RECORDS CONTROL SCHEDULE
SOUTH TEXAS COLLEGE
MCALLEN, TEXAS 78502
Filing Date:
Item #
12/6/2013
APPROVED SLR 500 SUBSTITUTE 6-20-94
CHANGES FROM ORIGINAL SCHEDULE SHOWN IN REMARKS COLUMN
Record Name Retention
GR1000-01b AGENDAS, CERTIFIED AGENDAS OF CLOSED MEETINGS 2 YEARS
GR1000-03a WRITTEN MINUTES PERMANENT
Page 1 of 8
Remarks
GR1000-03g SUPPORTING DOCUMENTATION - ONE COPY OF EACH
DOCUMENT OF ANY TYPE SUBMITTED TO A MEETING OF A
GOVERNING BODY FOR CONSIDERATION, APPROVAL, OR
OTHER ACTION; IF SUCH ACTION IS REFLECTED IN THE
MINUTES OF THE MEETING
GR1000-03g ALL BOARD OF TRUSTEE RECORDS ONLY
2 YEARS
PERMANENT Revised Item
GR1000-25 CONTRACTS, LEASES, AND AGREEMENTS, INCL. REPORTS,
CORRESPONDENCE, PERFORMANCE BONDS, AND SIMILAR
RECORDS RELATING TO THEIR NEGOTIATION,
ADMINISTRATION, RENEWAL, OR TERMINATION, EXCEPT
CONSTRUCTION CONTRACTS
4 YEARS AFTER THE EXPIRATION OR
TERMINATION OF THE INSTRUMENT
ACCORDING TO ITS TERMS
GR1000-26a ADMINISTRATIVE - INCOMING/OUTGOING AND INTERNAL
CORRESPONDENCE PERTAINING TO THE FORMULATION,
PLANNING, IMPLEMENTATION, MODIFICATION, OR
REDEFINITION OF THE PROGRAMS...
GR1000-26b GENERAL - INCOMING/OUTGOING AND INTERNAL
CORRESPONDENCE PERTAINING TO THE REGULAR AND
ROUTINE OPERATION OF THE POLICIES, PROGRAMS,
SERVICES, OR PROJECTS OF A LOCAL GOVERNMENT...
4 YEARS
2 YEAR
GR1000-26c ROUTINE - CORRESPONDENCE AND INTERNAL MEMORANDA
SUCH AS LETTERS OF TRANSMITTAL, REQUESTS FOR
PUBLICATIONS, INTERNAL MEETING NOTICES, AND SIMILAR
ROUTINE MATTERS ...
GR1000-29 LIABILITY, THEFT, FIRE, HEALTH, LIFE, AUTOMOBILE, AND
OTHER POLICIES FOR LOCAL GOVERNMENT PROPERTY AND
PERSONNEL INCL. SUPPORTING DOCUMENTATION
RELEVANT TO THE IMPLEMENTATION, MODIFICATION,
RENEWAL, OR REPLACEMENT OF POLICIES
AV
4 YEARS AFTER THE EXPIRATION OR
TERMINATION OF THE POLICY
ACCORDING TO ITS TERMS
2 YEARS GR1000-33 NEWS, PRESS RELEASES, OR ANY PUBLIC RELATIONS FILES
MAINTAINED OR ISSUED BY AN AGENCY. INCLUDES PRINT,
ELECTRONIC, AUDIO AND AUDIOVISUAL RECORDS.
GR1000-34a OPEN RECORDS REQUESTS, NON-EXEMPTED RECORDS DATE OF REQUEST FOR RECORDS
FULFILLED + 1 YEAR
GR1000-37 PHOTOGRAPHS, PHOTOGRAPHIC SCRAPBOOKS, SLIDES,
SOUND RECORDINGS, VIDEOTAPES, POSTERS, AND OTHER
NON-TEXTUAL MEDIA THAT DOCUMENT THE HISTORY AND
ACTIVITIES OF A LOCAL GOVERNMENT OR ANY OF ITS
PERMANENT FOR HISTORICAL REASONS
GR1000-38 EXECUTIVE ORDERS, DIRECTIVES, MANUALS AND SIMILAR
DOCUMENTS THAT ESTABLISH AND DEFINE POLICIES,
PROCEDURES, RULES AND REGULATIONS GOVERNING
OPERATIONS/ACTIVITIES OF LOCAL GOVERNMENT AS A
WHOLE OR ANY OF ITS DEPARTMENTS
US, EXPIRED OR DISCONTINUED + 5
YEARS
GR1000-39 PAMPHLETS, REPORTS, STUDIES, PROPOSALS, AND SIMILAR
MATERIAL PRINTED BY OR FOR A LOCAL GOVERNMENT OR
ANY OF ITS DEPARTMENTS, SUBDIVISIONS, OR PROGRAMS
AND DISTRIBUTED TO OR INTENDED FOR DISTRIBUTION TO
THE PUBLIC…
GR1000-40b RECORDS DOCUMENTING THE DESTRUCTION OF RECORDS
UNDER RECORDS CONTROL SCHEDULES, INCLUDING
