| 5.1.001 |
ACO001 |
Leases |
AC+4 |
|
AC= Term of Lease |
| 5.1.001 |
ACO002 |
Contracts |
AC+4 |
|
AC= Term of Contract |
| 5.1.001 |
ACO003 |
Agreements |
AC+4 |
|
AC= Term of Agreement |
| 1.1. |
ACO004 |
Committee Files |
AC+5 |
|
AC= Term of Appointment |
| 5.2.002 |
ACO005 |
Construction Files |
AC+11 |
O |
AC= Completion of Project |
| 1.1. |
ACO006 |
Deed Records |
LA |
|
|
| 1.1.007 |
ACO007 |
Department Correspondence |
4 |
O |
|
| 1.1. |
ACO008 |
Endowment Records |
PM |
I |
|
| 1.1.008 |
ACO009 |
General Correspondence |
2 |
|
|
| 5.1.013 |
ACO010 |
Insurance Records |
AC+4 |
|
AC= Term of Policy |
| 1.1.070 |
ACO011 |
Procedure Manuals |
AC+3 |
O |
AC= Completion of Project or Termination of Program, Rules, Policies or Procedures |
| 1.1. |
ACO012 |
Patent And Copyrights |
AC+20 |
|
AC= Life of Patent/Copyright |
| 1.1. |
ACO013 |
Trademark License Agreement |
AC+20 |
|
AC= Life of Agreement |
| 1.1.067 |
ACO014 |
Administrative Reports |
3 |
O |
|
| 1.1. |
ACO015 |
Real Property Tax Records |
AC+11 |
|
Filed With Asset Files. AC= sale of property. |
| 5.4.002 |
ACO016 |
Building Emergency Procedures |
US |
|
|
| 1.1.057 |
ACO017 |
Transitory Information |
AC |
|
AC= Purpose Fulfilled |
| 1.1.071 |
ACO018 |
Agency Rules, Policies, And Procedures-working Files |
AC+3 |
O |
AC= Completion or Termination of Program, Rules, Policies or Procedures |
|
AD001 |
Curriculum Changes |
AC+5 |
|
AC=Date Last Attended |
| 1.1.070 |
AD002 |
Departmental Workload Policy |
AC+3 |
O |
AC=Completion or Termination of Program, Rules, Policies or Procedures |
| 3.1 |
AD003 |
Faculty Files |
AC+5 |
|
AC=Term of Appointment. Records may include: Human Resources paperwork, tenure and promotion, licenses, curriculum vitae, transcripts, key control records. |
| 1.1.007 |
AD004 |
Administrative Correspondence |
4 |
O |
|
| 1.1.063 |
AD005 |
Faculty Meeting Minutes |
1 |
I |
|
| 1.1.006 |
AD006 |
Student Complaints/appeals |
AC+2 |
|
AC=Resolution of Complaint/Appeal |
|
AD007 |
Scholarship Information |
FE+3 |
|
Records may include: committee decisions, scholarship postings, award criteria, recipient information, award and decline letters, copies of disbursement forms, applications. |
| 3.1.014 |
AD008 |
Faculty Search Records |
2 |
|
|
|
AD009 |
Syllabuses |
2 |
|
Used to Evaluate Faculty |
| 5.2.026 |
AD010 |
Space Allocations |
2 |
|
|
|
AD011 |
Exams & Tests, Uncontested |
2 |
|
|
| 1.1.008 |
AD012 |
General Correspondence |
2 |
|
|
| 1.1. |
AD013 |
Endowment Information |
PM |
|
Record Copy |
|
AD014 |
Grade Books |
FE+5 |
|
|
|
AD015 |
Student Advising Forms |
AC+5 |
|
AC=Semester Involved |
|
AD016 |
Hall of Honor Files |
5 |
O |
Induction by Military Science Army ROTC in recognition of significant contributions |
|
AD017 |
Degree Plan Changes |
AC+5 |
|
AC=Date Last Attended |
| 1.1.070 |
AD018 |
Field Education Procedures |
AC+3 |
O |
AC=Completion or Termination of Program, Rules, Policies or Procedures |
|
AD019 |
Departmental Student Files |
AC+5 |
|
AC=Date Last Attended |
| 1.1 |
AD020 |
Accreditation Files |
AC+7 |
I |
AC=After accreditation review is completed or accreditation is granted; must comply with all regulatory retention requirements. |
|
AD021 |
Animal Care Records |
3 |
|
|
| 1.1.070 |
AD022 |
Departmental Policies & Procedures |
AC+3 |
O |
AC=Completion or Termination of Program, Rules, Policies or Procedures |
| 5.4.007 |
AD023 |
Alcohol Records |
5 |
|
Controlled Substance |
|
AD024 |
Research Proposals |
AC |
|
AC=Acceptance or Rejection |
|
AD025 |
Alumni Files |
AV |
I |
|
|
AD026 |
Specimen Collection Records |
AV |
|
|
| 4.1.001 |
AD027 |
Classroll Adjustment Requests |
FE+3 |
|
|
| 4.5.002 |
AD029 |
Time Card Reports |
FE+3 |
|
|
| 3.4.006 |
AD030 |
Time Cards |
FE+4 |
|
|
| 1.1.057 |
AD031 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
| 1.1.071 |
AD032 |
Agency Rules, Policies, And Procedures-working Files |
AC+3 |
O |
AC=Completion of Termination of Program, Rules, Policies, or Procedures |
| 1.1.019 |
AD033 |
Special Events/Events Files |
2 |
O |
|
| 1.1.064 |
AD034 |
Academic Program Evaluations |
7 |
|
|
| 4.2.005 |
AD035 |
Textbook Orders |
FE+3 |
|
|
|
AD036 |
Work Study Forms |
AC+5 |
O |
AC=End of year. 34 CFR 668.24, 674.19(e)(3), 675.19(b)(1), 676.19(b), and 678 |
|
AD037 |
Summer Camp Files |
4 |
|
|
|
AD038 |
Co-op Workshop Records |
AV |
|
|
| 1.3.001 |
AD039 |
Student and Faculty Publications |
AC+2 |
O |
AC= Until superseded or obsolete. This series is submitted to the Texas State Publications Depository Program. |
|
AD040 |
Final Master's Theses and Examination Reports |
PM |
I |
|
|
AD041 |
Student Leave of Absence |
2 |
|
|
|
AD042 |
In Absentia Registration Forms |
AC+1 |
|
AC= semester of absentee registration |
|
AD043 |
Advanced Standing Waiver |
AC+ 2 |
|
AC= semester waiver utilized |
|
AD044 |
Class Schedule Development Documentation |
1 |
|
|
|
AD045 |
Registration Summaries |
AC+5 |
|
AC= end of semester |
|
AD046 |
Course Directives/Descriptions |
FE+5 |
|
|
| 1.1 |
AD047 |
Experiment Documentation |
PM |
|
|
|
AD048 |
Exams and Tests, Contested |
AC |
|
AC= until resolved |
|
AD049 |
Class Schedule, Published Schedule of Classes |
P |
I |
|
|
ARR001 |
Acceptance Letters For Applicants Who Enter |
AC+5 |
|
AC=After Graduation or Last Attended |
|
ARR002 |
Admission Applications For Applicants Who Enter |
AC+5 |
|
AC=After Graduation or Last Attended |
| 1.1.008 |
ARR003 |
General Correspondence |
2 |
|
|
|
ARR004 |
Readmission Applications For Applicants Who Enter |
AC+5 |
|
AC=After Graduation or Last Attended |
|
ARR005 |
Residency Forms For Applicants Who Enter |
AC+5 |
|
AC=After Graduation or Last Attended |
|
ARR006 |
Test Scores For Applicants Who Enter |
AC+5 |
|
AC=After Graduation or Last Attended |
|
ARR007 |
Transcripts For Applicants Who Enter |
AC+5 |
|
AC=After Graduation or Last Attended |
|
ARR008 |
Application for Graduation |
AC+5 |
|
AC=After graduation or last attendance |
|
ARR009 |
Change of Grade Forms |
PM |
|
|
|
ARR010 |
Grade Rosters |
PM |
|
|
|
ARR011 |
Graduation Lists |
PM |
I |
|
|
ARR012 |
Degree Plans |
AC+5 |
|
AC=After Graduation or Last Attended |
|
ARR013 |
Degree Plan Changes |
AC+5 |
|
AC=After Graduation or Last Attended |
|
ARR014 |
Admission Applicants For Applications Who Do Not Enter |
AC+1 |
|
AC = After Application Term |
|
ARR015 |
Name Change Requests |
AC+5 |
|
AC=After Graduation or Last Attended |
|
ARR016 |
Permanent Academic Records |
PM |
I |
|
|
ARR017 |
Schedule Of Classes |
PM |
I |
Record Copy |
|
ARR018 |
Enrollment To Date Change List |
AC+1 |
|
AC=After Submitted-Grouping of Students (Show all Course Changes) |
|
ARR019 |
Transcript Requests |
AC+1 |
|
AC=After date Submitted |
|
ARR020 |
Transfer Credit Evaluations |
AC+5 |
|
AC=After Graduation or Last Attended |
|
ARR021 |
Withdrawal Requests |
AC+2 |
|
AC=After Graduation or date of last attendance |
|
ARR022 |
Catalog Of Courses |
PM |
I |
Record Copy |
|
ARR023 |
Classroll Adjustments |
AC+5 |
|
AC=End of Semester. Records include documents that authorize the admissions office to make a change to unofficial class roster after the census date . |
| 1.1.057 |
ARR024 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
|
ARR025 |
Census Records |
PM |
|
|
| 5.1.001 |
ATH001 |
Scholarships Contracts |
AC+10 |
|
AC=Expiration or termination of the instrument according to its terms. |
| 5.1.001 |
ATH002 |
