ࡱ> m lbjbjLL 4z.;j.;jd&LL8+|6cc"`| 55555557^:5Q!``Q!Q!55M2M2M2Q!R5M2Q!5M2M2M2Im!LM25506M2;!&;M2;M2DZ@M2* 4^ 55*86Q!Q!Q!Q!;LY : RECORDS RETENTION SCHEDULE REVISED 9-4-24 Record CategoryRetention ScheduleResponsible DepartmentAcademic Student RecordsAdmissions RecordsFor applicants who did not enroll, 2 years from start of application term. For students who enrolled, for duration of permanent file.Admissions Student Academic Files and Grade RecordsPermanentRegistrarGraduation/Commencement RecordsPermanent, transfer to archives after 2 yearsRegistrarMaster Class SchedulesTransfer to Archives after 2 years; permanentRegistrarDegree Audit Records (for graduated students)5 years after date of last attendanceRegistrarEnrollment StatisticsTransfer to Archives after 2 years; permanentInstitutional Research OfficeInternational Student Forms (I-20)5 years after graduation or date of last attendanceInternational Student OfficeTranscript Requests1 year from date of requestRegistrarAcademic Code of Honesty Violations5 years Deans OfficesCenter for Teaching Excellence and Office of Student Support & Success5 years after last serviceCTE/OSSWaivers and Releases of Claims Academic Student Travel3 years from end of tripthe academic department that gathered the releases and/or sponsored the tripAcademic Faculty and Other RecordsFaculty Senate Meeting MinutesAfter 1 year, transfer to ArchivesFaculty Senate PresidentFull-Time Faculty Records; Transcript/Vitae and Contract Records; Promotion and Tenure Application and Review Records; Records of Paid Quasi Leave and other Stipends; Travel Records; Miscellany Correspondence (Awards, Committee Appointments)Seven years after a full-time faculty member departure. They are then destroyed. Provosts OfficePart-Time Faculty Records; including original transcripts, employment application and vitaeRecords are retained until part-time faculty member has not taught for 5 years; they are then destroyedDeans OfficesDeans Conference Minutes3 yearsDeans OfficesAcademic Search Records3 yearsAcademic DepartmentsAcademic Department Meeting Minutes3 yearsAcademic DepartmentsAcademic Administrative Search Records (i.e., Deans, Associate Deans, Associate Provost)3 yearsProvosts Office (except for Provost search documents, which are sent to Human Resources)GrievancesNo cause findings, 3 years from determination. Cause findings, permanentProvosts OfficeCollective Bargaining AgreementsPermanent (one copy of each of past agreements)Provosts Office; General Counsels OfficeChairperson election/appointment/compensation Records7 Years; retired to archives after 3 yearsProvosts OfficeAcademic Accreditation DocumentsPermanentPlanning & Institutional EffectivenessProvost Committee Files: Faculty Handbook, Faculty Personnel, Academic Policy Committees, Board on Rank and Tenure7 Years; retired to storage in Archives after 3 yearsProvosts OfficeӰԭ Governance Council8 YearsOffice of Planning & Institution EffectivenessAnimal Welfare Records3 years after completion of research or other activityOffice of Associate Provost/Chief Research OfficerHuman Subject Records3 years after completion of researchIRB AdministratorGrant and Contract Applications, Proposals & Supporting Documentation3 years from the date the annual FSR is submitted; for financial, statistical and other records, 3 years from submission of Final Project ReportDirector of ORSPFederal Research Compliance Records3 years from date of submission to external entityOffice of Associate Provost/Chief Research OfficerStudent Life RecordsStudent PublicationsTransfer to Archives as distributed; permanentStudent LifeCounseling Center Files7 years after last scheduled appointmentCounseling Center Student Health Services Files7 years after last scheduled appointment Student Health ServicesStudent Groups and OrganizationsPermanentStudent LifeStudent HandbooksTransfer to Archives as distributed; permanentStudent LifeStudent Discipline RecordsMaintained for 7 years after student graduates or withdraws; permanent if record of suspension or expulsionOffice of Student ConductStudent Housing Contracts5 yearsResidence LifeTeam