Index
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Cleveland State University Records Retention Schedule Index Page 1 Record Page # Official Keeper AAUP Faculty Data 104 Academic Affairs Academic Action Notifications (Student Judicial Affairs Disciplinary Files) 25 Academic Grievance Records 73 Judicial Affairs Academic Personnel Inventory 64 Academic Affairs Academic Records (Student Records) 83 Registrar Accelerated/Executive Masters Business AMBA/EMBA Programs Administration Records 29 Acceptance Letters (Applicants who do Admissions Matriculate) 20 Acceptance Letters ( Applicants who do not Admissions Matriculate) 20 Access To See Letters of Recommendation Waiver Admissions – applicants who do not matriculate 33 Accident/Injury Reports 69 All Departments Account Adjustments 58 Controllers Accounting Billing Letters 53 Financial Aid Accounts Payable Invoices 48 Accounts Payable 22 Conference Services Accounts Payable Ledgers 49 Accounts Payable Vouchers 49 Accounts Receivable 48 Accounts Receivable – Rentals 49 Conference Services Accounting Records 60 All Areas Accreditation Files 103 Senior VP/College Dean Activity/Service Reports – Faculty (FAAR’s) 82 Academic Departments Administration – Project Records 104 Capital Planning-Architects Administrative Records of Employment Law Law Clinic Clinic 105 Administrative Records – Police Department 28 Police Department Administrative State Civil Service, Personnel, Human Resources Accounting for Classified Employees – Reports 19 Administrative Records – Planning/Forecasting 28 Police Department 01/2016 INDEX 01/2016 Record Admission Documents – do not enroll Advanced Placement Records (Applicants who do Matriculate Advanced Placement Records (Applicants who do not Matriculate Advertising Advising Records, Tutoring Records Advising Records – Non Permanent & Permanent (Disabled Students) Affirmative Action Complaint Records Affirmative Action EE-06 Report Affirmative Action Plan Records Affirmative Action Position Applicant Records Agreements (See Contracts Alien Certification Records – Employment (Immigration) Alumni Data Analysis EEO/Affirmative Action Analysis Report Records Annual Interim Fiscal Operations Report – NonU.S. Department of Education Funding Annuity Records Appeals (See Parking Fine Adjustments) Applicant Card Files (Classified Staff) Applicant Flow Data Record Application Development Project Records Application Files (Classified Staff) Applicant Files – Non Hires Annual Interim Fiscal Operations Report Applications for Admission or readmission – applicants who do not matriculate, do not enroll, file incomplete or denied Applications for Admission or Readmission (Applicants who do Matriculate) Applications – Awaiting Decisions Page 2 Page # Official Keeper 29 Honors College Admissions 17 Admissions 21 66 Marketing 33 Advising/Tutoring 48 81 81 82 81 69 92 Advising Institutional Equity Institutional Equity Institutional Equity Institutional Equity General Counsel General Counsel 11 82 Alumni Affairs/Alumni Association Institutional Equity Financial Aid 76 49 57 38 82 40 38 73 34 Payroll Parking Human Resources Institutional Equity IS&T Human Resources Controller Admissions 17 17 31 Admissions International Services INDEX 01/2016 Record Appointment Sheets Arrest Reports Asbestos Abatement Athletic Grants Athletic Medical Records Audit Authorizations Audit Report – External Audit Report – Internal Audit & Project Work Papers Audit Trail Files (Information Systems) Automated Program Listing/Source Code Automated Tape Library System Records Award Letters Backup Files – Information Systems Bad Debt Actions Balance Sheets Bank Deposits Bank Reconciliations Bank Statements Page 3 Page # Official Keeper 31 Health & Wellness 96 Police Department 14 Capital Planning-Architects 72 Controller 102 Athletics 33 Audit 55 Audit 55 Audit 55 Audit 43 IS&T 40 IS&T 4 IS&T 72 Financial Aid 43 IS&T 49 49 54 54 55 Treasury Bankruptcies 102 Services/General Counsel Batch Deposit Control Sheets (See Bank Deposits) 54 Treasury Services Benefit Plans 99 Human Resources Benefit Records – Contributions/Benefits Human Resources