Contract Renewals |
AC+4 |
|
AC=Expiration or termination of the instrument according to its terms |
|
ATH003 |
Eligibility Reports |
10 |
|
|
| 5.1.001 |
ATH004 |
Game Contracts |
AC+4 |
|
AC=Expiration or termination of the instrument according to its terms. |
|
ATH006 |
Hardship Waivers |
5 |
|
|
|
ATH007 |
Participation Records |
5 |
|
|
|
ATH008 |
Sports Sponsorship |
5 |
|
|
|
ATH009 |
National Letters of Intent |
5 |
|
|
|
ATH012 |
Certificates of Compliance |
10 |
|
|
|
ATH013 |
Student Athlete Statements |
5 |
|
|
|
ATH015 |
Institutional Information |
5 |
|
|
|
ATH016 |
Voluntary Withdrawals |
5 |
|
|
|
ATH017 |
Textbook Loan Agreement |
2 |
|
|
|
ATH018 |
On-campus Recruit Visit Forms |
5 |
|
|
|
ATH019 |
Coach Visits To Recruits |
5 |
|
|
| 1.1.070 |
ATH020 |
Departmental Policies & Procedures |
AC+3 |
O |
AC= Completion of Project or Termination of Program, Rules, Policies or Procedures |
|
ATH021 |
Athletic Student Records |
AC+7 |
|
AC= last enrollment. These records include academic advising records for student athletes. |
| 1.1.019 |
ATH022 |
News Releases |
2 |
O |
|
|
ATH023 |
Scorebooks |
PM |
|
|
|
ATH024 |
Athletic Student Medical Records |
AC+7 |
|
AC=Last Attended |
|
ATH025 |
Athletes Insurance Records |
FE+7 |
|
|
| 1.1.057 |
ATH026 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
| 1.1.071 |
ATH027 |
Agency Rules, Policies, and Procedures-Working Files |
AC+3 |
O |
AC= Completion of Project or Termination of Program, Rules, Policies or Procedures |
| 1.1 |
BAC001 |
Affiliation Agreements |
AC+4 |
|
AC= Term of Agreement |
| 1.1 |
BAC002 |
Program Agreement |
US |
|
|
| 5.1.001 |
BAC003 |
Leases |
AC+4 |
|
AC= TERM OF LEASE |
| 5.1.001 |
BAC004 |
Contracts |
AC+4 |
|
AC= TERM OF CONTRACT |
| 5.1.001 |
BAC005 |
Agreements |
AC+4 |
|
AC= TERM OF AGREEMENT |
| 1.1 |
BAC006 |
Association Affiliations |
AV |
|
|
| 1.1.007 |
BAC007 |
Department Correspondence |
4 |
O |
|
| 1.1.008 |
BAC008 |
General Correspondence |
2 |
|
|
| 1.1.070 |
BAC009 |
Procedure Manuals |
AC+3 |
O |
AC= Completion of Project or Termination of Program, Rules, Policies or Procedures |
| 1.1.067 |
BAC010 |
Administrative Reports |
3 |
O |
|
| 1.1 |
BAC012 |
Consent Agenda Support Documents |
2 |
|
Records include explanatory documentation for items placed on the UT System Board of Regents meeting consent agenda. |
| 4.6.002 |
BAC013 |
Bank Reconciliations |
FE+3 |
|
|
| 4.5.001 |
BAC014 |
Work Papers For Preparing Reports |
FE+3 |
|
|
|
BAC015 |
Inventory Transaction Forms |
FE+3 |
|
These records provide information on the transfer or disposition of items included on the annual asset inventory. |
| 4.7. |
BAC016 |
Non Federal Grant And Contract Files |
AC+3 |
|
AC=Term of Contract |
| 4.1.001 |
BAC017 |
Financial Aid Check Release Forms |
FE+3 |
|
|
| 4.2.003 |
BAC018 |
Cashier Transaction Reports |
FE+3 |
|
|
| 4.7.003 |
BAC019 |
Dishonored Checks |
AC+3 |
|
AC=After deemed uncollectable |
| 4.4. |
BAC020 |
Short Term Loans |
AC+3 |
|
AC=Date Paid |
| 5.6.005 |
BAC021 |
Vehicle Reports |
FE+3 |
|
|
| 4.7.010 |
BAC022 |
Skiles Act Transfers |
AC+3 |
|
AC=After Transferred (Bonding Requirement) |
| 4.1.007 |
BAC023 |
General Revenue Appropriations |
FE+3 |
|
|
| 4.2.005 |
BAC024 |
Departmental Transfer Approvals |
FE+3 |
|
|
| 4.2.002 |
BAC025 |
Payment Records |
FE+3 |
|
cash receipts |
| 4.2.007 |
BAC026 |
Scholarship Expenditure Ledger |
FE+3 |
|
|
| 4.2.007 |
BAC027 |
Seog/pell Reports |
FE+3 |
|
SEOG=Supplemental Educ. Opportunity Grant |
| 4.7.002 |
BAC028 |
Bank Statements |
FE+5 |
|
|
| 4.6.001 |
BAC029 |
Bursar Balance Sheets |
FE+3 |
|
|
| 4.6.001 |
BAC030 |
Billing/receivable System Accounting Summaries |
FE+3 |
|
|
| 4.1.002 |
BAC031 |
Classroll Adjustments |
FE+3 |
|
|
| 4.1.002 |
BAC032 |
Fee Audit Reports |
FE+3 |
|
|
| 4.1.002 |
BAC033 |
Hold Purge Report |
FE+3 |
|
|
| 4.2.002 |
BAC034 |
Housing Transactions & Updates |
FE+3 |
|
|
| 4.2.002 |
BAC035 |
Billing/receivable System Purge |
FE+3 |
|
|
| 4.2.002 |
BAC036 |
Student Fee History Purge |
FE+3 |
|
|
| 4.2.002 |
BAC037 |
Property Deposit Records |
FE+3 |
|
|
|
BAC038 |
Tuition Adjustment Reports |
FE+3 |
|
|
| 4.1.002 |
BAC039 |
Installment Loan Records |
FE+3 |
|
|
| 4.1.002 |
BAC040 |
Collection Agency Records |
FE+3 |
|
|
| 4.5.005 |
BAC041 |
Perkins Loan Annual Report |
FE+3 |
|
Relates to Grants & Federal Loan Reconciliation |
| 4.7.003 |
BAC042 |
Collection Correspondence |
AC+3 |
|
AC= After deemed uncollectable. |
|
BAC043 |
Perkins Loan Files |
AC+3 |
|
AC=Life of Loan |
| 4.6.001 |
BAC044 |
Perkins Loan Report-monthly Balancing |
FE+3 |
|
|
| 4.1.002 |
BAC045 |
Sponsored Student Files |
FE+3 |
|
|
| 4.2.002 |
BAC046 |
Foreign Check Clearing Records |
FE+3 |
|
|
| 4.3.003 |
BAC047 |
Check Registers |
FE+3 |
|
|
| 4.4.002 |
BAC048 |
Loan Fund Ledgers |
FE+3 |
|
|
| 4.4.001 |
BAC049 |
Statement Of Accounts |
FE+3 |
|
|
| 4.2.001 |
BAC050 |
Deposit Slips |
FE+3 |
|
|
| 4.2.005 |
BAC051 |
Vouchers |
FE+3 |
|
|
| 5.2.014 |
BAC052 |
Property Inventory |
FE+3 |
|
|
| 4.5.002 |
BAC053 |
Monthly Financial Statements |
FE+3 |
|
|
| 4.2.006 |
BAC054 |
Journal Vouchers |
FE+3 |
|
|
| 5.1.013 |
BAC055 |
Insurance Policies |
AC+4 |
|
AC=Expiration or Termination |
| 4.6.002 |
BAC056 |
State Fund Reconciliations |
FE+3 |
|
|
| 4.1.006 |
BAC057 |
Endowment Files |
FE+3 |
|
|
| 4.7.010 |
BAC058 |
Bond Resolutions |
AC+3 |
|
AC=Life of Bond |
| 5.4.012 |
BAC059 |
Key Requests |
AC+2 |
|
AC= Until superseded, date of expiration, or date of termination, whichever occurs sooner |
| 4.5.002 |
BAC060 |
Bank One Summary Reports |
FE+3 |
|
|
| 4.5.005 |
BAC061 |
Vending Commission Reports |
FE+3 |
|
|
| 5.2.014 |
BAC062 |
Annual Inventory Certification |
FE+3 |
|
|
| 5.1.001 |
BAC063 |
Vending Machine Contracts |
AC+5 |
|
AC=LIfe of Contract |
| 5.2.021 |
BAC064 |
Surplus Property Sales |
FE+3 |
|
|
| 4.1.007 |
BAC065 |
Permanent University Funds Bond Reimbursements |
FE+3 |
|
|
| 5.2.015 |
BAC066 |
Surplus Property Authorization Forms |
FE+3 |
|
|
| 4.7. |
BAC067 |
Equipment Inventory Number Register |
LA+3 |
|
|
| 4.7. |
BAC068 |
Account Profiles |
AC+3 |
|
To Set Up New Accounts, AC=Life OF Account |
| 4.7.003 |
BAC069 |
Cancelled Student Accounts Receivables |
AC+3 |
|
AC=After deemed uncollectable |
| 4.7.003 |
BAC070 |
Cancelled Installment Tuition Loans |
AC+3 |
|
AC=After deemed uncollectable |
| 4.2.002 |
BAC071 |
Credit Card Copies Visa/mc/amex/discover |
FE+3 |
|
IVR/Web Electronic Copies |
| 4.7.003 |
BAC072 |
Returned Checks |
AC+3 |
|
AC=After deemed uncollectable |
| 1.2.005 |
BAC073 |
Records Retention Schedule (SLR105) |
US |
|
|
| 1.2.008 |
BAC074 |
Authority To Dispose Of State Records |
FE+3 |
|
|
| 4.5.003 |
BAC075 |
Annual Financial Report |
AC+6 |
I |
AC= September 1 of odd-numbered calendar years. This series is submitted to the Texas State Publications Depository Program. |
| 1.2.010 |
BAC076 |
Records Disposition Logs |
10 |
|
|
| 4.7. |
BAC077 |
Indirect Cost Calculations |
FE+5 |
|
|
| 1.2.012 |
BAC078 |
Records Inventory Worksheets |
US |
|
|
| 4.7.008 |
BAC079 |
Federal Grants |
AC+3 |
|
AC=Satisfaction of all Uniform Administrative Requirement for Grants and Cooperative Agreements to State and Local Governments (the Common Rule). |
| 1.1.020 |
BAC080 |
Public Information Requests-not Exempted |
AC+1 |
|
AC= Date Request Fulfilled |
| 1.1.021 |
BAC081 |
Public Information Requests-exempted |
