONS
This series consists of internal and external investigations and may include but is not limited to notes, correspondence, and interviews.
Retention: 7 years after investigation complete provided no litigation is pending and all regulatory requirements have been met.

IRS DETERMINATION LETTERS
Official records maintained at Office of the Executive Vice President.
Retention: Permanent.

JOB CLASSIFICATION FILES
This series consists of position specifications and the history of each class.
Retention: Retain until administrative value is lost.

JOB POSTING FILES
This series consists of advertisements to inform eligible job seekers of openings for available job vacancies. Notices include position title, monthly salary range, job location, minimum qualifications, brief description of duties, where to apply for job, and special instructions.
Retention: 30 months after job filled. (29 CFR 1627.3)

MEETING NOTICES.
This series consists of notices of meetings.
Retention: Retain until obsolete, superseded, or administrative value is lost

MEMORANDA
This series consists of interoffice or interdepartmental communications which do not subsequently result in the formulation of policies.
Retention: Retain until obsolete, superseded, or administrative value is lost.

NAME CHANGE RECORDS – EMPLOYEE.
Retention: 1 fiscal year.

PAYROLL RECORDS.
This series may include but is not limited to copies of payroll records, such as W-2s, payroll registers, and information returns filed with Federal and State authorities. Official records maintained at Financial Services.
Retention:
A: Financial Services: 8 calendar years.
B: Duplicates: Current fiscal year.

PAYROLL REPORTS.
This series consists of year-to-date and leave-to-date reports. Official records maintained at Financial Services.
Retention:
A: Payroll copy: 3 fiscal years.
B: Duplicates: Retain until obsolete, superseded, or administrative value is lost.

PROMOTION RECORDS.
This series consists of documentation for the review process on promotions. May contain but is not limited to forms, letters and accompanying data. The letter granting promotion is kept in the Personnel File.
Retention:
A: Denied: 7 years after termination of employment provided no litigation is pending.
B: Granted: Maintain until after next review period is complete.
C: Duplicates: Retain until obsolete, superseded or administrative value is lost.

PUBLIC SAFETY REPORTS.
This series includes accident reports, crime reports, and property damage reports. Official records maintained at Security.
Retention: 4 years after report date.

PUBLICATIONS AND PHOTOGRAPHS.
This series consists of publications and photographs from College departments and units.
Retention: Retain until administrative value is lost. Offer to Archives.

PURCHASING & ACCOUNTS PAYABLE RECORDS.
This series consists of vendor invoice, including contractor and subcontractor information regarding billing and includes monthly reconciliation records, invoices, and correspondence. Official record of payments to vendors/suppliers maintained at Financial Services.
Retention:
A: Financial Services: 10 fiscal years.
B: Departments and Units: All other Activities: Maintain original materials for 3 fiscal years provided no litigation is pending. Duplicate information must be kept for current fiscal year.

PURCHASING CONTRACTS.
This series consists of contracts for goods and services as well as contracts for consulting or other professional services provided by non-College sources. Official records maintained at Financial Services.
Retention:
A: Master record: 6 fiscal years after termination of contract.
B: Duplicates: Retain until administrative value is lost.

REAL PROPERTY RECORDS.
This series consists of real property leases and accompanying description, original property documents (e.g., deeds, abstracts of title, and sales or conveyances), and property tax returns filed with taxing jurisdiction. Official records are maintained at the Office of the Executive Vice President; Chief Financial Officer also maintains property tax returns.
Retention:
A. Leases: 7 years after termination of lease or contract term provided no litigation is pending.
B. Original property documents: Permanent.
C. Property tax records: 6 years.

RESOURCE FILES
This series consists of publications, articles, and other general resource information.
Retention: Retain until obsolete, superseded, or administrative value is lost.

SALARY SCHEDULES.
Retention: Retain until updated.

SALES TAX RETURNS.
Official records maintained at Financial Services.
Retention: 6 years.

SEARCH AND RECRUITMENT RECORDS.
This series may consist of but is not limited to evaluations, minutes, reports, vitas, resumes, references of applicants, and reasons candidates were not referred. Official records maintained by the hiring authority.
Retention:
A: Master record: 7 years after search completed provided no litigation or complaint is pending.
B: Duplicates: 1 year after search completed.

SERVICE RECORDS.
This series consists of service records regarding installation, maintenance, and repair of equipment and vehicles, including service agreements, requests for service, and log of service performed.
Retention: Life of equipment or 5 fiscal years, whichever is longer.