Provided 83 Benefit Report – Employee 74 Human Resources Bicycle Registration Forms 18 Parking Bids Accepted 61 Bids Rejected 37 Purchasing Billing Runs 57 Controller Birth Control Log 31 Health & Wellness Blueprints 87 Capital Planning-Architects Bond Registers 81 Board and Committee Minutes 15 Board of Trustees Board and University Policies 15 Board of Trustees Book Orders (See Accounting Records) Textbooks 60 Budget (Institutional) 25 Budget Office INDEX 01/2016 Record Budget Books (Annual) Budget Planning Documents Building Records Building and Project Plans Building Specifications Business Plans Canceled Checks Cancelled Check Records Canceled Position Records (Classified Staff) Capital Encumbrance Requests Capital Funded Equipment Cards Capital Funded Purchase Orders Case Files Cash Books Cash Disbursement Journal Cash Journals Cash Receipts Cash Register Tapes Catalogs Categorical Summary – Classified Staff Cauldron Certificate of Occupancy Certification/Licensure Records Change of Course Schedule (Add/Drop) Change of Grade Forms Change Report – Classified Staff Chargeback Billing Records Chart of Accounts Check Register/Log Check Registers (U.S. Dept. of Education Funding Federal Loan) Check Runs Children’s Files Chronological Files Page 4 Page # Official Keeper 29 Controller 26 Budget & Analysis 79 Facilities 71 Capital Planning-Architects 87 Capital Planning-Architects 22 Campus Support 54 Controller 59 Financial Aid 39 Human Resources 72 Controller 67 Capital Planning 105 Controller 68 Judicial Affairs 49 50 50 50 50 7 83 Human Resources 13 47 Facilities 31 22 7 Registrar 51 Payroll 56 57 Budget & Analysis 7 Controller Financial Aid 34 58 Controller 8 Pre-School Program 61 General Counsel INDEX 01/2016 Record Civil Service Exam Records Class Schedules (Students) Classified Staff Report Classified Staff Report – Surveys, Wage and Fringe Benefit Client Records (ELC) Clinic Trust Fund Accounts Clinical Records Clinical Billings/Receipts Collective Bargaining Agreements Commencement Programs Comprehensive Examinations Complaint Records (See Affirmative Action Complaint) Complaint Records – Professional Misconduct Computer Case Records Computer Center Time Billing Records Computer Run Scheduling Records Computer Usage Records – Information Systems Computer Usage Reports –Summary Computer Usage Chargeback Billing Records Consent for Records Disclosure (See Student’s Written Consent) Construction Projects – Construction Designs and Specifications Construction Projects – Construction Documents Construction Projects – Design Development Construction Projects – Design Review Committee Construction Projects-Environmental Impact Assessment Page 5 Page # Official Keeper 3 Human Resources 22 26 Human Resources 38 76 12 103 100 62 8 31 Human Resources Law Clinic Law Clinic Speech & Hearing Speech & Hearing Human Resources College Deans/Archives 81 98 97 56 6 6 4 34 Institutional Equity Academic Affairs Law Clinic IS&T IS&T IS&T IS&T IS&T 35 Capital Planning-Architects 99 99 100 87 100 Construction Projects-Project Request/Program Statement Construction Projects – Schematic Design Continuing Education Student Files Continuous Orders Contracts- Affiliation Agreements Convocation Center Reports (Wolstein Center) Capital Planning-Architects Capital Planning-Architects Capital Planning-Architects Capital Planning /Environmental Health & Safety Capital Planning-Architects 89 87 36 58 69 31 Capital Planning-Architects Continuing Education Purchasing General Counsel Support Services INDEX 01/2016 Page 6 Record Contracts – General Page # Official Keeper 70 General Counsel Controlling Board Requests 7 Co-Op Files 90 Cooperating Teacher Surveys 67 College of Education Copyright Disclosure Records 93 General Counsel Correspondence (Applicants who do Matriculate) Correspondence (Applicants who do not Matriculate) Correspondence (Student Records) Correspondence ( Students) - No Response 17 Admissions 21 24 Admissions Academic Departments Admissions/Honors College Education Services Center Counseling Center Academic Departments Academic Affairs Academic Departments Academic Departments Academic