UNT System Consolidated CORE Records Retention Schedule

Below are the approved record series that comprise the UNT System Records Retention Schedule. The schedule is approved by the the Texas State Library and Archives Commission. You may browse the entire schedule by expanding each of the eleven categories below, or narrow your search by using the optional Series selector or keyword search.

1.1 - Administrative Records-General

Retention Policy #: 1 Academic Program Request, Appraisal and Review Records

A record of periodic departmental self-evaluation and assessment by an external site visit team to determine departmental strengths and weaknesses. The records series may or may not include the following: self-study report, final report of site-visit team, review schedule, department strategic plans, and supporting documentation.

Retention Policy #: 369 Administrative Hearings

Transcripts and final decisions of hearings conducted as part of the regulatory process, and hearings on proposed rules and changes. The records may be maintained with related information including meeting notices, proofs of publication, and meeting minutes.

Retention Policy #: 673 Advisory Board Records

Minutes, agendas, reports, and correspondence

Retention Policy #: 721 Affiliation Agreements.
Retention Policy #: 371 Alternative Dispute Resolutions

Final agreement described by Government Code, 2009.054(c), associated with a matter conducted under an alternative dispute resolution procedure in which personnel of a state agency participated as a part on the agency's behalf.

Retention Policy #: 11 Americans with Disabilities Act Documentation

Self-evaluation committee files and plans documenting compliance with the requirements of the Americans with Disabilities Act.

Retention Policy #: 672 Association and Organization Advisory Records

Includes institutional membership information, for the UNT System and each component institution

Retention Policy #: 18 Audits

Audits and reviews performed by or on behalf of an agency, including the working papers that support the audit. Also includes audits performed on the agency.

Retention Policy #: 687 Awards Records - Selection Records
Retention Policy #: 33 Broadcasts
Retention Policy #: 75 Calendars and Appointment Books/Itinerary Information

Calendars, appointment books, programs, and scheduling or itinerary records; purchased with state funds or maintained by staff during business hours that document appointments, itineraries and other activities of university officials or employees.

Retention Policy #: 51 Client Records - From Institutes
Retention Policy #: 83 Committee Election and Appointment Records

This series documents the appointment to and the election of faculty to committees. This series may include but is not limited to: ballots; tabulations; letters of appointment, committee membership rosters, and related documentation and correspondence.

Retention Policy #: 53 Complaint Records

Complaints received by the System or University from the public concerning the System or University and records pertaining to the resolution of the complaint.

Retention Policy #: 385 Compliance Investigation And Review Supporting Documentation

This records series represents compliance investigations. The series may include but is not limited to: documentation detailing the alleged compliance violation, investigative findings, reports, and any related documentation.

Retention Policy #: 554 Compliance Investigations Relating to Anonymous Reporting

This records series tracks the reporting activity data items from hotline calls, anonymous and individual reporting.

Retention Policy #: 400 Compliance Opinions and Advice

This record series may include compliance opinions provided by the Office of Institutional Compliance, including any request eliciting the opinions.

Retention Policy #: 565 Compliance Training / Tracking Records

This records series documents annual general compliance and General Compliance Awareness Training for UNTS, UNT and UNTD, training requirements and completion of training for all institutional employees.

Retention Policy #: 238 Conference Papers and Presentations

Notes or text of conference papers, presentations or reports delivered in conjunction with University work.

Retention Policy #: 60 Correspondence - Administrative

Incoming/outgoing and internal correspondence pertaining to the formulation, planning, implementation, interpretation, modification, or redefinition of the programs, services, or projects of a component and the administrative regulations, policies, and procedures that govern them.

Retention Policy #: 61 Correspondence - General

Non-administrative incoming/outgoing and internal correspondence, in any media, pertaining to or arising from the routine operations of the policies, programs, services, or projects of the University.

Retention Policy #: 67 Curriculum Change Records
Retention Policy #: 314 Customer Surveys

Surveys returned by the customers or clients of the University, and the statistical data maintained rating the University's performance. May include surveys of employees, students or other individuals affilitated with the System or University.

Retention Policy #: 686 Daily Broadcast Logs
Retention Policy #: 677 Data Processing Planning Records - Long and Short Range

Reports, Studies, Analysis

Retention Policy #: 374 Deeds and other Legal Documents Reflecting Legal Title

This records series consists of property deeds. The series may include but is not limited to: appraisals, surveys, descriptions of property, the names of grantors and grantees, mortgagers and mortgagees, and other supporting documents. The series may also document institution ownership of vehicles such as cars, vans, trucks, trailers, boats, tractors, and farm vehicles.

Retention Policy #: 79 Directives

Any document that officially initiates, rescinds, or amends general office procedure.

Retention Policy #: 15 Disclosure of Campus Security Policy, Crime Statistics and Fire Safety Statistics

Records to be kept include, copies of crime reports; the daily crime logs; fire logs; records for arrests and referrals for disciplinary action; timely warning and emergency notification reports; documentation, such as letters to and from local police having to do with Clery Act compliance; letters to and from Campus Security Authorities; correspondence with the Department of Education regarding Clery Act compliance; maps outlining Clery geography; list of property owned or controlled by UNT and/or recognized student organizations; copies of notices to students and employees about the availability of the annual security report; and any other documentation needed to meet the requirement for disclosure of campus security, crime statistics, and fire safety statistics.

Retention Policy #: 689 Election Records

Includes official ballots and election results

Retention Policy #: 403 Events Administration Records

This series documents facilities, services and other accommodations provided by the institution for events on campus. Records may include: facilities reservation agreements; room reservation lists; customer and room occupancy lists; catering services orders; purchase and supply records; customer evaluations; summary reports; and related correspondence.

Retention Policy #: 105 Executive Orders

Any document that initiates, rescinds, or amends a regulation, policy, or procedure that governs the programs, services, or projects of the System or University.

Retention Policy #: 401 Films, Videotapes, and Sound Recordings

This series provides visual and/or aural documentation of institutional activities and events including students, faculty, and staff with significant relevance to either the institution's or individual unit's function and mission.

Retention Policy #: 665 Free Speech
Retention Policy #: 414 Interlibrary Loan Borrowing Records
Retention Policy #: 351 Legal Opinions and Advice - Attorney General

Legal opinions from the UNTS Office of General Counsel or the Attorney General, including any request eliciting the opinions.

Retention Policy #: 674 Legal Opinions and Advice - Internal

Legal opinions from the UNTS Office of General Counsel or the Attorney General, including any request eliciting the opinions.

Retention Policy #: 153 Legislative Appropriation Request (LAR)

Including any supporting documentation created and/or used to justify and support legislative appropriations and requests by the University.

Retention Policy #: 415 Library Patron Records
Retention Policy #: 405 License Agreements and Other Agreements for Patents, Trademarks, and Copyrights

Includes related correspondence and financial documentation.

Retention Policy #: 353 Litigation Files

Records created by or on behalf of the University in anticipation of or in the adjudication of a lawsuit. Medical Liability Claims and Litigation Files. Records related to threatened or asserted medical litigation or investigation. This series may include but is not limited to: discovery, legal counsel work-products, evidence files, exposure records, exhibits, final judgments, correspondence, financial records, etc.

Retention Policy #: 163 Meeting Agenda and Minutes - Official Councils/ Committees

Official agenda and minutes of state boards, committees, commissions and councils that conduct open meetings as required by Government Code, Chapter 551.

Retention Policy #: 164 Meeting Minutes - Staff

Minutes, or notes, and supporting documentation taken at internal University staff meetings during which formal minutes are taken.

Retention Policy #: 165 Meeting Notes

Notes taken during open meetings of state boards, commissions, committees and councils from which written minutes are prepared.

Retention Policy #: 166 Meetings - Audio or Videotapes

Audio or videotapes of open meetings of state boards, commissions, committees, and councils.

Retention Policy #: 168 Meetings - Supporting Documentation

Documents submitted at meetings of state boards, commissions, committees and councils including exhibit items, documentation for agenda items, etc. Includes documents sent in advance of meetings for briefing purposes, some of which may not be submitted at an actual meeting.

Retention Policy #: 154 Meetings, Certified Agendas and Tape Recordings

Certified agendas or tape recordings of closed meetings of state board, commissions, committees, and councils.

Retention Policy #: 413 Memberships/Affiliations - Professional Organizations

Consists of various information from professional organizations to which an employee or student may belong and records for work done for these organizations.

Retention Policy #: 676 News Release Records - Routine Releases
Retention Policy #: 177 Organization Charts
Retention Policy #: 406 Patent Applications - Not Issued
Retention Policy #: 419 Photographs and Negatives - Historically Significant

Documents the collection of photographs or negatives created by or for a component. Includes events that document the component's organization, special ceremonies, occasions, events and facilities. May include commercially available material.

Retention Policy #: 189 Plans and Planning Records

Plans and records relating to the process of planning new or redefined programs, services or projects of a component that are not included in or directly related to other records series in this schedule.

Retention Policy #: 6 Professional Accreditation Records Working File

This series documents the accreditation process for the colleges, units, and related programs. The series provides a record of materials compiled for inclusion in a report packet sent to the appropriate professional accreditation board for the specific program or service and usually includes statements on mission, finance, educational programs and departments/divisions make up. Most accreditation organizations produce an evaluation report based on the packet and on-site inspection, which is used to determine accreditation for the units and their programs. This series may include but is not limited to: statistical data; working papers; and related documentation and correspondence.

