University Archives

Retention Schedules: University-wide

Records Type

Do not destroy records that are part of - or you are aware that they will be part of - any legal action, audit, investigation, or review.

Accreditation reports and review records, and self-studies, including separate department and program reviews

Agency Schedule Number: 012-111
Item No.: 3
Description: Documents the accreditation process relating to an agency's program or programs as required by federal or state statute, or other body. These reports are received from study committees of accreditation associations for colleges, universities, and academic departments. Reports reflect suggestions and recommendations concerning an institution’s organizational structure and administration, educational programs, financial resources, faculty qualifications, library resources, student body characteristics, physical plant features and vital areas for institutions of higher learning. Also included are remarks prepared by institution officials to respond to the committee’s observations and suggestions.
Confidential Information: No

Office of Record: Unit that responsible for the accreditation or review of the unit.
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: When published, transfer a copy of final accreditation report to Archives for selection and disposition. If not published, retain until report/information is superseded, then transfer to Archives for selection and disposition.

Effective Date: June 2012
Revision Date: NA

Administrative files for President, Vice President, Director, Dean, or Department Chair

Agency Schedule Number: 012-111
Item No.: 2
Description: Document executive actions, decisions and interactions with key officials of the institution. Information in the form of memoranda, policy statements, and reports concerns accreditation requirements, budget material, department activities, faculty and student relations, tenure and salary issues, physical plant development, grant awards, research programs, foundation endowments, fiscal accountability, personnel matters, academic requirements, student athletic issues, and other related topics.
Confidential Information: Possible

Office of Record: Unit that creates the records.
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 5 years or until active use ends, then transfer to Archives for selection and disposition.

Effective Date: June 2012
Revision Date: NA

Catalogs and Bulletins

Agency Schedule Number: 012-111
Item No.: 3
Description: Documents institutional-wide policies and procedures, program requirements, and course offerings. This series may include but is not limited to: published copies of catalogs and bulletins including the general, graduate, and summer session catalog/bulletin.
Confidential Information: No

Office of Record: St. Cloud State University. Archives' staff collects catalogs.
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: When published, transfer 3 copies to Archives for selection and disposition. Archives' staff collects catalogs.
Retention Period for Reference Copies: Retain until active use ends, then dispose by recycling.

Effective Date: June 2012
Revision Date: NA

Collective Bargaining Agreements

Agency Schedule Number: 012-111
Item No.: 4
Description: Contracts between labor unions and Minnesota State.
Confidential Information: No

Office of Record: Bargaining unit responsible for negotiating contract.
Other Offices: Convenience copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Convenience copies should be kept no longer than the periods specified for the Office of Record.

Retention Period: When superseded, transfer to Archives for selection and disposition.

Effective Date: June 2012
Revision Date: NA

Commencement programs

Agency Schedule Number: 012-111
Item No.: 5
Description: Publication produced for ceremony featuring the graduation of students.
Confidential Information: No

Office of Record: Commencement office
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: When published, transfer 3 copies to Archives for selection and disposition.
Retention Period for Reference Copies: Retain until active use ends, then dispose by recycling.

Effective Date: June 2012
Revision Date: NA

Committee records (all levels) - includes administrative, policy, and governance committees at the department, school/college, and university level

Agency Schedule Number: 012-111
Item No.: 6
Description: Document actions and recommendations of committees and task forces, established to provide advice on policy matters and other management topics. Information consists of letters, memoranda, and other records concerning a wide variety of action, including budget matters, maintenance of facilities, curriculum development, utilization of state/federal funds, purchase or sale of property and other subjects related to the institution’s administration, operation, and academic programs.
Confidential Information: No

Office of Record: Unit that creates the records.
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 5 years, then transfer to Archives for selection and disposition.

Effective Date: June 2012
Revision Date: NA

Completed and graded assignments and tests of students

Agency Schedule Number: 012-111
Item No.: 7
Description: Records may include but are not limited to: examinations and answers; quizzes and answers; homework assignments; course papers; term papers; and essay assignments.
Confidential Information: Yes

Office of Record: Individual faculty members and units
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 1 year after course ends, then dispose by shredding.

Effective Date: June 2012
Revision Date: NA

Course summary evaluations - anonymous

Agency Schedule Number: 012-111
Item No.: 8
Description: Summary information from departmental student course evaluations.
Confidential Information: No

Office of Record: Unit responsible for the course.
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain until active use ends, then dispose by recycling.

Effective Date: June 2012
Revision Date: NA

Department approved arranged class and independent study forms

Agency Schedule Number: 012-111
Item No.: 8
Description: Documents departmental approval for students to enroll in independent study or other arranged courses.
Confidential Information: Yes

Office of Record: Unit responsible for the course.
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 1 year after date submitted, then dispose by shredding.