Departments 22 Cost Accounting Files Counseling Records Course Evaluations (See Teacher Evaluations) Course Inventory Course Materials/Final Examinations Course Schedules Course Syllabi Credit by Examination Credit/No Credit Approvals Credit Card Sales Receipts Crime Reports Cross Registration CSU Foundation Documents Curricular Change Forms Curriculum Development Records Customer Evaluation Sheets Daily Activity Police Reports Daily Crime Log Daily Energy Reports Daily Income Records Data Documentation & Data Dictionary Records Data Processing Hardware Documentation Data Processing Operating Procedures Data Processing Policies Data Processing Procurement Records 50 105 65 100 16 12 12 7 33 60 86 22 100 11 7 27 28 101 61 50 41 16 41 42 80 All Departments Police Department Registrar’s CSU Foundation Senior VP/Dean Senior VP/Dean Police Department Police Department Facilities Parking IS&T IS&T IS&T IS&T IS&T INDEX 01/2016 Record Data Processing Service Plans Data Systems Specifications Declinations Records (Faculty) Delinquent Account Reports Delivery Slips Department Assistance File – Classified Staff Disability/Veteran Status Forms Disabled Parking Permits Disaster Preparedness and Recovery Plans Disbursement Records – Student Accounting Distinguished Faculty/Staff Awards Disciplinary Records Dispatch Logs Dissertations (See Professional Publications) Donor Gifts Dorm Contracts – Student Dorm Contracts Release Files ECM Status Reports EE-06 Report Elevator Certifications Emails Emergency Tuition Adjustment Requests Emeritus Status Paperwork Employment Files – Students Employment Forms (I-9 Students) Employment Forms (1099) Employment Forms (W-2) Employment Forms (W-4) Endowment Fund Reports Annual Endowment Fund Reports Periodic Energy Conservation Projects Entrance Examination & Placement Test Reports (Applicants who do Matriculate) Entrance Examination & Placement Test Reports (Applicants who do not Matriculate) Page 7 Page # Official Keeper 43 IS&T 42 IS&T 90 Search Committee Chair 50 37 All Departments 26 Human Resources 99 Disability Services 18 Parking Department 45 Business Continuity 50 Financial Aid 64 Academic Affairs 85 Human Resources 28 Police Department 16 9 Development 54 Residence Life 52 Residence Life 25 81 Institutional Equity 38 Facilities 1 All Areas 59 Treasury Services 13 Academic Affairs 73 Student Employment 83 Student Employment 80 Controllers-Payroll 89 Payroll 89 Payroll 75 75 14 Facilities Environmentally Hazardous Substances 11 Environmental Monitoring/ Safety Records 10 17 Admissions 21 Admissions Environmental Health & Safety Environmental Health & Safety INDEX 01/2016 Record Exam Reports – Praxis I & II Faculty Activity & Service Reports (FAAR’s) Faculty Application Records – Non- Hires Faculty Declination Records Faculty Employment Reports Index System Faculty Files Faculty Grade Reports Faculty Maintained Records on Students Faculty Search Committee Records Faculty/Staff Awards – Distinguished Page 8 Page # Official Keeper 31 82 Academic Departments 80 Search Committee Chair 90 Search Committee Chair 86 69 General Counsel 98 16 Academic Departments 88 Search Committee Chair 64 Fair Employment Practices Clinic Records Federal Refund Adjustments Field Sheets Financial Aid Award Disbursement Records Financial Aid Authorization Forms Financial Aid Canceled Check Records Financial Aid - Non Recipient Records Financial Aid Adjustments Financial Reports – Monthly Financial Reports – Annual Financial Statements Submitted to Government Agencies Fire Prevention Information Fiscal Operations Reports (U.S. Dept. of Education Funding General Administrative Annual Interim) Floor Plans & Space Manual Foreign Student Forms – For Applicants who Matriculate Foreign Student Forms – For Applicants who do not Matriculate Front Desk Balancing Form Fund Raisers Gallery Show Information Garnishment Documentation General Administrative Annual Interim Fiscal Operations Reports – Non U.S. Dept. of Education Funding 76 57 100 59 78 59 23 59 58 49 Law Clinic Controller Facilities Financial Aid Financial Aid Financial Aid Financial Aid Financial Aid Controller