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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

Admissions Report

This series provides summary information relating to student admission programs which may be used for control, planning or review.

Identification

Record Series Item Number
7.3
Retention Policy Number
581
Series
7.3 - Student Records - Admission

Retention Period

Total Retention
AV

Characteristics

Final Repository
ADMISSIONS
Vital
No

Status

Last Update
10/15/21 10:24
GUID
UNTRRS-1270

Admissions Records- Not Accepted

This series documents the application process for individuals seeking admission to the institution. Records may include but are not limited to: admission applications; program applications; academic transcripts from other institutions; test scores; letters of admittance; personal statements; publications; letters of recommendation; resumes; waivers of rights to access letters of recommendation and related documentation and correspondence.

Identification

Record Series Item Number
7.3
Retention Policy Number
580
Series
7.3 - Student Records - Admission

Retention Period

Total Retention
AC+1

Characteristics

Final Repository
UNDERGRADUATE ADMISSIONS/GRADUATE ADMISSIONS/ACADEMIC PROGRAM
Vital
No
Remarks
AC = After application term. Federal legislation or statue statutes may dictate a longer retention period. The federal legislation which governs these records is as follows: Veterans Administration regulations require that all recruitment materials be retained 3 years. Academic programs are responsible for maintaining program applications and related documentation. Student Advising Records should be maintained in accordance with UNT Item Number 270, Student Advising Records.

Status

Last Update
10/15/21 10:22
GUID
UNTRRS-1269

Admissions Records - Accepted

This series documents the application process for individuals seeking admission to the institution. Records may include but are not limited to: admission applications; program applications; academic transcripts from other institutions; test scores; letters of admittance; personal statements; publications; letters of recommendation; resumes; waivers of rights to access letters of recommendation and related documentation and correspondence.

Identification

Record Series Item Number
7.3
Retention Policy Number
579
Series
7.3 - Student Records - Admission

Retention Period

Total Retention
AV

Characteristics

Final Repository
UNDERGRADUATE ADMISSIONS/GRADUATE ADMISSIONS/ACADEMIC PROGRAM
Vital
No
Remarks
The federal legislation which governs these records is as follows: Veterans Administration regulations require that all recruitment materials be retained 3 years. Academic programs are responsible for maintaining program applications and related documentation. Student Advising Records should be maintained in accordance with UNT Item Number 270, Student Advising Records.

Status

Last Update
10/15/21 10:21
GUID
UNTRRS-1268

Course Contents / Syllabi

Course Outlines, Descriptions and Syllabi.This record series contains course descriptions, syllabi, outlines, lesson plans, faculty lecture notes, handouts, master copy of exams, and miscellaneous instructional materials.

Identification

Record Series Item Number
7.2
Retention Policy Number
593
Series
7.2 - Student Records - Faculty

Retention Period

Total Retention
FE+7

Characteristics

Final Repository
LOCAL UNIT
Vital
No
Remarks
CAUTION: Departments should check with their accrediting agency to determine retention requirements for accreditation. If no accreditation requirement exists, retain for FE+7. Actual student exams, i.e., those filled out by students, fall under record series for Test Questions and Examinations, not this record series.

Status

Last Update
10/15/21 10:18
GUID
UNTRRS-1286
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