University Policies

Policy Title: Records Retention and Disposition
Policy Number: ESU-PO-2011-010
Effective: April 11, 2012
Adopted: April 11, 2012
Last Reviewed: N/A
Amended: N/A
Related Policies: None

Policy Statement:

East Stroudsburg University is committed to effective records retention to preserve its history, meet applicable state and federal requirements, optimize the use of space, minimize the cost of record retention, and ensure that outdated and unneeded records are properly destroyed.

Reason for Policy:

The University requires consistent treatment of records. Maintenance, retention, and disposal procedures for University records must be followed systematically by staff in designated official repositories. Additionally, duplicate copies of these records, retained in locations other than official repositories, must be disposed of when they no longer serve a business purpose.

This policy is intended to ensure that East Stroudsburg University:

Meets applicable state and federal requirements;
Optimizes the use of space;
Minimizes the cost of records retention;
Destroys outdated and useless records; and
Preserves the history of the University

Appeal Statement:

Not Specified in Current Policy

Definitions:

Active Record: A record with current administrative use by the division that generated it. Records remain active for varying amounts of time, depending on the purpose for which they were created.

Archival Record: A record that is inactive, not required to be retained in the division in which it originated or was received and has permanent or historic value. Archival records are retained and preserved indefinitely.

Email Record: An email record with current administrative, legal or fiscal value. Records remain active for varying amounts of time, depending on the purpose for which they were created.

Email Non Record: Communications that serve no administrative, legal or fiscal purpose to the University. It contains information that is personal, information only or will be maintained by a separate department for operational, fiscal or legal purposes. Email non-records are to be disposed of immediately.

Reference Record: A record maintained for reference purposes beyond the established retention period upon approval of the respective Division Records Coordinator.
Transitory Record: A document of short-term interest that has no lasting business value.

Public Record: A record, including a financial record, of the University that is not exempt under the Right-to-Know Law, as amended, is not exempt from being disclosed under any other Federal or State law or regulation of judicial order or decree, or is not protected by a privilege.

Division Records Coordinator: The individual designated by the Vice President within each division to maintain the Division's records retention schedule and to ensure that individuals are following this policy, records management priorities and following the records retention schedule.

Official Repository: The Division designated as having responsibility for retention and timely destruction of particular types of official University records. Such responsibility is assigned to the Division's Records Coordinator.

East Stroudsburg University Archives: This includes permanent retention of official records and reports of the University, its officers and component parts; maps and architectural records; audiovisual materials including still photographs and negatives, motion picture film, oral history interviews, audio and video tapes; and artifacts.

East Stroudsburg University Record: The original of any record. Official repositories for these records are identified in the tables set forth in this document.

Other Relevant Information:

Records Retention and Disposition Procedures

Responsibilities:

The University Policy for the Retention of Records is applicable to all departmental offices of the University.

Each department is responsible to properly retain and dispose of University records as outlined below.