Controller 58 3 All Departments 34 5 Financial Aid 67 International Services 46 52 70 41 47 International Services 76 All Departments Art Gallery Payroll Financial Aid INDEX 01/2016 Record General Application Records – Non Hires General Ledgers Generator Test Records Gifts/Donations Grade Disputes Grade Reports (Registrar’s Copies) Grade Statistics Graduation Applications Graduate Assistant Applications Graduate Assistant Contracts Graduation Authorizations Graduation Lists Graduate Scholarship/Assistantship Awards Graduate Student Petitions (Graduate Studies) Analysis Report Graduate Tuition Grant Services Agreement Grants In Aid Records Grant Records – Awarded Grant Records (Not Awarded) Grievance Records - Academic Guaranteed Student Loan Applications H1B Investigation Files Hardware & Software Conversion Plans Hazardous Materials Exposure Documentation Hazardous Materials Radioactive Materials Authorized Users Hazardous Materials Exposure Documentation Radioactive Materials Incident Report Hazardous Materials Exposure Documentation Radioactive Materials Hazardous Materials Program Tests Hazardous Materials Radiation Safety Workers Health Insurance Waivers Page 9 Page # Official Keeper 98 All Departments 73 69 Facilities 90 Development 97 23 Registrar 8 22 47 91 24 8 89 Financial Aid 71 Graduate 14 Studies/Research 98 96 Athletics 61 24 75 83 Financial Aid 30 General Counsel 44 IS&T Environmental Health & 9 Safety Environmental Health & 10 Safety Environmental Health & 9 Safety Environmental Health & 9 Safety Environmental Health & 19 Safety Environmental Health & 9 Safety 24 INDEX 01/2016 Record Help Desk Logs and Reports (Information Systems) Historical Law Library Building Records HIV Anonymous Charts Page 10 Page # Official Keeper Homeland Security Forms 0037 Honorary Degrees Housing Policy Research Program Records 91 15 75 I-9 Forms 83 Immigration Files (See Alien Certification Files) Incident Reports Index System – Faculty Information Systems Maintenance Contract Records Information Systems Tape Library Control Records 92 96 73 IS&T Library Archives Health & Wellness General Counsel/International Services Board of Trustees Urban Affairs Human Resources/Student Employment General Counsel/ Ct for International Services All Areas English Department 91 IS&T 6 Insurance – Future Liability 11 Insurance Claims Insurance Records 9 61 IS&T General Counsel/VP Finance Environmental Health & Safety General Counsel /VP Finance Insurance Records – Student (Health Insurance) Insurance – Student (Liability) IPEDS Reports Input Documents IUC Purchasing Group Contract Bids 53 67 8 16 68 Intake Sheets and Superbills 56 Intellectual Property Disclosure Records/Patents Inventory Records Inventory Control Records Inventory Control Records Investigative Reports (See Legal Claims) Invoices 93 74 74 101 93 50 27 12 25 Purchasing Health and Wellness Center Tech Transfer/General Counsel Athletics All Departments Property Control General Counsel INDEX 01/2016 Record Invoices – Outside the University Job Descriptions Journal Entries Journal Vouchers Journals Lab Slips Land and Building Records Layoff Records Layoff Files – Classified Staff Lease Agreements – equipment/vehicles Leave Record Classified Staff Leave Record – Faculty Leave Record – Staff Legal Billings (see legal claims) Legal Claims Legal Clinic Criminal Section Files Legal Clinic Civil Section Records Legal Clinic Closed Records Legal Compliance Records Legal Records - General Legal Opinions/Legal Projects Letters of Recommendation – Applicants who do Matriculate Letters of Recommendation – Applicants who do not Matriculate Letters of Recommendations – Waiver Access To See Applicants who do not matriculate Library Database Library Reports (Annual) Library Statistics Library Student Files Link Program Student Records Lists/Directories Litigation Records/Legal Claims Loan Disclosures Loans – Emergency Mail Room Accountable Maintenance Contracts Files – Data Processing Equipment Maintenance Records Page 11 Page # Official Keeper 57 Parking Department 45 Human Resources 51 Controller 54 Parking 50 31 Health & Wellness 92 General