REQUESTS SUBMITTED TO THE TEXAS STATE LIBRARY AND
ARCHIVES COMMISSION FOR AUTHORIZATION TO DESTROY
ONE COPY OF EACH PERMANENT
PERMANENT
PERMANENT GR1025-01a ANNUAL, BIENNIAL OR OTHER PERIODIC AUDIT OF ANY
DEPARTMENT, FUND, ACCOUNT OR ACTIVITY OF A LOCAL
GOVERNMENT
GR1025-01b ANNUAL, BIENNIAL OR OTHER PERIODIC AUDIT OF ANY
DEPARTMENT, FUND OR ACCOUNT IF INCLUDED IN A
CUMULATIVE AUDIT UNDER (a)
2 YEARS
SCHEDSUB.RSL
RCI-3
ABBREVIATIONS
AV- AS LONG AS ADMINISTRATIVELY VALUABLE
FE-FISCAL YEAR END
LA-LIFE OF ASSET
US UNTIL SUPERCEDED

RECORDS CONTROL SCHEDULE
SOUTH TEXAS COLLEGE
MCALLEN, TEXAS 78502
Filing Date:
Item #
12/6/2013
APPROVED SLR 500 SUBSTITUTE 6-20-94
CHANGES FROM ORIGINAL SCHEDULE SHOWN IN REMARKS COLUMN
Record Name Retention
PERMANENT GR1025-01c ANNUAL, BIENNIAL OR OTHER PERIODIC AUDIT OF ANY
DEPARTMENT, FUND OR ACCOUNT IF NOT INCLUDED IN A
CUMULATIVE AUDIT UNDER (a)
GR1025-01e WORKING PAPERS, SUMMARIES AND SIMILAR RECORDS
CREATED FOR THE PURPOSES OF CONDUCTING AN AUDIT
3 YEARS AFTER ALL QUESTIONS ARISING
FROM THE AUDIT HAVE BEEN RESOLVED
GR1025-03a BOND ADMINISTRATIVE RECORDS CONSISTING OF
PRELIMINARY STUDIES, PROPOSALS AND PROSPECTUSES,
AUTHORIZATIONS AND CERTIFICATIONS FOR ISSUANCE OR
CANCELLATION AND RELATED POLICY CORRESPONDENCE
GR1025-04a ANNUAL BUDGETS (INCLUDING AMENDMENTS)
PERMANENT
PERMANENT
Page 2 of 8
Remarks
GR1025-04c WORKING PAPERS CREATED EXCLUSIVELY FOR THE
PREPARATION OF BUDGETS, INCLUDING BUDGET
REQUESTS, JUSTIFICATION STATEMENTS AND SIMILAR
DOCUMENTS
GR1025-04d ENCUMBRANCE AND EXPENDITURE REPORTS (STATUS
REPORTS SHOWING EXPENDITURES AND ENCUMBRANCES
AGAINST A BUDGET)
GR1025-04e BUDGET CHANGE DOCUMENTATION, INCLUDING LINE ITEM
OR CONTINGENCY/RESERVE FUND TRANSFERS AND
SUPPLEMENTAL BUDGET REQUESTS
GR1025-05c EQUIPMENT OR PROPERTY INVENTORIES (INCLUDING
SEQUENTIAL NUMBER PROPERTY LOGS)
GR1025-07b FINANCIAL REPORTS - ANNUAL
2 YEARS
2 YEARS
2 YEARS
US + 3 YEARS
GR1025-05b EQUIPMENT OR PROPERTY COST AND DEPRECIATION
SCHEDULES OR SUMMARIES USED FOR CAPITAL OUTLAY
BUDGETING OR OTHER FINANCIAL OR BUDGET CONTROL
PURPOSES
GR1025-07a FINANCIAL REPORTS - MONTHLY, BIMONTHLY, QUARTERLY,
SEMI-ANNUAL
FE + 3 YEARS
FE + 3 YEARS
PERMANENT
GR1025-08c REPORTS, PLANNING MEMORANDA, STUDIES,
CORRESPONDENCE AND SIMILAR RECORDS CREATED FOR
AND USED IN THE DEVELOPMENT OF SUCCESSFUL GRANT
PROPOSALS
GR1025-08a SUCCESSFUL GRANT APPLICATIONS AND PROPOSALS AND
ANY DOCUMENTATION THAT MODIFIES THE TERMS OF A
GRANT
GR1025-08b FINANCIAL, PERFORMANCE AND COMPLIANCE REPORTS
SUBMITTED TO GRANTOR OR SUB-GRANTOR AGENCIES
3 YEARS
FE + 3 YEARS
FE + 3 YEARS
GR1025-08a SUCCESSFUL GRANT APPLICATIONS AND PROPOSALS AND
ANY DOCUMENTATION THAT MODIFIES THE TERMS OF A
GRANT
GR1025-09a DOCUMENTATION RELATED TO THE INVESTMENT OF PUBLIC
FUNDS (E.G., CERTIFICATES OF DEPOSIT) THAT EVIDENCES
THE INVESTMENT OF FUNDS, THE PERFORMANCE OR
RETURN OF INVESTMENTS, THE CANCELLATION OR
WITHDRAWAL OF...