Types of Records	Official Repository	Duration (Years)
Academic Action (Dismissal, etc.)	Registrar	5 Years
Academic Records	Registrar	Permanent
Advance Placement	Registrar	5 Years
Application for Graduation	Registrar	5 Years
Applications for Re-admits	Registrar	5 Years
Audit Authorizations	Registrar	5 Years
Catalogs	Registrar	Permanent
Change of Grade Forms	Registrar	Permanent
Change of course (add/drop)	Registrar	5 Years
Class Lists	Registrar	Permanent
Change of Major/Second Major/Concentration Card	Registrar	5 Years
Class Schedules	Registrar	Permanent
Commencement Programs	Registrar	Permanent
Correspondence Relevant	Registrar	5 Years
Credit/No Credit Pass/Fair, etc.	Registrar	5 Years
Credit by Exam Reports	Registrar	5 Years
Curriculum Change Forms	Registrar	5 Years
Degree Application	Registrar	5 Years
Degree Audit Records	Registrar	5 Years
Diplomas (returned)	Registrar	5 Years
Disciplinary Action Documents	Registrar	5 Years
Enrollment Verifications	Registrar	5 Years
Fee Assessment Forms	Registrar	5 Years
Foreign Student Forms	Registrar	5 Years
Grade Submission Sheets/Data	Registrar	Permanent
Graduation Authorizations	Registrar	5 Years
Graduation Lists	Registrar	Permanent
Hold and Encumbrance	Registrar	Until Lifted
International Student Forms (visa documentation, etc.)	Registrar	5 Years
Medical Records	Registrar	5 Years After Graduation or Date of Last Attendance
Military Documents	Registrar	5 Years After Graduation or Date of Last Attendance
Veterans Certification Records	Registrar	3 Years After Graduation or Date of Last Attendance Certifications
Name Change Authorizations	Registrar	5 Years
Pass/Fail Requests	Registrar	5 Years
Personal Data Information Forms	Registrar	5 Years After Graduation or Date of Last Attendance
Registration Forms	Registrar	5 Years
Schedules of Classes	Registrar	Permanent
Transfer Credit Evaluations	Registrar	5 Years After Graduation or Date of Last Attendance
Transcripts	Registrar	Permanent
Transcript Request Forms	Registrar	5 Years
Withdrawal	Registrar	5 Years
Requests and Disclosures of Personally Identifiable Information	Registrar	Permanent
Student Requests for Nondisclosure of Directory Information	Registrar	Until Terminated By the Student or Permanent
Student's Written Consent for Records Disclosure	Registrar	Until Terminated By Student or Permanent
Waivers of Rights of Access	Registrar	Until Terminated By Student or Permanent
Financial Aid Records (Applicants Who Do Not Enroll)	Financial Aid	3 Years From Award Date
Financial Aid Records	Financial Aid	5 Years Last Date of Enrollment
Federal Aid (Perkins, FSEOG, ACG, SMART, PELL)	Financial Aid	5 Years After End of Award
Financial Aid History for Transfer Students	Financial Aid	5 Years From Award Year
PHEAA Grant Award Reconciliation Rosters	Financial Aid	5 Years From Date of Certification
Program Participation Agreement	Financial Aid	5 Years From Award Year
Accrediting and Licensing Agency Review, Approvals and Reports	Financial Aid	5 Years From Award Year
State Agency Reports	Financial Aid	5 Years From Award Year
Audit and Review Reports	Financial Aid	5 Years From Award Year
Other Records Pertaining to Financial Responsibility and Standards of Administrative Capability	Financial Aid	5 Years From Award Year
Records of SFA Program Transactions	Financial Aid	5 Years From Award Year
Federal Work-Study Payroll Records	Financial Aid	5 Years from Award Year
Records Supporting Data on Required Reports, Such as: -SFA Program Reconciliation Reports -Audit Reports and School Response -Pell Grants Statements of Accounts -Accrediting and Licensing Agency Reports	Financial Aid	5 Years From Award Year
The Student Aid Report (SAR) or Institutional Student Information Record (ISIR)	Financial Aid	5 Years From Award Year
Application Data Submitted to the Department of Education or Lender by the School on Behalf of the Student	Financial Aid	3 Years From Award Year
Documentation of Student's Eligibility	Financial Aid	5 Years from Award Year
Financial Aid History for Transfer Students	Financial Aid	5 Years From Award Year
Documentation of Student's Satisfactory Academic Progress	Financial Aid	5 Years From Award Year
Data Used to Establish Student's Admission, Enrollment Status, Period of Enrollment	Financial Aid	5 Years From Award Year
Documents Used to Verify Applicant's Data	Financial Aid	5 Years From Award Year
Documentation Related to the Receipt of Aid, Such As: Amount of Grant, Loan, FWS Award; and Calculations Used to Determine Aid Amounts	Financial Aid	5 Years From Award Year
Date and Amount of Disbursements	Financial Aid	5 Years From Award Year
Documentation of Initial or Exit Loan Counseling	Financial Aid	5 Years From Award Year
Reports and Forms Used for Participation in the SFA Program	Financial Aid	5 Years From Award Year;
Documentation Supporting the School's Calculation of its Completion/Graduation or Transfer-Out Rate	Financial Aid	3 Years From Award Year
Campus-Based Aid (Perkins Loan, SEOG, and Federal Work Study)	Financial Aid	5 Years From End of Award Year
Pell Grant	Financial Aid	5 Years From End of Award Year
Fiscal Operations Report (FISAP)	Financial Aid	5 Years From End of Award Year Report Submitted
Perkins Original Promissory Notes (Electronic and Hard Copies)	Financial Aid	Until Loan is Satisfied or Documents are Needed to Enforce Obligation
FFEL and Direct Loans: -Borrowers' Eligibility Records -All Other Records/Reports	Financial Aid	5 Years From End of Award Student Last Attended 5 Years From End of Award Year Report Submitted
Records of Student Accounts	Financial Aid	5 Years From Award Year
Account Collection Data (Non-Perkins)	Student Accounts	6 Years
Accounts Receivable Statements (Bills)	Student Accounts	3 Years
FFEL Loans All Other Documents	Student Accounts	5 Years After End of Award
Paid Grant Reconciliations	Student Accounts	5 Years From Date of Document
Perkins Payment Records	Student Accounts	5 Years After End of Award
Perkins Personal Data Forms	Student Accounts	3 Years From Date When Loan Is Paid In Full
Student Refund Policy and Schedules	Student Accounts	6 Years
Residency Verification	Student Accounts	6 Years After Submission
Tuition and Fee Charges	Student Accounts	6 Years
1098T	Student Accounts	7 Years (online)

