Policy Summary
East Stroudsburg University is committed to effective records retention to preserve its history, meet applicable state and federal requirements, optimize the use of space, minimize the cost of record retention, and ensure that outdated and unneeded records are properly destroyed.
Reason for Policy
The University requires consistent treatment of records. Maintenance, retention, and disposal procedures for University records must be followed systematically by staff in designated official repositories. Additionally, duplicate copies of these records, retained in locations other than official repositories, must be disposed of when they no longer serve a business purpose.
This policy is intended to ensure that East Stroudsburg University:
- Meets applicable state and federal requirements;
- Optimizes the use of space;
- Minimizes the cost of records retention;
- Destroys outdated and useless records; and
- Preserves the history of the University
Appeal Statement
Not Specified in Current Policy
Definitions
Active Record: A record with current administrative use by the division that generated it. Records remain active for varying amounts of time, depending on the purpose for which they were created.
Archival Record: A record that is inactive, not required to be retained in the division in which it originated or was received and has permanent or historic value. Archival records are retained and preserved indefinitely.
Email Record: An email record with current administrative, legal or fiscal value. Records remain active for varying amounts of time, depending on the purpose for which they were created.
Email Non Record: Communications that serve no administrative, legal or fiscal purpose to the University. It contains information that is personal, information only or will be maintained by a separate department for operational, fiscal or legal purposes. Email non-records are to be disposed of immediately.
Reference Record: A record maintained for reference purposes beyond the established retention period upon approval of the respective Division Records Coordinator.
Transitory Record: A document of short-term interest that has no lasting business value.
Public Record: A record, including a financial record, of the University that is not exempt under the Right-to-Know Law, as amended, is not exempt from being disclosed under any other Federal or State law or regulation of judicial order or decree, or is not protected by a privilege.
Division Records Coordinator: The individual designated by the Vice President within each division to maintain the Division's records retention schedule and to ensure that individuals are following this policy, records management priorities and following the records retention schedule.
Official Repository: The Division designated as having responsibility for retention and timely destruction of particular types of official University records. Such responsibility is assigned to the Division's Records Coordinator.
East Stroudsburg University Archives: This includes permanent retention of official records and reports of the University, its officers and component parts; maps and architectural records; audiovisual materials including still photographs and negatives, motion picture film, oral history interviews, audio and video tapes; and artifacts.
East Stroudsburg University Record: The original of any record. Official repositories for these records are identified in the tables set forth in this document.
Other Relevant Information
Records Retention and Disposition Procedures
Responsibilities
The University Policy for the Retention of Records is applicable to all departmental offices of the University.
Each department is responsible to properly retain and dispose of University records as outlined below.
Policy History
Policy Number:
ESU-2012-03-A
Policy Number History:
Formerly ESU-PO-2011-010-A
Effective:
April 11, 2012
Adopted:
April 11, 2012
Last Reviewed:
March, 2019
Amended:
April 7, 2016, August, 13, 2019
Related Policies:
| Types of Records | Official Repository | Duration (Years) |
|---|---|---|
|
Academic Action (Dismissal, etc.)
|
Registrar
|
5 Years
|
|
Academic Records
|
Registrar
|
Permanent
|
|
Advance Placement
|
Registrar
|
5 Years
|
|
Application for Graduation
|
Registrar
|
5 Years
|
|
Applications for Re-admits
|
Registrar
|
5 Years
|
|
Audit Authorizations
|
Registrar
|
5 Years
|
|
Catalogs
|
Registrar
|
Permanent
|
|
Change of Grade Forms
|
Registrar
|
Permanent
|
|
Change of course (add/drop)
|
Registrar
|
5 Years
|
|
Class Lists
|
Registrar
|
Permanent
|
|
Change of Major/Second Major/Concentration Card
|
Registrar
|
5 Years
|
|
Class Schedules
|
Registrar
|
Permanent
|
|
Commencement Programs
|
Registrar
|
Permanent
|
|
Correspondence Relevant
|
Registrar
|
5 Years
|
|
Credit/No Credit Pass/Fair, etc.
|
Registrar
|
5 Years
|
|
Credit by Exam Reports
|
Registrar
|
5 Years
|
|
Curriculum Change Forms
|
Registrar
|
5 Years
|
|
Degree Application
|
Registrar
|
5 Years
|
|
Degree Audit Records
|
Registrar
|
5 Years
|
|
Diplomas (returned)
|
Registrar
|
5 Years
|
|
Disciplinary Action Documents
|
Registrar
|
5 Years
|
|
Enrollment Verifications
|
Registrar
|
5 Years
|
|
Fee Assessment Forms
|
Registrar
|
5 Years
|
|
Foreign Student Forms
|
Registrar
|
5 Years
|
|
Grade Submission Sheets/Data
|
Registrar
|
Permanent
|
|
Graduation Authorizations
|
Registrar
|
5 Years
|
|
Graduation Lists
|
Registrar
|
Permanent
|
|
Hold and Encumbrance
|
Registrar
|
Until Lifted
|
|
International Student Forms (visa documentation, etc.)