GR1025-25 POLICY AND PROCEDURE DIRECTIVES AND SIMILAR
RECORDS DOCUMENTING ACCOUNTING METHODOLOGY
10 YEARS
FE + 5 YEARS
US, EXPIRED OR DISCONTINUED + 5
YEARS
FE OF PERIOD COVERED BY REPORT + 3
YEARS
GR1025-26c FUND TRANSMITTAL REPORTS ACCOMPANYING
TRANSMITTAL OF FUNDS TO FEDERAL, STATE, OR OTHER
LOCAL GOVMT AGENCIES (e.g., SALES TAX TO THE STATE
COMPTROLLER OF PUBLIC ACCOUNTS), TO RETIREMENT
SYSTEMS OR TO OTHER ENTITIES IF...
GR1025-26a CLAIMS, INVOICES, COPIES OF CHECKS AND PURCHASE
ORDERS, EXPENDITURE AUTHORIZATIONS AND SIMILAR
RECORDS THAT SERVE TO DOCUMENT DISBURSEMENT,
INCLUDING THOSE DOCUMENTING CLAIMS FOR AND
REIMBURSEMENT TO EMPLOYEES FOR TRAVEL...
FE + 3 YEARS
SCHEDSUB.RSL
RCI-3
ABBREVIATIONS
AV- AS LONG AS ADMINISTRATIVELY VALUABLE
FE-FISCAL YEAR END
LA-LIFE OF ASSET
US UNTIL SUPERCEDED

RECORDS CONTROL SCHEDULE
SOUTH TEXAS COLLEGE
MCALLEN, TEXAS 78502
Filing Date: 12/6/2013
APPROVED SLR 500 SUBSTITUTE 6-20-94
CHANGES FROM ORIGINAL SCHEDULE SHOWN IN REMARKS COLUMN
Item # Record Name
GR1025-26a VENDOR FILES ONLY 10 YEARS
Retention
GR1025-27b ACCOUNTS RECEIVABLE RECORDS DOCUMENTING THE
RECEIPT OF ANY MONIES BY ANY LOCAL GOVERNMENT
THAT ARE REMITTABLE TO THE STATE COMPTROLLER OF
PUBLIC ACCOUNTS (e.g., COURT COSTS IN CRIMINAL CASES,
SALES TAX)
GR1025-27a BILL COPIES OR STUBS, STATEMENTS, BILLING REGISTERS,
ACCOUNT CARDS, DEPOSIT WARRANTS, CASH RECEIPTS,
RECEIPT BOOKS, CASH TRANSFERS, DAILY CASH REPORTS,
CASH DRAWER RECONCILIATIONS, AND SIMILAR
RECORDS…
GR1025-27e RECORDS OF ACCOUNTS DEEMED UNCOLLECTABLE,
INCLUDING WRITE-OFF AUTHORIZATIONS
REMITTANCE DUE DATE + 5 YEARS
FE + 3 YEARS
FE + 3 YEARS
GR1025-28 BANK STATEMENTS, CANCELLED CHECKS, CHECK
REGISTERS, DEPOSIT SLIPS, DEBIT AND CREDIT NOTICED,
RECONCILIATIONS, NOTICES OF INTEREST EARNED, ETC
GR1025-30c RECEIPT, DISBURSEMENT, GENERAL OR SUBSIDIARY
JOURNALS
FE + 5 YEARS
GR1025-29 RECORDS CREATED TO DOCUMENT THE ALLOCATION OF
COSTS AMONG ACCOUNTS AND FUNDS OF A LOCAL
GOVERNMENT, INCLUDING RECORDS RELATING TO
CHARGEBACKS AND OTHER INTERDEPARTMENTAL OR
INTERFUND ACCOUNTING TRANSACTIONS...
GR1025-30a GENERAL LEDGER SHOWING RECEIPTS AND EXPENDITURES
FROM ALL ACCOUNTS AND FUNDS OF A LOCAL
GOVERNMENT. (1) FOR FISCAL YEARS FOR WHICH AN
ANNUAL FINANCIAL AUDIT REPORT (SEE ITEM NUMBER
GR1025-01) EXISTS.
FE + 3 YEARS
FE + 5 YEARS
FE + 5 YEARS
GR1025-30d JOURNAL VOUCHERS AND ENTRIES OR SIMILAR POSTING
CONTROL FORMS (INCLUDING SUPPORTING
DOCUMENTATION SUCH AS CORRESPONDENCE AND
AUDITOR ADJUSTMENTS THAT EVIDENCE JOURNAL ENTRIES
AND AMENDMENTS
GR1025-31b TRANSACTION SUMMARY, WEEKLY
FE + 5 YEARS
90 DAYS
Page 3 of 8
Remarks
Revised Item
GR1025-31c TRANSACTION SUMMARIES,
MONTHLY/BIMONTHLY/QUARTERLY/SEMI
GR1025-31d TRANSACTION SUMMARY, ANNUAL
2 YEARS
FE + 3 YEARS
GR1050-071 ALL EMPLOYEES OF SHERIFF'S DEPARTMENTS IN COUNTIES
OF 3.3 MILLION OR MORE
PERMANENT
GR1050-07c ALL OTHER LOCAL GOVERNMENT EMPLOYEES 2 YEARS AFTER CASE CLOSED OR ACTION
TAKEN, AS APPLICABLE
GR1050-08a EMPLOYEE BENEFIT PLANS, SUCH AS PENSION; LIFE,
HEALTH AND DISABILITY INSURANCE; SENIORITY AND MERIT
SYSTEMS AND DEFERRED COMPENSATION PLANS,
INCLUDING AMENDMENTS
GR1050-11 NOTES OF INTERVIEWS WITH CANDIDATES; AUDIO AND
VIDEO OF INTERVIEWS; ROSTERS; LISTS; TEST RANKING
SHEETS; JUSTIFICATION STATEMENTS FOR VIOLATING
ELIGIBILITY OR RANKING SEQUENCE AND PREVIOUS INJURY
CHECKS, OFFER EMPLOYMENT...