AC+2 |
|
AC=Date of Notification that Records are Exempt |
|
BAC082 |
Installment Tuition Loan Promissory Notes |
AC+5 |
|
AC= After paid in full |
| 1.1.057 |
BAC083 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
| 1.1.071 |
BAC084 |
Procedure Manuals-Working Files |
AC+3 |
O |
AC=Completion or Termination of Procedures |
| 4.5.006 |
BUD001 |
Annual Budget Reports |
FE+3 |
|
|
| 1.1.004 |
BUD002 |
Legislative Budget Requests |
AC+6 |
I |
AC=September 1 of odd-numbered calendar years. This series is submitted to the Texas State Publications Depository Program. |
| 4.5.001 |
BUD003 |
Leg. Budget Drafts & Work Papers |
AC+6 |
|
AC=Passage of Appropriations Act |
| 3.3.010 |
BUD005 |
Quarterly Fte Report |
3 |
|
|
| 4.5.006 |
BUD006 |
Annual Operating Budget |
FE+3 |
|
|
| 3.3.031 |
BUD007 |
Ipeds |
3 |
|
|
| 1.1.057 |
BUD008 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
| 4.5.006 |
BUD009 |
Budget Recommendation Forms ("BDL") |
FE+3 |
|
|
| 1.1 |
CCS001 |
Center for Community Service Learning Advisory Meeting Minutes |
AV |
|
|
|
CCS002 |
President's Higher Education Community Service Honor Roll |
AV |
O |
|
|
CCS003 |
Carnegie Foundation Community Engagement Classification |
5 |
O |
These records relate to the University's applications for a community engagement classification assigned by the Carnegie Foundation for the Advancement of Teaching. |
| 1.1.008 |
CP001 |
General Correspondence |
2 |
|
|
| 5.1.007 |
CP002 |
Printing Logs |
AV |
|
|
| 5.1.007 |
CP003 |
Job Tickets |
AV |
|
|
| 5.2.008 |
CP004 |
Maintenance Contracts |
LA+3 |
|
|
| 5.1. |
CP005 |
Mail Box Rent File |
2 |
|
|
| 5.1. |
CP006 |
Change of Address |
2 |
|
|
| 5.1.003 |
CP007 |
Delivery Notices |
2 |
|
|
| 5.1.003 |
CP008 |
Registered Mail Receipts |
2 |
|
|
| 5.1. |
CP009 |
Reregistered Mail List |
1 |
|
|
| 5.1. |
CP010 |
Mail Box Key Deposit File |
AC+1 |
|
AC= Release of Box |
| 5.1. |
CP011 |
Stamp Stock Requests |
2 |
|
|
| 5.1.005 |
CP012 |
Postage Due Reports |
FE+3 |
|
|
| 5.1. |
CP013 |
Mail Volume Reports |
2 |
|
|
| 5.1. |
CP014 |
Mail Permit 81 Log |
1 |
|
|
| 5.1. |
CP015 |
Metered Mail Log |
1 |
|
|
| 5.1. |
CP016 |
Postage Use Summary |
2 |
|
|
| 5.1. |
CP017 |
Presort Mail Log |
1 |
|
|
| 5.1. |
CP018 |
Certified, Registered, Insured Mail Log |
1 |
|
|
| 5.1. |
CP019 |
Airmail Log |
1 |
|
|
| 1.1.057 |
CP020 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
| 1.1.008 |
CR001 |
General Correspondence |
2 |
|
|
| 1.1.063 |
CR002 |
Staff Meeting Minutes |
1 |
|
|
| 1.3.001 |
CR003 |
Campus Recreation Brochure |
AC+2 |
|
AC= Until superseded or obsolete. This series is submitted to the Texas State Publications Depository Program. |
| 1.1.043 |
CR004 |
Employee Training Handbook |
US+1 |
|
|
| 5.1.001 |
CR005 |
Facilities Rental Agreement |
AC+4 |
|
AC= Term of Agreement |
|
CR006 |
Maverick Activities Membership Application Forms |
US |
|
|
| 4.2.002 |
CR007 |
Cash Register Tapes/Receipt Books |
FE+3 |
|
|
| 4.2. |
CR008 |
Guest Services Transaction Logs |
FE+3 |
|
|
|
CR009 |
Group Exercise & Intramural Sports Registration Forms |
FE+3 |
|
|
| 4.2 |
CR010 |
Fit Test/massage Appointment Scheduling Logs |
FE+3 |
|
|
|
CR011 |
Campus Recreation Participant Registration Forms |
US |
|
|
|
CR012 |
Client Files For Fit Test/personal Training/dietitian |
FE+3 |
|
|
| 1.1. |
CR013 |
Student Waivers & Indemnity Agreements |
FE+3 |
|
|
| 5.4.001 |
CR014 |
Incident/misuse Reports |
CE+5 |
|
|
|
CR015 |
Cheerleader Activity Applications |
AC+5 |
|
AC= after applicants are chosen |
| 3.1 |
CR016 |
Cheerleading Contracts |
AC+5 |
|
AC=Term of Contract (uts Guidelines) |
| 1.1.070 |
CR017 |
Departmental Policies & Procedures |
AC+3 |
O |
AC= Completion of Project or Termination of Program, Rules, Policies or Procedures |
| 1.1.057 |
CR018 |
Transitory Information |
AC |
|
AC= Purpose Fulfilled |
| 1.1.071 |
CR019 |
Departmental Policies & Procedures Working Files |
AC+3 |
O |
AC= Completion of Project or Termination of Program, Rules, Policies or Procedures |
| 1.1.057 |
CS004 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
|
CS005 |
Student Counseling Records |
AC+10 |
|
AC=After last contact with student. TAC 22.21 ch.465, Rule 465.22 |
| 5.1.001 |
DE001 |
Agreements, Contracts, & Leases |
AC+4 |
|
AC=Term of Agreement, Contract, or Lease |
| 1.1.008 |
DE002 |
General Correspondence |
2 |
|
|
| 1.1.057 |
DE005 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
| 3.1. |
DO001 |
Faculty Information |
AC+5 |
|
AC=Term of Appointment |
| 1.3.001 |
DO002 |
Brochures |
AC+2 |
|
AC=Until superseded obsolete. This series is submitted to the Texas State Publications Depository Program. |
|
DO003 |
Student Information |
AC+5 |
|
AC=Date of Last Attendance. Records may include: course add and drop requests, correspondence with dean and staff, contracts, student status and progression, advisors' meeting notes, and scholarships. |
| 1.1. |
DO004 |
Approved Academic Centers |
PM |
|
|
| 1.1.008 |
DO005 |
General Correspondence |
2 |
|
|
| 1.1.007 |
DO006 |
Administrative Correspondence |
4 |
O |
|
| 1.1.067 |
DO007 |
Reports-Administrative |
3 |
O |
|
|
DO008 |
Curriculum Review |
10 |
|
|
| 1.1.057 |
DO011 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
|
DO012 |
Gooslby Leadership Academy Records |
AV |
|
The Goolsby Leadership Academy resides in the College of Business. Accepted applicants complete required coursework and participate in leadership-developing activities. |
| 1.1.007 |
DSA001 |
Administrative Correspondence |
4 |
O |
|
| 1.1.008 |
DSA002 |
General Correspondence |
2 |
|
|
| 1.1. |
DSA003 |
Meeting Minutes-Student Advisory Committee |
5 |
I |
|
| 5.1.001 |
DSA004 |
Contracts |
AC+4 |
|
AC= Life of Contract |
| 5.1.001 |
DSA005 |
Agreements |
AC+4 |
|
AC= Life of Agreement |
|
DSA006 |
Student Travel Forms |
AC+4 |
|
AC= End of fiscal year |
| 1.1.057 |
DSA007 |
Transitory Information |
AC |
|
AC= Purpose Fulfilled |
| 5.4. |
EHS001 |
Audiometric Examinations |
AC+5 |
|
AC= Term of Employment |
| 5.4. |
EHS002 |
Film Badges-Dosimetry Reports |
PM |
|
|
| 5.4. |
EHS003 |
Survey Meters |
3 |
|
|
| 5.4. |
EHS004 |
Radiation Inventory |
3 |
|
|
| 5.4. |
EHS005 |
Leak Testing of Sealed Sources |
5 |
|
|
| 5.4. |
EHS006 |
Texas Hazard Communications Act Inventory |
30 |
|
|
| 5.4.001 |
EHS007 |
Employer's First Report of Injury |
AC+5 |
|
AC= after disposition of case |
| 5.4. |
EHS008 |
Manifests of Hazardous Waste Disposal |
AC+3 |
|
AC=Disposal of Waste |
| 5.4. |
EHS009 |
Radioactive Material License |
PM |
|
25 TAC 289.251 |
| 1.1. |
EHS010 |
Radiation Safety Committee Minutes |
3 |
O |
|
| 5.4. |
EHS011 |
Receipt, Transfer & Disposal-Radioactive Material |
PM |
|
|
| 5.4. |
EHS012 |
Material Safety Data Sheets |
AV |
|
After receipt of updated sheet or the hazardous chemical is no longer present in the university, as applicable. |
| 1.1.057 |
EHS013 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
|
EHS014 |
Certificate of X-Ray Registration |
AC+3 |
|
AC= Expiration or cancellation |
|
EHS015 |
Receipt, Transfer and Disposal- X-Ray |
PM |
|
|
| 1.1.057 |
EHS015 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
|
EHS016 |
Waste Water Discharge Permit |
3 |
|
|
|
EHS017 |
Manifests of Universal Waste |
AC+3 |
|
AC=Disposal of Waste |
| 5.4.003 |
EHS018 |
Fire and Safety Inspection Records |
AC+3 |
|
AC=Inspection or date of correction of a deficiency |
|
EHS019 |
