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state and federal requirements, optimize the use of space, minimize the cost of record retention, and ensure that outdated and unneeded records are properly destroyed.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:

  1. Meets applicable state and federal requirements;
  2. Optimizes the use of space;
  3. Minimizes the cost of records retention;
  4. Destroys outdated and useless records; and
  5. 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 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

Other Relevant Information:

Records Retention and Disposition Procedures

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:

  1. Meets applicable state and federal requirements;
  2. Optimizes the use of space;
  3. Minimizes the cost of records retention;
  4. Destroys outdated and useless records; and
  5. 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 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

Other Relevant Information:

Records Retention and Disposition Procedures

Contact Us

The Office of the President should be contacted with questions concerning this website or the policies listed on it.

Contact Information

Campus Address
Reibman Administration Building
Phone:
(570) 422-3545
Fax:
(570) 422-3478 (Fax)
Title of Department Leader
Policy Development Specialist
Name
Michelle Keiper