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Student Organization Administrative Records

This series documents the history, development, and policies of campus student organizations.

Identification

Record Series Item Number
7.6
Retention Policy Number
596
Series
7.6 - Student Records - Campus Life/Services

Retention Period

Total Retention
AC+1

Characteristics

Archival
O
Final Repository
STUDENT DEVELOPMENT
Vital
No
Remarks
AC = Life of the organization.

Status

Last Update
10/15/21 10:30
GUID
UNTRRS-1278

Student Housing Records

This series provides a record of occupancy in all institution administered housing. The series may include but is not limited to: housing requests, housing assignments, signed housing policies, driver's license forms, reservation/housing agreements, tenant rent and deposit receipts, tenant discrepancies memos, rent delinquent notices, vacating notices and related documentation and correspondence

Identification

Record Series Item Number
7.6
Retention Policy Number
289
Series
7.6 - Student Records - Campus Life/Services

Retention Period

Total Retention
FE + 5

Characteristics

Final Repository
HOUSING
Vital
Yes
Remarks
Retention is based on UNT internal practice. Retention is also based on requirements listed in the Federal Student Assistance General Provisions 34 CFR 668.24: Record Retention and Examinations.

Status

Last Update
10/15/21 10:29
GUID
UNTRRS-1237

Student Disciplinary Records

This series documents student disciplinary actions. Records may include but are not limited to: incident reports; final report; evident; notification of allegations; timely notice forms; conduct – pending, conduct restitution, suspension lists; disciplinary reports; informal discussion notes; formal hearing notes and associated audio/visual recording; final summary statement; decision statement; appeals documentation; and other related documentation and correspondence.

Identification

Record Series Item Number
7.6
Retention Policy Number
277
Series
7.6 - Student Records - Campus Life/Services

Retention Period

Total Retention
AC + 7, PM

Characteristics

Final Repository
DEAN OF STUDENTS
Vital
Yes
Remarks
AC = Case adjudicated. FERPA, confidential record. Retention depends on nature of penalty assessed. Only penalties of expulsion, suspension or disciplinary probation are retained permanently.

Status

Last Update
10/15/21 10:28
GUID
UNTRRS-1225

Child and Youth Program Participant Records

This series documents the participation of children and youth in programs sponsored by the institution. The series may include: applications; enrollment records; progress reports and assessments; immunization records; parental consent forms; activity records; lists of attendees and related correspondence.

Identification

Record Series Item Number
7.6
Retention Policy Number
277
Series
7.6 - Student Records - Campus Life/Services

Retention Period

Total Retention
AC+3

Characteristics

Final Repository
Local Unit
Vital
Yes
Remarks
AC = End of program session or student separation from program, as applicable. URRS-254

Status

Last Update
10/20/21 14:59
GUID
UNTRRS-1620

Tuition and Fee Charges

Identification

Record Series Item Number
7.5
Retention Policy Number
589
Series
7.5 - Student Records - Finance

Retention Period

Total Retention
AC+5

Characteristics

Final Repository
STUDENT ACCOUNTING AND UNIVERSITY CASHIERING
Vital
No
Remarks
AC = Graduation or date of last attendance.

Status

Last Update
10/15/21 10:26
GUID
UNTRRS-1273

Request for Student IDs

Identification

Record Series Item Number
7.5
Retention Policy Number
244
Series
7.5 - Student Records - Finance

Retention Period

Total Retention
AC + 1

Characteristics

Final Repository
CONTROLLER/IT SHARED SERVICES (ITSS)
Vital
No
Remarks
AC = End of term the transaction occurred. FERPA, confidential record.

Status

Last Update
10/15/21 10:25
GUID
UNTRRS-1208

Scholarships Awarded by Departments / Program Administration Records

A record of a departmentally administered scholarship program (not administered by university Financial Aid). May include documentation of the establishment of the fund (administrative requirements for the scholarship, donations received, copies of wills, etc.), correspondence regarding the scholarship program, list of recipients, etc.

Identification

Record Series Item Number
7.4
Retention Policy Number
349
Series
7.4 - Student Records - Financial Aid

Retention Period

Total Retention
PM

Characteristics

Archival
I
Final Repository
LOCAL UNIT
Vital
No
Remarks
This record series does not include applications submitted for the scholarship.

Status

Last Update
10/15/21 10:25
GUID
UNTRRS-1264

Scholarship Applications - Not Awarded

A record of students who have applied for departmental scholarships and who have not been awarded scholarship funds.

Identification

Record Series Item Number
7.4
Retention Policy Number
347
Series
7.4 - Student Records - Financial Aid

Retention Period

Total Retention
AC+1

Characteristics

Final Repository
FINANCIAL AID/LOCAL UNIT
Vital
No
Remarks
AC = End of Application Period. The department maintains records related to scholarship application processes that are administered by their office. Academic or Administrative Departments that administer a scholarship and associated awards are responsible for maintaining records related to the application , which may include application materials; forms rating the applicants; essays and letter of recommendations, etc.

Status

Last Update
6/28/21 16:38
GUID
UNTRRS-1262
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