Counsel 45 Human Resources 62 Human Resources 101 64 86 64 93 General Counsel 93 General Counsel 86 Employment Law Clinic 97 Employment Law Clinic 100 Law School 93 General Counsel 102 General Counsel 11 General Counsel 19 Admissions 21 Admissions 33 16 6 13 29 68 5 93 75 75 51 Admissions Libraries Libraries Libraries Libraries 98 95 IS&T Facilities General Counsel Financial Aid Financial Aid Mail Room INDEX 01/2016 Record Management and Data Processing Services Plans Market Salary Adjustment Information MBE Quarterly Report MMS Reserve Request Sheets MMS Media Lab Daily Log Medical Records – Applicants who do Matriculate Page 12 Page # Official Keeper 43 IS&T 91 Academic Affairs 52 29 Libraries 29 Libraries Health & Wellness 18 Services Medical Records – Applicants who do not Health & Wellness Matriculate 18 Services Memorandums of Understanding 61 General Counsel Merit Recognition Awards – Faculty/Staff 68 Merit Scholarships – (See Sponsored Student 78 Account Files) Financial Aid Miscellaneous – Convenience Copies 5 All Departments Miscellaneous – Periodic Replacement Records 6 All Departments Miscellaneous – Special Projects 17 All Departments Mobile Campus Loan Forms 16 IS&T Mobile Campus Equipment Use & Liability Policy IS&T Forms 102 Motor Vehicle Records 96 Motor Pool National Guard Scholarship Rosters – Non U.S. Financial Aid Dept. of Education Funding 23 Negative Service Indicators 18 Parking Newsletters 11 All Departments News Releases 11 Marketing Network Usage Reports 44 IS&T Non Immigrant Worker Public Inspection Files 28 General Counsel Non-Instructional Workforce Analysis 6 Non-Resident Alien Tax Exemption Forms 73 Payroll Non-US Dept. of Education Fiscal Operations Reports 76 Financial Aid Nursing Loan Student Records 72 Financial Aid Off Campus Use of University Equipment Property Control Approval Forms 47 Official Class Roster 33 Academic Departments Ohio Board Of Regents Report (OBOR) 8 Ohio Academic Scholarships Rosters – Non U.S. Dept. of Education Funding 4 Financial Aid Ohio Board of Regents Annual FTE Report 27 INDEX 01/2016 Record Ohio Bureau of Vocational Rehabilitation Grant Files – Non U.S. Dept. of Education Funding Ohio Civil Rights Commission Report Ohio Instructional Grants Files – Non U.S. Dept. of Education Funding Open Voucher Lists Operating Procedures – Hardware Conversion Plans Ohio Legislative Service Commission Rules Orders Awarded Minority Vendors Organizational Charts Outside Source Awards Overpayment of Educational Expense Billing Parking Fine Adjustments (See Also Appeals) Parking Permit Applications Parking Tax Remittance Records Pass/Fail Request - Classes Patents/Intellectual Property Patent Review Committee Activity Payments related to W-2 Forms Payroll Checks Payroll Deduction Authorizations Payroll Expense Reports Payroll Records Peer Data Records Pending Award Records PeopleSoft Access Forms Performance Evaluation – Classified Staff Perkins Journal Entries Permit Applications PERS/STRS Information Personnel Accounting for Classified Employees (See Reports-Administrative, State Civil Service, Personnel, Accounting for Classified Employees) Personnel Records –Faculty Personnel Records – Staff Page 13 Page # Official Keeper 76 Personnel Records – Student Employees 78 93 General Counsel 23 60 Financial Aid Parking 44 15 65 103 77 59 57 18 96 22 93 71 89 51 89 52 66 104 33 4 63 59 18 84 IS&T Compliance 19 88 84 Human Resources Academic Affairs Human Resources Financial Aid/Student Employment Financial Aid Treasury Services Parking Parking Parking Tech Transfer Tech Transfer Controller - Payroll Controller-Payroll Controller-Payroll Controller-Payroll Controller-Payroll Institutional Research IS&T Human Resources Financial Aid Parking Human Resources INDEX 01/2016 Record Personnel Requisitions Personnel Reports Pesticide Application Records Photographs Petitions (See Student Petitions) Petty Cash Records Placement Records Placement Records Placement Records Planning Documents Planning/Forecasting Administrative Records Plant Operations & Maintenance Blueprints Plant Operations & Maintenance Construction Projects Construction