|
Registrar
|
5 Years
|
|
Medical Records
|
Registrar
|
5 Years After Graduation or Date of Last Attendance
|
|
Military Documents
|
Registrar
|
5 Years After Graduation or Date of Last Attendance
|
|
Veterans Certification Records
|
Registrar
|
3 Years After Graduation or Date of Last Attendance Certifications
|
|
Name Change Authorizations
|
Registrar
|
5 Years
|
|
Pass/Fail Requests
|
Registrar
|
5 Years
|
|
Personal Data Information Forms
|
Registrar
|
5 Years After Graduation or Date of Last Attendance
|
|
Registration Forms
|
Registrar
|
5 Years
|
|
Schedules of Classes
|
Registrar
|
Permanent
|
|
Transfer Credit Evaluations
|
Registrar
|
5 Years After Graduation or Date of Last Attendance
|
|
Transcripts
|
Registrar
|
Permanent
|
|
Transcript Request Forms
|
Registrar
|
5 Years
|
|
Withdrawal
|
Registrar
|
5 Years
|
|
Requests and Disclosures of Personally Identifiable Information
|
Registrar
|
Permanent
|
|
Student Requests for Nondisclosure of Directory Information
|
Registrar
|
Until Terminated By the Student or Permanent
|
|
Student's Written Consent for Records Disclosure
|
Registrar
|
Until Terminated By Student or Permanent
|
|
Waivers of Rights of Access
|
Registrar
|
Until Terminated By Student or Permanent
|
|
Financial Aid Records (Applicants Who Do Not Enroll)
|
Financial Aid
|
3 Years From Award Date
|
|
Financial Aid Records
|
Financial Aid
|
5 Years Last Date of Enrollment
|
|
Federal Aid (Perkins, FSEOG, ACG, SMART, PELL)
|
Financial Aid
|
5 Years After End of Award
|
|
Financial Aid History for Transfer Students
|
Financial Aid
|
5 Years From Award Year
|
|
PHEAA Grant Award Reconciliation Rosters
|
Financial Aid
|
5 Years From Date of Certification
|
|
Program Participation Agreement
|
Financial Aid
|
5 Years From Award Year
|
|
Accrediting and Licensing Agency Review, Approvals and Reports
|
Financial Aid
|
5 Years From Award Year
|
|
State Agency Reports
|
Financial Aid
|
5 Years From Award Year
|
|
Audit and Review Reports
|
Financial Aid
|
5 Years From Award Year
|
|
Other Records Pertaining to Financial Responsibility and Standards of Administrative
Capability
|
Financial Aid
|
5 Years From Award Year
|
|
Records of SFA Program Transactions
|
Financial Aid
|
5 Years From Award Year
|
|
Federal Work-Study Payroll Records
|
Financial Aid
|
5 Years from Award Year
|
|
Records Supporting Data on Required Reports, Such as: -SFA Program Reconciliation
Reports -Audit Reports and School Response -Pell Grants Statements of Accounts -Accrediting
and Licensing Agency Reports
|
Financial Aid
|
5 Years From Award Year
|
|
The Student Aid Report (SAR) or Institutional Student Information Record (ISIR)
|
Financial Aid
|
5 Years From Award Year
|
|
Application Data Submitted to the Department of Education or Lender by the School
on Behalf of the Student
|
Financial Aid
|
3 Years From Award Year
|
|
Documentation of Student's Eligibility
|
Financial Aid
|
5 Years from Award Year
|
|
Financial Aid History for Transfer Students
|
Financial Aid
|
5 Years From Award Year
|
|
Documentation of Student's Satisfactory Academic Progress
|
Financial Aid
|
5 Years From Award Year
|
|
Data Used to Establish Student's Admission, Enrollment Status, Period of Enrollment
|
Financial Aid
|
5 Years From Award Year
|
|
Documents Used to Verify Applicant's Data
|
Financial Aid
|
5 Years From Award Year
|
|
Documentation Related to the Receipt of Aid, Such As: Amount of Grant, Loan, FWS Award;
and Calculations Used to Determine Aid Amounts
|
Financial Aid
|
5 Years From Award Year
|
|
Date and Amount of Disbursements
|
Financial Aid
|
5 Years From Award Year
|
|
Documentation of Initial or Exit Loan Counseling
|
Financial Aid
|
5 Years From Award Year
|
|
Reports and Forms Used for Participation in the SFA Program
|
Financial Aid
|
5 Years From Award Year;
|
|
Documentation Supporting the School's Calculation of its Completion/Graduation or
Transfer-Out Rate
|
Financial Aid
|
3 Years From Award Year
|
|
Campus-Based Aid (Perkins Loan, SEOG, and Federal Work Study)
|
Financial Aid
|
5 Years From End of Award Year
|
|
Pell Grant
|
Financial Aid
|
5 Years From End of Award Year
|
|