HEOA Campus Fire Log |
7 |
|
|
|
EHS020 |
Certificate of Laser Registration |
US |
|
|
|
EHS021 |
Receipt, Transfer & Disposal-Lasers |
PM |
|
|
|
EHS022 |
Manifests of Medical Waste |
AC+3 |
|
AC=Disposal of Waste |
|
EHS023 |
Accident Reports and Documentation |
CE+5 |
|
CE=Calendar Year End. 29 CFR 1904.33 |
| 3.3.001 |
EOS001 |
Affirmative Action Plan |
5 |
|
|
| 3.3.001 |
EOS002 |
Uta's Texas Opportunity Plan |
5 |
|
|
| 1.1.006 |
EOS003 |
Individual Claims |
AC+3 |
|
AC=Resolution of Claims |
| 3.3.031 |
EOS004 |
EEO - Reports |
3 |
|
|
| 3.3.022 |
EOS005 |
Work Force Annual Report |
3 |
|
|
| 3.3.022 |
EOS006 |
Veteran's Workforce Summary |
3 |
|
|
| 1.1.057 |
EOS007 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
| 1.1.008 |
FAS001 |
General Correspondence |
2 |
|
|
| 1.1.063 |
FAS002 |
Internal Staff Meeting Minutes |
1 |
|
|
| 1.1.007 |
FAS003 |
Administrative Correspondence |
4 |
O |
|
|
FAS004 |
Scholarship Applications |
AC+3 |
|
AC=After Audit |
|
FAS005 |
Appointment (Hiring) Forms |
AC+3 |
|
AC=After Audit |
|
FAS007 |
Financial Aid Award Construction |
AC+3 |
|
AC=After Audit |
|
FAS008 |
Valedictorian Certificates |
AC+3 |
|
AC=After Audit |
|
FAS009 |
Electronic Loan Certification |
AC+3 |
|
AC=After Audit |
|
FAS010 |
Financial Aid Student Files |
AC+3 |
|
AC=After Graduation or Last Attended. These records include FAFSA results and supporting documentation, copies of income tax returns, IRS transcripts, and other documents that support the student's application. |
|
FAS011 |
Institutional Student Information Records |
AC+3 |
|
AC=After Graduation or Last Attended |
| 1.1.057 |
FAS013 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
| 1.1.070 |
FM001 |
Physical Plant Procedures |
AC+3 |
O |
AC=Completion or Termination of Procedures |
| 1.1.070 |
FM002 |
Thermal Energy Plant Procedures |
AC+3 |
O |
AC=Completion or Termination of Procedures |
| 5.1.001 |
FM003 |
Utility Agreements |
AC+4 |
|
AC=Life of Agreement |
| 5.1.001 |
FM004 |
Construction Contracts |
AC+4 |
O |
AC=Life of Contract |
| 5.2.003 |
FM005 |
Building Blue Prints & Specifications |
LA/AC+2 |
O |
AC=Life of Lease |
| 1.1.008 |
FM006 |
General Correspondence |
2 |
|
|
| 5.2. |
FM007 |
Energy Management Plan |
US |
|
|
| 5.2.010 |
FM008 |
Operations & Parts Manual |
LA |
|
|
| 5.2. |
FM009 |
Records & Energy Management Usage |
AV |
|
|
| 5.2.008 |
FM010 |
Equipment Repair & Maintenance Records |
LA+3 |
|
|
| 5.2. |
FM011 |
Thermal Energy Plant Equipment Logs |
LA |
|
Operating Logs |
| 5.2. |
FM012 |
Boiler Inspection Reports |
LA |
|
|
| 5.4.012 |
FM013 |
Key Issuance Records |
AC+2 |
|
AC=Until Superseded, Expired, or Termination Date |
| 1.1.057 |
FM014 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
| 3.4.007 |
FM015 |
Vacation and/or Sick Leave Requests |
FE+3 |
|
|
|
FM016 |
Asbestos Medical Records |
AC+30 |
|
AC=Term of Employment |
| 4.1.001 |
FWC001 |
Accounts Payable |
FE+3 |
|
|
| 1.1.070 |
FWC002 |
Procedure Manuals |
AC+3 |
O |
AC=Completion of Project or Termination of Program, Rules, Policies or Procedures |
| 5.4.002 |
FWC003 |
Building Emergency Procedures |
US |
|
|
| 3.1 |
FWC004 |
Faculty Files |
AC+5 |
|
AC= termination of employment |
| 1.1.070 |
FWC005 |
Departmental Policies & Procedures |
AC+3 |
O |
AC=Completion or Termination of Program, Rules, Policies or Procedures |
| 3.4.006 |
FWC006 |
Time Cards |
FE+4 |
|
|
| 5.1.001 |
FWC007 |
Contracts |
AC+4 |
|
AC=Term of Contract |
| 4.2.001 |
FWC008 |
Deposit Slips |
FE+3 |
|
|
| 5.2.014 |
FWC009 |
Property Inventory |
FE+3 |
|
|
| 4.5.002 |
FWC010 |
Monthly Financial Statements |
FE+3 |
|
|
| 5.1 |
FWC011 |
Key Requests |
US+3 |
|
|
| 5.2.014 |
FWC012 |
Annual Inventory Certification |
FE+3 |
|
|
| 4.2.002 |
FWC013 |
Credit Card Copies Visa/MC/AMEX/Discover |
FE+3 |
|
|
| 4.5.006 |
FWC014 |
Annual Operating Budget |
FE+3 |
|
|
| 5.2.011 |
FWC015 |
Warranties |
AC+1 |
|
AC=Term of Warranty |
| 1.1.064 |
FWC016 |
Self Evaluations & Peer Reviews |
FE+3 |
|
|
| 5.2.008 |
FWC018 |
Equipment Maintenance Log |
LA+3 |
|
|
| 3.2.001 |
FWC019 |
APS Forms/Independent & PIFs |
AC+4 |
|
AC=After termination of employee or after amendment, expiration, or termination of authorization, whichever sooner. |
| 3.2.001 |
FWC020 |
APS Forms/Casual & Employee |
AC+4 |
|
AC=After termination of employee or after amendment, expiration, or termination of authorization, whichever occurs sooner. |
| 4.2.005 |
FWC021 |
Requests to Purchase |
FE+3 |
|
|
| 5.1.001 |
FWC022 |
Advertising Contracts |
AC+4 |
|
AC=Term of Contract |
| 1.1. |
GCS001 |
Preaward Proposals |
AC |
|
AC=Acceptance or Rejection of Proposal |
| 4.7 |
GCS002 |
Postaward Proposals |
AC+5 |
|
AC=After Completion of Contract |
| 4.7 |
GCS003 |
Grants, Federal & Other |
AC+5 |
|
AC=Term of Grant |
| 1.1.057 |
GCS004 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
| 1.1.064 |
GEN001 |
University Performance Measures and Documentation |
FE+3 |
|
|
| 1.1.038 |
GEN002 |
Customer Surveys |
AC |
|
AC=Final disposition of survey summary reports |
| 1.1.013 |
GEN003 |
Calendars, Appointment, and Itinerary Records |
CE+1 |
O |
Records documenting appointments, and other activities of university officials and employees. |
| 1.1.023 |
GEN004 |
Organization Charts |
US |
I |
|
| 1.1.048 |
GEN005 |
Litigation Files Created in Anticipation of or in Adjudication of a Lawsuit |
AC+1 |
I |
AC= as applicable, decision of the university not to file a lawsuit or decision that a lawsuit will not be filed against it; dismissal of a lawsuit for want of prosecution or on motion of plaintiff, or final decision of a court. |
| 1.1.059 |
GEN006 |
Certified Agendas or Tape Recordings of Closed Meetings |
AC+2 |
|
AC= the date of the meeting or completion of pending action involving the meeting, whichever is later. Government Code, Section 551.104(a) |
| 1.3.002 |
GEN007 |
Publication Development Files |
AV |
I |
|
| 3.1.002 |
GEN008 |
Applications for Employment- Hired |
AC+5 |
|
AC= termination of employment |
| 3.1.011 |
GEN009 |
Employee Insurance Records |
AC+5 |
|
AC= until superseded or termination of employment |
| 3.1.014 |
GEN010 |
Employment Selection Records |
2 |
|
|
| 3.1.019 |
GEN011 |
Performance Appraisals |
2 |
|
29 CFR 1620.32(c) |
| 3.1.031 |
GEN012 |
Employee Benefits other than Insurance |
AC+2 |
|
AC= until superseded or termination of employment |
| 3.2.001 |
GEN013 |
Employee Deduction Authorizations |
AC+4 |
|
AC= After termination of employee or after amendment, expiration, or termination of authorization, whichever occurs sooner |
| 3.2.002 |
GEN014 |
Employee Earnings Records |
4 |
|
40 TAC 815.106(i) |
| 3.2.005 |
GEN015 |
W-4 Tax Forms |
AC+4 |
|
AC= Until superseded or obsolete or upon separation of employee. 26 CFR 31.6001.1(e)(2) |
| 3.2.009 |
GEN016 |
State Deferred Compensation |
AC+5 |
|
AC= all accounts with a vendor or vendors for the individual participant have been closed. |
| 3.4.004 |
GEN017 |
Overtime Authorizations |
2 |
|
|
| 4.7.004 |
GEN018 |
Capital Asset Records |
LA+3 |
|
|
| 4.7.011 |
GEN019 |
Texas Facilities Commission Statements |
FE+3 |
|
|
| 1.1.060 |
GEN020 |
Audio or Videotapes of Open Meetings |
AC + 90 days |
|
AC= official approval of written minutes of the meeting by the governing body of an agency |
| 3.1. |
HR001 |
Separated Faculty/staff Personnel Files |
AC+5 |
|
AC=Term of Employment; Minimum Information Needed to Verify Employment |
