Records Retention Schedules
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STATE UNIVERSITIES AND COLLEGES Consolidated General Records Disposition Schedule
- General Records Disposition ScheduleOklahoma State University's Consolidated General Records Disposition Schedule (2019)
Student Personnel
12-1 Student Organization File
Description:
Records concerning student organizations at university. File may include constitution, bylaws, minutes of meetings, and other records of any student organization.
Disposition:
Retain constitution, bylaws, and minutes in office three (3) years, then transfer to the Institutional Archives, with authority to weed, for permanent preservation. Destroy fiscal records one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending. If legal action is pending, destroy two (2) years after the exhaustion of all legal remedies. Review remaining records on an annual basis. Destroy duplicate and ancillary records as well as substantive records no longer required for administrative purposes.
12-2 Student Financial Assistance File
Description:
Record concerns financial aid awarded to university students. Each file may include applications for financial aid, correspondence, statements of need, approvals/disapprovals, as well as reports, funding information, guidelines and descriptions of programs, and related materials.
Disposition:
Retain in office and destroy individual student files five (5) years after repayment, cancellation, or other release from repayment of financial aid provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending. If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.
Amended July 11, 1990
12-3 Intramural Sports File
Description:
Records concerning intramural sports at the institution.
Disposition:
Retain in office two (2) years, then destroy.
12-4 Student Legal Services Administrative File
Description:
Records concerning the administration of student legal services. File may include reports, correspondence, financial data, budgets, and related records.
Disposition:
Retain in office five (5) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending. If legal action is pending, destroy two (2) years after the exhaustion of all legal remedies provided records meet all stipulated retention requirements.
Language Correction April 15, 1987
12-5 Student Legal Services Case File Confidential Record 12 O.S., §2502
Description:
Records concerning each student legal services case. Each file may include reports, transcripts, opinions, and related records.
Disposition:
Retain in office until two (2) years after exhaustion of all legal remedies, then destroy.
12-6 Disciplinary Records File
Description:
Records concerning disciplinary actions brought against students for violations of university rules and regulations.
Disposition:
Retain in office until two (2) years after exhaustion of all legal remedies, then destroy.
12-7 Student Counseling File File is subject to 20 USC §1232g, 1982
Description:
Records regarding students counseled by university counseling service. Counseling may relate to academics or minor problems.
Disposition:
Retain in office and destroy two (2) years after termination of counseling.
12-8 Honor Code Violations File
Description:
Records concerning reported violations of university honor code. File may include investigations of those violations and records of trials before student court.
Disposition:
If case is tried and accused is not convicted, destroy records two (2) years after acquittal. If case is tried and accused is convicted, transfer information to Student Records (Series 13-2). Retain remaining convicted case records ten (10) years, then destroy. Destroy records not concerning cases or cases that did not go to trial when five (5) years old.
12-9 Student Surveys File
Description:
Completed student surveys. File may include reports summarizing results and conclusions of surveys.
Disposition:
Retain in office one (1) year, then destroy surveys and work papers and transfer results and conclusions to the Institutional Archives for permanent preservation.
12-10 Student Accident Reports File
Description:
Reports of accidents involving students. File may include affidavits, photographs, and related records.
Disposition:
Retain in office ten (10) years then destroy if no legal actions are pending. If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements. Language Correction April 15, 1987
12-11 Dormitory Work Orders File
Description:
Work orders for repair or maintenance of student dormitories.
Disposition:
Retain in office five (5) years after completion of project, then destroy provided no legal actions are pending. If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.
Amended April 13, 1988
12-12 Student Housing Applications File
Description:
Completed applications for student housing.
Disposition:
Retain in office two (2) years, then destroy provided no legal actions are pending. If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.
Amended April 13, 1988
12-13 Student Housing Contracts File
Description:
Completed contracts between Student Affairs and students utilizing student housing.
Disposition:
Retain in office until two (2) years after end of contract, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided and no legal action is pending. If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.
