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Student Data Sheets

Identification

Record Series Item Number
7.1
Retention Policy Number
274
Series
7.1 - Student Records

Retention Period

Total Retention
AC

Characteristics

Final Repository
REGISTRAR/LOCAL UNIT
Vital
No
Remarks
AC = End of the term that the transaction occurred. FERPA, confidential record.

Status

Last Update
9/16/21 16:54
GUID
UNTRRS-1222

Departmental Student Information Files

This series provides up-to-date information on student's activity from point of enrollment to graduation or date of last attendance. Information may include personal data, activity reports, graduate student qualifying examinations, copies of placement tests, copies of partial transcripts, correspondence, evidence of graduation or last date of attendance, and related information.

Identification

Record Series Item Number
7.1
Retention Policy Number
268
Series
7.1 - Student Records

Retention Period

Total Retention
AC+3

Characteristics

Final Repository
Academic Unit
Vital
Yes
Remarks
AC = Student separation from the department or institution. CAUTION: International student academic records must be retained at least 1 year after final notice to Immigration and Naturalization Service.

Status

Last Update
9/16/21 16:53
GUID
UNTRRS-1576

Police Academy Records

This record series may contain academy recruitment records, lesson plans, instructor biographies, records of tests and other evaluation instruments, meeting minutes of advisory boards and inspection and follow-up reports of TCLEOSE inspectors.

Identification

Record Series Item Number
6.1
Retention Policy Number
671
Series
6.1 - Police Records

Retention Period

Total Retention
5 YEARS*

Characteristics

Final Repository
POLICE
Vital
No
Remarks
TCLEOSE Rules Handbook 215.9 (b)(3)(J)
37 TAC 215.1 c
37 TAC 215.7 e

*Certificates of academy/course completion for police officers should be retained in the Police Department's personnel file for 5 years following separation from the institution.

Status

Last Update
9/16/21 16:53
GUID
UNTRRS-1479

Sexual Offender Registration File.

Identification

Record Series Item Number
6.1
Retention Policy Number
666
Series
6.1 - Police Records

Retention Period

Total Retention
AC+3

Characteristics

Final Repository
POLICE
Vital
Yes
Remarks
AC = The end of the semester that the individual is no longer enrolled at UNT. Code of Criminal Procedure 62.153

Status

Last Update
9/16/21 16:52
GUID
UNTRRS-1477

Telephone and Radio Communication Recordings

This record series includes recordings of all phone extensions and radio channels in the Police Communications Center, Parking Office and Detective's offices.

Identification

Record Series Item Number
6.1
Retention Policy Number
659
Series
6.1 - Police Records

Retention Period

Total Retention
1

Characteristics

Final Repository
POLICE
Vital
No
Remarks
PS2575-01 Retention period based on best practices from IACLEA and CALEA accrediting bodies.

Status

Last Update
9/16/21 16:51
GUID
UNTRRS-1199

Personnel Background Information For Civilian Police - Not Hired

This series consists of requests for, and results of, criminal and other background checks and information on applicants.

Identification

Record Series Item Number
6.1
Retention Policy Number
611
Series
6.1 - Police Records

Retention Period

Total Retention
2

Characteristics

Final Repository
POLICE
Vital
No

Status

Last Update
9/16/21 16:50
GUID
UNTRRS-1198

Personnel Background Information For Civilian Police - Hired

This series consists of requests for, and results of, criminal and other background checks and information on employees.

Identification

Record Series Item Number
6.1
Retention Policy Number
610
Series
6.1 - Police Records

Retention Period

Total Retention
AC+5

Characteristics

Final Repository
POLICE
Vital
No
Remarks
AC = Termination of employment.

Status

Last Update
9/16/21 16:49
GUID
UNTRRS-1197

Personnel Background Information For Commissioned Police - Not Hired

This series consists of requests for, and results of, criminal and other background checks and information on applicants.

Identification

Record Series Item Number
6.1
Retention Policy Number
609
Series
6.1 - Police Records

Retention Period

Total Retention
2

Characteristics

Final Repository
POLICE
Vital
No

Status

Last Update
9/16/21 16:49
GUID
UNTRRS-1196
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