Designs and Specifications Plant Operations & Maintenance Construction Projects Design Review Committee Planning Models Plant Operations & Maintenance Construction Projects Environmental Impact Assessment Plant Operations & Maintenance Construction Projects Project Request & Program Statement Plant Operations & Maintenance Residence Halls HUD Reports Police Reports Police Reports – Accidents Police Reports – Arrests Police Reports Campus Security Act and Uniform Crime Police Reports – Crime Police Reports – Daily Activity Police Department Transportation Logs, Student Policies & Procedures Position Applicant Records Position Descriptions – Classified Staff Position Descriptions – Faculty Page 14 Page # Official Keeper 98 Human Resources 63 Human Resources 13 11 Marketing 95 51 24 Alumni Affairs 21 Admissions College of Edu.-Field 103 Services Anthropology 19 Department 28 94 Capital Planning-Architects 94 Capital Planning-Architects 94 30 Capital Planning-Architects Planning, Assessment & Info Resource 94 Capital Planning-Architects 95 Capital Planning -Architects 94 95 95 96 Campus Support Police Department Police Department Police Department 96 95 28 28 103 81 3 3 Police Department Police Department Police Department Police Department All Areas Institutional Equity Human Resources Human Resources INDEX 01/2016 Record Position Descriptions - General Position Descriptions Student Job Cards Position Vacancy Announcement Postal Transactions Prescription Log Book Press Records Procurement Records-Hardware and Software Professional Leave Applications Professional Publications, Theses and Dissertations Program Evaluations Programs Program Requirement Modification (Student Records) Program Assessment Materials Program Development Proposals Promotion and Tenure Record – Faculty Promotion and Tenure Policy - Faculty Page 15 Page # Official Keeper 39 Human Resources Financial Aid - Student 3 Employment 39 Human Resources 59 Controllers/Mail Room 31 Health & Wellness 7 Art Gallery/Marketing 92 IS&T 18 16 97 12 Music Department 24 73 12 65 103 Academic Affairs Academic Affairs Property Maintenance Records Proposal Approvals – Thesis & Dissertations Proposals – Funded/Pending Proposals – Not Funded Publications/Periodicals Public Affairs Records 101 96 61 30 6 64 Facilities Academic Departments Public Employees Retirement System Files – Staff Public Employees Retirement System Files – Staff Public Employees Retirement System Log – Classified Staff Public Employees Retirement System Log – Staff Public Inspection Files (see Non-Immigrant Worker Public Inspection files Public Records Request Records Public Safety Notices/Campus Alerts/Clery Warning Publicity News Releases Publicity Photographs 85 85 Human Resources Human Resources 85 85 Human Resources Human Resources 28 47 General Counsel General Counsel 102 11 11 Marketing Marketing Institutional Research Government Relations INDEX 01/2016 Record Purchase Orders Racial Ethnic Statistics Radiation Safety Records Radiation Safety Committee Radioactive Materials Transportation Records Radioactive Materials/Infectious Waste Records Real Estate Records Receipts Reconciliation Records Records Destruction Records Recordings Recruitment Materials Recruitment Materials – Publicity Recruitment Materials (Personalized) Applicants Who Do Matriculate Recruitment Materials (Personalized) – Applicants who do not Matriculate Recruitment/Search Records References Registers Registers Registration/Enrollment Forms RFP’s (Requests for Proposals) See Bids Renovation Project Folders Reports/Surveys Requests and Disclosures of Personally Identifiable Information Requisitions Research Records – individual and corporate Research Protocol Committee Records Research Proposals (see Research Protocol Committee) Researchers’ Finished Program (See Research Files) Reservation Forms Residency Approval Residency Review Page 16 Page # Official Keeper 62 Purchasing 8 Institutional Research 10 Environmental Health & Environmental Health & 33 Safety Environmental Health & 10 Safety Environmental Health & 33 Safety 69 General Counsel 51 56 Parking 104 General Counsel 13 Radio