Retention Policy #: 352 Proposed Legislation

Drafts of proposed legislation and related correspondence.

Retention Policy #: 368 Public Information Reports

Reports made to the Attorney General on an agency's Public Information Act activities.

Retention Policy #: 175 Public Information Requests - Exempted from Disclosure

Includes all correspondence and documentation relating to requests for records that are exempt under the Public Information Act (Chapter 552, Government Code).

Retention Policy #: 174 Public Information Requests - Not Exempted

Includes all correspondence and documentation relating the requests for records that are furnished in public under Public Information Act (chapter 552, Government Code)

Retention Policy #: 171 Public Relations Records

News, press releases, or any public relations files maintained or issues by the University. Includes print, electronic, audio and audiovisual records.

Retention Policy #: 199 Quality Assurance Records/Health Services

This series documents the setting of measurable standards and procedures for health systems and professional quality by professionals on staff. This series may include but is not limited to: documentation of equipment monitoring, checks of quality control items, and any necessary corrections; reports by the staff; quality assurance committee notes; Morbidity & Mortality (M&M) conferences for residents, staff reviews and related correspondence.

Retention Policy #: 211 Quality Assurance Reviews
Retention Policy #: 355 Registration Logs

Logs or similar records used to register persons appearing before state agencies as required by Chapter 2004. Government Code, including quarterly reports filed with the Texas Ethics Commission.

Retention Policy #: 225 Reports - Activity

Reports compiled by University personnel on a daily or other periodic basis pertaining to workload monitoring, task completion times, number of public contacts, and similar activities.

Retention Policy #: 220 Reports - Administrative

Reports and Studies (Non-Fiscal) Annual, sub-annual, or special reports or studies on non-fiscal aspects of the University's programs, services, or projects compiled by University personnel, by advisory committees, or by consultants under contract with the University that are not noted elsewhere in this schedule. Includes reports distributed either internally or to other entities.

Retention Policy #: 223 Reports - Biennial or Annual Agency (Narrative)

Biennial narrative reports to the governor and legislature as required by the University's enabling status, including annual narrative reports if they are required by statute.

Retention Policy #: 224 Reports - Consultants and Committees

Reports and Studies (Non-Fiscal) Annual, sub-annual, or special reports or studies on non-fiscal aspects of the University's programs, services, or projects compiled by University personnel, by advisory committees, or by consultants under contract with the University that are not noted elsewhere in this schedule. Includes reports distributed either internally or to other entities.

Retention Policy #: 226 Reports - Faculty Semester Workload
Retention Policy #: 230 Reports - Performance Measures to the Legislature

Quarterly and annual reports on University performance measures submitted to the executive and legislative offices.

Retention Policy #: 234 Reports - Student

Reports and Studies (Non-Fiscal) Annual, sub-annual, or special reports or studies on non-fiscal aspects of the University's programs, services, or projects compiled by University personnel, by advisory committees, or by consultants under contract with the University that are not noted elsewhere in this schedule. Includes reports distributed either internally or to other entities.

Retention Policy #: 235 Reports - Student Exception

Reports and Studies (Non-Fiscal) Annual, sub-annual, or special reports or studies on non-fiscal aspects of the University's programs, services, or projects compiled by University personnel, by advisory committees, or by consultants under contract with the University that are not noted elsewhere in this schedule. Includes reports distributed either internally or to other entities.

Retention Policy #: 236 Reports - Twelfth Class Day

Reports and Studies (Non-Fiscal) Annual, sub-annual, or special reports or studies on non-fiscal aspects of the University's programs, services, or projects compiled by University personnel, by advisory committees, or by consultants under contract with the University that are not noted elsewhere in this schedule. Includes reports distributed either internally or to other entities.

Retention Policy #: 239 Reports and Studies (Non-Fiscal) - Raw Data

Information or data collected and compiled for the purpose of producing non-fiscal reports.

Retention Policy #: 233 Reports and Studies - Routine or Special (Final)

Reports and Studies (Non-Fiscal) Annual, sub-annual, or special reports or studies on non-fiscal aspects of the University's programs, services, or projects compiled by University personnel, by advisory committees, or by consultants under contract with the University that are not noted elsewhere in this schedule. Includes reports distributed either internally or to other entities.

Retention Policy #: 376 Reports and Studies - Special Activity

This series documents the activities of a University department. Examples may include the completion of surveys and questionnaires, compilation of special studies for professional or academic associations, and special mailings. This series may include but is not limited to: arrangements documentation; working papers; questionnaires; survey forms; study designs; reports; and related documentation and correspondence.

Retention Policy #: 248 Research Data
Retention Policy #: 566 Routine Compliance Reviews / Reports

This records series supports institutional routine compliance reviews and monitoring activities.

Retention Policy #: 379 Safe Combination Records
Retention Policy #: 679 Speeches, Papers and Presentations

Notes or text of speeches, papers and presentations delivered in conjunction with University work.

Retention Policy #: 263 Strategic Plans

Information resources and operational strategic plans prepared in accordance with Government Code 2054.095 and 2056.002.

Retention Policy #: 311 Suggestion System Records

Records of suggestions or other submissions obtained through a suggestion process.May contain suggestion card submissions (electronic or paper) as well as any reports or summaries of the suggestion and associated response.

Retention Policy #: 370 Sunset Review Report and Documentation

The regular assessment by the legislature of the continuing need for a state agency to exist. This records series may include but is not limited to staff and self evaluation reports and all related correspondence and documentation.

Retention Policy #: 321 Texas Register Submissions

Copies of all proposed, withdrawn, emergency, and adopted rule; open meetings notices; or any other documents required by law to be submitted to the Texas Register.

Retention Policy #: 322 Textbook Adoption Records
Retention Policy #: 680 Training Materials

Instructional materials developed by the University for training entities or individuals it regulates or serves. UNTHSC Specific

Retention Policy #: 327 Training Materials

Instructional materials developed by the University for training entities or individuals it regulates or serves.

Retention Policy #: 328 Transitory Information

Records of temporary usefulness that are not an integral part of a records series of the University, that are not regularly filed within the University's record keeping system, and that are required only for a limited period of time for the completion of an action by an official or employee of the University or in the preparation of an ongoing records series. Transitory records are not essential to the fulfillment of statutory obligations or to the documentation of University functions. Some examples of transitory information, which can be in any medium (voice mail, fax, email, hard copy, etc.) are routine messages; telephone message notifications; internal meeting notices; routing slips; incoming letters or memoranda of transmittal that add nothing of substance to enclosures; and similar routine information used for communication, but not for the documentation, of a specific University transaction.

Retention Policy #: 356 University Performance Measures Documentation

Any records of the University needed for the documentation of output, outcome, efficiency, and explanatory measures in the University's appropriations request or strategic plan, and for performance measures used to manage the University.

Retention Policy #: 357 University Policies, and Procedures - Final

Manuals, guidelines, administrative rules, or similar records distributed internally for the use of employees or externally to the public or those individuals or entities regulated by an agency that sets out the rules, policies, and procedures that govern an agency's programs, services, or projects.

Retention Policy #: 359 University Rules, Policies, and Procedures - Working Files

Working files used in the development of manuals, guidelines, administrative rules, or similar records distributed internally for the use of employees or externally to the public or those individuals or entities regulated by the University that sets out the rules, policies, and procedures that govern the University's programs, services, or projects.

Retention Policy #: 660 Volunteer Records

THIS SERIES DOCUMENTS THE ACTIVITIES AND ADMINISTRATION OF A VOLUNTEER PROGRAM. RECORDS MAY INCLUDE: VOLUNTEER HOUR STATISTICS; INSURANCE REQUIREMENT INFORMATION; INACTIVE VOLUNTEER FILES CONTAINING APPLICATIONS AND CONDITIONS OF VOLUNTEER SERVICE FORMS.

1.2 - Administrative Records-Records Management

Retention Policy #: 76 Destruction Authorizations

University level documents authorizing final disposition of records under a certified records retention schedule.

Retention Policy #: 435 Disaster Recovery Service Approval Form (RMD 113)

Agency copy of form.

Retention Policy #: 434 Disaster Recovery Service Transmittals (RMD 109)

Also includes documentation for disaster recovery services provided by other entities.

Retention Policy #: 117 Forms History File

Print masters of original version and all subsequent revisions to the University form, including any associated design or design modification requests.

Retention Policy #: 116 Forms Inventory

Any periodic listing of all forms used internally or externally by the University

Retention Policy #: 430 Records Center Storage Approval Forms (RMD 106)

University copy.

Retention Policy #: 432 Records Control Locator Aids

Includes indexes, card files, shelf lists, registers, guides, etc.

Retention Policy #: 214 Records Disposition Log

Logs or similar records listing records destroyed or transferred to the Archives. This will show the records series title, dates of records, and date destroyed or transferred.

Retention Policy #: 431 Records Inventory Worksheets
Retention Policy #: 215 Records Management Plans

Records management plans and similar records that establish the policies and procedures under which records and information are managed in the University.

Retention Policy #: 216 Records Retention Schedule (SLR 105)

University copy. Formerly RMD 105. Includes documentation of certification and approval - forms SLR 105C (formerly RMD 105C) and/or other forms designated by the State Records Administrator.

Retention Policy #: 217 Records Transmittal Forms - Agency Copy

Forms indicate records transferred to storage or a transfer of legal custody.