Fiscal Operations Report (FISAP)
|
Financial Aid
|
5 Years From End of Award Year Report Submitted
|
|
Perkins Original Promissory Notes (Electronic and Hard Copies)
|
Financial Aid
|
Until Loan is Satisfied or Documents are Needed to Enforce Obligation
|
|
FFEL and Direct Loans: -Borrowers' Eligibility Records -All Other Records/Reports
|
Financial Aid
|
5 Years From End of Award Student Last Attended 5 Years From End of Award Year Report
Submitted
|
|
Records of Student Accounts
|
Financial Aid
|
5 Years From Award Year
|
|
Account Collection Data (Non-Perkins)
|
Student Accounts
|
6 Years
|
|
Accounts Receivable Statements (Bills)
|
Student Accounts
|
3 Years
|
|
FFEL Loans All Other Documents
|
Student Accounts
|
5 Years After End of Award
|
|
Paid Grant Reconciliations
|
Student Accounts
|
5 Years From Date of Document
|
|
Perkins Payment Records
|
Student Accounts
|
5 Years After End of Award
|
|
Perkins Personal Data Forms
|
Student Accounts
|
3 Years From Date When Loan Is Paid In Full
|
|
Student Refund Policy and Schedules
|
Student Accounts
|
6 Years
|
|
Residency Verification
|
Student Accounts
|
6 Years After Submission
|
|
Tuition and Fee Charges
|
Student Accounts
|
6 Years
|
|
1098T
|
Student Accounts
|
7 Years (online)
|
Notes
- The recommended five-year retention period noted in the above schedules should begin with the date of graduation or the date, term or semester and year of last attendance.
- The Family Educational Rights and Privacy Act (FERPA) specifically requires institutions maintain records of requests and disclosures of personally identifiable information except for defined "directory information" and requests from students for their own records. The records of disclosures and requests for disclosures are considered part of the students' educational records; therefore, they must be retained as long as the education records to which they refer are retained by the institution.
- Immigration and Naturalization Service (INS) regulations require the university must keep a record used to comply with the reporting requirements for at least one year. Since many items included in foreign students' records are to be retained for at least five years, it is recommended the INS documentation also be retained for five years.
- The Veterans Administration (VA) regulations require the following records must be
retained for at least three years after termination of enrollment:
- Grade reports and/or statements of progress (academic records)
- Change of course forms
- Transfer credit evaluation
- Degree audit records
- The University may be required to retain records for longer periods of time if the records are involved in a Student Financial Aid (SFA) program review, audit or investigation. If the three year retention period expires before the issue is resolved, records must be retained until resolution is achieved.
- Financial Aid records are normally maintained by Financial Aid Offices. The SFA program requirements do not, however, mandate that all records be maintained by Financial Aid Offices. The Center for Enrollment Services maintains all financial aid records for students.
Finance & Administration
| Types of Records | Official Repository | Duration (Years) |
|---|---|---|
|
Real Estate
|
Finance and Administration
|
Permanent
|
|
Right to Know Requests: -Appeals -Processed
|
Finance and Administration
|
-Permanent -2 Years
|
Facilities Management Division
| Types of Records | Official Repository | Duration (Years) |
|---|---|---|
|
Feasibility Study Design Work Orders
|
Business Office
|
7 Years After Date of Feasibility Study Work Order
|
|
Feasibility Studies
|
Facilities Management
|
7 Years After Date of Feasibility Study Work Order
|
|
Feasibility Study Correspondence
|
Facilities Management
|
1 Year After Acceptance of Feasibility Study
|
|
Feasibility Study Design Conference Minutes
|
Facilities Management
|
1 Year After Acceptance of Feasibility Study
|
|
Design Work Orders and Contracts
|
Business Office
|
7 Years After Final Payment for Work Order/Contract
|
|
Design Work Orders/Contract Invoices
|
Facilities Management
|
7 Years After Final Payment for Work Order/Contract