Notes:

The recommended five-year retention period noted in the above schedules should begin with the date of graduation or the date, term or semester and year of last attendance.
The Family Educational Rights and Privacy Act (FERPA) specifically requires institutions maintain records of requests and disclosures of personally identifiable information except for defined "directory information" and requests from students for their own records. The records of disclosures and requests for disclosures are considered part of the students' educational records; therefore, they must be retained as long as the education records to which they refer are retained by the institution.
Immigration and Naturalization Service (INS) regulations require the university must keep a record used to comply with the reporting requirements for at least one year. Since many items included in foreign students' records are to be retained for at least five years, it is recommended the INS documentation also be retained for five years.
The Veterans Administration (VA) regulations require the following records must be retained for at least three years after termination of enrollment:
- Grade reports and/or statements of progress (academic records)
- Change of course forms
- Transfer credit evaluation
- Degree audit records
The University may be required to retain records for longer periods of time if the records are involved in a Student Financial Aid (SFA) program review, audit or investigation. If the three year retention period expires before the issue is resolved, records must be retained until resolution is achieved.
Financial Aid records are normally maintained by Financial Aid Offices. The SFA program requirements do not, however, mandate that all records be maintained by Financial Aid Offices. The Center for Enrollment Services maintains all financial aid records for students.

**Finance & Administration**
Types of Records	Official Repository	Duration (Years)
Real Estate	Finance and Administration	Permanent
Right to Know Requests: -Appeals -Processed	Finance and Administration	-Permanent -2 Years

**Facilities Management Division**
Types of Records	Official Repository	Duration (Years)
Feasibility Study Design Work Orders	Business Office	7 Years After Date of Feasibility Study Work Order
Feasibility Studies	Facilities Management	7 Years After Date of Feasibility Study Work Order
Feasibility Study Correspondence	Facilities Management	1 Year After Acceptance of Feasibility Study
Feasibility Study Design Conference Minutes	Facilities Management	1 Year After Acceptance of Feasibility Study
Design Work Orders and Contracts	Business Office	7 Years After Final Payment for Work Order/Contract
Design Work Orders/Contract Invoices	Facilities Management	7 Years After Final Payment for Work Order/Contract
Schematic Design Submissions	Facilities Management	Until Construction Contracts Awarded
Preliminary Design Submissions	Facilities Management	Until Construction Contracts Awarded
Pre-Final Design Submissions	Facilities Management	Until Construction Contracts Awarded
Final Design Submissions	Facilities Management	7 Years After Final Payment for Work Order/Contract
Design Phases Correspondence	Facilities Management	Until Construction Contracts are Substantially Complete
Design Phases Conference Minutes	Facilities Management	Until Construction Contracts are Substantially Complete
Bid Documents	Facilities Management	7 Years After Final Payment for Work Order/Contract
Record Drawings	Facilities Management	Permanent
Construction Contracts	Business Office	7 Years After Final Payment for Contract
Contract Change Orders	Business Office	7 Years After Final Payment For contract
Contractor Applications for Payments	Facilities Management	7 Years After Final Payment for Contract
Job Conference Minutes	Facilities Management	3 Years After Final Payment for Contract
Submittals	Facilities Management	3 Years After Final Payment for Contract
Operation and Maintenance Manuals	Facilities Management	3 Years After Termination of Use of Facility/Equipment
Construction Contract Correspondence	Facilities Management	3 Years After Final Payment for Contract
Contractor Payrolls	Facilities Management	60 Days After Monthly Application for Payment is Approved
Real Estate Deeds	Facilities Management	Permanent
Waste Manifests	Facilities Management	Consult with Legal Counsel Concerning Appropriate Recordkeeping Strategies
Hazard or Regulated Waste Abatement Documentation	Facilities Management	Consult with Legal Counsel Concerning Appropriate Recordkeeping Strategies
Asbestos Inspection and Assessment Reports	Facilities Management	Consult with Legal Counsel Concerning Appropriate Recordkeeping Strategies
Hazardous Waste Sampling Results	Facilities Management	Consult with Legal Counsel Concerning Appropriate Recordkeeping Strategies
Fire Protection Inspection Reports	Facilities Management	5 Years
Elevator State Inspection Reports	Facilities Management	5 Years
Industrial Waste Contribution Reports	Facilities Management	5 Years
Employee Training Records	Facilities Management	1 Year Beyond the Last Date of Each Worker's Employment
Boiler Operating Hours Records	Facilities Management	5 Years
Boiler Fuel Usage Records	Facilities Management	5 Years
Boiler Required Monitoring Data and Support Information	Facilities Management	5 Years
Pool Chemical Test	Facilities Management	2 Years
Emergency Generator Exercise Reports	Facilities Management	2 Years
Work Orders	Facilities Management	5 Years
Pool Electrical Inspection Report	Facilities Management	2 Years
Employee Record of Leave	Facilities Management	3 Years
General Correspondence	Facilities Management	At the Discretion of Concerned Individual
Master Plan	Facilities Management	Permanent
Warranty Information/Certificates	Facilities Management	3 Years After Expiry
MSDS Sheets	Facilities Management	3 Years After Last Use/Storage of Chemical
Licenses	Facilities Management	3 Years After Termination/Expiry
Utilities Usage Report	Facilities Management	15 Years
Sightlines/Bench Marking Data	Facilities Management	10 Years