1.3 - Administrative Records-State Publications

Retention Policy #: 207 Publication Development Files

Background material copy (drafts), original artwork, photo negatives, prints, flats, etc. This includes all work performed both inside and outside the University.

Retention Policy #: 208 State Publications

Once copy of each state publication as defined in the Appendix of this schedule, except a publication that is subject to a different retention period. For example, a meeting agenda (see item number 1.1.058) also meets the definition, but it must be retained permanently; item numbers 1.1.004, 1.1.055, 1.1.066, 1.1.068, and 4.5.003, which also meet the definition, are closely associated with the appropriations process and must be retained AC +6.

10.1 - Advancement and Donor Records

Retention Policy #: 10 Alumni Records

This records series documents the activities of a department's alumni and may also provide alumni offices with information on alumni. Records may be used to: create a network of support from alumni, primarily through organized alumni groups; to track alumni; to monitor their achievements, activities, and recognitions; to create statistics; to reply to information requests; and to provide information on the accomplishments of previous students. This series may include but is not limited to: memberships lists with names, addresses, employer names and addresses, and positions; minutes, and directories; promotional materials concerning annual gatherings; homecoming plans and programs; data cards and files for individual alumni; degree recipient lists; outstanding alumni lists; student leader lists; class officer lists; foreign student rosters; international alumni club records; and notes, memorandum, and related correspondence concerning general alumni affairs.

Retention Policy #: 694 Gift Income Records or Donor Files

This series documents potential or realized private, corporate, or public agency funding to the institution, including endowments, gifts, donor records and trusts. This series may include but is not limited to: award guidelines; letters and agreements of gifts; amounts of donations received; names of donors; conditions placed on donations; copies of bequest instruments and wills from individuals or estates; gift / pledge transmittal forms; solicitation material; acknowledgement letters; copies of checks or securities documents; financial statements and reports, including records of fund disbursements; and related documentation and correspondence.

11.1 - Athletic Program Records

2.1 - Electronic Data Processing Records-Automated

Retention Policy #: 17 Audit Trail Records

Files needed for electronic data audits such as files or reports showing transactions accepted, rejected, suspended, and/or processed; history files/tapes; records of on-line updates to application files or security logs.

Retention Policy #: 70 Data Entry Documents
Retention Policy #: 681 Documentation - Automated Applications
Retention Policy #: 112 Finding Aids, Indexes, and Tracking Systems

Automated indexes, lists, registers, and other finding aids used to provide access to records.

Retention Policy #: 124 Hardware Documentation

Records documenting operational and maintenance requirements of computer hardware such as operating manuals, hardware/operating system requirements, hardware configurations, and equipment control systems.

Retention Policy #: 19 Master AC Files

Relatively long-lived computer files containing organized and consistent sets of complete and accurate electronic records. Examples include, but are not limited to, data tables of relational databases used by applications or computer programs

Retention Policy #: 20 Processing Files

Machine-readable files used in the creation, utilization, and updating of master files.

Retention Policy #: 256 Software Programs and Job Control Language

Automated software applications and operating system files including job control language, program listing/source code, etc.

Retention Policy #: 317 Technical Documentation

Records adequate to specify all technical characteristics necessary for reading or processing of electronic records and their timely, authorized disposition including documentation describing how a system operates and necessary for using the system such as user guides, system or sub-system definitions, system specifications, input and output specifications, and system flow charts; program descriptions and documentation such as program flowcharts, program maintenance logs, change notices, and other records that document modifications to computer programs; and data documentation necessary to access, retrieve, manipulate and interpret data in an automated system such as a data element dictionary, file layout, code book or table, and other records that explain the meaning, purpose, structure, logical relationships, and origin of the data elements.

2.2 - Electronic Data Processing Records-Computer Operations and Technical Support

Retention Policy #: 22 Batch Data Entry Control Records

Forms and logs used to reconcile batches submitted for processing against batches received and processed.

Retention Policy #: 57 Computer Job Schedules and Reports

Schedules or similar records showing computer jobs to be run and other reports by computer operators or programmers of work performed.

Retention Policy #: 58 Computer Utilization Records

Chargeback records to data processing services users. Records used to document, calculate costs and bill program units for computer usage and data processing services. These records are also used for cost recovery, budgeting, or administrative purposes.

Retention Policy #: 441 Data Processing Policies and Procedures

Manuals, guidelines, or similar documents establishing data processing policies and procedures in the University in such areas as access and security, systems development, data retention and disposition, data ownership, production control, system back-up, etc.

Retention Policy #: 445 History Files - Web Sites

A record of the documents visited during an Internet session that allows users to access previously visited pages more quickly or to generate a record of usage of a state owned computer.

Retention Policy #: 440 Information Security Risk Records

This record series may include, but not limited to, the Information Security Risk Self-Assessment Survey, supporting documentation, communication and feedback, analysis, and reports.

Retention Policy #: 444 Internet Cookies

Data resident on hard drives that make use of user specific information transmitted by the Web server onto the users computer so that the information might be available for later access by itself or other servers.

Retention Policy #: 178 Output Records for Computer Production

Reports showing transactions that are accepted, rejected, suspended, and or processed.

Retention Policy #: 210 Quality Assurance Records

Information verifying the quality of system, hardware, or software operations including records of errors or failures and the loss of data resulting from such failures, documentation of abnormal termination and of error free processing, checks of changes put into production, transaction histories, and other records needed as an audit trail to evaluate data accuracy.

Retention Policy #: 316 System Monitoring Records

Electronic files or automated logs created to monitor computer systems such as print spool logs, console logs, tape activity logs, etc.

3.1 - Personnel Records-Employee

Retention Policy #: 454 Accommodation Requests Under Americans with Disabilities Act (ADA)

For faculty and staff.

Retention Policy #: 12 Applications for Employment - Hired

Applications, resumes, transcripts, letters of reference, and similar documents whose submission by candidates for vacant positions is required on the application form, by application procedures, or in the employment advertisement.

Retention Policy #: 13 Applications for Employment - Not Hired

Applications, resumes, transcripts, letters of reference, and similar documents whose submission by candidates for vacant positions is required on the application form, by application procedures, or in the employment advertisement.

Retention Policy #: 461 Appointment, Promotion, and Tenure Records

This series documents the periodic consideration of faculty who are eligible for promotion in rank and change in tenure status, faculty appointments, and compliance with UNT regulations for periodic performance evaluation of tenured faculty. Records may include but are not limited to appointment, promotion and tenure proposals submitted by department for review by the Promotion, Tenure and Appointment Committee, committee member working notes, committee recommendations and approvals, and documentation of post tenure review recommendations. Proposals may include but are not limited to: Chairs' letter of proposal, department or school committee's letter of recommendation, letters of evaluation and a current curriculum vitae.

Retention Policy #: 27 Biographical Records (Vitas, etc)
Retention Policy #: 30 Bonds - Fidelity Bonds of Employees
Retention Policy #: 45 Certificates of Age
Retention Policy #: 722 Continuing medical education (CME)
Retention Policy #: 703 Continuing Medical Education (cme) Activity Fiscal Records

Includes records for funding support of events and expenditures of funds.

Retention Policy #: 66 Criminal History Checks

Criminal history record information obtained for job applicants, University employees, camp or related event.

Retention Policy #: 653 Criminal History Checks - Adverse Results

This series documents the retention of criminal history checks which have produced adverse results that are used as a basis for employment denial. This series can include authorization forms and associated results.

Retention Policy #: 655 Criminal History Checks - Authorization Forms for camp or related event personnel

This series documents the retention of forms used to authorize a UNT business unit to conduct a criminal history check upon an individual who has applied for a position within a camp/related event. This series does not include results for the criminal history check.

Retention Policy #: 656 Criminal History Checks - Authorization Forms for FACULTY positions

This series documents the retention of forms used to authorize a UNT business unit to conduct a criminal history check upon an individual who has applied for a faculty position. This series does not include results for the criminal history check.

Retention Policy #: 652 Criminal History Checks - Authorization Forms for STAFF positions

This series documents the retention of forms used to authorize a UNT business unit to conduct a criminal history check upon an individual who has applied for a staff position. This series does not include results for the criminal history check.

Retention Policy #: 657 Criminal History Checks - Authorization Forms for STUDENT EMPLOYEE positions

This series documents the retention of forms used to authorize a UNT business unit to conduct a criminal history check upon an individual who has applied for a student employee position. This series does not include results for the criminal history check.

Retention Policy #: 723 Drug Test Records - Negative Results

This record series consists of the positive results of a drug test under the drug free workplace act or as required for cdl or other drivers under us dot regulations as well as records related to canceled tests. This series might include documents generated in decisions to administer reasonable suspicion or post- accident testing, or in verifying the existence of a medical explanation of the inability of the driver to provide adequate breath or to provide a urine specimen for testing. In addition, the case file could be included: the employer's copy of an alcohol test form, including the results of the test; a copy of the controlled substances test chain of custody control form; documents sent by the medical review officer to the employer; notice to report for testing; affidavit signed by the employee stating any prescription drugs or over the counter medication currently taken; final clearance to resume working. This can include memorandum and correspondence related to an employee's refusal to take or submit samples for an alcohol and/or controlled substance test(s) (49 cfr 382.401).