Language Correction April 15, 1987
12-14 Residence Hall Housing File
Description:
Records concerning student residence hall housing. File may include rules and regulations concerning student housing, convenience copies of incident reports(record copy see Series 11-11), copies of completed applications for student housing (Series 12-12), copies of completed contracts between Student Affairs and students utilizing student housing (Series 12-13), copies of residence hall damages records (Series 12-15), move-in check lists, check-in cards, status changes, correspondence, refrigerator rental agreements, roommate selection surveys, deposit receipts, copies of student contracts from financial aid (Series 12-2), copies of time cards, time sheets (Series 9-46).
Disposition:
Retain in office until two (2) years after end of housing contracts or housing applications, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided and no legal action is pending. If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements. Amended January 22, 2009
12-15 Residence Hall Damages File
Description:
Records concerning damage to student residence halls and damage assessments to individual students.
Disposition:
Transfer information concerning individual damage assessments to Fiscal Office. Retain copies of assessments and remaining records two (2) years after end of contract, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending. If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.
Language Correction April 15, 1987
12-16 Off Campus Housing File
Description:
Records concerning off campus housing available to students.
Disposition:
Retain in office until no longer required for administrative purposes, then destroy.
12-17 Student Handbooks
Description:
Handbook concerning policies and procedures of the institution as they pertain to students, academic calendar, map of institution, etc.
Disposition:
Retain in office until superseded, then transfer one (1) copy to the Institutional Archives for permanent preservation. Added April 13, 1988
12-18 Academic Scholarships
Description:
Record concerns scholarships awarded to university students. Each file may include applications for scholarship, correspondence, approvals/disapprovals, as well as reports, funding information, guidelines and descriptions of programs, and related materials.
Disposition:
If scholarship is approved, transfer to Academic Scholarships (Granted), Series 12-19. Retain disapproved applications in office two (2) years, then destroy provided no legal actions are pending. If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.
Added April 13, 1988
12-19 Academic Scholarships (Granted)
Description:
Record concerns approved scholarships awarded to university students. Each file may include applications for scholarship, correspondence, approvals/disapprovals, as well as reports, funding information, guidelines and descriptions of programs, and related materials.
Disposition:
Retain in office five (5) years after termination of enrollment, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending. If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.
Added April 13, 1988
12-20 Yearbooks
Description:
Copy of the college yearbook.
Disposition:
Transfer one (1) copy to the Institutional Archives for permanent preservation.
Added January 18, 1989
12-21 Campus Newspaper
Description:
Copy of the college newspaper.
Disposition:
Retain in office permanently or transfer to the Institutional Archives for permanent preservation.
Amended April 12, 2000
12-22 Placement Office File Confidential Record 51 O.S., §24A.16
Description:
File contains registration form; personal data form, consisting of institutions attended, degrees, summary of courses taken, number of hours, and names of courses; and confidential reference from faculty members.
Disposition:
Retain in office five (5) years, then destroy.
Added January 17, 1990
12-23 Student Mastercard Confidential Record 51 O.S., §24A.16
Description:
File consists of card listing student name, address, telephone number, social security number, amount of parents' earned income, and type and amount of financial aid awarded, if any.
Disposition:
Retain in office until five (5) years after termination of enrollment, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending. If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements. Added April 11, 1990
12-24 Dormitory Rosters
Description:
Roster of all students living in a dormitory.
Disposition:
Retain in office until no longer required for administrative purposes, then destroy.
Added January 16, 1991
12-25 Student Contracts [Work Study and Institutional part-time positions]
Description:
Contracts listing one-page sheets listing names, social security numbers, number of hours per week to be worked, salary per hour, total term salary amounts, student's job titles, immediate supervisor's signature, account sponsor's signature, date, and account numbers.
Disposition:
Retain in office and destroy five (5) years after submission of award year Fiscal-Operations Report to the U.S. Department of Education provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending. If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements. Added July 14, 1993
12-26 Requests for Hiring Student Workers
Description:
Requests from departments and offices for student workers. Data includes job title, work hours, and the name and social security number of the student.
Disposition:
Retain in office and destroy five (5) years after submission of award year Fiscal-Operations Report to the U.S. Department of Education provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending. If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.
Added July 14, 1993
12-27 Financial Aid Procedures Manual
Description:
Office copy of university procedures to be followed in awarding and administering student financial aid.