|
|
Schematic Design Submissions
|
Facilities Management
|
Until Construction Contracts Awarded
|
|
Preliminary Design Submissions
|
Facilities Management
|
Until Construction Contracts Awarded
|
|
Pre-Final Design Submissions
|
Facilities Management
|
Until Construction Contracts Awarded
|
|
Final Design Submissions
|
Facilities Management
|
7 Years After Final Payment for Work Order/Contract
|
|
Design Phases Correspondence
|
Facilities Management
|
Until Construction Contracts are Substantially Complete
|
|
Design Phases Conference Minutes
|
Facilities Management
|
Until Construction Contracts are Substantially Complete
|
|
Bid Documents
|
Facilities Management
|
7 Years After Final Payment for Work Order/Contract
|
|
Record Drawings
|
Facilities Management
|
Permanent
|
|
Construction Contracts
|
Business Office
|
7 Years After Final Payment for Contract
|
|
Contract Change Orders
|
Business Office
|
7 Years After Final Payment For contract
|
|
Contractor Applications for Payments
|
Facilities Management
|
7 Years After Final Payment for Contract
|
|
Job Conference Minutes
|
Facilities Management
|
3 Years After Final Payment for Contract
|
|
Submittals
|
Facilities Management
|
3 Years After Final Payment for Contract
|
|
Operation and Maintenance Manuals
|
Facilities Management
|
3 Years After Termination of Use of Facility/Equipment
|
|
Construction Contract Correspondence
|
Facilities Management
|
3 Years After Final Payment for Contract
|
|
Contractor Payrolls
|
Facilities Management
|
60 Days After Monthly Application for Payment is Approved
|
|
Real Estate Deeds
|
Facilities Management
|
Permanent
|
|
Waste Manifests
|
Facilities Management
|
Consult with Legal Counsel Concerning Appropriate Recordkeeping Strategies
|
|
Hazard or Regulated Waste Abatement Documentation
|
Facilities Management
|
Consult with Legal Counsel Concerning Appropriate Recordkeeping Strategies
|
|
Asbestos Inspection and Assessment Reports
|
Facilities Management
|
Consult with Legal Counsel Concerning Appropriate Recordkeeping Strategies
|
|
Hazardous Waste Sampling Results
|
Facilities Management
|
Consult with Legal Counsel Concerning Appropriate Recordkeeping Strategies
|
|
Fire Protection Inspection Reports
|
Facilities Management
|
5 Years
|
|
Elevator State Inspection Reports
|
Facilities Management
|
5 Years
|
|
Industrial Waste Contribution Reports
|
Facilities Management
|
5 Years
|
|
Employee Training Records
|
Facilities Management
|
1 Year Beyond the Last Date of Each Worker's Employment
|
|
Boiler Operating Hours Records
|
Facilities Management
|
5 Years
|
|
Boiler Fuel Usage Records
|
Facilities Management
|
5 Years
|
|
Boiler Required Monitoring Data and Support Information
|
Facilities Management
|
5 Years
|
|
Pool Chemical Test
|
Facilities Management
|
2 Years
|
|
Emergency Generator Exercise Reports
|
Facilities Management
|
2 Years
|
|
Work Orders
|
Facilities Management
|
5 Years
|
|
Pool Electrical Inspection Report
|
Facilities Management
|
2 Years
|
|
Employee Record of Leave
|
Facilities Management
|
3 Years
|
|
General Correspondence
|
Facilities Management
|
At the Discretion of Concerned Individual
|
|
Master Plan
|
Facilities Management
|
Permanent
|
|
Warranty Information/Certificates
|
Facilities Management
|
3 Years After Expiry
|
|
MSDS Sheets
|
Facilities Management
|
3 Years After Last Use/Storage of Chemical
|
|
Licenses
|
Facilities Management
|
3 Years After Termination/Expiry
|
|
Utilities Usage Report
|
Facilities Management
|
15 Years
|
|
Sightlines/Bench Marking Data
|
Facilities Management
|
10 Years
|
Financial Affairs Division
| Types of Records | Official Repository | Duration (Years) |
|---|---|---|
|
Executive Vehicle Leases
|
Business Office
|
4 Years
|
|
Tuition Rate Schedules
|
Business Office
|
6 Years
|
|
BUDRPTs
|
Business Office
|
5 Years
|
|
Correspondence
|
Business Office
|
6 Years
|
|
Policy Establishing Documents
|
Business Office
|
Permanent or Until Superseded
|
|
Special Project Files
|
Business Office
|
As Needed
|
|
Accounts Payable Invoices
|
Business Office
|
6 + Current Year
|
|