| 3.1 |
HR002 |
Current Faculty/Staff Personnel Files |
AC+75 |
|
AC=Term of Employment |
| 3.1 |
HR003 |
Retired Faculty/staff Personnel Files |
AC+50 |
|
AC=Term of Employment |
| 3.4.002 |
HR004 |
Leave Records |
FE+3 |
|
|
| 3.1 |
HR005 |
Student Personnel Files-separated |
AC+5 |
|
AC=Term of Employment |
| 3.1 |
HR006 |
Current Student Personnel Files |
AC |
|
AC=Term of Employment. After separation, the records are maintained according records series HR005. |
| 3.1.001 |
HR007 |
Application/resumes-not Hired |
2 |
|
|
| 3.3.031 |
HR009 |
Affirmative Action Reports |
3 |
|
|
| 1.1.007 |
HR010 |
Administrative Correspondence |
4 |
O |
|
| 1.1.008 |
HR011 |
General Correspondence |
2 |
|
|
| 1.1.008 |
HR012 |
Personnel-o-grams |
2 |
|
Personnel Information Sent to Employees |
| 3.1.023 |
HR013 |
Job Descriptions |
AC+4 |
|
AC= Until superseded or job eliminated. 40 TAC 815.106(i) |
| 3.1.018 |
HR014 |
Grievance Files |
AC+5 |
|
AC=Resolution of Grievance |
| 3.3. |
HR015 |
Pay Plan |
US |
|
The pay plan is a pay structure or set of pay rates used to pay a defined group of employees. |
| 3.1.029 |
HR016 |
Employment Eligibility Documentation |
AC+1 |
|
AC=Termination of employment |
| 1.1.070 |
HR017 |
Staff Handbook |
AC+3 |
O |
AC=Completion or Termination of Handbook |
| 3.3.015 |
HR018 |
Position Audits (reviews) |
US+3 |
|
|
| 5.4.013 |
HR019 |
Disaster Recovery Plan |
US |
|
|
| 3.1. |
HR020 |
Workman's Compensation Insurance Claims |
CE+5 |
|
|
| 3.1. |
HR021 |
Appointment Letters |
FE+3 |
|
|
| 3.2.010 |
HR022 |
Hris Reports & Documentation |
AC+4 |
|
AC=Fiscal Year End |
| 1.1.057 |
HR023 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
| 1.1.071 |
HR024 |
Staff Handbook-working Files |
AC+3 |
O |
AC=Completion or Termination of Handbook |
| 3.3.011 |
HR025 |
Former Employee Verification Information |
AC+75 |
|
AC= end of employment |
| 4.1.001 |
HUC001 |
Accounts Payable |
FE+3 |
|
|
| 4.2.005 |
HUC002 |
Purchase Requests |
FE+3 |
|
|
| 4.2.005 |
HUC003 |
Purchase Orders |
FE+3 |
|
|
| 5.2. |
HUC004 |
Occupancy Reports |
5 |
|
|
| 5.1.001 |
HUC005 |
Vendor Contracts |
AC+4 |
|
AC=Close of Contract |
| 4.5.002 |
HUC006 |
Deposit Reports |
FE+3 |
|
|
| 3.1. |
HUC008 |
Temp. Services Request |
AC+3MO |
|
AC=Term of Employment |
| 1.1.008 |
HUC009 |
General Correspondence |
2 |
|
|
| 4.4.002 |
HUC010 |
Account Receivables |
FE+3 |
|
|
| 5.1.001 |
HUC011 |
Residence Hall Contracts |
AC+4 |
|
AC=Term of Contract |
| 5.2. |
HUC012 |
Room Change Forms |
AC+3 |
|
AC=Term of Contract |
| 5.2. |
HUC013 |
Hall Change Forms |
AC+3 |
|
AC=Term of Contract |
| 5.2. |
HUC014 |
Residence Hall Status Card |
AC+3 |
|
AC=Term of Contract |
| 5.2. |
HUC015 |
Student Information |
AC+3 |
|
AC=Term of Contract |
| 5.2. |
HUC016 |
Contract Release Form |
AC+3 |
|
AC=Term of Contract |
| 5.2. |
HUC017 |
Residence Hall Roster |
US |
|
|
| 5.2. |
HUC018 |
Wait List |
1 |
|
|
| 1.1.067 |
HUC019 |
Housing Reports |
3 |
O |
|
| 1.1.070 |
HUC020 |
Policies Manual |
AC+3 |
O |
AC=Completion or Termination of Policy Manual |
| 5.1.001 |
HUC021 |
Lease Agreements |
AC+4 |
|
AC=Term of Lease |
| 5.1. |
HUC022 |
Leasee Data Files |
AC+3 |
|
AC=Term of Lease |
| 5.2.014 |
HUC023 |
Housing Inventory |
FE+3 |
|
|
| 5.2. |
HUC024 |
Occupant Termination Notices |
AC+3 |
|
AC=Date of Notice |
| 5.2. |
HUC025 |
Security Deposit Files |
AC+3 |
|
AC=Refund or Forfeiture of Deposit |
| 4.7.005 |
HUC026 |
Delinquent Account File |
AC+3 |
|
AC=Payment of Account |
| 4.1.005 |
HUC027 |
Merchandise Inventories |
FE+3 |
|
|
| 5.2. |
HUC028 |
Housing Reservations |
AC |
|
AC=After Semester Ends |
| 5.2.011 |
HUC029 |
Warranties |
AC+1 |
|
AC=Term of Warranty |
| 1.1.067 |
HUC031 |
Building Supervisor's Reports |
3 |
O |
|
| 5.2.008 |
HUC032 |
Maintenance Work Orders |
LA+3 |
|
|
| 5.2.003 |
HUC033 |
Blueprints, Plans & Drawings |
LA |
O |
|
| 1.1 |
HUC034 |
Alcohol Beverage Requests |
FE+4 |
|
|
| 1.1.057 |
HUC035 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
| 1.1.071 |
HUC036 |
Departmental Policies & Procedures Working Files |
AC+3 |
O |
AC= Completion of Project or Termination of Program, Rules, Policies or Procedures |
| 1.1.007 |
IA001 |
Administrative Correspondence |
4 |
O |
|
| 1.1.008 |
IA002 |
General Correspondence |
2 |
|
|
| 1.1.002 |
IA003 |
Audit Reports |
AC+7 |
|
AC=Publication or release of final audit findings |
| 1.1.002 |
IA004 |
Audit Work Papers |
AC+7 |
|
AC=publication or release of final audit findings |
| 1.1.070 |
IA005 |
Internal Audit Manual |
AC+3 |
O |
AC=Completion or Termination of Internal Audit Manual |
| 1.1.064 |
IA006 |
Self Evaluations & Peer Reviews |
FE+3 |
O |
|
| 1.1.057 |
IA007 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
| 1.1.071 |
IA008 |
Internal Audit Manual-working Files |
AC+3 |
O |
AC=Completion or Termination of Internal Audit Manual |
| 1.1.002 |
IA009 |
Reports-Audits From State Auditor's Office |
AC+7 |
I |
AC= Publication or release of of final audit findings. |
| 1.1.008 |
IE001 |
General Correspondence |
2 |
|
|
|
IE002 |
International Student Records |
AC+5 |
|
AC=Last Attended |
| 1.1.057 |
IE003 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
|
IRPE001 |
University Accountability Data |
AV |
|
These records include information collected for submittal to the Texas Higher Education Coordinating Board accountability system or the UT System accountability report, or the Chancellor's dashboard. |
| 1.1 |
IRPE002 |
Accreditation Reports, Final |
US+5 |
|
|
| 1.1.007 |
IRPE003 |
Coordinating Board Correspondence |
4 |
|
|
| 1.1.067 |
IRPE004 |
Coordinating Board Reports |
PM |
O |
|
| 1.1.038 |
IRPE005 |
External Survey Responses |
AC |
|
AC= Final disposition of summary report. |
| 1.3.002 |
IRPE006 |
Factbook Files (Work Files) |
AV |
O |
|
| 1.3.001 |
IRPE007 |
Factbook Files (final files) |
PM |
O |
This series is submitted to the texas State Publications Depository Program. |
|
IRPE008 |
Faculty Credentials |
AC+75 |
|
AC= termination of employment |
| 1.1.067 |
IRPE009 |
IPEDS Survey Reports |
5 |
O |
|
|
IRPE010 |
Data Received from National Student Clearinghouse |
AV |
|
|
| 1.1.064 |
IRPE011 |
University Performance Measures |
FE+3 |
|
|
|
IRPE012 |
Program Change Requests & Documentation |
AV |
O |
These records include documents, notifications, and requests for approval of a new academic program or the teaching of an existing program electronically or at a site distant from the main campus. |
| 1.1.065 |
IRPE013 |
Quality Enhancement Plan (QEP) Data |
AV |
|
|
|
IRPE014 |
Quality Enhancement Plan (QEP) Reports |
PM |
I |
|
|
IRPE015 |
Results of Ad Hoc Data Requests |
AV |
|
|
|
IRPE016 |
SACS Substantive Change Documents |
PM |
O |
|
| 3.2.006 |
IRPE017 |
Salary Survey Files |
4 |
|
|
| 1.1.038 |
IRPE018 |
Students and/or Faculty Survey Responses |
AC |
|
AC= final disposition of summary report based on responses. These records are individual Responses |
| 1.1.067 |
IRPE019 |
Students and/or Faculty Survey Results |
3 |
O |
|
|
IRPE020 |
Tenure Documents |
AC+75 |
|
AC= termination of employment |
|
IRPE021 |
Unit Effectiveness Process (UEP) Reports |
FE+10 |
|
|
| 1.1.067 |
IRPE022 |
Coordinating Board Edit Report |
3 |
O |
|
|
LIB001 |
Shelf Lists |
US |
|
|
|
LIB002 |
Voyager Database |
US |
|
Voyager Automated Card Catalog |
| 1.1.007 |
LIB004 |
Administrative Correspondence |
4 |
O |
|
| 1.1.063 |