**Financial Affairs Division**
Types of Records	Official Repository	Duration (Years)
Executive Vehicle Leases	Business Office	4 Years
Tuition Rate Schedules	Business Office	6 Years
BUDRPTs	Business Office	5 Years
Correspondence	Business Office	6 Years
Policy Establishing Documents	Business Office	Permanent or Until Superseded
Special Project Files	Business Office	As Needed
Accounts Payable Invoices	Business Office	6 + Current Year
Refund of Expense Transmittal's and Support Documents	Business Office	7 Years
Miscellaneous Revenue Transmittal's and Supporting Documentation	Business Office	7 Years
Annual Financial Statements	Business Office	Permanent
Annual Financial Statement Work Papers, Including Account Reconciliations, Supporting Schedules, Journal Entries	Business Office	7 Years
Account Reconciliations (Balance Sheet)	Business Office	3 Years
Schedule of Expenditures of Federal Awards	Business Office	20 Years
Bank Statements and Reconciliations	Business Office	7 Years
Other Banking Records, Including Deposit and Withdrawal Records	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	Greater of 3 Years After Grant Completed or Per Grant Requirements
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

**Technology & Telecommunications Division**
Types of Records	Official Repository	Duration (Years)
Electronic Media Storage	Office of Information Technology	Till No Longer Needed
Digital Documents Containing Private or Sensitive Information	Office of Information Technology	Till No Longer Needed
System Event Logs	Office of Information Technology	3 Years
System Login Records	Office of Information Technology	3 Years
E-mail Transaction Logs	Office of Information Technology	3 Years
General Application Transaction Logs	Office of Information Technology	3 Years
Web Server Transaction Logs	Office of Information Technology	3 Years
Voicemail Logs/Call Detail Logs	Office of Information Technology	3 Years
IT System Generated Log Data Reports	Office of Information Technology	Permanent
Document Imaging	Office of Information Technology	Permanent
Voicemail	Office of Information Technology	15 Days
E-Mail Record	Office of Information Technology	Varying Number of Years
E-Mail Non-Record	Office of Information Technology	Dispose of Immediately
E-Mail Transitory Record	Office of Information Technology	When No Longer Needed

**Police Division**
Types of Records	Official Repository	Duration (Years)
Police Reports and Criminal Records	Police Dept.	As Required by Law, Some Permanent
Parking Tickets	Police Dept.	5 Years
EHS Report	Police Dept.	As Required by Law 10 Years +