Refund of Expense Transmittal's and Support Documents
|
Business Office
|
7 Years
|
|
Miscellaneous Revenue Transmittal's and Supporting Documentation
|
Business Office
|
7 Years
|
|
Annual Financial Statements
|
Business Office
|
Permanent
|
|
Annual Financial Statement Work Papers, Including Account Reconciliations, Supporting
Schedules, Journal Entries
|
Business Office
|
7 Years
|
|
Account Reconciliations (Balance Sheet)
|
Business Office
|
3 Years
|
|
Schedule of Expenditures of Federal Awards
|
Business Office
|
20 Years
|
|
Bank Statements and Reconciliations
|
Business Office
|
7 Years
|
|
Other Banking Records, Including Deposit and Withdrawal Records
|
Business Office
|
3 Years
|
|
Capital Asset Records
|
Business Office
|
Life of Asset
|
|
Common Cost Accounting Report (CCAR)
|
Business Office
|
3 Years
|
|
Depreciation Records
|
Business Office
|
Permanent
|
|
Escheated Check Information
|
Business Office
|
3 Years
|
|
F and A Cost Rate Calculations (Indirect)
|
Business Office
|
7 Years
|
|
Inventories
|
Business Office
|
3 Years
|
|
IPEDS Financial Reports
|
Business Office
|
7 Years
|
|
Journal Entries and Supporting Documentation
|
Business Office
|
7 Years
|
|
Subsidiary Ledgers (Accounts Payable, Accounts Receivable)
|
Business Office
|
Permanent (Housed in System)
|
|
General Ledger
|
Business Office
|
7 Years
|
|
Grants and Associated Documentation
|
Business Office
|
3 Years from the Date of Submission of the Final Expenditure Report and/or per Exceptions/Requirements
by the OMB or Sponsored Project Funder
|
|
IRS Tax Reports (1099s)
|
Business Office
|
7 Years
|
|
University Budget Work Papers (Including CUO)
|
Business Office
|
5 Years
|
|
Final Budgets (E and G, Auxiliary)
|
Business Office
|
7 Years
|
|
Procurement Card Activity
|
Business Office
|
3 Years
|
|
Travel Expense Vouchers
|
Business Office
|
7 Years
|
|
University FINRPTs
|
Business Office
|
20 Years
|
|
Property Deeds and Easements
|
Business Office
|
Permanent
|
|
Bond Accounting Statements
|
Business Office
|
7 Years
|
|
Bond Requisitions
|
Business Office
|
7 Years
|
Computing & Communication Services
| Types of Records | Official Repository | Duration (Years) |
|---|---|---|
|
Electronic Media Storage
|
Computing & Communication Services
|
Till No Longer Needed
|
|
Digital Documents Containing Private or Sensitive Information
|
Computing & Communication Services
|
Till No Longer Needed
|
|
System Event Logs
|
Computing & Communication Services
|
3 Years
|
|
System Login Records
|
Computing & Communication Services
|
3 Years
|
|
E-mail Transaction Logs
|
Computing & Communication Services
|
3 Years
|
|
General Application Transaction Logs
|
Computing & Communication Services
|
3 Years
|
|
Web Server Transaction Logs
|
Computing & Communication Services
|
3 Years
|
|
Voicemail Logs/Call Detail Logs
|
Computing & Communication Services
|
3 Years
|
|
IT System Generated Log Data Reports
|
Computing & Communication Services
|
Permanent
|
|
Document Imaging
|
Computing & Communication Services
|
Permanent
|
|
Voicemail
|
Computing & Communication Services
|
15 Days
|
|
E-Mail Record
|
Computing & Communication Services
|
Varying Number of Years
|
|
E-Mail Non-Record
|
Computing & Communication Services
|
Dispose of Immediately
|
|
E-Mail Transitory Record
|
Computing & Communication Services
|
When No Longer Needed
|
University Police and Safety
| Types of Records | Official Repository | Duration (Years) |
|---|---|---|
|
Police Reports and Criminal Records
|
University Police & Safety Office
|
As Required by Law, Some Permanent
|
|
Parking Tickets
|
University Police & Safety Office
|
5 Years
|
|
EHS Report
|
University Police & Safety Office
|
As Required by Law 10 Years +
|
Human Resources
| Types of Records | Official Repository | Duration (Years) |
|---|---|---|
|
Employee Personnel and Payroll Files including Application, Payroll Forms, Contract,
I-9 Forms, Non-Contractual Releases, Tenure, Promotions, Sabbatical, Performance Appraisals,
Benefit Enrollments
|
Human Resources
|
to Age 75 or 4 Years from Date Last Employed, Whichever is Later
|
|
Financial Disclosure Forms (Tax Forms/Domestic Relations, etc.)