GR1050-12 SUMMARY EMPLOYMENT HISTORY RECORD FOR EACH
EMPLOYEE MAINTAINED ON ONE OR MORE FORMS,
CONTAINING THE FOLLOWING MINIMUM INFORMATION:
NAME; SEX; DATE OF BIRTH; SOCIAL SECURITY NUMBER;
POSITIONS HELD WITH DATES OF HIRE...
TERMINATION OF PLAN + 4 YEARS
2 YEARS FROM THE CREATION (OR
RECEIPT) OF THE RECORD OR THE
PERSONNEL ACTION INVOLVED,
WHICHEVER LATER
PERMANENT Revised Item
SCHEDSUB.RSL
RCI-3
ABBREVIATIONS
AV- AS LONG AS ADMINISTRATIVELY VALUABLE
FE-FISCAL YEAR END
LA-LIFE OF ASSET
US UNTIL SUPERCEDED

RECORDS CONTROL SCHEDULE
SOUTH TEXAS COLLEGE
MCALLEN, TEXAS 78502
Filing Date:
Item #
12/6/2013
APPROVED SLR 500 SUBSTITUTE 6-20-94
CHANGES FROM ORIGINAL SCHEDULE SHOWN IN REMARKS COLUMN
Record Name Retention
2 YEARS GR1050-13 ADVERTISEMENTS OR POSTINGS RELATING TO JOB
OPENINGS, PROMOTIONS, TRAINING PROGRAMS, OR
OVERTIME OPPORTUNITIES, INCL. JOB ORDERS SUBMITTED
TO EMPLOYMENT AGENCIES
GR1050-14 APPLICATIONS, TRANSCRIPTS, LETTERS OF REFERENCE,
AND SIMILAR DOCUMENTS WHOSE SUBMISSION BY
CANDIDATES FOR VACANT POSITIONS (BOTH HIRED AND
NOT HIRED) OR FOR PROMOTION, TRANSFER, OR TRAINING
OPPORTUNITY...
GR1050-14b TRANSCRIPT OF PERSON HIRED
2 YEARS FROM THE CREATION (OR
RECEIPT) OF THE RECORD OR THE
PERSONNEL ACTION INVOLVED,
WHICHEVER IS LATER
DATE OF SEPARATION + 5 YEARS
Page 4 of 8
Remarks
GR1050-15a CONTRACTS AND AGREEMENTS, INCLUDING COLLECTIVE
BARGAINING AGREEMENTS, BETWEEN A LOCAL
GOVERNMENT AND AN EMPLOYEE OR A GROUP OF
EMPLOYEES, INCLUDING WRITTEN ACCEPTANCES OF SUCH
CONTRACTS
GR1050-21 JOB EVALUATIONS (PERFORMANCE APPRAISALS)
LAST EFFECTIVE DATE OF CONTRACT + 4
YEARS
DATE OF SEPARATION + 2 YEARS,
WHICHEVER IS APPLICABLE
GR1050-24 DOCUMENTS USED BY PERSONNEL OFFICERS TO CREATE
OR CHANGE INFORMATION IN THE PERSONNEL RECORDS
OF INDIVIDUAL EMPLOYEES CONCERNING HIRING,
TERMINATION, TRANSFER, PAY GRADE, POSITION OR JOB
TITLE, LEAVES OF ABSENCE...
GR1050-26a JOB DESCRIPTIONS, INCLUDING ANY ASSOCIATED TASK OR
SKILL STATEMENTS. ALSO INCLUDES DOCUMENTS
CONCERNING THE DEVELOPMENT AND ANALYSIS OF JOB
DESCRIPTIONS AND CLASSIFICATION SYSTEMS INCLUDING
SURVEY, REVIEW AND
GR1050-28b RECORDS DOCUMENTING THE PLANNING, DEVELOPMENT,
IMPLEMENTATION, ADMINISTRATION AND EVALUATION OF
IN-HOUSE TRAINING PROGRAMS
GR1050-30 INS FORM I-9 (VERIFICATION OF EMPLOYMENT ELIGIBILTY)
2 YEARS
US OR POSITION ABOLISHED + 4 YEARS
2 YEARS
3 YEARS FROM HIRE
GR1050-32 INITIAL AND SUPPLEMENTAL REPORTS OF ACCIDENTS TO
OR JOB-RELATED ILLNESSES OF EMPLOYEES TO ANY
SUBSEQUENT FILING OF CLAIMS BY EMPLOYEES
CE OF CLOSURE OF CLAIM + 5 YEARS
GR1050-52b RECORD CONTAINING THE FOLLOWING MINIMUM PENSION
AND DEFERRED COMPENSATION INFORMATION ON EACH
EMPLOYEE: NAME, DATE OF BIRTH, SOCIAL SECURITY
NUMBER, AND AMOUNT OF PENSION AND DEFERRED
COMPENSATION DEDUCTIONS
GR1050-52a RECORD CONTAINING THE FOLLOWING PAYROLL INFO ON
EACH EMPLOYEE; NAME, LAST KNOWN ADDRESS AND
SOCIAL SECURITY NUMBER, AMOUNT OF WAGES PAID TO
THE EMPLOYEE FOR EACH PAYROLL PERIOD, INCLUDING
ALL DEDUCTIONS AND DATE OF...