Rosters, Athletic Contest Scores and Statistics; Media Releases and Photo PublicationsTransfer to Archives as distributed; permanentAthleticsAthletic Injury Files7 yearsAthletics/Sports MedicineStudent-Athlete Forms7 yearsAthletics/Sports MedicineAccident/Incident Reports7 yearsAthletics/RecreationCareer Services Files4 years after the last date of serviceCareer ServicesWaivers and Releases of Claims Non Academic Student Travel3 years from end of tripthe Student Life department that gathered the releases and/or sponsored the tripInstrument Records, Administrative Records5 yearsPerformance MusicMusic Library, Historical Programming Records PermanentPerformance MusicAlcohol Registration Forms, Student Leadership Position Interviews, Student Staff Interviews, Budgets, Reports 4 yearsCenter for Student EngagementMission and Ministry RecordsMinistry Files, Office Finance, Search Retreat IndefiniteOffice of Campus MinistriesPersonnel Files, Personnel Information3 years after employment endsOffice of Campus MinistriesStudent Worker Records (budget, time-entry, payroll), Drivers Training Information, Retreat Registration Cards1 yearOffice of Campus MinistriesCommunity Outreach Budget4 yearsCenter for Service and Social JusticeCommunity Outreach Personnel Information3 years after employment endsCenter for Service and Social JusticeCommunity Outreach SJLA Time Sheets1 yearCenter for Service and Social JusticeCurrent International Service Program Applicants, Work Orders1 yearInternational Service ProgramInternational Service Program Alumni Records Permanent International Service Program International Service Program Evaluations, Scholarship/Fellowship Information3 yearsInternational Service ProgramWaivers and Releases of Claims Ministry Student Travel3 years from end of tripthe Ministries department that gathered the releases and/or sponsored the tripEquity and Diversity RecordsNon-Discrimination and Anti-Harassment Complaints, Investigations and Findings2 yearsEquity & DiversitySexual Harassment and Sexual Misconduct Complaints, Investigations, and Findings7 years Equity & DiversityAudio or Audio Visual Recordings or Transcripts Required by Law7 yearsEquity & DiversityDisciplinary Actions Imposed on a Respondent7 yearsEquity & DiversityRemedies Provided to Complainant Designed to Restore or Preserve Equal Access to the Recipients Education Program or Activity7 yearsEquity & DiversityAppeals and Resolutions 7 yearsEquity & DiversityResolutions and Results 7 yearsEquity & DiversityTraining Materials for Title IX Coordinators, Investigators, Decision Makers, and any Person who Facilitates and Informal Resolution Process7 yearsEquity & DiversityRecords of any Actions, Including Supportive Measures Taken in Response to a Report or Formal Complaint of Sexual Harassment or Sexual Misconduct7 yearsEquity & DiversityRecords that Document the Basis for the Conclusion that the Ӱԭs Decision was not Deliberately Indifferent7 yearsEquity & DiversityRecords that Document that the Ӱԭ has taken Measures Designed to Restore or Preserve Equal Access to the Ӱԭs Education Program or Activity7 yearsEquity & DiversityRecords that Document the Reasons why Supportive Measures were not Provided 7 yearsEquity & DiversityEmployee and Student Requests for Reasonable Accommodations2 years from making the record or taking the personnel action. When a charge or lawsuit is filed, all relevant records must be kept until final disposition.Equity and DiversityPlanning, Institutional Research, Assessment, and AccreditationExternal Data Surveys: Institutional Research (IPEDS, PDE, Common Data Set, Consortia) Permanent-paper copy. Transfer to archives after Middle States Self Study (8 year cycle) Institutional Research OfficeCDS, Fact Books, Enrollment Reports, Graduation ReportsPermanent. Transfer to archives after Middle States Self Study (8 year cycle). Permanent electronic datasetsInstitutional Research OfficeAssessment Reports10 yearsPlanning and IE Office; Institutional Research Office; Office of Educational AssessmentStrategic Plans, Tactical PlansPermanent. Transfer to archives after Middle States Self Study (8 year cycle)Planning and IE OfficeMiddle States Accreditation Documents: Substantive Changes, Self-Study, AIU, Compliance (also see Provost).Permanent. Transfer to archives after Middle States Self Study (8 year cycle)Planning and IE Office Planning Committee Minutes10 yearsPlanning and IE OfficeInformation Technology RecordsTelephone Files1 year, stored digitallyInfrastructure ServicesVoice Mailbox Data7 day backup saved to serverInfrastructure ServicesNICE (NRX) Call Recording for UPD30 daysInfrastructure ServicesGeneral Counsel Records5 yearsSystem and SoftwareAgreements and ContractsDuration of contract including all renewals, then put in closed filesGeneral CounselReal Estate files (deeds, title insurance policies, agreements of sale, settlement statements)Permanent, unless property is soldGeneral CounselSworn Police Officers1 year after the officer is no longer employed hereGeneral CounselPatents and Trademarks PermanentGeneral CounselCorporate and Governance RecordsArticles of Incorporation and BylawsPermanent; amended from time to timePresidents Office (current version); Archives (prior versions)Minutes of Board of Trustees MeetingsPermanentPresidents Office (1985 on); Archives (prior years)Minutes of Board Committee MeetingsPermanentPresidents OfficeHonorary Degree FilesPermanentPresidents OfficeӰԭ Council Meeting MinutesAfter 1 year, transfer to ArchivesӰԭ Governance CouncilHuman Resources RecordsEmployee benefit plan documents, including plan amendmentsPermanentlyHuman ResourcesSummary Plan descriptions, summaries of material modifications and other and participant communications and notices (e.g., safe harbor notices, QDIA notices, blackout notices and participant fee disclosures)PermanentlyHuman ResourcesTrust agreement and amendmentsPermanentlyHuman ResourcesParticipant records (employee data) such as date of birth, date of hire or rehire, breaks in service, employee identification number, Social Security number, date of termination, gender, marital/family status, employee classification, rate of pay or hours worked, other forms of compensation, support for hours worked and any other information needed to determine plan eligibility, vesting and calculated benefitsPermanentlyHuman ResourcesPayroll Records used to demonstrate contributions to the planPermanentlyHuman ResourcesParticipant enrollment and election records including participant elections for salary deferral percentages and health and welfare plan options, investment directions, beneficiary designations, dependent information and distribution requestsPermanentlyHuman ResourcesParticipant account balances, contributions and earnings, loan and withdrawal documents and information, benefit statements and notices, distribution documents and information, notarized spousal consents and waivers, qualified domestic relations orders and determinations, qualified medical child support orders and determinations and related participant-level informationPermanently Human ResourcesAdministrative committee charters, meeting minutes, investment policy statements, delegations and Board resolutions relating to the planPermanentlyHuman ResourcesBenefit claims and appeals information and determinationsPermanentlyHuman ResourcesCollective bargaining agreementsPermanentlyHuman ResourcesContracts with service providers and related service provider fee disclosures, invoices and billingPermanentlyHuman ResourcesSchedule of expenses paid by the planPermanentlyHuman ResourcesPlan accounting records including trust, custodian and recordkeeper statementsPermanentlyHuman ResourcesInformation that must be provided in annual or quarterly benefit statements under ERISA 105(a)PermanentlyHuman ResourcesRegulatory filings with the DOL such as VFC and DFVC Program filingsPermanentlyHuman ResourcesAny other documents that may be used to determine benefits that are or may become duePermanently Human ResourcesInformation related to the tax-qualified status of retirement plans, including IRS determination letters, opinion letters and IRS correction filingsPermanentlyHuman ResourcesEvidence of plan corrections under the IRS's