Disposition:
Retain in office and destroy five (5) years after superseded provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.
Added July 14, 1993
12-28 Student Program Files
Description:
File includes records concerning the administration of student operated programs. Files contain programs, description proposals, reports, correspondences and tickets.
Disposition:
Retain in office two (2) years, then destroy.
Added October 26, 2006
Student Records
13-1 Student Admission Applications File
Description:
File contains applications for admission to the institution. Files may also contain correspondence, references, admission test scores, transcripts of previous academic credit, and related records.
Disposition:
If student has been accepted and enrolls, transfer to individual Student Records File (Series 13-2). Retain files on students who were rejected and those who were accepted but failed to enroll for one (1) year, then destroy provided no charges of discrimination have been filed. If charges have been filed destroy two (2) years after exhaustion of all legal remedies.
13-2 Student Records File
Description:
File for each enrolled student may include admissions records, personal information, and related records.
Disposition:
Retain in office two (2) years after student terminates enrollment or graduates, then destroy provided no charges of discrimination have been filed. If charges have been filed destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements. Language Correction April 15, 1987
13-3 Academic Transcript File (Essential Record 67 O.S. §203 (e))
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Description: |
File contains academic transcript for all courses and degrees earned by students. File may also contain information relative to honors and awards. |
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A. |
Disposition: |
For institutions that maintain their record copies only in hard copy format, after each semester or quarter's grades have been posted and verified, microfilm for security purposes in accordance with all standards for permanent microfilm established by the Archives and Records Commission; deposit the master negative with the Oklahoma Department of Libraries or in an offsite storage facility that meets Archives and Records Commission standards for the storage of permanent microfilm; and retain at least one (1) user copy in the institution. After filming, hard copy documents may be destroyed after approval of an ARC Form 5, "Notice of Intent to Destroy Records That Have Been Microfilmed." |
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B. |
Disposition: |
For institutions that maintain their record copies only in machine-readable format, after each semester or quarter's grades have been posted and verified, either (1) transfer at least one (1) set of backup tapes or disks to an offsite storage facility that meets appropriate environmental and security conditions for the storage of machine-readable records; inspect tapes and disks annually, and if inspection indicates the need to do so, replace the backup copy; and regardless of condition after inspection, replace all backup tapes or disks when they become five (5) years old. |
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C. |
Disposition: |
For print out in Computer Output Microfiche (COM) format or in hard copy format. Transfer Computer Output Microfiche (COM) to the Oklahoma Department of Libraries. For hard copy printouts, either (1) microfilm for security purposes in accordance with all standards for permanent microfilm established by the Archives and Records Commission; deposit the master negative of the microfilm with the Oklahoma Department of Libraries; and retain at least one (1) user copy in the institution; or (2) transfer the printout to the State Archives or to an offsite storage facility for permanent preservation. Printouts that have been microfilmed may be destroyed after approval of an ARC Form 5, "Notice of Intent to Destroy Records That Have Been Microfilmed." Amended April 22, 2004 |
13-4 Recruitment File
Description:
Records concerning the recruitment of students. File may include procedures and guidelines for recruiting, correspondence, completed forms, reports, and related material.
Disposition:
Retain in office two (2) years, then destroy provided no complaints have been filed. If complaints have been filed, destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.
Language Correction April 15, 1987
13-5 Student Data File
Description:
Records providing statistical data concerning students.
Disposition:
Retain in office permanently.
Amended April 12, 2000
13-6 Admission Test Scores File
Description:
Information may include test descriptions, interpretations of scores, and related reference materials.
Disposition:
If student has been accepted and enrolls, transfer to individual Student Records File (Series 13-2). Retain files on students who were rejected and those who were accepted but failed to enroll one (1) year, then destroy provided no charges of discrimination have been filed. If charges have been filed destroy two (2) years after exhaustion of all legal remedies.
Amended April 13, 1988
13-7 Transfer Equivalent File
Description:
Records concerning transfer equivalents accepted by the institution. File may include reference materials concerning various colleges and universities and their academic equivalents.
Disposition:
Retain in office permanently.