DATE OF SEPARATION + 75 YEARS
4 YEARS
GR1050-52d SUBSIDIARY PAY REGISTER IF NOT USED TO SATISFY
EITHER OF THE RETENTION REQUIREMENTS SET IN (a) OR
(b)
GR1050-52b RECORD CONTAINING THE FOLLOWING MINIMUM PENSION
AND DEFERRED COMPENSATION INFORMATION ON EACH
EMPLOYEE: NAME, DATE OF BIRTH, SOCIAL SECURITY
NUMBER, AND AMOUNT OF PENSION AND DEFERRED
COMPENSATION DEDUCTIONS; PRESIDENT ONLY
FE + 3 YEARS
PERMANENT
GR1050-53a FORMS USED TO DETERMINE WITHHOLDING FROM WAGES
AND SALARIES FOR PAYROLL TAX PURPOSES (W-4 FORMS)
GR1050-53b FORMS AND REPORTS USED TO REPORT THE COLLECTION,
DISTRIBUTION, DEPOSIT AND TRANSMITTAL OF PAYROLL OR
UNEMPLOYMENT TAXES (W-2, 1099)
4 YEARS AFTER SEPARATION OR 4 YEARS
AFTER FORM AMENDED, WHICHEVER
SOONER
4 YEARS AFTER TAX DUE DATE OR DATE
TAX PAID, WHICHEVER LATER
Revised Item
SCHEDSUB.RSL
RCI-3
ABBREVIATIONS
AV- AS LONG AS ADMINISTRATIVELY VALUABLE
FE-FISCAL YEAR END
LA-LIFE OF ASSET
US UNTIL SUPERCEDED

RECORDS CONTROL SCHEDULE
SOUTH TEXAS COLLEGE
MCALLEN, TEXAS 78502
Filing Date: 12/6/2013
APPROVED SLR 500 SUBSTITUTE 6-20-94
CHANGES FROM ORIGINAL SCHEDULE SHOWN IN REMARKS COLUMN
Item # Record Name
GR1050-54d COPIES OF PERIODIC TIME SUMMARY OR LEAVE STATUS
REPORTS FURNISHED TO EACH EMPLOYEE CONTAINING
INFORMATION ON VACATION, SICK, COMPENSATORY, OR
OTHER LEAVE EARNED AND USED, INCLUDING THE FINAL
REPORT OF SEPARATED EMPLOYEES…
2 YEARS
GR1050-55a DOCUMENTS CONCERNING HIRING, TERMINATION,
TRANSFER, PAY GRADE, POSITION OF JOB TITLE, NAME
CHANGES, ETC. (REFER TO GR1050-12 IN THIS SCHEDULE AS
SOME INFO MUST BE KEPT IN EMPLOYEE SERVICE RECORD)
(SEE GR1050-12)
2 YEARS
4 YEARS GR1050-56 TIME CARDS OR SHEETS, INCLUDING WORK SCHEDULES
AND DOCUMENTATION EVIDENCING ADHERENCE TO OR
DEVIATION FROM NORMAL HOURS FOR THOSE EMPLOYEES
WORKING ON FIXED SCHEDULES
GR1050-57 REQUESTS FOR OVERTIME, TIME TRADING, AND OTHER
ACTIONS THAT AFFECT NORMAL WORK TIME.
2 YEARS
Retention
GR1050-58 REQUESTS AND AUTHORIZATIONS FOR TRAVEL;
PARTICIPATION IN EDUCATIONAL PROGRAMS, WORKSHOPS,
OR COLLEGE CLASSES, OR FOR BONA FIDE WORK-RELATED
ACTIVITIES...