Station 75 Athletics 66 Marketing 47 Admissions 47 91 3 51 80 33 61, 37 87 15 Admissions Search Committee Chair All Departments Controllers-Payroll Registrar’s Capital Planning -Architects 47 51 71 104 VP Research VP Research 104 VP Research 71 22 90 90 VP Research Conference Services INDEX 01/2016 Record Residency Status Documents for Applicants who do not Matriculate Return Authorizations Returned Student Loan Proceeds Royalty Payments Sales Receipts Schedule of Classes Scholar Loan Database Scholarships Scholarship/Fellowship Print Outs Page 17 Page # Official Keeper Scholarship/Grant Information 15 Security Reports – Annual Selection Files Selection Criteria Form-Classified Staff 40 96 82 Sewer Charge Exemption Shop Drawings Show Posters Site Equipment Support Files Small Scale Floor Plans – Administration Special Event Reservations Special Event Lot Revenue and Expense Sheets Special Event Tickets Special Collections Sign In Sheets Sponsored Student Account Files Sport Reports Staff Development Forms Staff Grievance Files Staff Reclassification Files Staff Reclassification Files – Classified Staff State Budget and Management Monthly Reports on Capital Funds State Classification Files – Classified Staff State Encumbrance/Voucher Files Statement of Charges 30 72 66 91 88 19 57 16 29 78 104 97 83 63 63 Facilities Capital Planning-Architects Art Gallery IS&T Capital Planning Parking Parking 72 5 52 55 Statistics – Degree 8 Capital Planning-Architects Human Resources Capital Planning-Architects Libraries Planning, Assessment & Info Resource 74 48 78 52 52 7 70 78 3 Admissions Controller Financial Aid Financial Aid Financial Aid Financial Aid Education Student Service Center Police Department/Judicial Affairs Human Resources Institutional Equity Libraries Student Employment Athletics Treasury Services Human Resources Human Resources Human Resources INDEX Record 01/2016 Statistics – Enrollment Statistics – Racial/Ethnic Steam Consumption Stop Payment Forms Student Account Reports – Miscellaneous Student Account Files Student Conduct Verifications Student Disciplinary Files Student Disciplinary Files Requests for Formal Hearings Student Disciplinary Files - Written Decisions of Hearing Panels Student Education Portfolio Student Employee Summary Report Page 18 Page # Official Keeper Planning, Assessment & 9 Info Resource Planning, Assessment 8 & Info Resource 102 Facilities 55 Purchasing 58 Controller 60 Treasury Services 34 79 Judicial Affairs 36 Judicial Affairs 36 Judicial Affairs 27 Student Employment Student Employment/Work Areas Student Employment Human Resources Academic Departments Athletics College of Law College of Law Student Employment Files Student Summer Contracts Student Fee Authorizations Student Files Student Files Student Files – Non Permanent Student Files Student Files-Co Op Student Files Student Files – Library Student Files Student Files – completed teach, never applied, problem, dismissed 27 3 74 25 74 79 82 90 65 29 70 Student Files – provisional, potential 32 Students Files – Actively Enrolled Student Files Student Files –U.S. Dept. of Education Funding Student Files – Non U.S. Dept. of Education Funding Student Records – Academic Records Student Financial Aid Files – Non Recipients 4 101 35 14 77 7 23 Disability Services Libraries General Counsel Education Student Services Center Education Student Services Center Education Student Services Center Teacher Education Financial Aid Financial Aid Registrar Financial Aid INDEX 01/2016 Record Student Financial Aid Files Student Financial Aid Files Student Notice of Completion of Degree Student Petitions Student Records Continuing Education Student Statements Regarding Hearing Decisions Panel Student Waivers for Rights of Access To See Letters of Recommendation for Admission for Applicants who do Matriculate Student Work Product Files Student’s Written Consent For Records Disclosure Study Carrel Registers Subject Files – Administrative General -President, Vice President, Director, Dean or Chair Subject Files – General Administrative Subject Tree/Reference Desk File Edits Subpoenas (see legal claims and