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.
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.
Self-evaluation committee files and plans documenting compliance with the requirements of the Americans with Disabilities Act.
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.
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.
Complaints received by the System or University from the public concerning the System or University and records pertaining to the resolution of the complaint.
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.
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.
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.
Any document that officially initiates, rescinds, or amends general office procedure.
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.
Any document that initiates, rescinds, or amends a regulation, policy, or procedure that governs the programs, services, or projects of the System or University.
Including any supporting documentation created and/or used to justify and support legislative appropriations and requests by the University.
Certified agendas or tape recordings of closed meetings of state board, commissions, committees, and councils.
Official agenda and minutes of state boards, committees, commissions and councils that conduct open meetings as required by Government Code, Chapter 551.
Minutes, or notes, and supporting documentation taken at internal University staff meetings during which formal minutes are taken.
Notes taken during open meetings of state boards, commissions, committees and councils from which written minutes are prepared.
Audio or videotapes of open meetings of state boards, commissions, committees, and councils.
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.
News, press releases, or any public relations files maintained or issues by the University. Includes print, electronic, audio and audiovisual records.
Includes all correspondence and documentation relating the requests for records that are furnished in public under Public Information Act (chapter 552, Government Code)
Includes all correspondence and documentation relating to requests for records that are exempt under the Public Information Act (Chapter 552, Government Code).
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.
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.
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.
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.
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.
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.
Quarterly and annual reports on University performance measures submitted to the executive and legislative offices.
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.
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.
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.
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.
Notes or text of conference papers, presentations or reports delivered in conjunction with University work.
Information or data collected and compiled for the purpose of producing non-fiscal reports.
Information resources and operational strategic plans prepared in accordance with Government Code 2054.095 and 2056.002.
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.
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.
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.
Instructional materials developed by the University for training entities or individuals it regulates or serves.
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.
Legal opinions from the UNTS Office of General Counsel or the Attorney General, including any request eliciting the opinions.
Drafts of proposed legislation and related correspondence.
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.
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.
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.
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.
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.
Reports made to the Attorney General on an agency's Public Information Act activities.
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.
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.
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.
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.
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.
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.
This record series may include compliance opinions provided by the Office of Institutional Compliance, including any request eliciting the opinions.
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.
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.
Includes related correspondence and financial documentation.
Consists of various information from professional organizations to which an employee or student may belong and records for work done for these organizations.
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.
This records series tracks the reporting activity data items from hotline calls, anonymous and individual reporting.
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.
This records series supports institutional routine compliance reviews and monitoring activities.
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.
Includes institutional membership information, for the UNT System and each component institution
Legal opinions from the UNTS Office of General Counsel or the Attorney General, including any request eliciting the opinions.
Reports, Studies, Analysis
Notes or text of speeches, papers and presentations delivered in conjunction with University work.
Instructional materials developed by the University for training entities or individuals it regulates or serves. UNTHSC Specific
University level documents authorizing final disposition of records under a certified records retention schedule.
Any periodic listing of all forms used internally or externally by the University
Print masters of original version and all subsequent revisions to the University form, including any associated design or design modification requests.
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.
Records management plans and similar records that establish the policies and procedures under which records and information are managed in the University.
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.
Forms indicate records transferred to storage or a transfer of legal custody.
Includes indexes, card files, shelf lists, registers, guides, etc.
Also includes documentation for disaster recovery services provided by other entities.
Background material copy (drafts), original artwork, photo negatives, prints, flats, etc. This includes all work performed both inside and outside the University.
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.
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.
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.
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.
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
Machine-readable files used in the creation, utilization, and updating of master files.
Automated indexes, lists, registers, and other finding aids used to provide access to records.
Records documenting operational and maintenance requirements of computer hardware such as operating manuals, hardware/operating system requirements, hardware configurations, and equipment control systems.
Automated software applications and operating system files including job control language, program listing/source code, etc.
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.
Forms and logs used to reconcile batches submitted for processing against batches received and processed.
Schedules or similar records showing computer jobs to be run and other reports by computer operators or programmers of work performed.
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.
Reports showing transactions that are accepted, rejected, suspended, and or processed.
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.
Electronic files or automated logs created to monitor computer systems such as print spool logs, console logs, tape activity logs, etc.
This record series may include, but not limited to, the Information Security Risk Self-Assessment Survey, supporting documentation, communication and feedback, analysis, and reports.
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.
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.
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.
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.
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.
Criminal history record information obtained for job applicants, University employees, camp or related event.
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.
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.
Internal or external announcements or advertisements of job openings, promotions, training programs, or opportunities for overtime.
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.
Records relating to the review of employee grievances against personnel policies, working conditions, etc.
Evaluations completed that are used to measure and rate employee performance.
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.
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.