GR1050-59b IF WAGE OR SALARY RATE FOR EACH POSITION LISTED ON
AN EMPLOYEE SERVICE RECORD (SEE GR1050-12) IS
INDICATED BY GRADE OR STEP NUMBER ONLY
GR1075-01a SUCCESSFUL BIDS AND REQUESTS FOR PROPOSALS,
INCLUDING INVITATIONS TO BID, BID BONDS AND
AFFIDAVITS, BID SHEETS AND SIMILAR SUPPORTING
DOCUMENTATION
GR1075-02 INVENTORY OF PARTS AND SUPPLIES
FE + 3 YEARS
DATE OF SEPARATION + 75 YEARS
FE + 3 YEARS
1 YEAR
Page 5 of 8
Remarks
GR1075-03b PURCHASING LOGS, REGISTERS, OR SIMILAR RECORD
PROVIDING A CHRONOLOGICAL RECORD OF PURCHASE
ORDERS ISSUED, ORDERS RECEIVED AND SIMILAR DATA ON
PROCUREMENT STATUS
GR1075-03a PURCHASE ORDERS, REQUISITIONS, AND RECEIVING
REPORTS
FE + 3 YEARS
FE + 3 YEARS
GR1075-16a RECORDS CONCERNING THE PLANNING, DESIGN,
CONSTRUCTION, CONVERSION, OR MODERNIZATION OF
LOCAL GOVERNMENT-OWNED FACILITIES, STRUCTURES,
AND SYSTEMS, INCLUDING FEASIBILITY, SCREENING, AND
IMPLEMENTATION STUDIES
PERMANENT
GR1075-40b REGISTERED, CERTIFIED, INSURED, AND SPECIAL DELIVERY
MAIL RECEIPTS AND SIMILAR RECORDS OF TRANSMITTAL BY
EXPRESS OR DELIVERY COMPANIES
1 YEAR
1 YEAR GR1075-41b IF THE LOG, REPORT, OR SIMILAR RECORD IS USED FOR
INTERNAL CONTROL PURPOSES OTHER THAN COST
ALLOCATION
TX3000-02 APPRAISAL ROLLS, SUPPLEMENTAL APPRAISAL ROLLS,
ORDERS TO CORRECT APPRAISAL ROLLS AFTER
CERTIFICATION, LISTS OF PENDING PROTESTS, LISTS OF
LATE-FILED HOMESTEAD EXEMPTIONS, REPORTS OF
APPORTIONED VALUE OF TRANSPORTATION…
3 YEARS
TX3000-09a CURRENT, DELINQUENT, SPECIAL VALUATION ROLLBACK
AND SPECIAL ASSESSMENT LEVY TAX BILLS OR NOTICES
AV
TX3000-11a MONTHLY REPORTS OF TAX COLLECTION OR DELINQUENCY
AND PROPERTY VALUES
TX3000-11b ANNUAL COLLECTION REPORTS TO STATE PROPERTY TAX
BOARD
FE+ 3 YEARS, BUT REVIEW BEFORE
DISPOSAL (SOME RECORDS MAY MERIT
PERMANENT RETENTION FOR HISTORICAL
REASONS)
PERMANENT
EL3100-06b ELECTION RETURNS OR REGISTERS MAINTAINED BY LOCAL
AUTHORITIES
PERMANENT
SCHEDSUB.RSL
RCI-3
ABBREVIATIONS
AV- AS LONG AS ADMINISTRATIVELY VALUABLE
FE-FISCAL YEAR END
LA-LIFE OF ASSET
US UNTIL SUPERCEDED

RECORDS CONTROL SCHEDULE
SOUTH TEXAS COLLEGE
MCALLEN, TEXAS 78502
Filing Date:
Item #
12/6/2013
APPROVED SLR 500 SUBSTITUTE 6-20-94
CHANGES FROM ORIGINAL SCHEDULE SHOWN IN REMARKS COLUMN
Record Name Retention
ELECTION DAY + 22 MONTHS EL3100-10a ALL OF THE FOLLOWING: SIGNATURE ROSTERS;
COMBINATION FORMS; PROVISIONAL BALLOT LISTS;
PROVISIONAL BALLOT AFFIDAVIT ENVELOPES; SUMMARIES
OF PROVISIONAL BALLOTS CAST; CERTIFICATES OF
APPOINTMENT OF WATCHERS; PRECINCT RETURNS…
EL3150-06a VOTER REGISTRATION MASTER LIST AFTER 1967 US
JC3700-01a TRANSCRIPTS OR OTHER ADMISSION OR ASSESSMENT
DOCUMENTATION RECEIVED DURING AN ADMISSION THAT
CAN'T BE MATCHED WITH APPLICATION FOR ADMISSION
JC3700-01b RECORDS OF STUDENTS DENIED ADMISSION, OR WHO
WERE ADMITTED BUT DID NOT REGISTER
JC3700-01c RECORDS OF STUDENTS ADMITTED WHO DID REGISTER
1 YEAR AFTER APPLICATION TERM
1 YEAR AFTER APPLICATION TERM
1 YEAR AFTER APPLICATION TERM
JC3725-01 COPIES OF DOCUMENTATION NOTIFYING STUDENTS OF
DISMISSAL, ACADEMIC PROBATION, ETC.
TERMINATION OF ENROLLMENT + 3 YEARS
JC3725-02b DOCUMENTATION USED TO EVALUATE AND AWARD CREDIT
BY ADVANCED PLACEMENT; IF CREDIT NOT AWARDED
END OF ACADEMIC YEAR IN WHICH
DECISION MADE + 1 YEAR
JC3725-03 REGISTRATION FORMS, CLASS LISTS, AND SIMILAR
RECORDS ASSOCIATED WITH PREPARATION AND
REGISTRATION FOR COURSES IN CONTINUING EDUCATION
THAT BECAUSE OF LACK OF ENROLLMENT OR OTHER
CIRCUMSTANCES WERE NOT OFFERED...
JC3725-04 REGISTRATION FORMS, CLASS ROSTERS, AND SIMILAR
RECORDS PROVIDING INFORMATION ON WHICH COURSES
STUDENT ARE REGISTERED FOR AT THE BEGINNING OF AN
ACADEMIC TERM, INCLUDING DOCUMENTATION EVIDENCING
THE CONDITIONS...