Effective Date: June 2012
Revision Date: NA

Department majors and minor lists

Agency Schedule Number: 012-111
Item No.: 14
Description: Informal lists of students who have been majors or minors in the department.
Confidential Information: No

Office of Record: Unit that responsible for the accreditation or review of the unit.
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain until active use ends, then dispose by recycling.

Effective Date: June 2012
Revision Date: NA

Departmental changes for the university course catalog/bulletin

Agency Schedule Number: 012-111
Item No.: 9
Description: Department changes and updates for the new undergraduate and graduate catalog/bulletin.
Confidential Information: No

Office of Record: Unit responsible for the course.
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain until superseded or active use ends, then dispose by recycling.

Effective Date: June 2012
Revision Date: NA

Departmental class scheduling material

Agency Schedule Number: 012-111
Item No.: 11
Description: Documents scheduling of courses at the department level. All changes are reflected in the class schedule from Records and Registration.
Confidential Information: No

Office of Record: Unit responsible for scheduling courses.
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Until superseded or active use ends, then dispose by recycling.

Effective Date: June 2012
Revision Date: NA

Departmental course enrollment data

Agency Schedule Number: 012-111
Item No.: 12
Description: Documents student enrollment and instructor for each course offered in an academic department.
Confidential Information: No

Office of Record: Unit responsible for the course.
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain until active use ends, then dispose by recycling.

Effective Date: June 2012
Revision Date: NA

Departmental curriculum changes or new class proposal

Agency Schedule Number: 012-111
Item No.: 13
Description: Documentation at department level to drop courses from the curriculum and/or to change the names of courses, the number of credits, or the prerequisite courses.
Confidential Information: No

Office of Record: Academic Affairs

Retention Period for Reference Copies: For approved courses, 3 years then dispose by recycling; for unapproved courses, retain until active use ends, then dispose by recycling.

Effective Date: June 2012
Revision Date: NA

Departmental scholarship applications and receipt award forms

Agency Schedule Number: 012-111
Item No.: 15
Description: Documents the process of selecting institutional faculty, staff, students and alumni to receive awards, fellowships, and scholarships based on merit or achievement. The series may include but is not limited to: applications; nomination letters; eligibility terms and selection criteria; recommendations; transcripts; letters of award notification or denial; letters accepting or declining awards; summary lists of winners; biographies; demonstration of need documentation; press releases; award history and information on funding sources; and related documentation and correspondence.
Confidential Information: Yes

Office of Record: Unit responsible for awarding the scholarship.
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain for 2 years, then transfer eligibility terms and selection criteria, award history and information on funding sources, award notifications, summary lists of winners, biographies of winners, and press releases to Archives for selection and disposition.

Effective Date: June 2012
Revision Date: NA

Faculty/Department Meeting Minutes

Agency Schedule Number: 012-111
Item No.: 16
Description: Approved meeting minutes for a department or group of faculty.
Confidential Information: No

Office of Record: Unit that creates record.
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 5 years or until active use ends, then transfer to Archives for selection and disposition.

Effective Date: June 2012
Revision Date: NA

Faculty and staff employment files

Agency Schedule Number: 012-111
Item No.: 17
Description: Documents the employee's work history maintained in the office of the dean, director, department head, or other administrator.
Confidential Information: Yes

Office of Record: Human Resources

Retention Period: Retain until active use ends, then send to Human Resources for selection and disposition.

Effective Date: June 2012
Revision Date: NA

Goals and objectives for unit

Agency Schedule Number: 012-111
Item No.: 18
Description: The development and establishment of goals and objectives, as well as the goals and objectives themselves.
Confidential Information: No

Office of Record: Unit responsible for creating goals and objectives
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain until superseded or active use ends, then transfer to Archives for selection and disposition.

Effective Date: June 2012
Revision Date: NA

Job application material for candidates not hired

Agency Schedule Number: 012-111
Item No.: 19
Description: Documents the selection process for academic, classified and student positions within the institution. Records may include but are not limited to: applications; curriculum vitae or resumes; academic transcripts; samples of writing or publications; approvals of recruitment proposals; candidate lists; position announcements; position advertisements; position descriptions.
Confidential Information: Yes

Office of Record: Unit hiring for the position.
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 5 years from the date of rejection or making of the record, then dispose by recycling.

