Minutes, agendas, reports, and correspondence

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.

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.

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.

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.

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.

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

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.

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.

Reports, Studies, Analysis

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

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.

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.

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

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.

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

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

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

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 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.

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

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

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.

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.

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.

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.

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

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 supports institutional routine compliance reviews and monitoring activities.

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

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.

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. UNTHSC Specific

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.

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.

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

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

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

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.

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

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

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.

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.

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.

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.

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.

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.

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 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.

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).

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

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.

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

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.

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.

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.

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

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

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

Includes supporting documentation

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

Employer's copy of Employee Withholding Exemption Certificate

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

Records of the validation of aptitude and skills tests.

Includes documentation used to complete EEO reports.

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

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).

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.

Reports providing statistical information on labor force.

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

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

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.

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

Dates and hours.

Provides itemized billing record for services rendered.

Direct Deposit Registers.

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

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

Travel, Payroll, etc.

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

Records providing vendor profile information.

Includes University Monthly budget reports.

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.

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

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.

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

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.

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

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.

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

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

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.

This records series consists of receipts for registered mail.

Building construction contracts, surety bonds, and inspection records.

Includes architectural and engineering drawings, profiles, and blueprints.

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

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

Property, equipment supply verification.

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.

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.).

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

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.

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

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.

Plans for evacuation of University facilities in cases of emergency.

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

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

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

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

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

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.

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 applicants.

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

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 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.

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

This record series includes recordings of all phone extensions and radio channels in the Police Communications Center, Parking Office and Detective's offices.

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

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 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.

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 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 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.

Reports, Studies and Analysis

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.

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 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 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).

Records documenting employee HIPAA training.

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

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