Job descriptions, including all associated task or skill statements, for positions in the University.
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.
Certificates of completion, transcripts, test scores or similar records documenting the training, testing or continuing education achievements of an employee (including public safety officers).
Includes requests for flex (flexible, flextime) program schedules.
For faculty and staff.
For students.
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.
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.
Medical or physical examination reports or certificates of employees for whom periodic monitoring of health or fitness is required.
University copies of information relating to the selection of available benefit options other than insurance.
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.
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.
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.
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.
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.
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.
Consultation records, notes, letters, memos, emails, reports and other documentation.
Includes records for funding support of events and expenditures of funds.
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).
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).
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.
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.
Includes faculty and administrative/professional appointment letters.
(a) Executed, renewed, or amended on or after September 1, 2015.
Includes faculty and administrative/professional appointment letters. (b) Executed, renewed, or amended on or before August 31, 2015.
Applications and authorizations from employees giving permission to the agency to directly deposit funds into a specified bank account.
Documentation used to start, modify, or stop all voluntary or required deductions from payroll, including garnishment or other court ordered attachments.
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
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.
Includes supporting documentation
Used to make increases or decreases to employees' gross pay, FICA, retirement, or in the computation of taxes.
This records series lists the employee name, employee number, and employee signature for a specific pay period.
Wage/rate tables for employees (salary ranges, positions, etc). May include survey data compiled for the creation of a pay plan.
Affirmative action plans for both regular employees and apprenticeship programs.
Employee benefit plans such as pension, life, health, and disability insurance; deferred compensation, etc; including amendments.
Includes documentation used to complete EEO 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.
Reports, studies, aggregated or summary data, and similar documentation compiled to monitor and demonstrate compliance with the Federal Equal Pay Act.
Reports providing statistical information on labor force.
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.
Records relating to review and monitoring of job classifications within the University.
Requests and authorizations for travel; educational programs, workshops; or for other work-related activities for which the expenses are defrayed or reimbursed.
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.
Work, duty, shift, crew, or case schedules, rosters, or assignments.
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.
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.
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).
A record certifying the percentage of time worked on a sponsored project during a particular reporting period.
Reports to the University from TWC or its predecessor pertaining to employees.
Any internally distributed manuals, guidelines, or similar records that define University wide policies and procedures concerning the personnel of the University.
Any documents detailing the procedural duties and responsibilities of the University positions on a position-by-position basis.
Aptitude or skills tests required of job applicants or of current personnel to qualify for promotion or transfer.
Aptitude and skills test papers of job applicants or of current personnel taking a test to qualify for promotion or transfer.
Records of the validation of aptitude and skills tests.
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.
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.
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.
Cumulative report is issued each pay cycle and provides employee leave status information for each position.
Requests submitted, approvals, number of hours transferred in and out, etc.
A record of the number of hours worked and the number of hours taken as leave.
This series may include but not be limited to Leave Request Forms, Electronic Time Adjustment Approval Requests and other supporting documentation.
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.
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.
This consists of canceled checks issued for authorized payments or refunds.
Documents the hold(s) placed on funds for payment of services.
Production, job, labor, quotes, pricing, specifications, etc.
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.
A record of budget entries and transfers of funds between and agency's budgets.
Requisitions, orders, receiving reports, invoices, or statements, change orders, best value determinations, etc.
Journals or Registers- Students Loans
Required by the General Appropriations Act (100 Day Report)
Special purpose - i.e. federal financial reports, salary reports, etc. Includes HUB Reports
Includes University Monthly budget reports.
This records series consists of the supporting documents of the financial status of the specific entity concerning its operation for the preceding year.
Any internally distributed manuals, guidelines, or similar records that define agency wide policies and procedures concerning the accounting function of an agency.
Periodic statement of bank balances containing information showing income and outgoings on a bank account.
Statements issued by the Comptroller's office, including statements of assurance, financial integrity statements, statements and response to proposals, etc.
A list of accounts used by an organization with each account usually assigned a number or code.
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.
Charge or bill statements received by agencies from the TFC for services provided.
Signature cards or similar records
establishing authority of an agency
employee to initiate or authorize
financial transactions on behalf of
an agency.
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.
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.
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.
This record series includes documentation, proposals and funding requests submitted to the Center for Learning Enhancement, Assessment and Redesign.
Schedules of prices charged by the University for services to the public or other agencies including any documentation used to determine the charges.
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.
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.
Includes underlying patents, trademarks and copyrights, financial documentation, related correspondence and any other supporting documentation.
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.
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.
Records and reports of postage expenses , deposits and receipts for postage. Postal meter usage reports
Includes word processing and data processing.
This records series consists of receipts for registered mail.
This records series consists of legal documents, correspondence, reports, etc. relating to the negotiation of contracts and leases that were not executed.