Retention Policy #: 724 Drug Test Records - Positive Results

This record series consists of the positive results of a drug test under the drug free workplace act or as required for cdl or other drivers under us dot regulations as well as records related to canceled tests. This series might include documents generated in decisions to administer reasonable suspicion or post-accident testing, or in verifying the existence of a medical explanation of the inability of the driver to provide adequate breath or to provide a urine specimen for testing. In addition, the case file could be included: the employer's copy of an alcohol test form, including the results of the test; a copy of the controlled substances test chain of custody control form; documents sent by the medical review officer to the employer; notice to report for testing; affidavit signed by the employee stating any prescription drugs or over the counter medication currently taken; final clearance to resume working. This can include memorandum and correspondence related to an employee's refusal to take or submit samples for an alcohol and/or controlled substance test(s) (49 cfr 382.401).

Retention Policy #: 470 Employee Benefits - Other than Insurance

University copies of information relating to the selection of available benefit options other than insurance.

Retention Policy #: 84 Employee Counseling Records

Notes, memoranda, or reports relating to the counseling of an employee for work-related, personal, or substance abuse problems. Usually maintained at the supervisory level except in those agencies with counseling staff.

Retention Policy #: 88 Employee Insurance Records

University copies of information relating to the selection by employees/retirees of life, disability, health, and other types of insurance offered by the UNT System to its employees.

Retention Policy #: 472 Employee Recognition Records

Awards, Incentives, Tenure, etc.

Retention Policy #: 92a Employment Contracts

Includes faculty and administrative/professional appointment letters.
(a) Executed, renewed, or amended on or after September 1, 2015.

Retention Policy #: 92b Employment Contracts

Includes faculty and administrative/professional appointment letters. (b) Executed, renewed, or amended on or before August 31, 2015.

Retention Policy #: 94 Employment Opportunity Announcements

Internal or external announcements or advertisements of job openings, promotions, training programs, or opportunities for overtime.

Retention Policy #: 95 Employment Selection Records

Includes notes of interviews with candidates, questions asked of applicants, audio and videotapes of job interviews, driving record and previous injury checks, pre-employment physical examinations, pre-employment drug screening test results, polygraph examination results, and all other records that document the selection process.

Retention Policy #: 465 Grievance Records

Nondiscrimination ADA (Americans with Disabilities Act).

Retention Policy #: 123 Grievance Records

Records relating to the review of employee grievances against personnel policies, working conditions, etc.

Retention Policy #: 664 Ombuds Records

Consultation records, notes, letters, memos, emails, reports and other documentation.

Retention Policy #: 184 Performance Appraisals

Evaluations completed that are used to measure and rate employee performance.

Retention Policy #: 31a Performance Bonds

Bonds posted by employees and individuals or entities under contract with the University for the performance of the duties of a position or the terms of a contract with the University. (a) Execute, renewed, or amended on or after September 1, 2015.

Retention Policy #: 31b Performance Bonds

Bonds posted by employees and individuals or entities under contract with the University for the performance of the duties of a position or the terms of a contract with the University. (b) Execute, renewed, or amended on or before August 31, 2015.

Retention Policy #: 467 Personnel Corrective Action Documentation

Corrective actions are those actions which do not affect pay, status, or tenure and are imposed to correct or improve an employee's job performance.

Retention Policy #: 186 Personnel Disciplinary Action Documentation

Disciplinary actions are those actions which may affect pay, status, or tenure. They are imposed to discipline an employee whose conduct is harmful to the best interests of the state, the University, or the employee work force, and for failure to improve performance or conduct following imposition of corrective action. May include cause for demotion, suspension, or dismissal, and the reasons for failure to give written notice of resignation. May also be used to document evidence of employee self-improvement efforts, as well as favorable and unfavorable communication.

Retention Policy #: 188 Personnel Information or Action Forms

Forms or similar records used to place a new employee on the budget or to change information concerning the records of an employee including pay grade, position classification, employee number, evaluation date, and termination of employment, biographical data sheets, employee separation forms, exit/clearance forms, notifications of intent to hire faculty candidates, name change forms, and position audit documentation.

Retention Policy #: 468 Physical Examinations/Medical Reports

Medical or physical examination reports or certificates of employees for whom periodic monitoring of health or fitness is required.

Retention Policy #: 202 Positions/Job Descriptions

Job descriptions, including all associated task or skill statements, for positions in the University.

Retention Policy #: 473 Public Access Option Form

Form completed and signed by employee or official, or former employee or official, electing to keep home address, home telephone number, social security number, and family information open or confidential under the Public Information Act, Government Code 552.024.

Retention Policy #: 241 Request for Name Change - Employee
Retention Policy #: 453 Requests for Work Schedule Changes

Includes requests for flex (flexible, flextime) program schedules.

Retention Policy #: 249 Resumes - Unsolicited

Retention period applies if the University replies to the sender of a resume that it will be kept on file should future job openings occur.

Retention Policy #: 326 Training and Education Achievement Records (Individual)

Certificates of completion, transcripts, test scores or similar records documenting the training, testing or continuing education achievements of an employee (including public safety officers).

3.2 - Personnel Records-Payroll

Retention Policy #: 78 Direct Deposit Application/Authorization

Applications and authorizations from employees giving permission to the agency to directly deposit funds into a specified bank account.

Retention Policy #: 85 Employee Deduction Authorizations

Documentation used to start, modify, or stop all voluntary or required deductions from payroll, including garnishment or other court ordered attachments.

Retention Policy #: 86 Employee Earnings Records

Documentation of employee earnings. Records may include but are not limited to: Payroll Earnings Registers, Alpha Register, Check Distribution, Check Register, Employee Name Sequence, Daily Transactions, Checks issued for the month, Earning Statement, Canceled Checks and Online adjustments, Monthly detail of close-out

Retention Policy #: 110 Federal Tax Records

This series provides a summary record of data reported on the annual wage and tax statements for agency employees, corrections to these statements, and a record of transmittal to the federal government. Records include print-outs from the agency by year in social security number order which include names, social security numbers, tax subject earnings, other data required by law, summary transmittal forms, and FICA records. Forms may include 1099, W-2, FICA, and other tax records.

Retention Policy #: 128 Human Resources Information System (HRIS) Reports

Includes supporting documentation

Retention Policy #: 129 Income Adjustment Authorization

Used to make increases or decreases to employees' gross pay, FICA, retirement, or in the computation of taxes.

Retention Policy #: 183 Payroll Check Signature Lists - Account and Employee Levels

This records series lists the employee name, employee number, and employee signature for a specific pay period.

Retention Policy #: 259 State Deferred Compensation Records
Retention Policy #: 693 Unemployment compensation records.
Retention Policy #: 339 W-4 Forms

Employer's copy of Employee Withholding Exemption Certificate

Retention Policy #: 340 Wage Rate Tables

Wage/rate tables for employees (salary ranges, positions, etc). May include survey data compiled for the creation of a pay plan.

3.3 - Personnel Records-Personnel Administration

Retention Policy #: 9 Affirmative Action Plans

Affirmative action plans for both regular employees and apprenticeship programs.

Retention Policy #: 89 Agency Staffing Reports

Employee Listings. Detailed listings of employees within organizational structure. Any reports compiled by an agency on aspects of personnel staffing, including listings of all staff by program or name, staff hired during a month, position vacancies, analyses of turnover rates and seasonality of employment, etc.

Retention Policy #: 479 Aptitude and Skills Tests

Aptitude or skills tests required of job applicants or of current personnel to qualify for promotion or transfer.

Retention Policy #: 480 Aptitude and Skills Tests (Test Papers)

Aptitude and skills test papers of job applicants or of current personnel taking a test to qualify for promotion or transfer.

Retention Policy #: 481 Aptitude and Skills Tests (Validation Records)

Records of the validation of aptitude and skills tests.

Retention Policy #: 23 Benefit Plans/Group Insurance

Employee benefit plans such as pension, life, health, and disability insurance; deferred compensation, etc; including amendments.

Retention Policy #: 82 EEO Reports and Supporting Documentation

Includes documentation used to complete EEO reports.

Retention Policy #: 246 Employee Tuition Exemption and Assistance

Applications for and supporting documentation evidence the grant of tuition exemptions or assistance. This series may include but is not limited to, employment waivers for out of state tuition, authorizations, tuition benefits, and related documentation.

Retention Policy #: 98 Equal Pay Records

Reports, studies, aggregated or summary data, and similar documentation compiled to monitor and demonstrate compliance with the Federal Equal Pay Act.

Retention Policy #: 187 Former Employee Verification Records

Minimum information needed to verify employment, includes name, social security number, exact dates of employment, last known address and most recent public access option form.

Retention Policy #: 383 International Scholars Records - Immigrant Petition File

Includes documentation of an institution’s sponsorship of an applicant using United States Citizenship and Immigration Services (USCIS) Form I-140 (Immigrant Petition for Alien Worker).

Retention Policy #: 381 International Scholars Records - Labor Certification (PERM)

This series documents the application and approval of international scholars for permanent immigrant status. This series may include but is not limited to: Application for Permanent Employment Certifications (Department of Labor (DOL) Form ETA 9089); Application for Alien Employment Certification (DOL Form ETA 750); recruitment reports; copy of job advertisement in national professional jounal; wage determination; and related materials.

Retention Policy #: 382 International Scholars Records - Nonimmigrant Visa Public Inspection File

This series documents the temporary employment of international exchange visitors (non-immigrants) by the institution and is used to monitor compliance with federal United States Citizenship and Immigration Services (USCIS) regulations. Includes Labor Condition Application (DOL Form 9035/9035E), wage rate documentation, benefits summaries, and related materials for H-1B, H-1B1, and E-3 visas.