**Human Resources Division**
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 Division**
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,
College of Education (COE), College of Health Sciences, Kemp Library and Collections,
Instructional Resources, Office of Academic and Institutional Effectiveness [OAIE])
Types of Records	Official Repository	Duration (Years)
E-Mail Record	OAIE	Varying Number of Years
E-Mail Non-Record	OAIE	Dispose of Immediately
E-Mail Transitory Record	OAIE	When No Longer Needed
Affiliation Agreements	OAIE	End of Agreement Term Plus 2 Years
University Assessment Committee Minutes	OAIE	Permanent
Program-Level Student Learning Outcomes, Assessment Plans, Assessment Reports	OAIE	Permanent
Disciplinary Accreditation Self Studies, Reports, Notices	OAIE	Varying 2 Cycles to Permanent
Academic Program Five Year Reviews	OAIE	10 Years (2 Cycles)
Official Middle States Reports	OAIE	Permanent
University Strategic Plan	OAIE	Permanent
Snyder Report	OAIE	5 Years
Common Cost Accounting Report	OAIE	5 Years
IPEDS Submissions	OAIE	10 Years
PASSHE Annual Data Collection Plan (ADCP) Submissions	OAIE	10 Years
ADCP Preparation Files (with or without SSN)	OAIE	10 Years
ADCP Submissions Working Files for Reporting	OAIE	10 Years
All College Guidebook Surveys	OAIE	1 Year
Registration Reports	OAIE	6 Years
Course Enrollment Summary Reports	OAIE	10 Years
Student Course Evaluations: Processed Scantrons	OAIE	1 Year
Internal Reports - Standard	OAIE	10 Years
Internal Reports - Ad Hoc	OAIE	Varying Number of Years
Common Dataset	OAIE	10 Years
ESU Fact Book (Print and Electronic)	OAIE	10 Years
Athletics Retention and Student Success NCAA Reports	OAIE	1 Year
APSCUF Faculty Lists	OAIE	10 Years
Seniority Reports	OAIE	10 Years
PASSHE Accountability Reports to ESU	OAIE	7 Years
ESU Accountability Reports to PASSHE (Narrative Assessment Statements)	OAIE	7 Years
Overload Authorizations	OAIE	Varying Number of Years
Student Retention Datasets	OAIE	Permanent
Student Retention Studies and Reports	OAIE	10 Years
Alternative Workload Assignment Authorizations	OAIE	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	Deans' Office, COE	10 Years
Accreditation Reports	Dean's Office, COE	7 Years
College of Education Council Minutes	Dean's Office, COE	Permanent
Teacher Education Council Minutes	Dean's Office, COE	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

**Research and Economic Development**
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	Research and Economic Development	3 Years
Memorandum of Understanding	Research and Economic Development	3 Years

**College of Health Sciences**
Types of Records	Official Repository	Duration (Years)
Student Records, Accepted	LaRue Hall, Various	5 Years from graduation or date of last attendance. Longer if Records Remain Active or It Is Determined They Have Permanent or Historic Value
Graduate Student Applications, Not Accepted	LaRue Hall, Room 2	2 Years
Client Files	LaRue 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)
PASSHE 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 Student Affairs**
Types of Records	Official Repository	Duration (Years)
Student Medical Record	Flagler-Metzgar Health Center	7 Years From Graduation or Last Year of Attendance
Student Daily Log	Flagler-Metzgar Health Center	7 Years
Placement Folder (Credentials File)	Office of Career Services	15 Years
Housing Agreement	Housing Office	3 Years
Housing Roster	Housing Office	7 Years
Damage Billing	Housing Office	3 Years
Room Condition Report	Offices of Resident Director's	3 Years
Student Conduct Record	Office of Student Conduct	10 Years
Athletic Training Services Student Record	Office of Athletic Training Services	10 Years
NCAA Mandated Form	Office of Associate Director of Athletics	7 Years

**Faculty Search**
Types of Records	Official Repository	Duration (Years)
Tenure Track Faculty Hiring	Reibman G-1	5 Years
Temporary Faculty Hiring	Reibman G-1	5 Years
Staff & Management Hiring	Reibman G-1	5 Years

**Office of Diversity & Equal Opportunity**
Types of Records	Official Repository	Duration (Years)
Complaints	Reibman 115	8 Years

Other Relevant Information:

Records Retention and Disposition Procedures