Effective Date: June 2012
Revision Date: NA

Policies and procedures for the University, College, Department or other Unit

Agency Schedule Number: 012-111
Item No.: 20
Description: Documents internal development and guidelines for consistency and continuity in the operation of the unit. Includes but not limited to: mission and policy statements; planning documents outlining responsibilities and goals; organizational charts; publications preparation guidelines; emergency procedures; job descriptions; handbooks; desk manuals; and related documentation and correspondence.
Confidential Information: No

Office of Record: Unit that creates the policies and procedures.
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain until superseded or active use ends, then transfer to Archives for selection and disposition.

Effective Date: June 2012
Revision Date: NA

Publications from the University, College, Department or other Units

Agency Schedule Number: 012-111
Item No.: 21
Description: Consists of newsletters, annual reports, brochures, and related printed materials used to market units or their programs or inform others about units or their programs, both internal and external.
Confidential Information: No

Office of Record: Unit that is responsible for creating the publication.
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 3 years, then transfer one copy of all newsletters, annual reports, brochures, and related printed marketing materials to Archives for selection and disposition; dispose by recycling remainder when active use ends.

Effective Date: June 2012
Revision Date: NA

Reference files

Agency Schedule Number: 012-111
Item No.: 22
Description: Reference files containing copies of correspondence, reading or day files, mailing or address lists, memoranda, notes, telephone message slips, routine requests, copies of reports, studies, articles, reference copies of minutes, distribution lists, calendars, appointment books, routine telephone logs and other general reference information on office administrative issues and concerns.
Confidential Information: No

Office of Record: Unit creating the record.
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain until active use ends, then dispose by recycling.

Effective Date: June 2012
Revision Date: NA

Release of liability forms

Agency Schedule Number: 012-111
Item No.: 23
Description: Records document the release of the institution or administrative unit from liability related to various activities involving students, faculty, staff, and general public. Activities may include events such as sponsored field trips and physical education classes. Records include but are not limited to hold harmless, waiver, and release forms, related documentation, and correspondence. Information includes a statement from the participant that he/she assumes personal responsibility and holds the institution or administrative unit blameless for any accident or injury that may occur while participating, information about college insurance, description of the activity, and signatures of the participant.
Confidential Information: Possible

Office of Record: Unit planning and holding the event.
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 6 years after event is completed, then dispose by shredding.

Effective Date: June 2012
Revision Date: NA

Special observances files

Agency Schedule Number: 012-111
Item No.: 24
Description: Documents commemorating anniversaries, centennials, inaugurations, etc. sponsored by the university, colleges, departments, units, organizations, or student organizations.
Confidential Information: No

Office of Record: Unit that responsible for event or special observance.
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain until active use ends, then transfer to Archives for selection and disposition.

Effective Date: June 2012
Revision Date: NA

Student government and organization records

Agency Schedule Number: 012-111
Item No.: 25
Description: Documents the history, development, and policies of campus student organizations. Records may include but are not limited to: annual review forms; minutes; constitutions and bylaws; committee, subcommittee, and task-force records; Student Government bill and resolution files; budgets; handbooks; officer and member rosters; scrapbooks; photographs; and related documentation and correspondence.
Confidential Information: No

Office of Record: Unit responsible for creating the records.
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 5 years or until active use ends, then transfer to Archives for selection and disposition.

Effective Date: June 2012
Revision Date: NA

Student handbooks

Agency Schedule Number: 012-111
Item No.: 26
Description: Handbook concerning policies and procedures of the institution as they pertain to students, academic calendar, map of institution, etc.
Confidential Information: No

Office of Record: Unit responsible for creating handbook.
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: After printing, transfer 3 copies to Archives for selection and disposition.

Effective Date: June 2012
Revision Date: NA

Syllabi

Agency Schedule Number: 012-111
Item No.: 27
Description: Schedule for a specific class (readings, class topics, exams, assignments on a calendar schedule).
Confidential Information: No

Office of Record: Unit that creates syllabi.
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain until active use ends, then transfer to Archives for selection and disposition.

Effective Date: June 2012
Revision Date: NA

Tests - blank

Agency Schedule Number: 012-111
Item No.: 28
Description: Tests that were not used or completed by students.
Confidential Information: No

Office of Record: Unit that creates test.
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain until active use ends, then dispose by recycling.

Effective Date: June 2012
Revision Date: NA

Theses and dissertation records

Agency Schedule Number: 012-111
Item No.: 29
Description: Documents the completion and academic acceptance of graduate theses and dissertations presented to colleges in fulfillment of requirements for graduate degrees. This series includes final and accepted copies of theses and dissertations.
Confidential Information: No

Office of Record: Library
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: After completion and graduation, one bound copy to the library, one copy in micro form to Archives.

Effective Date: June 2012
Revision Date: NA

Original Copy of Schedule as Approved by the State of Minnesota