JC3725-05 ALSO INCLUDES CHANGE OF MAJOR/DEGREE FORMS FILLED
OUT BY STUDENT
END OF THE ACADEMIC TERM IN WHICH
THE COURSE WAS TO BE OFFERED + 90
DAYS
END OF ACADEMIC TERM + 1 YEAR
AV AFTER TERMINATION OF ENROLLMENT
JC3725-06a GRADE SHEETS SUBMITTED BY INSTRUCTORS, ADVANCED
CREDIT POSTING AUTHORIZATIONS AND GRADE ROLLS OR
SIMILAR INPUT DOCUMENTATION USED IN POSTING GRADES
OR CREDIT DATA TO TRANSCRIPTS (9/22/10 FORWARD)
JC3725-06b FACULTY GRADE BOOKS
END OF ACADEMIC YEAR IN WHICH DATA
POSTED TO TRANSCRIPTS + 5 YEARS
END OF ACADEMIC TERM + 1 YEAR
JC3725-06c COPIES OF GRADE REPORTS PROVIDED TO STUDENTS END OF ACADEMIC TERM + 1 YEAR
JC3725-06d GRADE APPEALS OR CHANGE REQUESTS
JC3725-07 APPLICATIONS FOR GRADUATION AND AUTHORIZATIONS
CERTIFYING COMPLETION OF DEGREE REQUIREMENTS
JC3725-08 LISTS OF STUDENTS GRADUATING WITH ASSOCIATE
DEGREES OR EARNING CERTIFICATIONS IN DISTRICT
SPONSORED NON-DEGREE PROGRAMS
JC3725-10a CHANGE OF ADDRESS FORMS, NAME CHANGE
AUTHORIZATIONS AND SIMILAR SOURCE DOCUMENTATION
USED TO UPDATE PERSONAL DATA INFORMATION ON
TRANSCRIPTS OR OTHER STUDENT RECORDS
JC3725-13a TRANSCRIPT REQUESTS (STUDENT)
JC3750-01b RECORDS OF THOSE WHO APPLIED FOR BUT DID NOT
RECEIVE FINANCIAL AID.
JC3750-01a PELL GRANT PROGRAM
1 YEAR AFTER DECISION ON CHANGE
REQUEST
5 YEARS AFTER GRADUATION OR DATE
OF LAST ATTENDANCE
PERMANENT
AV AFTER STUDENT RECORD UPDATED,
SEE RETENTION NOTE
DATE OF REQUEST + 1 YEAR (9/22/10
FORWARD)
EBD IF ACADEMIC PERIOD FOR WHICH AID
DENIED + 1 YEAR
END OF AWARD YEAR + 5 YEARS
Page 6 of 8
Remarks
SCHEDSUB.RSL
RCI-3
ABBREVIATIONS
AV- AS LONG AS ADMINISTRATIVELY VALUABLE
FE-FISCAL YEAR END
LA-LIFE OF ASSET
US UNTIL SUPERCEDED

RECORDS CONTROL SCHEDULE
SOUTH TEXAS COLLEGE
MCALLEN, TEXAS 78502
Filing Date:
Item #
12/6/2013
APPROVED SLR 500 SUBSTITUTE 6-20-94
CHANGES FROM ORIGINAL SCHEDULE SHOWN IN REMARKS COLUMN
Record Name
JC3750-01a STAFFORD AND PLUS PROGRAMS
Retention
END OF THE PERIOD FOR WHICH THE
LOAN WAS INTENDED + 5 YEARS
JC3750-01a VETERANS ADMINISTRATION EDUCATIONAL ASSISTANCE
ALLOWANCES
TERMINATION OF ENROLLMENT + 3 YEARS
JC3750-01a ALL OTHER FEDERAL OR STATE GRANT, SCHOLARSHIP, AND
WORK-STUDY PROGRAMS
END OF AWARD YEAR + 5 YEARS
Page 7 of 8
Remarks
JC3750-01a ALL OTHER FEDERAL OR STATE LOAN PROGRAMS
JC3750-01a ALL LOCAL GRANT, SCHOLARSHIP, LOAN, OR WORK-STUDY
PROGRAMS
END OF THE PERIOD FOR WHICH THE
LOAN WAS INTENDED + 5 YEARS
END OF AWARD PERIOD + 3 YEARS
JC3750-02a INCOME CONTINGENT LOAN AND PERKINS LOAN PROGRAMS DATE OF FINAL REPAYMENT OR
CANCELLATION + 5 YEARS
JC3750-02c PELL GRANT PROGRAM END OF AWARD YEAR + 5 YEARS
JC3750-02f HEALTH EDUCATION ASSISTANCE LOAN PROGRAM TERMINATION OF ENROLLMENT AS A
FULL-TIME STUDENT + 5 YEARS
JC3750-02g VETERANS ADMINISTRATION EDUCATIONAL ASSISTANCE
ALLOWANCES
TERMINATION OF ENROLLMENT + 3 YEARS
JC3750-02h ALL OTHER FEDERAL OR STATE GRANT, SCHOLARSHIP, OR
WORK-STUDY PROGRAMS
END OF AWARD YEAR + 5 YEARS