Employee Plans Compliance Resolution System (including under the self-correction program)Permanently Human ResourcesForm 5500 (signed copy) and related materials, including supporting worksheets, plan financial information, audited financial statements, information about plan fidelity bond, summary annual reports and other similar information8 YearsHuman ResourcesCorporate income tax returns (to reconcile deductions)8 YearsHuman ResourcesNondiscrimination and coverage test results8 YearsHuman ResourcesInformation about internal controls related to plan operations and financial reporting8 YearsHuman ResourcesInformation about third parties working with the plans and any support for prohibited transaction exemptions8 YearsHuman ResourcesSupport for any plan mergers or transfers during the year8 YearsHuman ResourcesCOBRA notices and related documentationPermanentlyHuman ResourcesACA reports and supporting documentation8 YearsHuman ResourcesIndividual Employment Contracts8 yearsHuman ResourcesMaster Salary Records/FilesPermanentlyHuman ResourcesVets 100 Report3 years after employment endsHuman Resources PA New Hire Reports 5 years (electronic)Human ResourcesHealth Insurance (HIPAA) privacy and security policies and procedures, authorization for uses and disclosures of protected health information, notice of privacy practices, business associate contracts, records of privacy training, designation of privacy official and contact person, protective orders or other documented assurances related to disclosure of PHI for legal proceedings, records of complaints and any disposition, certain records relating to the individual rights of access, amendment, and accounting of disclosures and similar information required by HIPAA Six Years from the date of when a document or record was created or went into effectHuman ResourcesI-9 Forms (Faculty and Staff)3 years (electronic)Human ResourcesOccupational Injury or Illness Records 6 years from the date of when a document or record was created or went into effectHuman ResourcesPerformance Evaluations 3 years, or 1 year after end of employment (whichever is greater)Human ResourcesSearch Committee Records5 years following the end of the calendar year they cover.Public Safety Workers Compensation Files3 years after end of employment. When a charge or a lawsuit is filed, all relevant records must be kept until final disposition.Human ResourcesApplicant and Employment Logs3 yearsHuman ResourcesNon-exempt Time Cards 5 yearsHuman Resources Family Medical Leave Act Records 1 yearHuman ResourcesMedical Records3 yearHuman ResourcesApplicant Flow Information3 yearsHuman ResourcesHiring Records (resumes, offers and hiring records, job advertisements, promotion or training opportunities) 1 year. If related to FMLA, 3 yearsHuman ResourcesShort-Term Disability Records1 year (paper)Human ResourcesRecords of Employee Disputes 6 years (electronic for summary plan description; all other paper)Human ResourcesEmployment Actions (promotions, demotions, transfers, layoffs/recalls, rehires, hires, separations, test results)1 year. If related to FMLA, 3 yearsHuman ResourcesMedical Exams 3 yearsHuman ResourcesFinancial Records2 years from making record or taking action. If adverse impact discovered, records kept until 2 years after adverse impact is eliminated. When a charge or a lawsuit is filed, all relevant records must be kept until final disposition.Human ResourcesBoard Audit Reports and Management Reports30 years Human ResourcesAgreements, Lines of Credit, Letters of Credit, Liquidity FacilitiesBond Issue Document Books7 yearsSenior Vice President for Finance & AdministrationFinancial Committee Minutes (Financial Management Committee, Committee on Responsibility in Investing, Mid Atlantic Catholic Risk Management Group, Capital Facilities Committee)7 yearsSenior Vice President for Finance & AdministrationInsurance Records (Policies, Claims, Art Collection Records, Auto Fleet and Insurance Consortium Files)20 to 40 years at least the life of the bondsSenior Vice President for Finance & AdministrationInvestment Advisor/Manager Agreements and Reports5 years, then