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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

Student Scholarship Records - Awarded

May include application materials for students receiving the scholarships; forms rating the applicants; award notification letters, etc.

Identification

Record Series Item Number
7.4
Retention Policy Number
304
Series
7.4 - Student Records - Financial Aid

Retention Period

Total Retention
AC + 7

Characteristics

Final Repository
FINANCIAL AID/LOCAL UNIT
Vital
Yes
Remarks
AC = After award year. The Department maintains records related to scholarships that are administered by their office. Academic or Adminstrative departments that administer a scholarship and associated awards are responsible for maintaining records related to the application, award notification letter and related documentation, which may include application materials for students receiving the scholarships; forms rating the applicants; award notification letters; competitive scholarship waiver, etc. Retention based on THECB MOU.

Status

Last Update
6/28/21 15:26
GUID
UNTRRS-1252

Student Eligibility & Financial Aid Recipients

This series may include but is not limited to, Statements of Truth - in - Lending, cancellations, income verifications, interview and assistance records, needs analysis, status change records, etc.

Identification

Record Series Item Number
7.4
Retention Policy Number
280
Series
7.4 - Student Records - Financial Aid

Retention Period

Total Retention
AC+7

Characteristics

Final Repository
FINANCIAL AID
Vital
Yes
Remarks
AC = End of the award year for with the aid was awarded. Records that substantiate the eligibility of students for financial aid. Retention based on THECB MOU.

Status

Last Update
6/28/21 16:58
GUID
UNTRRS-1228

Admissions - No Fee Applications

Admissions applications received without required fee payment.

Identification

Record Series Item Number
7.3
Retention Policy Number
658
Series
7.3 - Student Records - Admission

Retention Period

Total Retention
AC

Characteristics

Final Repository
ADMISSIONS
Vital
No
Remarks
AC=Applications are held by the Admissions Office until the 12th class day of the semester in which the application was received.

Status

Last Update
10/15/21 10:23
GUID
UNTRRS-1285
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