LIB005 |
Executive Council & Division Meeting Minutes |
1 |
I |
|
| 4.1.002 |
LIB006 |
Lost Book Bills |
FE+3 |
|
|
| 4.1.002 |
LIB007 |
Fines Listing |
FE+3 |
|
|
|
LIB008 |
Town Borrowers File |
AC+3 |
|
AC=Close of Account |
| 1.1.008 |
LIB009 |
General Correspondence |
2 |
|
|
| 5.3.004 |
LIB010 |
Serials Files |
AV |
|
|
| 5.1.011 |
LIB011 |
Photocopier Records |
AV |
|
|
| 5.3.004 |
LIB012 |
Interlibrary Loan Requests |
AV |
|
Orders to Other Libraries |
| 5.3.004 |
LIB013 |
Bindery Files |
AV |
|
|
| 5.3.004 |
LIB014 |
Order Files |
AV |
|
|
| 5.1.004 |
LIB015 |
Mailing Lists |
US |
|
|
|
LIB016 |
Transfer To Title Records |
PM |
|
|
|
LIB017 |
Artifact/Manuscript Holdings File |
PM |
|
|
| 5.1.007 |
LIB018 |
Photo Duplication Requests |
AV |
|
|
|
LIB020 |
Accession Records |
PM |
|
Books and Materials Lists |
|
LIB021 |
Conservation/preservation Files |
AV |
|
|
| 1.1. |
LIB022 |
Gift Files |
PM |
I |
|
|
LIB023 |
Collections Inventories |
P |
|
Inventory of Holdings |
|
LIB024 |
Special Collections Files |
PM |
|
Describes Donated Collections |
| 1.1.057 |
LIB025 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
| 1.1.024 |
LIB026 |
Plans & Planning Records |
AC+3 |
O |
AC=Decision made to implement (or not) program |
| 1.1.070 |
ME001 |
Student I.D. Procedure |
AC+3 |
O |
AC=Completion or Termination of Policies or Procedures |
| 1.1.057 |
ME002 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
| 1.1.071 |
ME003 |
Student I.d. Procedures-working Files |
AC+3 |
O |
AC=Completion or Termination of Policies or Procedures |
| 5.4.012 |
ME004 |
Mav Express Card Access Data |
AC+3 |
|
AC=Until superseded, or date of expiration or termination, whichever is sooner |
| 5.4.012 |
ME005 |
Identification Card Creations |
AC+3 |
|
AC=Until superseded, date of expiration, or date of termination,whichever occurs sooner. |
| 5.4.012 |
ME006 |
Patron Bio Data |
AC+2 |
|
AC= until superseded, date of expiration, or date of termination, whichever is soonest. |
| 1.1. |
OD001 |
Endowments |
PM |
I |
|
| 1.1.070 |
OD002 |
Development Board Bylaws |
AC+3 |
I |
AC= completion or termination of program, rules, policies or procedures. |
| 1.1.059 |
OD003 |
Minutes-Development Board |
AC+2 |
I |
AC=date of the meeting or completion of pending action whichever is later |
| 1.1.007 |
OD004 |
Administrative Correspondence |
4 |
O |
|
| 1.1.008 |
OD005 |
General Correspondence |
2 |
|
|
|
OD006 |
Donor Files |
AC+3 |
|
AC=After Audit |
| 1.1.057 |
OD007 |
Transitory Information |
AC |
|
AC= Purpose Fulfilled |
| 1.1 |
OD008 |
Gift Records Daily Batch Files |
PM |
O |
|
| 4.7 |
OD009 |
Donor Giving Files |
PM |
O |
|
| 4.7 |
OD010 |
Daily Gift Log Reports |
FE+5 |
|
|
| 4.7 |
OD011 |
Endowment Compliance Reports |
FE+10 |
|
|
| 4.7 |
OD012 |
Voluntary Support of Education Reports |
PM |
|
|
| 4.7 |
OD013 |
Building Naming Inventory Reports |
FE+10 |
O |
|
| 1.1.058 |
OGS001 |
Graduate Assembly Meeting Minutes |
PM |
I |
Retain 1 year and transfer to University Archives |
| 4.7 |
OGS002 |
Research Enhancement Proposals |
AC+5 |
O |
AC=Term of Grant |
| 4.7 |
OGS003 |
Research Enhancement Awards |
AC+5 |
O |
AC=Term of Grant |
| 4.5.002 |
OGS004 |
Research Enhancement Reports |
FE+3 |
|
|
| 1.1. |
OGS005 |
Graduate Degree Proposals |
PM |
I |
|
| 3.3.011 |
OGS006 |
Graduate Faculty Data |
AC+75 |
|
AC=Term of Employment Former Employee Verification Only |
|
OGS007 |
Graduate Student Permanent Records |
PM |
|
|
|
OGS009 |
Graduate Admission Applications for Students Who Do Not Enter |
AC+1 |
|
AC= After application term |
|
OGS010 |
Application Distribution File-Statistics |
PM |
|
|
|
OGS011 |
Score Distribution Report-Statistics |
PM |
|
Score=Education Testing Service Data |
|
OGS012 |
Toefl Report-Statistics |
PM |
|
Toefl=Taking of English as Foreign Language |
|
OGS013 |
Ethnic Distribution-Statistics |
PM |
|
|
|
OGS014 |
Ethnic Seniors-Statistics |
PM |
|
|
|
OGS015 |
GRA/GTA Report-Statistics |
PM |
|
GTA/GRA=Graduate Teaching/Research Assist. |
|
OGS017 |
Admission Decision Report |
AC+5 |
|
AC=After Graduation or Last Attended |
|
OGS018 |
Name Change Report |
AC+5 |
|
AC=Graduation or Last Attended |
| 1.3.002 |
OGS019 |
Graduate Catalog File |
US |
O |
|
| 1.3.001 |
OGS020 |
Graduate Catalog |
AC+2 |
I |
AC=Until superseded or obsolete. This series must be submitted to the Texas State Publications Depository Program. |
| 1.3.001 |
OGS021 |
Graduate School Handbook |
AC+2 |
I |
AC=Until Superseded or Obsolete. This series must be submitted to the Texas State Publications Depository Program. |
| 1.1.059 |
OGS022 |
Meeting Minutes, Graduate Assembly |
AC+2 |
I |
AC = Date of Meeting or completion of pending action whichever is later |
| 1.1.008 |
OGS023 |
General Correspondence |
2 |
|
|
| 1.1.057 |
OGS024 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
| 1.1.008 |
OIT001 |
General Correspondence |
2 |
|
|
| 5.1.001 |
OIT002 |
Contracts and Leases |
AC+4 |
|
AC= Term of Contract or Lease |
| 5.2.008 |
OIT003 |
Maintenance Agreements |
LA+3 |
|
|
| 2.1.007 |
OIT004 |
Computer Software |
AC |
|
AC=Until Made Usable in New Software |
| 2.1.009 |
OIT005 |
Automated Applications Documentation |
AC |
|
AC= Until electronic records are migrated to a new system with documentation or there are no electronic records being retained to meet retention requiring documentation. 13 TAC 6.94 |
| 5.3.008 |
OIT006 |
Purchase Order Logbooks |
FE+3 |
|
|
| 4.1.002 |
OIT007 |
Departmental Charges |
FE+3 |
|
|
| 5.4.013 |
OIT008 |
Disaster Recovery Plan |
US |
O |
|
| 2.2.002 |
OIT009 |
Requests for Services |
FE+3 |
|
|
| 5.2.010 |
OIT010 |
Computer Manuals |
LA |
|
|
| 2.2.001 |
OIT011 |
Application System Folder |
AV |
|
|
| 2.2.010 |
OIT012 |
Physical Layout |
US+3 |
|
|
| 1.1.070 |
OIT013 |
Operations Handbook |
AC+3 |
O |
AC=Completion or Termination of Handbook |
| 5.2.008 |
OIT014 |
Equipment Maintenance Log |
LA+3 |
|
|
| 2.2.004 |
OIT015 |
Tape Management System Listings |
3 MO |
|
|
| 2.1 |
OIT016 |
Reports for Automatic Backup Restore/Full Dump Restore Backups |
3 MO |
|
|
| 1.1.057 |
OIT017 |
Transitory Information |
AC |
|
AC= Purpose Fulfilled |
| 1.1.071 |
OIT018 |
Operations Handbook-working Files |
AC+3 |
O |
AC=Completion or Termination of Handbook |
| 2.1 |
OIT019 |
Help Desk Request Logs and Reports |
AV |
|
|
| 1.1.070 |
PD001 |
Field Training Guides |
AC+3 |
O |
AC=Completion or Termination of Guides |
| 1.1.010 |
PD002 |
Fcc Regulations |
US+1 |
|
|
| 5.1.005 |
PD003 |
Certified Letter File |
FE+3 |
|
|
|
PD004 |
Appeals Verdicts |
3 |
|
|
| 5.6.007 |
PD005 |
Vehicle Registration |
LA |
|
|
|
PD006 |
Offense Reports |
3 |
|
|
|
PD007 |
Incident Reports |
3 |
|
|
|
PD008 |
Calls For Service |
3 |
|
|
|
PD009 |
Uniform Crime Reports, Monthly |
3 |
|
|
|
PD010 |
Juvenile Records |
AC |
|
AC= age of majority |
|
PD011 |
Dispatch Logs |
FE+2 |
|
|
|
PD012 |
Criminal Trespass Warnings |
2 |
|
|
|
PD013 |
National Crime Info Center/texas Crime Info Center Activity |
1 |
|
|
|
PD014 |
Bicycle Registration |
1 |
|
|
|
PD015 |
Vehicle Impound Cards |
FE of return or disposal of property + 3 years |
|
|
| 1.1.057 |
PD016 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
| 5.6.004 |
PD017 |
Drivers' License Checks |
AC |
|
AC=Until superseded or terminated |
| 1.1.071 |
PD018 |
Field Training Guides-Working Files |
AC+3 |
O |
AC=Completion or Termination of Guides |
| 3.1.026 |