13-8 Student Withdrawal File
Description:
Records concerning students withdrawing from the institution. File includes notifications and all related data.
Disposition:
Retain in office, transfer pertinent data to Academic Transcript File (Series 13-3). Destroy remaining material when two (2) years old.
13-9 Veteran's Benefits File 38 CFR §21.4209
Description:
Records regarding students who receive veteran's benefits. File contains applications, approvals/disapprovals, dates of enrollment and attendance, enrollment certification, amounts awarded, amounts received, notice of change in student status and related records.
Disposition:
Retain in office and destroy records pertaining to individual veterans five (5) years after termination of enrollment, provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending. If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements and no written request to retain the records longer has been received from the General Accounting Office or the United States Department of Veterans Affairs.
Amended April 13, 1994
13-10 Student Records Changes File
Description:
Data regarding changes in student records.
Disposition:
Transfer information to individual Student Records (Series 13-2 and 13-5). Destroy two (2) years after transferring provided no legal actions are pending. If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.
Amended October 13, 1993
13-11 Add/Drop Forms
Description:
Forms used to add or drop courses.
Disposition:
Transfer information to Academic Transcript File (Series 13-3). Retain forms one (1) year, then destroy.
13-12 Pass/Fail Form File
Description:
Pass/Fail forms used to request a course be taken pass/fail instead of for a grade.
Disposition:
Transfer information to Academic Transcript File (Series 13-3). Retain forms one (1) year, then destroy.
13-13 Graduation File
Description:
Applications filed by students to graduate and listings of eligible students.
Disposition:
Retain in office until verified, then transfer information to individual Student Records (Series 13-2). Retain forms one (1) year, then destroy. Amended April 13, 1988
13-14 Credit by Examination File File is subject to 51 O.S., §24A.16
Description:
CLEP tests administered by the institution and advanced placement tests administered by the institution or by high schools.
Disposition:
Transfer results to Academic Transcript File (Series 13-3). Destroy records five (5) years after transferring results to Academic Transcript File provided no complaints have been filed. If a complaint has been filed destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.
Amended July 15, 1992
13-15 Probation File
Description:
Records concerning academic and disciplinary probationary measures imposed upon students.
Disposition:
Retain until probation is terminated, then transfer to individual Student Record (Series 13-2).
13-16 Diplomas File
Description:
File containing records concerning the ordering of diplomas for graduation.
Disposition:
Retain in office until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy. If legal action is pending destroy two (2) years after exhaustion of all legal remedies.
13-17 Transcripts Requests File
Description:
Requests for grade transcripts.
Disposition:
Retain in office one (1) year, then destroy.
13-18 Student Awards and Honors File
Description:
Records concerned with bestowing graduation honors, honor rolls, and awards or other honors.
Disposition:
Transfer one (1) copy to individual Student Records File (Series 13-2). Retain one (1) copy in office two (2) years, then transfer to Institutional
Archives for permanent preservation.
13-19 Placement Tests File
Description:
Completed tests administered to determine each student's aptitude.
Disposition:
If student has been accepted and enrolls, transfer to individual Student Records File (Series 13-2). Retain files on students who were rejected and those who were accepted but failed to enroll one (1) year, then destroy provided no charges of discrimination have been filed. If charges have been filed destroy two (2) years after exhaustion of all legal remedies.
13-20 Placement Test Scores Listings File
Description:
Listings of student placement test scores.
Disposition:
If student has been accepted and enrolls, transfer to individual Student Records File (Series 13-2). Retain files on students who were rejected and those who were accepted but failed to enroll one (1) year, then destroy provided no charges of discrimination have been filed. If charges have been filed destroy two (2) years after exhaustion of all legal remedies.
13-21 Individual Placement Test Scores File
Description:
Placement test scores for each student taking test.
Disposition:
If student has been accepted and enrolls, transfer to individual Student Records File (Series 13-2). Retain files on students who were rejected and those who were accepted but failed to enroll one (1) year, then destroy provided no charges of discrimination have been filed. If charges have been filed destroy two (2) years after exhaustion of all legal remedies.
13-22 Completed Tests, Examinations, and Papers File
Description:
Completed student tests, examinations, and papers.