Retention Policy #: 478 Job Procedure Records

Any documents detailing the procedural duties and responsibilities of the University positions on a position-by-position basis.

Retention Policy #: 148 Labor Statistics Reports

Reports providing statistical information on labor force.

Retention Policy #: 477 Personnel Policies and Procedures

Any internally distributed manuals, guidelines, or similar records that define University wide policies and procedures concerning the personnel of the University.

Retention Policy #: 201 Positions/Job Classification Review File

Records relating to review and monitoring of job classifications within the University.

Retention Policy #: 219 Reimbursable Activities, Requests and Authorizations to Engage in

Requests and authorizations for travel; educational programs, workshops; or for other work-related activities for which the expenses are defrayed or reimbursed.

Retention Policy #: 476 Texas Workforce Commission (TWC) Reports

Reports to the University from TWC or its predecessor pertaining to employees.

Retention Policy #: 475 Time and Effort Report

A record certifying the percentage of time worked on a sponsored project during a particular reporting period.

Retention Policy #: 483 Training Administration Records

Includes but is not limited to training attendance records and other records associated with in-house training of university personnel on personnel policies and procedures and other policies and procedures that govern the University's programs, services, or projects.

Retention Policy #: 482 Training Records - Instructional Materials

Instructional materials associated with in-house training of university personnel on personnel policies and procedures and other policies and procedures that govern the University's programs, services, or projects.

Retention Policy #: 341 Work Schedules / Assignments

Work, duty, shift, crew, or case schedules, rosters, or assignments.

3.4 - Personnel Records-Time and Leave

Retention Policy #: 7 Accumulated Leave Adjustment Requests

Used to create employee leave balances, to transfer leave balances when an employee transfers positions, to adjust carry-over balances on August 31, to correct errors on leave accumulation, and to close out leave accounts on separated employees.

Retention Policy #: 484 Family Medical Leave Case Files

This series documents requests for leave and granted leaves by employees under provisions of the Federal Family and Medical Leave Act (FMLA). Records may include but are not limited to: employee leave request forms; notices to employees of leaves granted or rejected; Certification of Physician or Practitioner for employee or a family member; employee backup information and leave history records; employee time records and documentation of leave taken; continuation of health and dental insurance benefits documentation; dispute records regarding designation of leave as FMLA; and related documentation and correspondence.

Retention Policy #: 149 Leave Status Reports

Cumulative report is issued each pay cycle and provides employee leave status information for each position.

Retention Policy #: 179 Overtime Authorizations
Retention Policy #: 180 Overtime Schedules
Retention Policy #: 254 Sick Leave Pool Documentation

Requests submitted, approvals, number of hours transferred in and out, etc.

Retention Policy #: 323 Time and Leave Records, Less Than Full-Time Worked Reports

Dates and hours.

Retention Policy #: 324 Time Cards and Timesheets

A record of the number of hours worked and the number of hours taken as leave.

Retention Policy #: 325 Time Off and/or Sick Leave Requests

This series may include but not be limited to Leave Request Forms, Electronic Time Adjustment Approval Requests and other supporting documentation.

4.1 - Fiscal Records -Worksheets, Detail Information on Transaction or Event

Retention Policy #: 329 ABA Transactions
Retention Policy #: 4 Accounts Payable Information

This series documents an agency's expenditures and purchases. Records may include but are not limited to: departmental purchase orders; contract release orders; balance sheets; bills; invoices; invoice vouchers; journal voucher/entry forms; price quotes; and related documentation and correspondence.

Retention Policy #: 25 Billing Detail

Provides itemized billing record for services rendered.

Retention Policy #: 40 Canceled Checks / Stubs / Warrants / Drafts

This consists of canceled checks issued for authorized payments or refunds.

Retention Policy #: 486 Electronic Fund Transfers

Direct Deposit Registers.

Retention Policy #: 96 Encumbrance Detail

Documents the hold(s) placed on funds for payment of services.

Retention Policy #: 135 Interdepartmental Orders
Retention Policy #: 136 Interdepartmental Transfers
Retention Policy #: 137 Inventory and Other Cost Files

Production, job, labor, quotes, pricing, specifications, etc.

Retention Policy #: 143 Investment Transaction Files

Transfer of funds between chart field strings or between account numbers. This records series may contain but not be limited to cover sheet, supporting documentation and expenditure vouchers.

4.2 - Fiscal Records-Documents of Original Entry

Retention Policy #: 708 Batch Tickets (MSRDP).
Retention Policy #: 43 Cash Deposit Vouchers

Cash deposit slips.

Retention Policy #: 44 Cash Receipts

Includes receipts for fees (permits, licenses, renewals, etc.)

Retention Policy #: 68 Daily Cash Receipts Log
Retention Policy #: 97 Encumbrance Vouchers

Orders, statements, change orders, etc.

Retention Policy #: 490 Expenditure Vouchers

Travel, Payroll, etc.

Retention Policy #: 120 General Journal Voucher

A record of budget entries and transfers of funds between and agency's budgets.

Retention Policy #: 209 Purchase Orders, Reports, Documentation

Requisitions, orders, receiving reports, invoices, or statements, change orders, best value determinations, etc.

Retention Policy #: 720 Receipt books (msrdp yellow copy).
Retention Policy #: 418 Vendor Setup Forms

Records providing vendor profile information.

Retention Policy #: 337 Vouchers, Local
Retention Policy #: 338 Vouchers, State

4.3 - Fiscal Records-Journals or Registers

Retention Policy #: 147 Accounting Records - Student Financial Aid

Journals or Registers- Students Loans

Retention Policy #: 144 Expenditures Journals or Registers
Retention Policy #: 145 Receipts Journals or Registers
Retention Policy #: 146 Sales Journals or Registers

4.4 - Fiscal Records-Ledgers

Retention Policy #: 150 Accounts Payable Ledgers
Retention Policy #: 151 Accounts Receivable Ledgers
Retention Policy #: 491 Employee Savings Bond Ledgers
Retention Policy #: 152 General and Subsidiary Ledgers

4.5 - Fiscal Records-Reports

Retention Policy #: 222 Annual Financial Reports

Required by the General Appropriations Act (100 Day Report)

Retention Policy #: 495 Annual Operating Budgets

Required by the General Appropriations Act.

Retention Policy #: 34 Budgets - Internal
Retention Policy #: 227 External Fiscal Reports

Special purpose - i.e. federal financial reports, salary reports, etc. Includes HUB Reports

Retention Policy #: 228 Internal Fiscal Management Reports

Includes University Monthly budget reports.

Retention Policy #: 498 USAS Reports - Annual
Retention Policy #: 496 USAS Reports - Daily
Retention Policy #: 497 USAS Reports - Monthly
Retention Policy #: 237 Worksheets for Preparing Fiscal Reports

This records series consists of the supporting documents of the financial status of the specific entity concerning its operation for the preceding year.

4.6 - Fiscal Records-Documents Showing Compliance with System of Internal Control

Retention Policy #: 170 Balancing Records
Retention Policy #: 42 Cash Counts
Retention Policy #: 138 Inventory Sheets
Retention Policy #: 213 Reconciliations

4.7 - Fiscal Records-Other Fiscal

Retention Policy #: 366 Account Records

This records series documents the creation of accounts. Records may include but are not limited to active dates of account, modification of account numbers and related documents and correspondence.

Retention Policy #: 3 Accounting Policies and Procedures Manual

Any internally distributed manuals, guidelines, or similar records that define agency wide policies and procedures concerning the accounting function of an agency.

Retention Policy #: 21 Bank Statements

Periodic statement of bank balances containing information showing income and outgoings on a bank account.

Retention Policy #: 41 Capital Asset Records
Retention Policy #: 48 Claim Files
Retention Policy #: 54 Comptroller Statements

Statements issued by the Comptroller's office, including statements of assurance, financial integrity statements, statements and response to proposals, etc.

Retention Policy #: 77 Detail Chart of Accounts

A list of accounts used by an organization with each account usually assigned a number or code.

Retention Policy #: 670 Distributed Learning Funding Model Records.

This record series includes documentation, proposals and funding requests submitted to the Center for Learning Enhancement, Assessment and Redesign.

Retention Policy #: 113 Fines Records, Paid
Retention Policy #: 114 Fines Records, Unpaid
Retention Policy #: 500 Fixed Asset Sequential Number Logs

This records series documents lists of identification numbers assigned to the fixed assets owned by an agency to be used in the process of tracking and accounting for those assets.

Retention Policy #: 109 Grant Records (Federal and State)

This series documents state and
federal grant projects participated
in or administered by state
agencies. It includes grant
authorization records, which
provide evidence of the award of
grants to or by agencies;
grant/project financial or
performance reports, which are
periodic reports of financial activity
and/or program performance
related to grants received or made
by agencies.

Retention Policy #: 205 Promissory Notes - Non- Financial Aid
Retention Policy #: 218 Refunds and Repayments
Retention Policy #: 250 Returned Checks / Warrants / Drafts
Retention Policy #: 499 Returned Checks /Warrants/Drafts (Uncollectible)

This records series documents attempts to collect monies for non-negotiable (usually non-sufficient funds) checks received for payment to university accounts. Records consist of master list of checks returned to the agency and may contain names; addresses; telephone numbers; banks upon which checks were drawn; reasons for return; and notations of any prior activity.

Retention Policy #: 255 Signature Authorizations

Signature cards or similar records
establishing authority of an agency
employee to initiate or authorize
financial transactions on behalf of
an agency.

