APPENDIX A
ACADEMIC AFFAIRS
Type of Record

Office of Record

Duration

Office of Admissions
Advanced Placement
Records, Applications for
Admission or Readmission,
Correspondence that is
relevant, Entrance Exam
Reports (ACT, CEEB, et. al.),
Residency Classification
Forms, Letters of
Recommendation,
Transcripts (high school and
other college)
Recruitment-related Records
of Admitted Students
(Correspondence that is
relevant to application [i.e.,
Change of Major], Residency
Classification Forms, Preenrollment Residency
Changes [non-resident to
resident], Letters of
recommendation)
Extended Programs

Admissions

3 years from start of
application term

Admissions

5 years from graduation or
date of last attendance

Continuing Education
Student Forms
Office of Faculty Research

Continuing Education

1 year from registration

Animal Welfare Records

Faculty Research

3 years or contract period

Grant and Contract
Applications, Proposals, and
Supporting Documentation

Faculty Research

Human Subject Records

Faculty Research

Documents related to funded
grants are retained for 3
years after the funding
period has ended.
Documents related to
unfunded grants are
returned to the grant
writer/PI upon notification of
non-funding or at the end
of the academic year.
3 years or contract period

Office of Financial Aid
Financial Aid Records
(Applicants who enroll)

Financial Aid

Financial Aid Records
(Applicants who do not
enroll)
Veterans Administration
Certifications
Office of Graduate Studies

Financial Aid

Financial Aid

Admission-related records of Graduate Studies
admitted graduate students
Graduate Registration Forms Graduate Studies
(Quick Admit, Late Drop/Add
Exceptions, Closed Section)
Graduate Studies
Recruitment-related Records
of Admitted Students
(Correspondence that is
relevant to application [i.e.,
Change of Major], Residency
Classification Forms, Preenrollment Residency
Changes [non-resident to
resident], Letters of
recommendation)
Office of Institutional Research
University Fact Book and
Enrollment Report
EEO6 Reports

3 years from graduation or
date of last attendance or
after loan repaid in full
1 year from date of
application
4 years from graduation or
date of last attendance
Permanent
1 year from registration

5 years from graduation or
date of last attendance

Institutional Research

Permanent

Institutional Research

Permanent

TBD

TBD

Intellectual Property
TBD

Office of International Programs
International Student Forms
(Visa & other immigrationrelated documentation,
including: I-20, DS-2019, I94, I-765, I-539, passports,
exchange affiliation
agreements, and tuition
waiver reports)

International Programs

5 years after graduation or
last attendance

Office of the Registrar
Academic Records
(Transcripts, Transfer Credit
Evaluations, Final Degree
Audits, Course Substitutions,
Student Schedules, etc.)
Academic Semester Reports
(Probation, Suspension,
Honors, etc.)
Catalogs

Registrar

Permanent

Registrar

7 years from graduation or
date of last attendance

Registrar

Permanent

Change of Grade Forms

Registrar

Permanent

Class Lists

Registrar

Permanent

Consent to Release
Personally Identifiable
Information (Requests for
Non-Disclosure)
Degree, Grade, Enrollment,
and Racial/Ethnic Statistics
Enrollment Verifications

Registrar

Permanent

Registrar

Permanent

Registrar

1 year from verification date

Grade Rosters

Registrar

Permanent

Graduation Lists

Registrar

Permanent

Hold or Encumbrance
Authorizations
Name Changes

Registrar

Until released

Registrar

Permanent

Undergraduate Registration
Forms (Quick Admit, Late
Drop/Add Exceptions, Closed
Section)
Schedule of Classes

Registrar

1 year from registration

Registrar

Permanent

Semester-based Student
Forms (University Withdrawal,
Leaves of Absence, Course
Withdrawal, Readmission
Forms, Off-Campus Course
Requests, Credit/No Record,
Co-ops/Internships,
Individualized Instruction,
Independent Study, Credit by
Exam, Change of Status,
Graduation Application)
Student ID Numbers and ID

Registrar

5 years

Registrar

Permanent

Number Changes
Admissions-related records of
admitted undergraduate
students (Application for
Admission/Re-Admission,
High School and College
Transcripts, Advanced
Placement Records, Scores
and Entrance Exams, Military
and CLEP documents)