transfer to ArchivesSenior Vice President for Finance & AdministrationReal Estate Tax Files and Voluntary Contribution Files5 years after the insurance is in effectSenior Vice President for Finance & AdministrationTuition and Fees Records 7 yearsSenior Vice President for Finance & AdministrationInternal Audit Reports and Supporting DocumentsPermanentSenior Vice President for Finance & AdministrationGrant Documents5 years, then transfer to ArchivesSenior Vice President for Finance & AdministrationFinancial Analysis Files, Reports and Supporting Documents10 years for reports; 3 years for supporting documentationSenior VP for Finance/Schneider DownsSchool as Lender Files3-5 yearsGrant AccountantStudent Receivables10 yearsFinancial AnalystCheck Vouchers, Travel Expense Reports, and Supporting Documents7 yearsFinancial Analyst/Financial Aid DirectorBudget Reports and Input Sheets from Departments Used to Build Budget7 yearsBursarPayroll Processing Records, Payroll Interface Reports, Taxes and Miscellaneous Deductions Files, Employee Payroll Files, Pension and Tax Shelter Files, Medical Files, COBRA Files, Faculty Payroll Files, and Faculty Compensation Forms7-10 years per direction of ControllerControllerFinancial Data with supporting Documentation. This includes Financial Statements; Federal and State Returns; reports to third parties such as IPEDS; NACUBO; HEGIS; Banks; Rating Agencies, Peer Institutions; etc. Also included are reports applicable to payroll and various labor statistical reports and applications for permits, licenses, tax refunds, etc.7-10 yearsBudget ManagerMonthly Investment Reports applicable to endowments; bonds; unitrust; annuities; bank statements and related documents including all supporting documentation applicable to the transactions indicated in the respective report.10 yearsPayroll OfficeGeneral Ledger Activity with all supporting documentation including restricted; unrestricted funds; fixed assets; property and plant accounting records.10 yearsControllerAlternative Loan Rosters, CT, OH, VT, and DE state Grants, Need Merit List, Pell Grant Information, Student Folders, SWSP Payroll 7 years with the exception of Investment reports which are retained 10 years excluding Endowment Investments which are permanent.ControllerBudgets Reported for State Aid Purposes10 yearsControllerFiscal Operations Report, Loan Certification Letters, NETS, PHEAA Documents3 yearsFinancial AidPurchasing Records5 yearsFinancial AidBids (not construction related) Permanent 1 year Until program reviewFinancial AidConstruction Contracts, including bids, RFPs, IFBs, specifications, justifications, etc.Credit Card Documentation and Receipts FilesAccepted bids 7 years after bid awarded; rejected bids 3 yearsPurchasingEquipment and Maintenance RecordsDocuments related to accepted bids permanent; documents related to rejected bids 2 years after completion of the capital improvementsPurchasingPurchase Orders Paper and electronic -- completion of an audit or 3 years, whichever is longerPurchasingShipping List and Packing Slips 1 year after disposal or trade-in of equipmentPurchasingSurplus Property Disposal 7 years; if blanket purchase orders related to an active, open contract, 7 years after completion or termination of contract.PurchasingAdministrative Services Records7 yearsPurchasingPublic Safety Records, Including Incident/Complaint Reports, Accident Reports, Daily Logs, and Public Information Logs4 yearsPurchasingNCIC Records and Juvenile RecordsParking Permit Records, Including Sales and Ticket Collection Spreadsheets and Receipts, Parking Permit Applications, Ticket Upload Audit Reports, Payroll Reports, Transaction Reports and Refund Check Vouchers7 yearsPublic SafetyPaid Parking Tickets, Tow Records and PA/NJ DMV Records10 yearsPublic SafetyParking Ticket Appeals Records, Budget Transfer Requests, and Lost and Found Information7 yearsPublic Safety/ParkingRecords of Inventory, Use and Control of Radioactive Materials4 yearsPublic Safety/ParkingRecords of Disposal or Abatement of Toxic and Hazardous Waste2 yearsPublic Safety/ParkingRecords of Hazardous Waste Generation 