|
Human Resources
|
Current Attachment and Prior for 5 Years
|
|
Grievances
|
Human Resources
|
5 Years
|
|
Leave Reporting Documents (paper)
|
Human Resources
|
4 Years
|
|
Records of Additional/Supplemental Pay to Employees
|
Human Resources
|
10 Years After Issue Year
|
|
Annual Conflict of Interest Disclosure Statement
|
Human Resources
|
3 Years
|
|
Staff Search Records
|
Human Resources
|
3 Years from Appointment
|
|
Union Agreements
|
Human Resources
|
Permanent
|
|
Workers' Compensation Records
|
Human Resources
|
Permanent
|
|
Union Cards
|
Human Resources
|
Current Form and Prior for 5 Years
|
|
Leave Pay-Out Records
|
Human Resources
|
10 Years After Issue Year
|
|
Volunteer Appointments
|
Human Resources
|
3 Years
|
|
Overtime Time Cards
|
Human Resources
|
10 Years After Issue Year
|
|
Injury Report
|
Human Resources
|
3 Years
|
|
Unemployment Forms
|
Human Resources
|
10 Years After Issue Year
|
|
Visa's
|
Human Resources
|
10 Years After Issue Year
|
|
Employment Verification
|
Human Resources
|
Current Year and 3 Years Prior
|
|
Statement of Citizenship
|
Human Resources
|
Current Status and 4 Years After Status Expires
|
|
Type of Record (Student)
|
Human Resources
|
Duration (Years)
|
|
Bi-weekly Time Sheets
|
Human Resources
|
4 Years After Issue Year
|
|
Financial Aid Spreadsheet Pay Type
|
Human Resources
|
4 Years After Issue Year
|
|
Graduate Assistant Spreadsheet
|
Human Resources
|
4 Years After Issue Year
|
|
Higher Rate Requests
|
Human Resources
|
4 Years After Issue Year
|
|
I-9 Form/W-4/Direct Deposit/LST
|
Human Resources
|
4 Years After Termination
|
|
Social Security Number Changes
|
Human Resources
|
4 Years After Issue Year
|
|
Statement of Citizenship
|
Human Resources
|
4 Years After Termination
|
|
Stipends
|
Human Resources
|
4 Years After Issue Year
|
|
Summer Spreadsheet
|
Human Resources
|
4 Years After Issue Year
|
Procurement & Contracting
| Types of Records | Official Repository | Duration (Years) |
|---|---|---|
|
Purchase Orders, Contracts, Licenses and Agreements such as Letters and Memorandums
of Understanding
|
Procurement and Contracting Department
|
4 Years From the Expiration Date of the Contract
|
|
Successful Bidder Request for Proposal Information
|
Procurement and Contracting Department
|
4 Years From the Expiration Date of the Contract (Kept with Contract
|
|
Unsuccessful Bidder Request for Proposal Information
|
Procurement and Contracting Department
|
6 Months
|
|
Correspondence Including E-Mails Related to Bid Process Up Through Award
|
Procurement and Contracting Department
|
1 Year After Award of Contract
|
|
RFQ/RFP Information
|
Procurement and Contracting Department
|
4 Years with Successful PO Contract
|
|
Procurements made Under Sections 514 (Small procurements), 515 (sole source procurement)
and 516 (emergency procurements)
|
Procurement and Contracting Department
|
3 Years Past the Date of Final Payment to Include the Contractor's Name, the Amount
and Type of Contract and a Listing of the Supplies/Services Procured.
|
|
Certificates of Insurance
|
Procurement and Contracting Department
|
1 Year After Contract Expiration
|
Academic Affairs Division
(Office of the Provost; College of Arts and Sciences, College of Business and Management (COBM) College of Education (COE), College of Health Sciences, Kemp Library and Collections, Instructional Resources, Office of Institutional Effectiveness, Planning, and Assessment (IEPA)
| Types of Records | Official Repository | Duration (Years) |
|---|---|---|
|
E-Mail Record
|
IEPA
|
Varying Number of Years
|
|
E-Mail Non-Record
|
IEPA
|
Dispose of Immediately
|
|
E-Mail Transitory Record
|
IEPA
|
When No Longer Needed
|
|
Affiliation Agreements
|
OAIE
|
End of Agreement Term Plus 2 Years
|
|
University Assessment Committee Minutes
|
IEPA
|
Permanent
|
|
Program-Level Student Learning Outcomes, Assessment Plans, Assessment Reports
|
IEPA
|
Permanent
|
|
Disciplinary Accreditation Self Studies, Reports, Notices
|
IEPA
|
Varying 2 Cycles to Permanent
|
|
Academic Program Five Year Reviews
|
IEPA
|
10 Years (2 Cycles)
|
|
Official Middle States Reports
|
IEPA
|
Permanent
|
|
University Strategic Plan
|
IEPA
|
Permanent
|
|
Snyder Report
|
IEPA
|
5 Years
|
|
Common Cost Accounting Report
|
IEPA
|
5 Years
|
|
IPEDS Submissions
|
IEPA
|
10 Years
|
|
State System Annual Data Collection Plan (ADCP) Submissions
|
IEPA
|
10 Years
|
|
ADCP Preparation Files (with or without SSN)
|
IEPA
|
10 Years
|
|
ADCP Submissions Working Files for Reporting
|
IEPA
|
10 Years
|
|
All College Guidebook Surveys
|
IEPA
|
1 Year
|
|
Registration Reports
|
IEPA
|
6 Years
|
|
Course Enrollment Summary Reports
|
IEPA
|
10 Years
|
|
Student Course Evaluations: Processed Scantrons
|
IEPA
|
1 Year
|
|
Internal Reports - Standard
|
IEPA
|
10 Years
|
|
Internal Reports - Ad Hoc
|
IEPA
|
Varying Number of Years
|
|
Common Dataset
|
IEPA
|
10 Years
|
|
ESU Fact Book (Print and Electronic)
|
IEPA
|
10 Years
|
|
Athletics Retention and Student Success NCAA Reports
|
IEPA
|
1 Year
|
|
APSCUF Faculty Lists
|
IEPA
|
10 Years
|
|
Seniority Reports
|
IEPA
|
10 Years
|
|
State System Accountability Reports to ESU
|
IEPA
|
7 Years
|
|
ESU Accountability Reports to the State System (Narrative Assessment Statements)
|
IEPA
|
7 Years
|
|
Overload Authorizations
|
IEPA
|
Varying Number of Years
|
|
Student Retention Datasets
|
IEPA
|
Permanent
|
|
Student Retention Studies and Reports
|
IEPA
|
10 Years
|
|
Alternative Workload Assignment Authorizations
|
IEPA
|
5 Years
|
|
Correspondence and General Administration (Paper, Electronic, Digital, etc.)