SPONSORED PROJECT RECORDS
This series documents grants received by departments and units and may include copies of proposals, budget sheets, appropriations documents, authorizations, and cost allocation plans.
Retention: A: 6 years after close of grant provided no litigation is pending and all audits have been completed.

STATISTICAL AND SUMMARY RECORDS.
This series consists of daily, weekly, monthly, quarterly, and yearly reports and includes those generated from a computer database.
Retention: Retain until obsolete, supersede, or administrative value is lost.

STUDENT ACADEMIC RECORD – TRANSCRIPT.
This series consists of the student academic record – transcript and may include, but is not limited to, courses taken, grades, degree information, and test credits. Official records maintained by Registrar.
Retention:
A: Master record: Permanent.
B: Duplicates: Maintained by offices and departments: Retain until administrative value is lost.

STUDENT CORRESPONDENCE.
This series consists of communications between students and Student Services or other College offices.
Retention:
A: Specific to a student issue or concern: 5 years after graduation or date of last attendance.

STUDENT EDUCATION RECORDS.
This series consists of copies of admission applications, transcripts, correspondence, drop/add forms, application for graduation, registration information, change of program forms, notice of admission, student petition records, and correspondence. Official records maintained by Admissions and Records.
Retention:
A: Master record: 5 years from graduation or date of last attendance.
B: Duplicates: 1 year after graduation.

STUDENT EVALUATIONS OF FACULTY.
This series consists of summary sheets reflecting student evaluations of faculty and courses.
Retention: Until next review period of faculty member is complete.

STUDENT GRADUATION RECORDS
This series may include but is not limited to balance sheets, petitions, and graduation-related correspondence. Official records maintained at Student Services.
Retention:
A: Graduates: 1 year after graduation.
B: Non-graduates: Retain 7 years after termination of attendance unless special circumstances are present.

STUDENT LEAVE OF ABSENCE FORMS
This series consists of student leave of absence forms.
Retention:
A: Master record maintained by Student Affairs: 5 years after graduation or date of last attendance.
B: Duplicates: Retain until administrative value is lost.

STUDENT OFFICIAL GRADUATION LISTS
This series is compiled by Academic Services after all clearances are completed and is done by semester.
Retention: Permanent. Send copy of list to Archives.

STUDENT PETITION FORMS
This series consists of forms filed by students requesting special considerations.
Retention:
A: If granted: Master record maintained by the Registrar: 5 years after graduation or date of last attendance.
B: If denied: Master record maintained by the campus’s chief academic officer: 5 years after graduation or date of last attendance.
C: All other petition forms: 5 years after graduation or date of last attendance.

STUDENT SCHOLARSHIP RECORDS
This series documents the application and award of scholarships to undergraduate and graduate students, and may contain committee records.
Retention:
A. If awarded: 5 fiscal years after award.
B. If not awarded: 1 year after application denied.

TAX RECORDS
This series consists of documents used for tax purposes not covered elsewhere in this schedule.
Retention: 4 fiscal years.

TIME SHEETS
Official records maintained at Human Resources.
Retention: 7 years.

TRAINING AND WORKSHOP FILES
This series documents training and workshops given internally and may include but is not limited to handouts, overheads, lecture notes, evaluations, and attendee registrations.
Retention: Retain until obsolete or administrative value is lost.

TRANSITORY INFORMATION
This series contains communications and postings such as announcements of meetings, acknowledgements, notifications, email messages, text messages, voice mail, instant messages or chat, listserv or other types of distributed messages, statistical or other reports printed from a database that can be reprinted as needed, publications, and newsletters.
Retention: Retain until reference purpose is served.

VENDOR/SUPPLIER FILES
This series may include but is not limited to publications, samples, and catalogs.
Retention: Retain until obsolete, superseded, or administrative value is lost.

VETERANS RECORDS
This series documents the status and enrollment of veterans in the College, and may include but is not limited to any documents or information that is used to certify that the student is eligible for veteran benefits.
Retention: 3 years from date of last certification.

VOLUNTEER RECORDS
This series consists of the application forms for each volunteer in the volunteer program. Information includes contact information, demographic information, self-reference check list, reference forms, authorizations, and volunteer signature. Background checks are done when a new volunteer is accepted, and then periodically on that person.
Retention: 6 years after volunteer leaves the program provided no litigation is pending.

WITHDRAWAL AUTHORIZATIONS
This series consists of a request to drop classes after deadlines. Official records maintained at Admissions and Records.
Retention: 1 year after date submitted.

WORKERS’ COMPENSATION CLAIMS AND INSURANCE POLICIES
Official records maintained at Human Resources.
Retention: 18 years.