Administration

    Records Retention Schedule

     

    1.  Institutional Documents

     
    1.1   Board Committees
      a. Bylaws
      b. Meeting Notices
      c. Agendas
      d .Minutes
      e. Membership Lists

    Permanent
    1.2     Documents concerning members of the Board of  Trustees
      a. Curriculum Vitae and newspaper articles
      b. Conflict of Interest Forms

    Permanent

    5 years after resignation of Board Member

    1.3     Charter and Amendments to Charter and Related Correspondence

    Permanent

    1.4     Institutional Policies and Manuals

    Permanent
    1.5 Mission Statement/Strategic Plans

    Permanent

    1.6 News Releases

    Permanent

    1.7 Organization Charts

    Permanent

    2.  Financial Records

    		 
    2.1 Tax returns

    Permanent

    2.2 Conflict of Interest Form

    Permanent

    2.3 IRS Determination Letter

    Permanent

    2.4 Budgets

    50 years

    2.5 Financial Statements (Audited)

    Permanent

    2.6 IRS Rulings

    10 years after receipt of ruling

    2.7 Letters of Credit

    7 years

    2.8 Accounts payable and receivable
      a. Accounts payable and receivable records
      b. Books of Account
      c. Financial statements; annual reports togovernment agencies
       d. Records of property subject to gain or loss treatment
      e. Records supporting items of income, deductions and credits

    7 years
    7 years

    Permanent

    7 years after taxable disposition

    7 years

    3. Foundation Documents
    3.1 Annual Donor Reports

    Permanent

    3.2 Annual Finance Reports

    Permanent

    3.3 Annual Giving Reports

    Permanent

    3.4 Donor Gift Deposit Records

    7 years

    3.5 Donor Gift File

    Permanent

    4.  Legal Documents

    		  
    4.1 Contracts and Related Correspondence

    6 years after expiration or termination
    of the contract

    4.2 Settlement agreements

    Permanent

    4.3 Complaints and Answers

    Permanent

    5.  Intellectual Property Documents

    		 
    5.1 Copyrights (General)

    3 years after expiration

    5.2 Patents (Applications, Assignments, License Agreements)

    6 years after expiration

    6.  Purchasing

    		  
    6.1 Purchase Orders

    6 years from date of issue
    6.2 Invoices

    6 years from date of payment

    6.3 Bid file and related correspondence

    6 Years from Bid opening

    7.  Real Estate

    		  
    7.1 Options to Purchase Real Estate

    6 years after expiration of option

    7.2 Property Records (Deeds, Leases, and Title Reports)

    Six years after College's interest has terminated or is transferred

    8.  Construction Documents

    8.1  Building plans, blueprints and design plans

    Permanent

    8.2 Contracts and agreements

    6 years after completion of construction project

    8.3 Licenses and Permits

    Permanent

    8.4 Management Engineering Studies and Reports

    Permanent
    8.5  Maps

    Permanent

    9.  Risk Management/Insurance Records

    9.1  Insurance Policies

    6 years after expiration

    9.2 Incident Reports

    5 years
    Involving Minors:
    latter of 5 years or 19th birthday

    9.3 Litigation

    2 years after settlement or
    disposition of litigation

    10.  Medical Records
    10.1 Dental Hygiene Clinic Client Charts (dental records)

    7 years from last entry
    Minors – latter of 7 years or 19th birthday
    Permanent
    10.2 Health Career:Health Records (initial and update  forms)

    Permanent

    11.  Student Services

    11.1 Address and Name Change form

    3 years
    11.2 Advisor/Program Change form

    5 years
    11.3 College Transcripts from other institutions

    5 years
    11.4 Final Grade Roster

    Permanent
    11.5 Grade Change And Challenge Files

    Permanent
    11.6 Graduation Application

    2 years

    11.7 Graduation Certification (CAAP)

    2 years
    11.8 Graduation Waiver and Substitution Forms

    Permanent
    11.9 Transcript Request Form

    6 months
    11.10 Drop/Add/Withdrawal Form

    5 years
    11.11 Dual Admissions Intent Form

    5 years
    11.12  Dual Admissions Temple Applications

    2 years
    11.13  Disciplinary Records

    5 years
    11.14 Suspension/Reinstatement letters

    5 years
    11.15 High School Transcript

    5 years after student has not attended
    11.16 Admissions Applications

    5 years after student has not attended
    11.17 Web Application Signature Page

    5 years after student has not attended
    11.18 Recruit Prospect Cards

    None
    11.19  Records on International Students (F-1 & M-1 Visas)

    Permanent
    11.20  Affidavit of Support

    Permanent
    11.21 F-1 Requirements Sheet

    Permanent
    11.22  International Admissions Files

    Permanent
    11.23  Early Admissions File: Admitted/Attending Student

    5years
    11.24 GED Score Report/Diploma

    5 years after student has not attended
    11.25 INS Form I-20

    Permanent
    11.26 TOEFL Score Report

    Permanent
    11.27 SAT Score Report

    5 years after student has not attended

    11.28 CLEP/AP Exam Score Report

    5 years after student has not attended
    11.29   Veterans Records
      a. Veterans Application Document
      b.  Proof of Eligibility
      c.  Forms which show transfer to this College
      d.  Veterans Benefits Request Form
      e.  Certificate of Release or Discharge from Active Duty, DD214
      f.   Application for VA Education Benefits, V A22-1990
      g.  Application for VA Education Benefits, VA 22-5490
      h.  Military Orders
     