|
Academic Affairs
|
Maintained Until No Longer Needed. Longer if Records Remain Active or it is Determined
They Have Permanent or Historic Value
|
|
E-Mail Records
|
Academic Affairs
|
Maintained Until No Longer Needed
|
|
Meeting Minutes and Supporting Documents
|
Academic Affairs
|
5 Years, Longer if Records Remain Active or It Is Determined They Have Permanent or
Historic Value
|
|
Accreditation Reports and Documents
|
Academic Affairs
|
Permanent
|
|
Implemented Curriculum and Program Programs
|
Academic Affairs
|
Permanent
|
|
Approved Academic Policies
|
Academic Affairs
|
Permanent or Until Superseded
|
|
Performance Evaluations (Tenure Track Faculty)
|
Academic Affairs
|
Maintained in Personnel File. (All Evaluations while Tenure Track. Once Granted Tenure
Follow Record Retention Procedures for Post Tenure Faculty.)
|
|
Performance Evaluations (Post Tenure Faculty)
|
Academic Affairs
|
Maintained in Personnel File (3 Most Recent Evaluations)
|
|
Employee Personnel Files (Permanent FT and PT Employees, Including Copies of Application,
Resume or Vita, Appointment Letters, Contract, Tenure/Promotions Letters, Sabbatical
Leave Letters and Other Similar Documents)
|
Academic Affairs
|
5 Years After Date of Last Employment
|
|
Employee Personnel Files (Temporary FT and PT Employees, Including Copies of Application,
Resume or Vita, Appointment Letters, Contract, Tenure/Promotions Letters, Sabbatical
Leave Letters and Other Similar Documents)
|
Academic Affairs
|
5 Years After Date of Last Employment
|
|
Student Course Evaluations (Permanent FT and PT Employees)
|
Academic Affairs
|
7 Years. Records Destroyed 2 Years After Date of Last Employment
|
|
Student Course Evaluations (Temporary FT and PT Employees)
|
Academic Affairs
|
2 Years After Date of Last Employment
|
Instructional Resources/Continuing Education/Summer School
| Types of Records | Official Repository | Duration (Years) |
|---|---|---|
|
Summer Contract Approval Forms
|
Instructional Resources and Continuing Education
|
5 Years
|
|
Summer Contracts
|
Instructional Resources and Continuing Education
|
7 Years
|
College of Business & Management
| Types of Records | Official Repository | Duration (Years) |
|---|---|---|
|
Faculty Personnel Files
|
Dean's Office, COBM
|
Permanent
|
|
Student Internship Files
|
Dean's Office, COBM
|
7 Years
|
|
Travel Reimbursement
|
Dean's Office, COBM
|
5 Years
|
College of Education
| Types of Records | Official Repository | Duration (Years) |
|---|---|---|
|
Praxis Scores
|
TK 20 Office
|
10 Years
|
|
Accreditation Reports
|
Dean's Office, COE
|
7 Years
|
|
College of Education Council Minutes
|
Dean's Office, COE
|
Permanent
|
|
Teacher Education Council Minutes
|
Permanent
|
|
|
Cooperating Teacher Payment Cards
|
Field Experience and Partnership Office
|
2 Years
|
|
Student Teacher Experiences Information
|
Field Experience and Partnership Office
|
7 Years
|
Kemp Library and Collection
| Types of Records | Official Repository | Duration (Years) |
|---|---|---|
|
Deed of Gift Forms
|
ESU Foundation
|
In Perpetuity
|
|
IRS Form 8283 (Non-cash Charitable Contributions
|
ESU Foundation
|
In Perpetuity (or For As Long As Institution Owns Donated Items)
|
|
Summer Contract Approval Forms
|
Instructional Resources and Continuing Education
|
5 Years
|
|
Summer Contracts
|
Instructional Resources and Continuing Education
|
7 Years
|
Economic Development & Entrepreneurship
| Types of Records | Official Repository | Duration (Years) |
|---|---|---|
|
Business Accelerator Certificates of Insurance
|
Business Accelerator
|
3 Years From Last Day of Participation in Program
|
|
Business Accelerator Company Files
|
Business Accelerator
|
3 Years After Termination of Business Accelerator Participation
|
|
Business Accelerator Incidents Reports
|
Business Accelerator
|
3 Years
|
|
Business Accelerator Grant Funding
|
Business Accelerator
|
Federal: 7 Years From Date of Last Activity Unless Otherwise Specified State: 5 Years
From Date of Last Activity Unless Otherwise Specified Private: 3 Years From Date of