Registrar

Permanent

Academic Integrity Violations

Provost

7 years

Academic Suspension Appeal
Letters and Decisions
Accreditation Records

Provost
Provost

5 years from graduation or
date of last attendance
Permanent

CCPS Proposals and Approval
Forms

Provost

5 years

Office of the Provost

APPENDIX B
FINANCE AND ADMINISTRATION
Type of Record

Office of Record

Duration

Office of Accounts Payable
Accounts Payable Vouchers
Accounts Payable
and Attachments
Miscellaneous Invoices and
Accounts Payable
Payment Records
Procurement Card Charge
Accounts Payable
Documentation
Travel Reimbursements and
Accounts Payable
Attachments
Office of Accounts Receivable (Student Accounts)

6 years

Accounts Receivable
Statements
Student Account – Paid
account
Student Account – Unpaid
balance
Student Loan Records

Accounts Receivable

6 years

Accounts Receivable

Tuition and Fee Charges

Accounts Receivable

5 years from end of last
semester/session attended
5 years from date of full
payment of unpaid balance
3 years after the loan has
been repaid in full
6 years after graduation or
most recent date of
attendance

Accounts Receivable
Accounts Receivable

Office of Facilities Planning
As-built Drawings

6 years
6 years
7 years

Facilities Planning

Permanent

Construction Contracts and
Facilities Planning
Agreements
Construction/Fixed
Facilities Planning
Warranties
Office of Finance and Administration

Permanent

Accounting Reports (monthly
reports) Schedules of
Department Balances,
Transaction Statements,
Account Analysis
Statements, Monthly and
Year-to-Date Salary and
Wage Statements

6 years

Finance and Administration

Life of Warranty

Annual Financial Reports and
Audits for University and
Affiliated Organizations
Authority for Banking

Finance and Administration

Permanent

Finance and Administration

Banking Records, Including
Deposit and Withdrawal
Records, Bank Statements
and Reconciliation, Voided
and Canceled checks
Capital Equipment Records,
including Asset Acquisition,
Disposition, and
Depreciation Schedules
(Accounting, Library, Rolling
Stock)
Cash Receipts

Finance and Administration

Employment term of
authorized personnel
6 years

Finance and Administration

Life of Asset: Records of
equipment purchased on
federal funds must be
retained for three years after
final disposition.

TBD

TBD

Excise Tax Documents

Finance and Administration

7 years

Income Tax Documents
(990, 1099, 8282, 90.22,
etc.)
Indirect Cost Rate
Calculations
Inventories

Finance and Administration

Permanent

Finance and Administration

6 years

Appropriate Department

Life of Asset

Journal Entries and Back-up
Documentation
Leases, Licenses,
Construction Contracts, and
other contracts of a
temporary nature valued at
less than $50,000
New Account Records and
Back-up Documentation
Property Deeds, Easements,
Licenses, Rights of Way,
Rights of First Refusal,
Remainder Interests,
Mortgages
Property Tax Documents

Finance and Administration

6 years

Finance and Administration

6 years after expiration of
lease or contract term

Finance and Administration

6 years after account closing

Finance and Administration

Permanent

Finance and Administration

Permanent

Sales Tax Documents

Finance and Administration

7 years

Subsidiary Ledgers (Accounts
Payable, Accounts
Receivable, etc.)
Summary Analysis Reports,
end of year (Fund, Source,
Function)
Title Insurance Policies

Finance and Administration

6 years

Finance and Administration

6 years

Finance and Administration

Trial Balances
Trustee Approved Budgets
University Audit Work Papers
Office of Human Resources
Employee Personnel Files
(including application, payroll
forms, appointment/salary
forms, contracts, I-9 forms,
non-contractual releases,
performance appraisals)
Financial Disclosure Forms
Grievances
I-9 Forms (Students)

Finance and Administration
Finance and Administration
Finance and Administration

6 years after disposal of
property
6 years
Permanent
6 years

Leave Reporting Documents
Payroll Vouchers
Records of
Additional/Supplemental Pay
to Employees
Staff Search Records
Tenure, Promotion, and
Sabbatical Records

Human Resources
Human Resources
Human Resources

Time Cards, Students
Union Agreements
Volunteer Appointments
Wage Assignment Orders

Human Resources
Human Resources
Human Resources
Human Resources

Workers’ Compensation
Records
W-2 Records

Human Resources

To age 75 or 4 years from
date last employed,
whichever is earlier.

