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minimize the cost of record retention, and ensure that outdated and unneeded records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Destroys outdated and useless records; and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.
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
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)
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.
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.
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
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)
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.