Last Activity Unless Otherwise Specified
|
|
Business Accelerator Lease Agreements
|
Business Accelerator
|
3 Years From Last Day of Lease
|
|
ELC Student Affiliation Agreement for Business Plan Competition
|
Entrepreneurial Leadership Center
|
3 Years
|
|
ELC Intellectual Property Agreements for Business Plan Competition
|
Entrepreneurial Leadership Center
|
3 Years
|
|
Grant and Contract Applications, Proposals, and Supporting Documentation
|
Office of Sponsored Projects and Research
|
3 Years From Last Date of Activity (Federal Grants and Contracts)
|
|
Grant and Contract Award Documents
|
Office of Sponsored Projects and Research
|
Federal: 7 Years From Date of Last Activity Unless Otherwise Specified State: 5 Years
From Date of Last Activity Unless Otherwise Specified Private: 3 Years From Date of
Last Activity Unless Otherwise Specified
|
|
Customized Job Training
|
Office of Workforce Development
|
5 Years From the Last Activity or Final Audit
|
|
WEDnetPA
|
Office of Workforce Development
|
Current Fiscal Year Plus 3 Years From Last Date of Activity
|
|
Memorandum of Agreement
|
Economic Development & Entrepreneurship
|
3 Years
|
|
Memorandum of Understanding
|
Economic Development & Entrepreneurship
|
3 Years
|
College of Health Sciences
| Types of Records | Official Repository | Duration (Years) |
|---|---|---|
|
Student Records, Accepted
|
Monroe Hall, Various
|
10 Years from graduation or date of last attendance. Longer if Records Remain Active
or It Is Determined They Have Permanent or Historic Value
|
|
Client Files
|
Monroe Hall, Various
|
Obey State Law Based On Age of Client and How Long Ago They Were Seen; Shred When
Possible, Transferring Rest to Electronic Data
|
Office of the President
| Types of Records | Official Repository | Duration (Years) |
|---|---|---|
|
State System Reports
|
Office of the President
|
Permanent
|
|
Council of Trustees Minutes
|
Office of the President
|
Permanent
|
|
Official University Actions
|
Office of the President
|
Permanent
|
|
University Policies
|
Office of the President
|
Permanent or Until Superseded or Repealed
|
|
Faculty Contractual Correspondence
|
Office of the President
|
Guidelines Followed by Human Resources. To Age 75 or 4 Years From Date Last Employed,
Whichever Is Later.
|
Multicultural Affairs
| Types of Records | Official Repository | Duration (Years) |
|---|---|---|
|
Scholarship Applications for the Gertrude Mary Smith Boddie Scholarship
|
Multicultural Affairs
|
7 Years
|
Office of Campus Life and Inclusive Excellence
| Types of Records | Official Repository | Duration (Years) |
|---|---|---|
|
Student Medical Record
|
Health & Wellness Office
|
7 Years From Graduation or Last Year of Attendance
|
|
Student Daily Log
|
Health & Wellness Office
|
7 Years
|
|
Requests and Disclosures of Personally Identifiable Information
|
Office of Accessible Services Individualized for Students
|
7 Years After Graduation or Date of Last Attendance.
|
|
Placement Folder (Credentials File)
|
Career Development
|
15 Years
|
|
Housing Agreement
|
Residential & Dining Services Office
|
3 Years
|
|
Housing Roster
|
Residential & Dining Services Office
|
7 Years
|
|
Damage Billing
|
Residential & Dining Services Office
|
3 Years
|
|
Room Condition Report
|
Residential & Dining Services Office
|
3 Years
|
|
Student Conduct Record
|
Student Conduct & Investigation Office
|
7 years after graduation or date of last attendance.
|
|
Athletic Training Services Student Record
|
Office of Athletic Training Services
|
10 Years
|
|
NCAA Mandated Form
|
Office of Director of Athletics
|
7 Years
|
Faculty Search
| Types of Records | Official Repository | Duration (Years) |
|---|---|---|
|
Tenure Track Faculty Hiring
|
Faculty Search
|
5 Years
|
|
Temporary Faculty Hiring
|
Faculty Search
|
5 Years
|
|
Staff & Management Hiring
|
Human Resources
|
5 Years
|
Employee Relations & Workforce Diversity
| Types of Records | Official Repository | Duration (Years) |
|---|---|---|
|
Complaints
|
Employee Relations & Workforce Diversity
|
8 Years
|