Human Resources
Human Resources

4 years
Permanent
3 years after date of hire or 1
year after separation,
whichever is later.
4 years
3 years
3 years from date of
payment

Human Resources

Human Resources
Human Resources

Human Resources
Human Resources

3 years
To age 75 or 4 years from
date last employed,
whichever is earlier.
3 years
Permanent
7 years
To age 75 or 4 years from
date last employed,
whichever is earlier.
Permanent
Permanent

Office of Public Safety
Accident Reports (NonEmployee, including
Contractor or Vendor,
Non- Vehicle)
Crime Reports/Incident
Reports
Environmental Health and
Safety Incident Records
Evacuation Drill Records

Public Safety

7 years after report date

Public Safety

7 years after report date

Public Safety

5 years

Public Safety

5 years

Fire Protection System
Records
Fume Hood Testing Records

Public Safety

5 years

Public Safety

3 years

Hazardous Waste Disposal
Manifests and Reports
Material Safety Data Sheets
(MSDS)
Motor Vehicle Accident
Reports
Portable Extinguisher
Training Records
Property Damage Reports

Public Safety

3 years

Public Safety

Permanent

Public Safety

7 years after report date

Public Safety

3 years

Public Safety

4 years after report date

Staff/Faculty/Student
Parking Permit Information
Radioactive Materials Safety
Records
Office of Purchasing

Public Safety

4 years after report date

Public Safety

Permanent

Authority for Procurement

Purchasing

Certificates of Insurance,
Indemnification Agreements,
Hold Harmless Agreements,
Contracts
Collaborative Agreements

Purchasing

Employment term of
authorized personnel
6 years after expiration

Contracts for Instructional
Services
Insurance Policies (Liability,
Property, and Other Policies)
Memoranda of
Understanding for WEDNet
Institutions
Purchase Orders, Non-Labor
Contracts, Agreements

Purchasing

Purchasing

Purchasing

3 years beyond expiration of
agreement
3 years beyond expiration of
contract
Permanent

Purchasing

3 years beyond expiration of
contract

Purchasing

6 years

APPENDIX C
OFFICE OF THE PRESIDENT
Type of Record

Office of Record

Duration

Office of the President
Council of Trustees Minutes
Middle States Reports
(Decennial Review, Five-Year
Periodic Review Report,
Annual Institutional Profile
Update)
Official University Actions

Office of the President
(Bound copies also kept in
the University Libraries)
Office of the President

Permanent

Office of the President

Permanent

Office of Social Equity

Permanent

Human Resources, Social
Equity, Finance &
Administration, as
appropriate
Social Equity

Permanent

Social Equity

3 years

Permanent

Office of Social Equity
Conciliation Agreements,
Orders of Consent
Consent Orders, Court
Orders, Judgments,
Releases, and Settlements
Faculty, SCUPA, and
Manager Search Records
(including waivers)
Sexual Harassment and
Discrimination Complaints,
Investigations, and
Dispositions (Decisions of
the President)

3 years

APPENDIX D
STUDENT AND UNIVERSITY AFFAIRS
Type of Record

Office of Record

Duration

Alumni Affairs
Alumni Records

Registrar

Permanent

Health Center Services for
Regulatory Required Medical
Surveillance and Monitoring
Records
Outside Services for
Regulatory Require Medical
Surveillance and Monitoring
Records
Student Health Center and
Counseling Records (Nonregulatory)
ID Card Office

Health Center

7 years after person leaves
the university

Health Center

7 years after person leaves
the university

Health Center

7 years after student leaves
university

Block Meal Plan Count

ID Card Office

7 years

Eagle Dollar Balances

ID Card Office

7 years

Flex Dollar Records

ID Card Office

7 years

ID Photo Records

ID Card Office

Meal Plan Agreements

ID Card Office

To graduation or 5 years
from most recent ID
issuance
2 years

Health Center

Office of Advancement
Records of Gifts to the
Advancement
University
Office of Judicial Affairs & Residence Life Education

7 years

Student Disciplinary Records

Judicial Affairs & Residence
Life Education

5 years from date of final
obligation

Residence Life

7 years

University Open Records
Officer

2 years

Office of Residence Life
Housing Forms
Office of University Relations
Right to Know Requests