    10 years from date of discharge
    10 years from date of discharge
    10 years from date of discharge
    10 years from date of discharge

    3 years after student has not attended
    3 years after student has not attended
    3 years after student has not attended
    10 years

    12.  Workforce Development and Continuing Education
    12.1 Instructor Contracts

    5 years
    12.2 Class Evaluations 

    5 years
     12.3 Daily and Overall Class Attendance Records

    5 years
    12.4  Course Outlines

    5 years
     12.5 Certificates of Completion 

    5 years
    12.6 Municipal Police Academy Transcripts

    5 years
    12.7  Municipal Police Academy Records 

    7 years

    13. Financial Aid Records

    13.1   Federal Form 990
      a. Fiscal and administrative records
      b. Current records of the student's admission to and enrollment status at the institution, and his/her prior receipt of financial aid
      c. Higher Education Assistance programs ("HEA")
       d. Financial and other records as necessary to determine "the institutional eligibility, financial responsibility and administrative capability" of the institution.
      e. All records required under applicable program regulations
      f. Detailed financial records that are subject to review by the Department of Education.
     
    3 years: Period begins from date of filing
    5 years

     

    5 years
    5 years

     

    5 years

    5 years after annual audit has been
       Accepted
    13.2  Financial Records -- Annual Audit

    5 years

    13.3  Specific HEA Programs
      a. College Work-Study Program
        1) Financial Records
        2) Applications
      b. Federal Supplemental Educational Opportunity Grant Program ("SEOG")
        1) Loan Records
        2) Student's Status Confirmation Reports
      c. Federal Family Education Loan Program ("FEEL")
         1) Financial Records
         2) Student Aid Reports (SAR) Data

    5 years
    5 years
    5 years


    5 years
    5 years


    5 years
    5 years

    14. Employee Records

     
    14.1  Pre-Employment Records
      a. Applications/resumes/interview notes: Not hired
      b. Applications/resumes/interview notes: Hired
      c. Background checks, driving records, employment   
    verification, letters of reference: Not Hired
      d. Background checks, driving records, employment
    verification, letters of reference: Hired

    3 years

    5 years after date of termination
    3 years

    5 years after date of termination

    14.2   Employee Records
      a. I-9 Forms
      b. Compensation, job history, and timekeeping records.
      c. FMLA/USERRA and related leave records
      d. Performance appraisal/disciplinary action records
      e. Benefits Records
      f. Disputed Issues: DOL, EEOC, arbitration, court action
      g. OSHA and Employee Safety Records
      h. Workers Compensation Claims


    The later of 5 years from date of hire or
      1 year from date of termination
      7 years after termination
      7 years after termination
      4 years after termination
      8 years after termination
      5 years after resolution of dispute
      7 years after termination
      5 years after date of illness or injury;
    30 years, if exposed to toxic substances or 
         blood-borne pathogens
    14.3 Compliance Reports/Records
      a. Pennsylvania New Hire Report
      b. EEO-1/VETS-100
      d. OSHA 300/300A
      e. 5500 Report
      f. Federal/State tax report


    3 years after report is filed
    5 years after report is filed
    5 years after close of plan year
    7 years after posting
    7 years after posting
    7 years after report is filed
    14.4    Faculty Records
      a.  Student classroom evaluations
      b.  All other records including, grade books, tests, etc


    7 years
    1 year after termination

    15.  Grants
    15.1 Pell Grant Program

     5 years

    15.2   Direct Grants
       a. Records relating to all grant applications
       b. All financial and programmatic records, supporting
          documents, statistical records, and other records of recipients "reasonably pertinent" to the grant.

     
    10 years
    10 years

    15.3  Grants to the Foundation

     10 years
    16. Public Safety Records
    16.1  Uniform Crime Reports (Pennsylvania & Federal)

     6 years
    16.2  Complaint dispatch report

     Current & Previous Year
    16.3    Incident Reports

     6 years
    16.4   Administrative Files

     Current & Previous year

    16.5 Key & Keycard Distribution

     Inactive:  Retain 1 year and dispose
    16.5   Parking Sticker Applications

    2 years beyond sticker expiration
    16.6   Vehicle Citations

    4 years
    16.7  Records of Ticket Appeal Committe

    4 years

    17. Non-Discrimination in Education Records and Reports

    17.1  Records relating to alleged violations of Title IX of the Education Amendments of 1972 to the Civil Rights Act of 1964

     3 years

    17.2  Records of any modifications made to the policies and practices of the College and any remedial action taken pursuant to Title IX.

     3 years

    17.3 Any records relating to alleged violations of Title VI of
    the Civil Rights Act of 1964.

     3 years

    17.4  General Compliance Records

     3 years

    17.5 Any records relating to alleged violations of the
              Rehabilitation Act of 1973

     3 years

    17.6  Records on the medical condition or history of any applicant or employee in compliance with the Americans with Disabilities Act (ADA)

     3 years

    18.  Academic Records
    18.1   Act 335 Forms

    Permanent
    18.2  Health Career Program Records

    In compliance with specialized
    accreditation standards for individual
    career fields
  • 19. Digital Records
    • 19.1    E-mail

    Subject to regular document retention
    policies;  migrate to new software and
    storage media as upgrades occur.