Disposition:
Retain in office until returned to students. Retain unreturned material in office until expiration of academic appeals period, then destroy.
Amended July 13, 1994
13-23 Comprehensive Examination File
Description:
Completed student comprehensive or general examinations for Masters or Doctoral degrees.
Disposition:
Retain in office four (4) years, then destroy provided no grievances have been filed. If grievances have been filed destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.
Amended April 13, 1988
13-24 Comprehensive Examination Results File
Description:
Listings of student comprehensive or general examination scores.
Disposition:
Transfer one (1) copy to individual Student Records File (Series 13-2) and retain one (1) copy in office two (2) years, then destroy.
13-25 Admission to Program File
Description:
File contains information relevant to the requirements for admissions to a program (such as Nursing) where the program may have requirements separate and beyond those of the University.
Disposition:
Retain in office until two (2) years after superseded, then transfer to the Institutional Archives for permanent preservation.
13-26 Applications for Admissions to Program File
Description:
File contains applications for admissions to program.
Disposition:
Transfer successful applications to individual Student Records File (Series 13-2). Retain unsuccessful applications one (1) year, then destroy provided no legal actions are pending. If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.
Language Correction April 15, 1987
13-27 Degree Plans-Degree Checks File
Description:
Working file used to double check student's progress towards a degree.
Disposition:
Retain in office until no longer required for administrative purposes, then destroy.
13-28 Student Teaching Certification File
Description:
Records concerning student certifications for teaching. File may include correspondence, applications, transcripts, check sheets, grade sheets, drop-add forms, class schedules, and related documents.
Disposition:
Transfer one (1) copy to individual Student Records File (Series 13-2). Retain one (1) copy until two (2) years after termination of enrollment, then destroy.
13-29 Internships/Assistantships File
Description:
Records concerning student internships and assistantships within Department. File may include applications, approvals and disapprovals, records of credit earned, accounting information, class rolls, and related documents.
Disposition:
Retain in office, transfer accounting records to Fiscal Office, transfer records of credit earned to Academic Transcript File (Series 13-3) at end of term. Keep remaining records until two (2) years after termination of enrollment, then destroy.
13-30 Instructor Class Rolls/Grade Sheet
Description:
File contains class rolls and grade sheets for each course.
Disposition:
Retain in office five (5) years, then destroy provided no complaints have been filed. If a complaint has been filed destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements. Language Correction April 15, 1987
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13-31 |
Course Roster |
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Description: |
Student enrollment for each course in department. |
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Disposition: |
Retain in office two (2) years, then destroy. |
13-32 Practicum and Internship Agreements
Description:
Agreements between department, student, and outside entity providing student with practicum or internship experience. The file also includes applications, for student teaching, classroom evaluations, progress reports, recommendations from supervising teachers, and other evaluations.
Disposition:
Retain in office and place in individual Student Records File (Series 13-2).
Amended October 11, 1989
13-33 Instructor Evaluations
Description:
Teacher evaluations completed at the end of a course evaluating an instructor's performance.
Disposition:
Retain in office until no longer required for administrative purposes, then destroy.
13-34 Grievances
Description:
Grievances filed by professors and instructors against students for academic misconduct. File may include correspondence, transcripts of hearings, and decisions.
Disposition:
Retain in office five (5) years after termination of enrollment, then destroy provided no legal actions are pending. If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements. Language Correction April 15, 1987
13-35 Instructor Grade Books
Description:
Files consist of instructor grade books for each course.
Disposition:
Retain in office five (5) years, then destroy provided no complaints have been filed. If a complaint has been filed destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.
Amended April 12, 2000
13-36 Correspondence
Description:
Incoming and copies of outgoing correspondence.
Disposition:
File correspondence concerning students in applicable Student Records File, (Series 13-2). Retain other correspondence in office and review on an annual basis. Destroy duplicate and ancillary materials as well as substantive materials two (2) or more years old no longer required for administrative purposes.
Added January 16, 1991
13-37 Open Lab Attendance Form
Description:
Student's open lab sign in forms.
Disposition:
Retain in office until expiration of academic appeals period, then destroy.
Added October 15, 1997
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