Retention Policy #: 260 State Grant Information on File
Retention Policy #: 121 Texas Facilities Commission Statements (TFC)

Charge or bill statements received by agencies from the TFC for services provided.

5.1 - Support Services Records-General

Retention Policy #: 47 Charge Schedules/Price Lists

Schedules of prices charged by the University for services to the public or other agencies including any documentation used to determine the charges.

Retention Policy #: 509 Contract Log

List of agency contracts, leases, and agreements including general obligation, land lease, utilities, and construction contracts.

Retention Policy #: 59a Contracts and Leases

Contracts, leases, and agreements include general obligation, land lease, utilities, and construction except for buildings. Documents include specifications, affidavits of publication of calls for bids, accepted bids, performance bonds, contracts, purchase orders, inspection reports, and correspondence. May also include other applicable documentation in the master contract file per Texas Comptroller of Public Accounts Contract Management Guide. (a) Executed, renewed, or amended on or after September 1, 2015.

Retention Policy #: 59b Contracts and Leases

Contracts, leases, and agreements include general obligation, land lease, utilities, and construction except for buildings. Documents include specifications, affidavits of publication of calls for bids, accepted bids, performance bonds, contracts, purchase orders, inspection reports, and correspondence. May also include other applicable documentation in the master contract file per Texas Comptroller of Public Accounts Contract Management Guide. (b) Executed, renewed, or amended on or before August 31, 2015.

Retention Policy #: 506 Contracts and Leases - Not Executed

This records series consists of legal documents, correspondence, reports, etc. relating to the negotiation of contracts and leases that were not executed.

Retention Policy #: 62 Correspondence Tracking Records

Any record created by the University to track any type of incoming and outgoing correspondence or packages by the U.S. Postal Service or by private couriers.

Retention Policy #: 63 Courier Authorization/Shipping Records

This series provides a record of items that are mailed by the department via UPS, Federal Express, or another carrier. Records may be used for billing and/or tracking. These records include: printing and mailing shipping forms; parcel mailing order forms; and related correspondence.

Retention Policy #: 73 Deeds and Easements
Retention Policy #: 74 Delivery Reports
Retention Policy #: 133a Insurance Policies

For vehicles, equipment, etc. (a) Executed, renewed, or amended on or after September 1, 2015.

Retention Policy #: 133b Insurance Policies

For vehicles, equipment, etc. (b) Executed, renewed, or amended on or before August 31, 2015.

Retention Policy #: 134 Intellectual Property - Copyright, Patent, Trademark

Includes underlying patents, trademarks and copyrights, financial documentation, related correspondence and any other supporting documentation.

Retention Policy #: 507 Licenses and Permits for Non-vehicles

Does not include licenses and permits issued by an agency as part of its statutory responsibilities.

Retention Policy #: 159 Mail and Telecommunication Listings

Any mailing address, telephone or fax number, or e-mail address records maintained by the University on its employees or on entities or persons it serves.

Retention Policy #: 173 Office Procedures

Any internally distributed manuals, guidelines, or similar records that establish standard office procedures for the University; for example, University style manuals, telephone protocols, mail room procedures, print shop and photocopy ordering instructions.

Retention Policy #: 503 Permits / Mail Services

This records series consists of bulk mailing permits.

Retention Policy #: 203 Postage Records

Records and reports of postage expenses , deposits and receipts for postage. Postal meter usage reports

Retention Policy #: 505 Registered Mail Receipts

This records series consists of receipts for registered mail.

Retention Policy #: 247 Requisition for In - Agency/Inter-Agency Copy / Printing Service

Includes word processing and data processing.

Retention Policy #: 501 Service Request Forms

5.2 - Support Services Records-Facility Management

Retention Policy #: 14 Appraisals - Building or Property
Retention Policy #: 510 Building Code Listing

List of codes used to designate buildings at various locations and campuses of the University.

Retention Policy #: 35 Building Construction Contract and Inspection Records

Building construction contracts, surety bonds, and inspection records.

Retention Policy #: 37 Building Construction Project Files

Planning, design, and construction records; accepted and rejected bids; correspondence; etc.

Retention Policy #: 514 Building Plans and Specifications

Includes architectural and engineering drawings, profiles, and blueprints.

Retention Policy #: 38 Building Space Requests
Retention Policy #: 69 Damage Reports

Reports of damage to state property.

Retention Policy #: 56 Equipment History File

Includes requests for installation, moves service, etc.; and service/repair logbooks, etc.

Retention Policy #: 100 Equipment Inventory Detail Report Forms

Updates University portion of the inventory listing and adds, changes, transfers or deletes items from inventory.

Retention Policy #: 101 Equipment Manuals
Retention Policy #: 102 Equipment Warranties
Retention Policy #: 513 Facilities Management Maintenance/Renovation/Repair Records

This series documents the condition, upkeep, and routine maintenance of the institution's buildings and grounds.

Retention Policy #: 106 Facilities Reservation Logs

Reservation logs or similar records relating to the use of University facilities such as meeting rooms, auditoriums, etc.

Retention Policy #: 140 Inventory (Annual Physical)

Property, equipment supply verification.

Retention Policy #: 139 Inventory System Update Listings

Listing shows all additions, changes, deletions, and transfer time for the monthly processing period.

Retention Policy #: 141 Inventory, Notices of Equipment Removed Form

This Series documents changes in state owned property; requests to declare items as surplus, salvage, or scrap. Records may include related documentation and correspondence.

Retention Policy #: 158 Lost and Stolen Property Reports
Retention Policy #: 516 Material Specifications
Retention Policy #: 206 Property Destruction, Certificates of
Retention Policy #: 515 Quality Control Reports
Retention Policy #: 257 Space Utilization Reports
Retention Policy #: 312 Supply Usage Records

This series is used to document supply usage and charges. This series may include but is not limited to: stock printouts; inventory reports; and related documentation and correspondence.

Retention Policy #: 313 Surplus Property Sale Reports

This records series consists of a list of surplus equipment which is advertised, and consequently sold at public auction. The information may include but not be limited to an Agreement For Auctioneer Services; advertising documents; Terms And Conditions Of Sale; a financial report of money received for items sold at auction, and related documentation and correspondence.

Retention Policy #: 332 Utility Usage Reports
Retention Policy #: 344 Year-to-Date Activity (Inventory Listing)

Shows additions, changes, transfers, and deletions of information within the inventory system. Data include University, division, tag number, batch, document, transaction date, location, item code, description, date, and cost.

5.3 - Support Services Records-Purchasing

Retention Policy #: 24a Bid Documentation

Includes bid requisition/authorizations, invitations to bid or propose, bid specifications, successful and unsuccessful bids, and bid tabulation/evaluations. a) Associated with a contract executed, renewed, or amended on or after September 1, 2015.

Retention Policy #: 24b Bid Documentation

Includes bid requisition/authorizations, invitations to bid or propose, bid specifications, successful and unsuccessful bids, and bid tabulation/evaluations. b) Associated with a contract executed, renewed, or amended on or before August 31, 2015.

Retention Policy #: 24c Bid Documentation

Includes bid requisition/authorizations, invitations to bid or propose, bid specifications, successful and unsuccessful bids, and bid tabulation/evaluations. c) Unsuccessful bids that do not meet agency submission requirements and are not included in bid evaluation process (e.g. withdrawn, missed submission deadline, incomplete submission, etc.).

Retention Policy #: 52 Commodity Code Listing
Retention Policy #: 118 Freight Bills Paid
Retention Policy #: 119 Freight Claims

This records series consists of documentation relating to a demand upon a carrier for cargo loss or damage or for the repayment of an overcharge.

Retention Policy #: 176 Order - Acknowledgements

This records series consists of customer notification that their order was received by the supplier.

Retention Policy #: 181 Packing Slips

This series documents the receipt of equipment, supplies, other items and services from vendors. The series includes: packing slips; shipping and container lists; and bills of lading.

Retention Policy #: 394 Procurement Card (P-Card) Records

A record of purchases made with a University Procurement Card. This records series may include but not be limited to: Procurement Card Transaction Log, original charge slip, sales receipt, packing slip, invoice, or any other information related to the purchase.

Retention Policy #: 521 Purchasing Logs

Log, register, etc., providing a record of purchase orders issued, orders received, and similar data on procurement status.

Retention Policy #: 522 Requests for Information

Requests for information preliminary to the procurement of goods or services by direct purchase or bid.

5.4 - Support Services Records-Risk Management

Retention Policy #: 127 Chemical and Hazardous Waste Disposal Records

This series documents the receipt, shipment, and disposal of chemical material or hazardous wastes on campus. This series includes but is not limited to: chemical and waste inspection forms; drum packing sheets; Uniform Hazardous Waste Manifest forms (EPA 8700); Certificates of Disposal from vendors; land disposal notification forms; waste disposal records; and related documentation and correspondence.

Retention Policy #: 727 Chemical and Radiation Exposure Reports.

Includes terminated badge files, Lifetime Cumulative Occupational Radiation Dose (TRC Form 21-2) and Individual Monitoring Results (TRC Form 21-3).