litigation) Subsidiary Ledgers Summer Employment Files Page 19 Page # Official Keeper 46 College of Law 77 Financial Aid 97 95 36 Continuing Education Super Bill Files Surplus Property Documentation Surveillance Video/Tapes Suspension Files – Classified Staff Syllabi (See Course syllabi) System Back Up Files System Users Access Records Tax Files (copies of parents) Tax Files Theater Productions Theses (See professional publications) Teaching Evaluations (bubble sheets & summaries), Course Evaluations Teacher Surveys – Cooperating Technical Program Documentation 56 73 16 62 12 43 5 98 104 12 16 36 Judicial Affairs 46 94 Employment Law Clinic 35 46 37 26 34 93 53 75 65 67 5 Libraries All Departments All Departments Libraries General Counsel Human Resources Health & Wellness Services Property Control Police Department Human Resources Academic Departments IS&T IS&T Financial Aid Controller Dramatic Arts Academic Departments College of Education IS&T INDEX 01/2016 Record Telephone Expense Records Test Administration Records Test Database and Files Test Scores – Students Who Matriculate Test Scores – Students Who Do Not Matriculate Testing Reports – Construction Theater Productions Tickets – Paid Tickets – Unpaid Ticket Stubs Time Cards (Staff or Student) Towing Records Trademark Registrations Training Documentation/ Training Courses Training Records – On-The-Job, Classified Staff Training Documentation – Classified Staff Civil Service Examinations File Transfer Credit Evaluations- Applicants who do Matriculate Transfer Credits – Study Abroad Transcripts, High School – Applicants who do Matriculate Transcripts, High School – Applicants who do not Matriculate Transcripts, Other Institutions of Higher Learning – Applicants who do Matriculate Transcripts, Other Institutions of Higher Learning – Applicants who do not Matriculate Transcript Requests (other than student requested) Transportation Logs – Injury/Ill Person Transportation Logs- Student Travel Expenses Trustee Appointment Files Tuition and Fee Schedule Tuition Remission Applications Union Dues Membership List Unemployment Compensation Documentation Page 20 Page # Official Keeper 53 16 Testing Center 45 IS&T 23 23 101 Capital Planning-Architects 12 Dramatic Arts 57 Parking 57 Parking 57 Dramatic Arts 66 Payroll 20 Parking Tech Transfer/General 92 Counsel 45 39 Human Resources 3 Human Resources 20 31 Admissions International Services 19 Admissions 20 Admissions 20 Admissions 20 Admissions 37 96 28 55 35 8 53 55 85 Registrar Police Department Police Department Board of Trustees Treasury Services Treasury Services Human Resources INDEX 01/2016 Record Unemployment Insurance Payments University Governance Files University Medical Records University Supervisor Survey – Dean’s Office User Logins Utilities Budget Requests/Calculations Page 21 Page # Official Keeper 55 Board of 38 Trustees/President 104 Health Services 70 College of Education 16 54 Utilities Cost and Use Data Utility Charges – Parking Dept/Contractors Utility Company Invoices Utility Problem Files Utility Rates/Contracts 7 18 67 103 12 Facilities Parking Department Utility Records/Readings 101 Facilities Utility Reports – Annual Use/Cost Vending Commission Income Records Vendor Files Vets 100 Reports Veterans Administrative Records and Correspondence Videos View books Visiting Committee Files Vouchers Voucher Register W-2 Forms W-9 Taxpayer Information Forms 1099 Copies & Back Up Waivers – Health Insurance Waivers – For Release of Liability Weather Forecasts Whiskey Island Magazine Withdrawal Authorizations Women’s Law Fund Cases Workforce Analysis Work Orders 69 50 15 79 Facilities 37 9 66 99 53 53 80 13 80 24 52 31 13 34 98 14 101 Facilities Facilities Campus Support Services Financial Aid Board of Trustees Controllers - Payroll Payroll Payroll Facilities Law Clinic Academic Affairs Facilities INDEX 01/2016 Record Work Study Student Files –U.S. Dept. of Education Funding Worker’s Compensation Files Worker’s Compensation Payments Working Building Drawings Page 22 Page # Official Keeper 77 105 52 45 Financial Aid Human Resources Payroll Capital Planning-Architects