PD019 |
Criminal Background Checks |
180 days |
|
|
|
PD020 |
Uniform Crime Reports, Annual |
P |
|
|
| 1.1.007 |
PRE001 |
Administrative Correspondence |
4 |
O |
Evaluate After 3 Years |
| 1.1.008 |
PRE002 |
General Correspondence |
2 |
|
|
| 1.1.048 |
PRE003 |
Court Cases |
AC+20 |
O |
All Statutes of Limitation Must be Met Before File is Closed; AC=Disposition of Case |
| 1.1. |
PRE004 |
Gift Records |
PM |
I |
|
| 3.3. |
PRE005 |
Outside Employment Requests |
AC+75 |
|
AC=Term of Employment |
| 1.1. |
PRE006 |
Committee Appointments |
AC+5 |
|
AC=Term of Appointment |
| 1.1. |
PRE007 |
Committee Responsibilities |
AC+5 |
|
AC=Term of Appointment |
| 1.1.055 |
PRE008 |
Strategic Plan |
AC+6 |
I |
AC= September 1 of odd-numbered calendar years. This series is submitted to the Texas State Publications Depository Program. |
| 1.1.023 |
PRE009 |
Organizational Charts |
US |
I |
|
| 1.1.068 |
PRE010 |
Reports-Performance |
AC+6 |
|
AC=9/1 of Odd Years |
| 1.1.057 |
PRE011 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
| 1.1.007 |
PRE012 |
Administrative Correspondence-UT System |
4 |
O |
|
| 1.1.007 |
PRE013 |
Administrative Correspondence-Southern Association of Colleges (SAC) |
4 |
O |
|
| 1.1.007 |
PRO001 |
Administrative Correspondence |
4 |
O |
|
| 1.1.008 |
PRO002 |
General Correspondence |
2 |
O |
|
| 1.1. |
PRO003 |
Request for Approval of Academic Departments. |
AC+5 |
I |
AC= decision to approve or disapprove |
| 1.1. |
PRO004 |
Request for Approval of Centers |
AC+5 |
I |
AC= decision to approve or disapprove |
| 1.1.067 |
PRO005 |
Committee Reports |
4 |
O |
|
| 1.1.014 |
PRO006 |
Legal Correspondence |
AV |
O |
|
| 1.1.070 |
PRO008 |
Academic Procedures |
AC+3 |
O |
AC=Completion or Termination of Procedures |
|
PRO009 |
Student Grievances Appeals |
AC+5 |
|
AC=Date of Graduation or Date of Last Attendance |
| 3.1.037 |
PRO011 |
Professor Emeritus Nominations |
AC+5 |
I |
AC= termination of employment |
| 3.3. |
PRO012 |
Tenure Letters |
AC+75 |
|
AC=Term of Employment |
| 3.1 |
PRO013 |
Full-Time Faculty Leave of Absence Requests |
AC+5 |
|
AC=Term of Leave |
| 1.1.057 |
PRO015 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
| 1.1.071 |
PRO016 |
Academic Procedures-Working Files |
AC+3 |
O |
AC=Completion or Termination of Procedures |
| 1.1.038 |
PRO017 |
Student Feedback Surveys/Student Evaluations of Teaching |
5 |
|
|
| 3.1 |
PRO018 |
Faculty/Administrative Offer Letter Packages |
AC+5 |
|
AC=After term of employment |
| 4.5.002 |
PRS001 |
Adjustments, 9m Reconciliation |
FE+3 |
|
|
| 3.2.001 |
PRS002 |
APS Forms/Independent & Pifs |
AC+4 |
|
AC=After termination of employee or after amendment, expiration, or termination of authorization, whichever occurs sooner. |
| 3.2.001 |
PRS003 |
APS Forms/Casual & Employee |
AC+4 |
|
AC=After termination of employee or after amendment, expiration, or termination of authorization, whichever occurs sooner. |
| 3.2.008 |
PRS004 |
Direct Deposit Forms |
US |
|
|
| 3.2.001 |
PRS005 |
Garnishments/With Deduction Support |
AC+4 |
|
AC= termination of employee or after amendment, expiration, or termination of authorization whichever occurs sooner. |
| 3.2.003 |
PRS006 |
GLACIER/NRA Information |
AC+4 |
|
AC=Tax Due Date, date claim is filed, or date tax is paid, whichever occurs later. 26 CFR 31.6001-1(e)(2) |
| 3.2.001 |
PRS007 |
Insurance Changes |
AC+4 |
|
AC=After Termination of Employee or After Amendment, Expiration, or Termination or Authorization , Whichever Occurs Sooner |
| 3.2.001 |
PRS008 |
Insurance Premium Billing Recon/cbo |
AC+4 |
|
AC=After termination of employee or after amendment, expiration, or termination of authorization, whichever sooner. |
| 3.2.001 |
PRS009 |
Misc. Employee (bonds, Contribs, Etc) |
AC+4 |
|
AC=After termination of employee or after amendment, expiration, or termination of authorization, whichever sooner. |
| 3.2.003 |
PRS010 |
Payment Request Forms (pre 2008) |
AC+4 |
|
AC=Tax Due Date, date claim filed, or date tax is paid, whichever is later. 26 CFR 31.6001-1(e)(2) |
| 4.5.002 |
PRS011 |
Payroll Close Out Records |
FE+3 |
|
|
| 3.2.001 |
PRS012 |
Retiree Payments |
AC+4 |
|
AC=After termination of employee or after amendment, expiration, or termination of authorization, whichever sooner. |
| 3.2.001 |
PRS013 |
Trs/traqs Report |
AC+4 |
|
AC=After termination of employee or after amendment, expiration, or termination of authorization, whichever sooner. |
| 3.1.031 |
PRS014 |
Uci - Twc Quarterly Report |
AC+2 |
|
AC=Until Superseded or Termination of Employment |
| 4.5.002 |
PRS015 |
Wage Verifications For Gov Agencies |
FE+3 |
|
|
| 4.5.002 |
PRS016 |
Work Study Billing/reconciliation |
FE+3 |
|
|
| 3.2.003 |
PRS017 |
W-2/1098/1099/1042s Tax Work Papers |
AC+4 |
|
AC=Tax Due Date, date claim is filed, or date tax is paid, whichever is later. 26 CFR 31.6001-1(e)(2). |
| 3.2.003 |
PRS018 |
W-2 Forms - Returned |
AC+4 |
|
AC=Tax due date, date claim is filed, or date tax is paid, whichever is later. 26 CFR 31.6001-1(e)(2). |
| 3.2.003 |
PRS019 |
W-8 BEN |
AC+4 |
|
AC=Tax Due Date, date claim is filed, or date tax is paid, whichever is later. 26 CFR 31.6001 -1(e)(2) |
| 3.2.003 |
PRS020 |
W-9 |
AC+4 |
|
AC=Tax Due Date, date claim is filed, or date tax is paid, whichever is later. 26 CFR 31.6001 -1(e)(2) |
| 3.2.003 |
PRS021 |
8233 Tax Form |
AC+4 |
|
AC=Tax Due Date, date claim filed, or date tax is paid, whichever is later. 26 CFR 31.6001-1(e)(2) |
| 1.1.057 |
PRS022 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
| 4.2.005 |
PS001 |
Purchase Order File |
FE+3 |
|
|
| 4.2.005 |
PS002 |
Request To Purchase File |
FE+3 |
|
|
| 1.1.008 |
PS003 |
General Correspondence |
2 |
|
|
| 5.3.007 |
PS004 |
Bid Documentation |
FE+3 |
|
|
| 5.3.008 |
PS005 |
Purchasing Logs |
FE+3 |
|
|
| 1.1.057 |
PS006 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
| 3.3.023 |
PS007 |
Requests and Authorizations for Travel and Other Reimbursable Expenses |
FE+3 |
|
|
| 4.2.007 |
PS008 |
Procard Purchase Records |
FE+3 |
|
|
| 4.7 |
PS009 |
Procard Applications |
AC+1 |
|
AC=Cancellation of Card. This record series includes information related to applying for Procards for departmental purchases. |
| 4.1.001 |
PS010 |
Procard Statements |
FE+3 |
|
|
| 4.2.002 |
PUB001 |
Deposit Receipts |
FE+3 |
|
|
| 5.1.001 |
PUB002 |
Advertising Contracts |
AC+4 |
|
AC=Term of Contract |
| 1.1.008 |
PUB003 |
General Correspondence |
2 |
|
|
| 1.1.070 |
PUB004 |
Departmental Policies & Procedures |
AC+3 |
O |
AC=Completion or Termination of Policies or Procedures |
|
PUB005 |
Publications Scholarship Files |
FE+3 |
|
These records include a list of student names, scholarships awarded and amounts, specific to the Publications department. |
| 1.3.001 |
PUB006 |
Shorthorn Bound Copies |
AC+2 |
|
AC=Until Superseded or Obsolete. |
| 1.1.057 |
PUB007 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
| 1.1.071 |
PUB008 |
Departmental Policies & Procedures-working Papers |
AC+3 |
O |
AC=Completion or Termination of Policies or Procedures |
|
RAD001 |
Scientific Misconduct Files |
AC+7 |
|
AC= completion of proceedings. 42CFR93.317, Ch.1, subchapter H, Part 93, subpart C. 317 |
|
RAD002 |
Protocols for Research Involving Human or Animal Subjects or DNA |
AC+3 |
|
AC= completion or expiration of study, or until resolution of noncompliance issues |
|
RAD003 |
Institutional Review Board/IACUC/IB/COI Meeting Minutes |