Does not include licenses and permits issued by an agency as part of its statutory responsibilities.
List of agency contracts, leases, and agreements including general obligation, land lease, utilities, and construction contracts.
For vehicles, equipment, etc. (a) Executed, renewed, or amended on or after September 1, 2015.
For vehicles, equipment, etc. (b) Executed, renewed, or amended on or before August 31, 2015.
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.
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.
Building construction contracts, surety bonds, and inspection records.
Planning, design, and construction records; accepted and rejected bids; correspondence; etc.
Includes requests for installation, moves service, etc.; and service/repair logbooks, etc.
Updates University portion of the inventory listing and adds, changes, transfers or deletes items from inventory.
Reservation logs or similar records relating to the use of University facilities such as meeting rooms, auditoriums, etc.
Listing shows all additions, changes, deletions, and transfer time for the monthly processing period.
This Series documents changes in state owned property; requests to declare items as surplus, salvage, or scrap. Records may include related documentation and correspondence.
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.
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.
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.
List of codes used to designate buildings at various locations and campuses of the University.
This series documents the condition, upkeep, and routine maintenance of the institution's buildings and grounds.
Includes architectural and engineering drawings, profiles, and blueprints.
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.
This records series consists of customer notification that their order was received by the supplier.
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.
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.
Log, register, etc., providing a record of purchase orders issued, orders received, and similar data on procurement status.
Requests for information preliminary to the procurement of goods or services by direct purchase or bid.
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.
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.
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.).
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.
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.
Plans for evacuation of University facilities in cases of emergency.
Orders issued by Fire Marshal to correct deficiencies in compliance with fire code.
Records of training given employees in an agency hazard communications program. Includes radiation safety, chemical safety, and biological safety/blood borne pathogens.
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.
This records series documents records produces to report injuries to employees, students and visitors on campus.
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).
Logs, registers or similar records documenting visitors to limited access or restricted areas of University facilities.
Controlled Substance Drug Logs/DEA Forms/Chemical Inventories
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.
Includes terminated badge files, Lifetime Cumulative Occupational Radiation Dose (TRC Form 21-2) and Individual Monitoring Results (TRC Form 21-3).
In addition to summary detail, includes any accompanying detailed listing of long distance calls.
Documentation relating to disputed long distance calls, including documents evidencing repayment by employees for personal log distance use.
Long distance logs created by agencies for internal documentation purposes. Includes any similar logs created for long distance facsimile or electronic transmissions.
Internal listing of all incoming/outgoing telephone activity to individual telephone stations.
Internal listing of all incoming/outgoing University telephone activity.
In addition to summary detail, includes any accompanying detailed listing of long distance calls.
Includes the university driver form as well as the driving record check.
Includes mileage, fuel/oil consumption, passengers carried and other related operational information. Vehicle Operations Logs (formerly 5.6.006).
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.
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.
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.
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.
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.
This records series consists of surveillance video tapes created to monitor activities occurring within and outside of institutional buildings.
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.
Includes jumper cable service, unlocking doors, etc.
Reports concerning incidents or complaints that, after investigation, did not appear to have involved the commission of a crime.
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.
This series consists of requests for, and results of, criminal and other background checks and information on employees.
This series consists of requests for, and results of, criminal and other background checks and information on applicants.
This series consists of requests for, and results of, criminal and other background checks and information on employees.
This series consists of requests for, and results of, criminal and other background checks and information on applicants.
This record series includes recordings of all phone extensions and radio channels in the Police Communications Center, Parking Office and Detective's offices.
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.
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.
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.
This records series provides a historical record of any academic honors and/or awards given to students.
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.
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.
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.
This records series consists of information/surveys done to evaluate the course and/or the instructor. May include correspondence, reports, etc.
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.
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.
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.
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.
This series provides summary information relating to student admission programs which may be used for control, planning or review.
Admissions applications received without required fee payment.
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.
May include application materials for students receiving the scholarships; forms rating the applicants; award notification letters, etc.
A record of students who have applied for departmental scholarships and who have not been awarded scholarship funds.
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.
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.
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.
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
This series documents the history, development, and policies of campus student organizations.
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.
CARE team meeting notes, counseling referrals, emails, student crisis, follow-ups, spreadsheets, etc.
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.
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.
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.
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.
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).
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
Includes but is not limited to schedules of conferences, curriculum used in residency programs, attendence sheets for conferences and special programs.
This record series includes patient medical records and associated patient billing 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.
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.
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.
Includes all correspondence related to the reporting of federally funded inventions to appropriate sponsoring agency.
IRB and OPHS (only those records associated with OPHS or IRB review)
This record series consists of fiscal records for grants and other sponsored contracts that have been awarded by non-federal and non-state agencies