Retention Policy #: 65 Course Safety Evaluations
Retention Policy #: 80 Disaster Preparedness and Recovery Plans

Emergency preparedness procedures in the event of severe weather or any potential damage to institutional property due to storms, riots, fires, droughts, floods, or other events which could affect normal operations and facilities within the jurisdiction of the institution. The preparedness portion may include but is not limited to: department specific procedures, a list of essential employees, housing, emergency numbers, etc. The recovery portion may include but is not limited to: diaries; logs; reports; photographs; notes which indicate or document what happened, when, and where; and related documentation and correspondence.

Retention Policy #: 688 Emergency Management, Crisis or Disaster Records

Includes records related to the declaration of emergency, financial records which document the expenditure of emergency funding. This series is intended to capture copies of records (which document the expenditure of funds) in other record series and hold them together in order to chronicle the emergency management process.

Retention Policy #: 87 Employee Identification
Retention Policy #: 91 Employee Security Records
Retention Policy #: 104 Evacuation Plans

Plans for evacuation of University facilities in cases of emergency.

Retention Policy #: 115 Fire Orders

Orders issued by Fire Marshal to correct deficiencies in compliance with fire code.

Retention Policy #: 125 Hazard Communication Plans
Retention Policy #: 130 Injury Frequency Reports/Loss Reports

This records series documents records produces to report injuries to employees, students and visitors on campus.

Retention Policy #: 131 Inspection Records

Fire, safety, and other inspection records of University facilities and equipment. Includes, but is not limited to, testing records, fire alarm certificates (new buildings), certification of asbestos-free building (new buildings).

Retention Policy #: 160 Material Safety Data Sheets
Retention Policy #: 212 Radiation Dosimetry Records
Retention Policy #: 728 Radiation Program Audits.
Retention Policy #: 729 Radiation Protection Program Records.
Retention Policy #: 229 Reports - Laboratory
Retention Policy #: 126 Safety Training/Certification - Hazardous Materials

Records of training given employees in an agency hazard communications program. Includes radiation safety, chemical safety, and biological safety/blood borne pathogens.

Retention Policy #: 90 Security Access Records

Records relating to the issuance of keys, identification cards, building passes, usernames, passwords, signed statements or similar instruments of access to agency facilities, equipment or automated systems.

Retention Policy #: 336 Visitor Control Registers

Logs, registers or similar records documenting visitors to limited access or restricted areas of University facilities.

Retention Policy #: 342 Workers Compensation Reports
Retention Policy #: 343 Workplace Chemical Lists

Controlled Substance Drug Logs/DEA Forms/Chemical Inventories

5.5 - Support Services Records-Telecommunication

Retention Policy #: 26 Billing Detail - Telecommunications (other than TEX-AN)

In addition to summary detail, includes any accompanying detailed listing of long distance calls.

Retention Policy #: 551 Billing Detail - Telecommunications (TEX-AN)

In addition to summary detail, includes any accompanying detailed listing of long distance calls.

Retention Policy #: 81 Disputed Call Documentation

Documentation relating to disputed long distance calls, including documents evidencing repayment by employees for personal log distance use.

Retention Policy #: 156 Long Distance Telephone Logs

Long distance logs created by agencies for internal documentation purposes. Includes any similar logs created for long distance facsimile or electronic transmissions.

Retention Policy #: 262 Station Activity Reports

Internal listing of all incoming/outgoing telephone activity to individual telephone stations.

Retention Policy #: 315 System Activity Reports

Internal listing of all incoming/outgoing University telephone activity.

5.6 - Support Services Records-Vehicles

Retention Policy #: 613 Airplane Flight Logs
Retention Policy #: 614 Airplane Passenger Lists
Retention Policy #: 155 License and Driving Record Checks

Includes the university driver form as well as the driving record check.

Retention Policy #: 182 Parking Permits or Assignments
Retention Policy #: 615 Pilot License Verifications
Retention Policy #: 552 Vehicle Accident Records

This series documents accidents involving vehicles owned by the University. This series may include but is not limited to: vehicle accident reports; vehicle accident claims; damage or loss of state property reports and related documentation and correspondence. Information may include: vehicle type and identification number; name of party using the vehicle; notation of condition before and after use; and authorizing signatures.

Retention Policy #: 334 Vehicle Titles and Registrations
Retention Policy #: 169 Vehicle Use Reports (Mileage)

Includes mileage, fuel/oil consumption, passengers carried and other related operational information. Vehicle Operations Logs (formerly 5.6.006).

6.1 - Police Records

Retention Policy #: 576 Dispatch Reports

Reports created by dispatcher on each call for service showing date and time call received, nature of call, and details of action taken in response to call.

Retention Policy #: 560 DVD Media - Charges Filed
Retention Policy #: 568 DVD Media - Charges Not Filed
Retention Policy #: 569 Law Enforcement Information Dissementation, Inquiry, Receipt and Criminal History Master File.

Reports, logs, and other records pertinent to documenting the dissemination of criminal histories and other information to law enforcement or other agencies through crime information networks (e.g., TCIC, NCIC) or by other methods and similar records documenting inquiries for and the receipt of information.

Retention Policy #: 571 Parking Citation Appeals
Retention Policy #: 610 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.

Retention Policy #: 611 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.

Retention Policy #: 608 Personnel Background Information For Commissioned Police - Hired

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

Retention Policy #: 609 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.

Retention Policy #: 191 Police - Fingerprint Records
Retention Policy #: 192 Police - Offense Investigation Records - Cases Not Cleared

Documents offenses, that occur on the university campus that violate state laws and regulations. This records series may contain but is not limited to case number, type of report, date, time, complainant or victim, address and details of report.

Retention Policy #: 196 Police - Offense Investigation Records - First Degree and Capital Felonies

Documents offenses, that occur on the university campus that violate state laws and regulations. This records series may contain but is not limited to case number, type of report, date, time, complainant or victim, address and details of report.

Retention Policy #: 193 Police - Offense Investigation Records - Misdemeanors and State Jail Felonies

Documents offenses, that occur on the university campus that violate state laws and regulations. This records series may contain but is not limited to case number, type of report, date, time, complainant or victim, address and details of report.

Retention Policy #: 197 Police - Offense Investigation Records - Second and Third Degree Felonies

Documents offenses, that occur on the university campus that violate state laws and regulations. This records series may contain but is not limited to case number, type of report, date, time, complainant or victim, address and details of report.

Retention Policy #: 671 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.

Retention Policy #: 190 Police Arrest Records
Retention Policy #: 575 Police Incident Reports

Reports concerning incidents or complaints that, after investigation, did not appear to have involved the commission of a crime.

Retention Policy #: 573 Security/Safety Notices and Warnings
Retention Policy #: 666 Sexual Offender Registration File.
Retention Policy #: 567 Surveillance Video Tapes

This records series consists of surveillance video tapes created to monitor activities occurring within and outside of institutional buildings.

Retention Policy #: 659 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.

Retention Policy #: 572 Vehicle Assistance Records

Includes jumper cable service, unlocking doors, etc.

7.1 - Student Records

Retention Policy #: 268 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.

Retention Policy #: 604 Honors/Awards

This records series provides a historical record of any academic honors and/or awards given to students.

Retention Policy #: 274 Student Data Sheets
Retention Policy #: 393 Student Grievance Records
Retention Policy #: 319 Test Questions, Exams, Quizzes, Term Papers

Records may include but are not limited to: examinations and answers; quizzes and answers; course(work) papers; term papers; and essay assignments. This series does not include graduate student qualifying or comprehensive examinations.

7.10 - Student Records - International

Retention Policy #: 350 International Student Records / Non-Matriculates

This series documents institution assistance to international students who have failed to enroll in academic programs. . These records primarily concern institution admissions, immigration issues, and other non-academic matters. Records may include but are not limited to: copies of visa; scholarship information; institution admissions forms; graduate school applications; transcripts of previous college work; grade reports of prior college work; grade reports from institutional courses; international student advisors notes; degree completion certificates; explanations for student withdrawals; recommendations and evaluations of students; and related documentation and correspondence.

Retention Policy #: 345 International Student Records/ Matriculates

This series documents institution assistance to international students who have been admitted to academic programs. These records primarily concern institution admissions, immigration issues, and other non-academic matters. Records may include but are not limited to: copies of visa; scholarship information; institution admissions forms; graduate school applications; transcripts of previous college work; grade reports of prior college work; grade reports from institutional courses; international student advisors notes; degree completion certificates; explanations for student withdrawals; recommendations and evaluations of students; and related documentation and correspondence.

Retention Policy #: 290 Student Immigration Records

7.2 - Student Records - Faculty

Retention Policy #: 585 Catalogs - Student Records
Retention Policy #: 593 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.

Retention Policy #: 578 Course Evaluations

This records series consists of information/surveys done to evaluate the course and/or the instructor. May include correspondence, reports, etc.

Retention Policy #: 108 Faculty Grade Book

Record of students in course and work completed. Includes computer and non-computer-generated grade sheets, and other such materials that permit a reconstruction of a student's graded performance in a course.

Retention Policy #: 590 Program and Course Development Records

This records series documents the development, approval, and the implementation of undergraduate, graduate, and professional degree programs and any other reorganizations or changes to established programs. This may include, but is not limited to, working papers, final reports, related course descriptions, outlines, sample examinations, textbook lists, etc.

7.3 - Student Records - Admission

Retention Policy #: 658 Admissions - No Fee Applications

Admissions applications received without required fee payment.

Retention Policy #: 579 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.

Retention Policy #: 580 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.