3 |
O |
|
|
RAD004 |
Export Control Documents |
5 |
|
These records include internal documents such as technology control plans, eternal documents such as licenses submitted to and approved by the Department of State or the Department of Commerce for the export of controlled items. |
|
RAD005 |
Health Screen Monitoring for Animal Research Program |
10 |
|
|
| 1.1.008 |
SA001 |
General Correspondence |
2 |
|
|
| 1.1. |
SA002 |
Student Activities Board Bylaws And Constitution |
US |
I |
|
| 1.1. |
SA004 |
Society Rosters |
5 |
|
|
| 1.1. |
SA005 |
Greek Grade Waivers |
5 |
|
These records are signed by students acknowledging that their grades are being checked and shared with the leadership in their chapter. |
| 1.1. |
SA006 |
Greek Rosters |
5 |
|
|
| 1.1. |
SA007 |
Greek Council Bylaws And Constitution |
AV |
I |
|
|
SA008 |
Uta Volunteer Bylaws And Constitution |
US |
I |
|
|
SA009 |
FLOC (Freshman Leaders on Campus) Applications |
AV |
I |
|
| 1.1 |
SA010 |
Campus & Community Involvement Records |
AV |
|
|
| 1.1.070 |
SA011 |
Student Activities Departmental Policies and Procedures, final version |
AC+3 |
O |
AC=Completion or Termination of Policies or Procedures |
| 1.1.057 |
SA012 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
| 1.1.071 |
SA013 |
Student Activities Policies & Procedures-Working Files |
AC+3 |
O |
AC=Completion or Termination of Policies or Procedures |
| 1.1.008 |
SDR001 |
General Correspondence |
2 |
|
|
| 1.1. |
SDR002 |
Student Attorney Case Files |
AC+5 |
|
AC= Last Attended |
| 1.1. |
SDR003 |
Code of Conduct |
US+3 |
|
|
|
SDR004 |
Behavior Intervention Team Records |
AC+5/PM |
|
AC= disposition of case. AC+5=referrals to Behavior Intervention Team. PM= records of violence against the community |
| 1.1.070 |
SDR005 |
Student Conduct Departmental Policies & Procedures |
AC+3 |
O |
AC=Completion or Termination of Policies or Procedures |
| 1.1.057 |
SDR006 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
| 1.1.071 |
SDR007 |
Departmental Policies & Procedures-Working Files |
AC+3 |
O |
AC=Completion or Termination of Policies or Procedures |
|
SDR008 |
Student Discipline Records |
AC+5/PM |
|
AC=Disposition of Case. AC+5 = records reported violations. PM= assessment of a penalty of suspension, expulsion, denial, revocation of degree and/or revocation of diploma |
| 1.1.057 |
SDR009 |
Transitory Information |
AC |
|
AC= Purpose Fulfilled |
| 1.1.070 |
SES001 |
Manuals |
AC+3 |
O |
AC=Completion or Termination of Manuals |
|
SES002 |
Student Applications |
AC+5 |
|
AC= Termination of employment |
| 1.1. |
SES003 |
Yearly Employers Files, Federal Work Study off Campus |
1 |
|
These records include annual contracts with employers who hire UT Arlington students participating in the federal work study off campus jobs as part of the yearly grant. |
|
SES004 |
Off Campus Work Study Files |
1 |
|
|
| 1.1.008 |
SES005 |
General Correspondence |
2 |
|
|
| 1.1.057 |
SES006 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
| 1.1.071 |
SES007 |
Manuals-working Files |
AC+3 |
O |
AC=Completion or Termination of Manuals |
| 1.1.008 |
SGO001 |
General Correspondence |
2 |
|
|
| 1.1. |
SGO002 |
Student Organization Records |
P |
O |
|
| 1.1. |
SGO003 |
Homecoming Files |
AV |
O |
|
| 1.1.070 |
SGO004 |
Departmental Policies & Procedures |
AC+3 |
O |
AC=Completion or Termination of Policies or Procedures |
| 1.1.057 |
SGO005 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
| 1.1.071 |
SGO006 |
Departmental Policies & Procedures - Working Files |
AC+3 |
O |
AC=Completion or Termination of Policies or Procedures |
| 1.1.058 |
SGO007 |
Student Congress Resolutions |
PM |
I |
|
|
SGO008 |
Election Records |
60 days |
O |
|
| 1.1.070 |
SHS001 |
AIDS Policy Statement |
AC+3 |
O |
AC=Completion or Termination of Policies Statement |
|
SHS002 |
Medical Records for Students Who Enter |
AC+10 |
|
AC=Last Attended |
|
SHS003 |
Student Health Insurance Files |
AC+10 |
|
AC=Last Attended |
| 1.1.057 |
SHS004 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
| 1.1.071 |
SHS005 |
AIDS Policy Statement-Working Papers |
AC+3 |
O |
AC=Completion or Termination of Policies Statement |
| 1.1.008 |
SLS001 |
General Correspondence |
2 |
|
|
| 1.1 |
SLS002 |
Student Attorney Case Files |
AC+5 |
|
AC=Last Attended |
| 1.1.070 |
SLS003 |
Departmental Policies & Procedures |
AC+3 |
O |
AC=Completion or Termination of Policies or Procedures |
| 1.1.057 |
SLS004 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
| 1.1.071 |
SLS005 |
Departmental Policies & Procedures-Working Files |
AC+3 |
O |
AC=Completion or Termination of Policies or Procedures |
| 1.1.008 |
SWD001 |
General Correspondence |
2 |
|
|
| 5.1.001 |
SWD002 |
Department Of Assistive And Rehabilitative Services (dars) |
AC+4 |
|
AC=Term of Contract |
| 1.1.070 |
SWD003 |
Departmental Policies & Procedures |
AC+3 |
O |
AC=Completion or Termination of Policies & Procedures |
| 1.1.057 |
SWD004 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
| 1.1.071 |
SWD005 |
Departmental Policies & Procedures-working Files |
AC+3 |
O |
AC=Completion or Termination of Policies or Procedures |
| 5.5 |
TCC001 |
Telephone Department Summary |
FE+3 |
|
These records contain a summary of all phone lines, long distance, installations, moves, exchanges, and radio items charged on specific account numbers. |
| 5.5.001 |
TCC002 |
Long Distance Detail |
FE+3 |
|
|
| 5.5. |
TCC003 |
Long Distance Authorization Numbers |
US |
|
|
| 5.5.001 |
TCC004 |
Telephone Billings |
FE+3 |
|
|
| 5.2.019. |
TCC005 |
Service Calls and Work Orders |
1 |
|
|
| 5.2.008 |
TCC006 |
Pbx Records |
LA+3 |
|
|
| 1.1.008 |
TCC007 |
General Correspondence |
2 |
|
|
| 1.1.057 |
TCC008 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
|
TS001 |
Placement Files |
AC+1 |
|
AC=After Graduation or Last Attended |
|
TS002 |
Credit by Exam Score |
AC+5 |
|
AC=Date Received |
|
TS003 |
Credit by Exam Files |
AC+5 |
|
AC=Date Received |
| 1.1.019 |
UCOM01 |
Chronological News Releases |
2 |
O |
|
| 1.1.019 |
UCOM02 |
Cable TV Files |
2 |
O |
|
| 1.1.008 |
UCOM03 |
Departmental Correspondence |
2 |
|
|
| 1.1.070 |
UCOM04 |
Departmental Procedures |
AC+3 |
O |
AC=Completion or Termination of Procedures |
| 1.1.057 |
UCOM05 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
| 1.1.071 |
UCOM06 |
Departmental Procedures-Working Files |
AC+3 |
O |
AC=Completion or Termination of Procedures |
| 1.1.043 |
UCS001 |
Training Materials |
US+1 |
|
|
| 3.3.030 |
UCS002 |
Training Records |
US+2 |
|
|
| 3.3. |
UCS003 |
Institutional Compliance Action Plan |
FE+3 |
|
|
| 4.5.002 |
UCS004 |
Quarterly Reports-System |
FE+3 |
|
|
| 4.5.002 |
UCS005 |
Quarterly Reports - High Risk |
FE+3 |
|
|
| 1.1.064 |
UCS006 |
High Risk Area Files |
FE+3 |
|
|
| 1.1 |
UCS007 |
Hot Line Information |
FE+1 |
|
|
| 1.1.057 |
UCS008 |
Transitory Information |
AC |
|
AC=Purpose Fulfilled |
| 1.1 |
UCS009 |
Compliance Work Plan |
AC+3 |
O |
AC= Decision made to implement or not to implement result of planning process. |
| 1.1 |
UCS011 |
Compliance Committee Minutes |
FE+6 |
|
|
| 1.1.070 |
UCS012 |
Management Leadership Tool |
AC+3 |
O |
AC= termination of program |
| 1.1.038 |
UCS013 |
Compliance Awareness Surveys |
AC |
|
AC= summarization of surveys |
| 1.1.070 |
UCS014 |
Standards of Conduct |
AC+3 |
O |
AC= termination of policy |
| 1.1.064 |
UCS015 |
Quality Assurance Reviews |
FE+3 |
|
|