30 yearsEnvironmental Health & Safety (EHS)Records of Hazardous Substances Exposure30 yearsEnvironmental Health & Safety (EHS)Records of Disposal or Abatement of AsbestosPermanentEnvironmental Health & Safety (EHS)Records of Testing, Inspection and Repair of Fire Protection Equipment30 years after end of employmentEnvironmental Health & Safety (EHS)Records Related to Measurement of Noise in Work Environment 30 yearsEnvironmental Health & Safety (EHS)Records of Periodic Inspections of Extinguishing Systems 7 yearsEnvironmental Health & Safety (EHS)Bucket Truck, Personnel Lifts, and Elevator Standards and Certification Records 30 years after end of employmentEnvironmental Health & Safety (EHS)Records of Inspection, Performance, and Repairs of Emergency Power Equipment and Systems Until container is re-inspected or its lifePhysical PlantEvidence of Required Hydrostatic Testing on Portable Fire Extinguishers5 yearsPhysical PlantMechanical and Electrical Equipment Checks and Electrical System Inspection Records4 yearsPhysical PlantOperational ManualsUntil hydrostatically retested at stated intervals or until taken out of servicePhysical PlantRecords of Fire, Internal Disaster and Evacuation Plan Drills10 yearsPhysical PlantRecord of Fire Department InspectionLife of buildingPhysical PlantWritten Report and Evaluation of External Disaster Plans4 yearsPhysical PlantRoof WarrantyPermanentPhysical PlantUtility Readings, Tool Issue4 yearsPhysical PlantOffice Equipment FilesLife of buildingPhysical PlantPhysical Plant Policies and ProceduresUntil person leavesPhysical PlantMaintenance and Repair FilesUntil equipment is replacedPhysical PlantBuilding Maintenance RecordsUntil equipment is replacedPhysical PlantBoiler and AC Water Treatment Records Until information is updatedPhysical PlantCampus House RecordsLife of buildingPhysical PlantStudent Damage Records3 yearsPhysical PlantSick/Dock ReportLife of buildingPhysical Plant/ Resident Hall (RH) MaintenanceEquipment Warranties and Manuals3 years Physical Plant/RH MaintenanceVehicle Service RecordsUntil person leavesPhysical Plant/RH MaintenanceKey Records, Signatures, ReceiptsUntil equipment is replacedPhysical Plant/RH MaintenanceShop Personnel RecordsUntil equipment is replacedPhysical Plant/RH MaintenanceTrades Time Cards, Payroll ReceiptsPermanentPhysical Plant/TradesBuilding Work Order FilesUntil person leavesPhysical Plant/TradesElectrical/Mechanical Preventive Maintenance Files3 yearsPhysical Plant/TradesEvent Work Orders and Sketches2 yearsPhysical Plant/TradesRadio Inventory3 yearsPhysical Plant/TradesBuilding Architectural and Space Plans and Specifications3 yearsPhysical Plant/TradesZoning Permits/Decisions Until equipment is replacedPhysical Plant/TradesEquipment FilesPermanentPhysical PlantJob Files, Purchase OrdersPermanentFacilities OperationsOffice Copier Files, Vendor FilesUntil equipment is replacedPrinting & MailingPlanning, Production Statistics5 yearsPrinting & MailingBookstore RecordsUntil vendor affiliation expiresPrinting & MailingӰԭ Relations RecordsPermanentPrinting & MailingAlumni Records (Alumni society files, reunion class files, alumni biographical files)Buyback slips - 2 years Web orders and tuition remission 6 months BookstoreDevelopment Records (donor files, gift records, planned gifts, capital campaign files)Photographs, Slides, and Audiovisual Materials Documenting the ӰԭPermanent when no longer needed by Alumni office, transfer to ArchivesAlumni RelationsPublicity Materials; Press Releases, Publications, Reports PermanentӰԭ AdvancementCatalogsTransfer to Archives when no longer in use; keep releases and permissions as long as pictures are keptEnrollment Management & External AffairsInstitutional Newspapers; NewslettersPermanent; copy to Archives when releasedEnrollment Management & External AffairsCommencement ProgramsCopies transferred to Archives annually upon production; maintained permanentlyEnrollment Management & External AffairsPermanentEnrollment Management & External AffairsCopies transferred to Archives annually; maintained 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