Retention Policy #: 581 Admissions Report

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

Retention Policy #: 302 Student Recruitment Records
Retention Policy #: 318 Tests - English Usage Scores - Internal

7.4 - Student Records - Financial Aid

Retention Policy #: 347 Scholarship Applications - Not Awarded

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

Retention Policy #: 349 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.

Retention Policy #: 280 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.

Retention Policy #: 304 Student Scholarship Records - Awarded

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

7.5 - Student Records - Finance

Retention Policy #: 244 Request for Student IDs
Retention Policy #: 589 Tuition and Fee Charges

7.6 - Student Records - Campus Life/Services

Retention Policy #: 662 CARE Team Files

CARE team meeting notes, counseling referrals, emails, student crisis, follow-ups, spreadsheets, etc.

Retention Policy #: 277 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.

Retention Policy #: 663 Emergency Fund

These records include a student's application for emergency fund requests, including documentation of the catastrophic event, and the receipts for what the student used the emergency fund money for.

Retention Policy #: 277 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.

Retention Policy #: 289 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

Retention Policy #: 596 Student Organization Administrative Records

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

Retention Policy #: 651 University Affiliated Student Group Discipline Files

Records and supporting documentation for University Affiliated Student Group discipline. Records may include but are not limited to: incidents reports; final reports; evidence; notification of allegation; timely notice forms; conduct-pending, conduct-restitution, suspension lists; disciplinary reports; informal discussion notes; formal hearing notes and associated tape recordings; final summary statements; decision statements; appeals documentation; and other related documentation and correspondence.

7.7 - Student Records - Advising/Degree Plan/ Graduation

Retention Policy #: 269 Graduation - Degree Audit and Authorizations

This series documents student completion of degree requirements, including authorizations certifying completion of degree requirements. The series may include official graduation audit forms that list students' names; colleges; majors; degrees; minors; the breakdown of institutional degree requirements and how the applicants have fulfilled them; grade point averages; deans' recommendations/comments and signatures; and comprehensive examinations.

Retention Policy #: 605 Independent Study Records

This series documents departmental approval for students to enroll in independent study courses. Records may include but are not limited to: Permission sheets with students names; course names; number of credits; and faculty signatures.

Retention Policy #: 270 Student Advising Records
Retention Policy #: 276 Student Degree Plans

7.8 - Student Records - Registrar

Retention Policy #: 582 Academic Transcripts

A record of the academic history of a student in terms of the courses taken, grades, and degrees received. High School and College Transcripts, as well as UNT transcripts.

Retention Policy #: 591 Class Lists

This series provides instructional units with an official record of students enrolled in courses taught. The series is used to cross-check students who have enrolled against those who have registered as well as in the generation of statistical reports. Information in the series includes: student names; social security numbers; term; and enrollment/registration status.

Retention Policy #: 49 Class Roll Summary
Retention Policy #: 50 Class Schedules Preparation Records

Reports, Studies and Analysis

Retention Policy #: 592 Commencement Records

This series documents commencement program planning and implementation at the institution. Records may include but are not limited to: commencement attendance forms; planning records created by commencement committees or other planning groups; and related documentation and correspondence.

Retention Policy #: 603 Dean's List
Retention Policy #: 684 Deceased Student Files
Retention Policy #: 577 Diploma Mailing Verification Records

This series documents students requests to have diplomas and other graduation records distributed to specific addresses. Records include: signed cards listing permanent addresses for diplomas to be mailed to; indicating that fees have been paid; and listing students names, college or school within the institution, degrees granted, and dates of requests.

Retention Policy #: 607 Family Educational Rights and Privacy Act (FERPA) Documents

This series documents the process of student information release requests and consent authorizations or denials in accordance with the Family Educational Rights and Privacy Act. Records may include but are not limited to: requests for nondisclosure of directory information; requests for release of personally identifiable information; records of disclosures made to third parties; requests for formal hearings; student statements regarding hearing panel decisions; written decisions of the hearing panel; written consent of the student to disclose records; waivers for rights of access; and related documentation and correspondence.

Retention Policy #: 111 Federation Enrollment Records
Retention Policy #: 287 Grade Reports

The series documents grades received by students for the term. Includes: course numbers and titles; grades awarded; grade point average; student name; and social security number.

Retention Policy #: 172 Notification of Small Class
Retention Policy #: 231 Reports - Semester Credit Hour
Retention Policy #: 594 Reports - Statistical

This series documents student status and enrollment at the institution. Records may include: specialized listings and statistical reports pertaining to departmental and college registration, course changes, add/drops, geographical distribution of students, student age and gender data, mortality of classes, student transfers from other schools, student body grade point averages and GPAs of living groups, and veterans enrollment; reports documenting student and enrollment by term; and reports on other topics.

Retention Policy #: 243 Request for Student ID Changes
Retention Policy #: 303 Residency Classification Forms

This series documents declarations filed by students regarding state residency status which is critical for determining tuition status. Records may include but are not limited to: affidavits; correspondence regarding residency; and related documentation.

Retention Policy #: 264 Student Academic Progress Records
Retention Policy #: 265 Student Academic Status Report
Retention Policy #: 266 Student Academic Suspension Waiver
Retention Policy #: 272 Student Block and Clear Records
Retention Policy #: 267 Student Class Records - Add / Drop
Retention Policy #: 275 Student Degree Applications
Retention Policy #: 278 Student Enrollment Statistics
Retention Policy #: 279 Student Enrollment Verification
Retention Policy #: 286 Student Grade Changes
Retention Policy #: 242 Student Name Change Records

This series documents applicant/student name changes reported to the admission's/registrar's office by applicants/students. Records may include but are not limited to: letters requesting change in name; name changes forms; lists or reports of students with changed names; and related documentation and correspondence.

Retention Policy #: 291 Student Pass / Fail Records
Retention Policy #: 597 Transcript Hold or Encumbering Authorization Forms

This series documents holds on transcripts and academic reporting information placed by the institution for a number of reasons. This series consists of forms authorizing the holding of academic records and information until a specific action is taken by the subject of the academic record.

Retention Policy #: 245 Transcript Request Forms

This series provides a record of students requests for transcripts to be sent to other institutions. Information on the individual form includes: students present name and other name(s) under which the student attended; social security number; home address; phone number; student signature; number of copies of transcript requested; fee status; whether official or unofficial transcripts are desired; date of request; and destination(s) of transcript(s).

Retention Policy #: 273 Veterans Records

This series documents the entitlement status and enrollment of veterans in the institution. Records include but are not limited to: State Veterans Affairs forms that certifies resident veterans educational benefits entitlements (Hazelwood Act); individual veteran student records that certify to the U.S. Department of Veterans Affairs that the student is eligible for educational benefits, is currently enrolled at the institution in a qualifying curriculum, and is maintaining standards required to receive entitlements; veterans attendance reports; and related forms, documentation and correspondence.

7.9 - Student Records - Certification Programs

Retention Policy #: 695 Residency & fellowship program - application information.

ncludes, but is not limited to, common application form, photographs, letters of recommendation, certified transcript scores, dean's letter, graduate transcripts, documents for foreign medical graduates, sanction checks, acknowledgement forms, ranking documentation.

Retention Policy #: 696 Residency programs and curriculum records.

Includes but is not limited to schedules of conferences, curriculum used in residency programs, attendence sheets for conferences and special programs.

Retention Policy #: 305 Student Teacher Records

8.1 - Medical Records

Retention Policy #: 654 Counseling Clinics - Patient Records

Patient information, client consent forms and associated documentation. This series documents provision of health-related services to clients on an outpatient basis by offices other than the Student Health and Wellness Center. Examples of types of services are: speech therapy; hearing testing; and cholesterol screening. This series may include but is not limited to: tests; goals and objectives; diagnostic reports; questionnaires; custody agreements (minors) notes and related data.

Retention Policy #: 669 Drug Recall Notices

Food and Drug Administration (FDA) and manufacturer recalls on drugs. This records series may include but not be limited to, reportable occurrences of drug use, recalls through the manufacturer and responses by departments.

Retention Policy #: 715 Explanation of benefits.
Retention Policy #: 661 HIPAA Training Records

Records documenting employee HIPAA training.

Retention Policy #: 161 Medical Record - Adults Only

This record series includes patient medical records and associated patient billing records.

Retention Policy #: 668 Pharmacy - Drug Administration Records

Inventory and other records of the purchase, acquisition, disposal, or dispensation of drugs as required by federal law and regulation, state law, and the rules of the Texas State Board of Pharmacy.

Retention Policy #: 719 Prescriptions (Controlled Substance).
Retention Policy #: 698 Prescriptions (Regular).

9.1 - Research Administration and Accounting

Retention Policy #: 716 Animal Protocols.
Retention Policy #: 704 Certificate of veterinary inspection.
Retention Policy #: 700 Federal regulation compliance records for patents, copyrights, and trademarks.

Includes all correspondence related to the reporting of federally funded inventions to appropriate sponsoring agency.

Retention Policy #: 726 Grant Records (Non-Federal and Non-State)

This record series consists of fiscal records for grants and other sponsored contracts that have been awarded by non-federal and non-state agencies

Retention Policy #: 709 Human Research Protocols.
Retention Policy #: 692 Research Animal Health Records.
Retention Policy #: 701 Research Human Subjects Records

IRB and OPHS (only those records associated with OPHS or IRB review)

Retention Policy #: 697 State Grant Information on File.
Retention Policy #: 691 USDA Animal Tags.
Retention Policy #: 690 USDA Inspection Records.
Retention Policy #: 705 USDA Reports of Acquisition.