JC3750-02i LOCAL GRANT, SCHOLARSHIP, OR WORK-STUDY PROGRAMS END OF AWARD YEAR + 3 YEARS
JC3750-02j ALL OTHER FEDERAL OR STATE LOAN PROGRAMS WHOSE
FUNDS ARE ADMINISTERED BY A JR. COLLEGE
DATE OF FINAL REPAYMENT OR
CANCELLATION + 5 YEARS
JC3750-02l ALL OTHER FEDERAL OR STATE LOAN PROGRAMS WHOSE
FUNDS ARE ADMINISTERED BY AGENCIES OTHER THAN THE
JR. COLLEGE
JC3750-03 APPLICATIONS FOR AND SUPPORTING DOCUMENTATION
EVIDENCING THE GRANT OF TUITION EXEMPTIONS OR
REMISSIONS
JC3800-01 DOCUMENTS RELATING TO THE ACCREDITATION OF A
JUNIOR COLLEGE
END OF THE PERIOD FOR WHICH THE
LOAN WAS INTENDED + 5 YEARS
FE + 5 YEARS
PERMANENT
JC3825-01 RECORDS EVIDENCING THE ASSESSMENT AND COLLECTION
OF FEES FROM STUDENTS
TERMINATION OF ENROLLMENT + 3
YEARS, BUT SEE RETENTION NOTE
JC3825-02a INCOME CONTINGENT LOAN, PERKINS LOAN, COLLEGE
WORK-STUDY, AND SUPPLEMENTAL EDUCATIONAL
OPPORTUNITY GRANT PROGRAMS
JC3825-02b PELL GRANTS
SUBMISSION OF ANNUAL REPORT FOR
THE AWARD YEAR + 5 YEARS
END OF AWARD YEAR + 5 YEARS
Revised Item
JC3825-02d ALL OTHER FEDERAL OR STATE GRANT, SCHOLARSHIP,
LOAN, AND WORK-STUDY PROGRAMS WHOSE FUNDS ARE
ADMINISTERED BY A JR. COLLEGE
JC3900-01 REPORTS, STUDIES, AND SIMILAR RECORDS DOCUMENTING
THE DEVELOPMENT OF NEW COURSES AND PROGRAMS
SUBMISSION OF ANNUAL REPORT FOR
THE AWARD YEAR + 5 YEARS; OR, IF NO
REPORT REQUIRED, END OF AWARD YEAR
+ 5 YEARS
5 YEARS
AV FROM THE END OF THE ACADEMIC
TERM TO WHICH THE RECORDS RELATE
JC3900-02b RECORDS RELATING TO ALL OTHER DISCIPLINARY ACTION,
AND THOSE CONCERNING INVESTIGATIONS THAT DO NOT
RESULT IN DISCIPLINARY ACTION
JC3900-03 SOURCE DOCUMENTATION FOR ENROLLMENT REPORTS
SUBMITTED TO THE TEXAS HIGHER EDUCATION
COORDINATING BOARD
FE + 3 YEARS
SCHEDSUB.RSL
RCI-3
ABBREVIATIONS
AV- AS LONG AS ADMINISTRATIVELY VALUABLE
FE-FISCAL YEAR END
LA-LIFE OF ASSET
US UNTIL SUPERCEDED

RECORDS CONTROL SCHEDULE
SOUTH TEXAS COLLEGE
MCALLEN, TEXAS 78502
Filing Date:
Item #
12/6/2013
APPROVED SLR 500 SUBSTITUTE 6-20-94
CHANGES FROM ORIGINAL SCHEDULE SHOWN IN REMARKS COLUMN
Record Name
JC3900-04a APPLICATIONS FOR PARKING DECALS, PERMITS, OR
PARKING LOT SECURITY CARDS IF PARKING IS FREE
Retention
AV AFTER TERMINATION OF EMPLOYMENT
OR ENROLLMENT OR EXPIRATION OF
INSTRUMENT
FE + 3 YEARS, WHICHEVER LATER JC3900-04b APPLICATIONS FOR PARKING DECALS, PERMITS, OR
PARKING LOT SECURITY CARDS IF A FEE IS LEVIED FOR
PARKING
PS4125-01 ACTIVITY LOGS OR DOCKETS FOR ARREST AND OFFENSE
RECORDS
2 YEARS OR 2 YEARS AFTER LAST ENTRY
IF IN BOUND VOLUME
Page 8 of 8
Remarks
PS4125-05b OFFENSE RECORD OF CLASS C MISDEMEANORS AND
UNCLASSIFIED VIOLATIONS (PUNISHABLE BY FINE ONLY)
6 MONTHS
GR5800-05 ELECTRONIC FILES USED TO PRODUCE A MASTER FILE,
INCL., BUT NOT LIMITED TO, WORK FILES, MAINTENANCE
AND TEST FILES, PRINT FILES, AND INTERMEDIATE
INPUT/OUTPUT RECORDS
UNTIL COMPLETION OF 3RD SYSTEM
BACKUP CYCLE
SCHEDSUB.RSL
RCI-3
ABBREVIATIONS
AV- AS LONG AS ADMINISTRATIVELY VALUABLE
FE-FISCAL YEAR END
LA-LIFE OF ASSET
US UNTIL SUPERCEDED