Schools/Divisions

Academic Committees File
Item 1
Records concerning school or divisional academic committees. Each file may Include minutes of meetings, reports, notifications, correspondence, and other pertinent records.
Disposition instructions:
Transfer to the custody of the University Archives after 5 years for appraisal and final disposition.

Academic Records File
Item 2
Individual student academic records. (Comply with applicable provisions of 20 USCA 1232g regarding confidentiality of records.)
Disposition instructions:
a. Transfer data concerning grades to the registrar's office at end of each grading period to be incorporated into official academic file
b. Transfer remaining records to the registrar's office 1 year after termination of enrollment to be incorporated into official academic file

Accident Reports File
Item 3
Reports of accidents involving school or division personnel. (Comply with applicable provisions of G.S. 20-166.1(1), 97-92(b), and 132-1.1 regarding confidentiality of records.)
Disposition instructions:
a. Transfer records involving medical claims or litigation to business affairs to be incorporated into workers' compensation program medical file or workers? Compensation program case file as appropriate.
b. Transfer duplicate copy of records concerning university personnel to personnel office when received.
c. Destroy in office remaining records after 2 years, if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

Accreditations File
Item 4
Records concerning school or division accreditation. File may include correspondence, reports, questionnaires, guides, and other related records.
Disposition instructions:
Transfer to the custody of the University Archives after 7 years for appraisal and final disposition.

Administrative File
Item 5
Records concerning the administration of the school or division. File may include reports, memorandums, correspondence, directives, and other records.
Disposition instructions:
Transfer to the custody of the University Archives after 7 years for appraisal and final disposition.

Affirmative Action/Equal Opportunity File
Item 6
Records concerning school or division participation in affirmative action/equal opportunity programs. File may include correspondence, reports, guidelines and directives, and other related records.
Disposition instructions:
Transfer to the custody of the University Archives after 5 years for appraisal and final disposition.

Alumni Association File
Item 7
Records concerning school or division dealings with the alumni association and its chapters particular to the school or division. File may include correspondence, reports, publications, and other related records.
Disposition instructions:
Transfer to the custody of the University Archives after 7 years for appraisal and final disposition.

Annual Reports File
Item 8
Reports concerning annual summary of activities.
Disposition instructions:
a. Transfer 1 copy to the custody of the university archives at the conclusion of each academic year for permanent retention.
b. Retain 1 copy in office permanently.
c. Destroy in office remaining copies when reference value ends.

Applications For Employment File
Item 9
Applications for employment within school or division. File may include resumes, recommendations, correspondence, and other related records.
Disposition instructions:
a. Transfer applications that are unsolicited to the university personnel office when received.
b. Transfer records concerning individuals hired to appropriate personnel file when individual accepts position.
c. Transfer records concerning individuals not hired to the university personnel office when position is filled.

Audit Reports File
Item 10
School or division audit reports and related records.
Disposition instructions:
Transfer to the custody of the University Archives after 5 years for appraisal and final disposition.

Budgets File
Item 11
Reference copies of budgetary records. File may Include budget reports, requests for budget changes, budget authorizations, and other related records.
Disposition instructions:
a. Destroy in office end-of-year (June 30th) budget reports when reference value ends.
b. Destroy in office remaining records after 5 years.

Calendars Of Events File
Item 12
Reference copies of university calendars of events.
Disposition instructions:
Destroy In office when superseded or obsolete.

Career Planning/Placement Records File
Item 13
Records maintained to assist students in locating employment after graduation. File may include resumes, job interview forms, student profile data sheets, and other related records.
Disposition instructions:
Destroy in office after 2 years.

Committees And Councils File
Item 14
Records concerning various school or division committees and councils. File may Include minutes of meetings, reports, notifications, correspondence, and other pertinent records.
Disposition instructions:
a. Transfer security copy of minutes of each meeting to the university archives or some other approved off-site location for security storage when received.
b. Transfer remaining records to the custody of the university archives after 7 years for appraisal and final disposition.

Conferences Workshops Attended File
Item 15
Records concerning conferences and workshops attended by office personnel. File may Include correspondence, agendas, programs, handouts, and other related records.
Disposition instructions:
Destroy in office when reference value ends.

Conferences And Workshops Conducted File
Item 16
Records concerning conferences and workshops conducted by the Dean or the Dean's staff. File may include correspondence, agendas, programs, reports, training materials, handouts, reservations, critiques, questionnaires, and other related records.
Disposition instructions:
Transfer to the custody of the University Archives after 5 years for appraisal and final disposition.

Contracts, Agreements, And Leases File
Item 17
Contracts, agreements, and leases for services, facilities, and equipment used by school or division.
Disposition instructions:
Destroy In office 3 years after termination of agreement/contract if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been Initiated, destroy in office after completion of action and resolution of Issues Involved.

Course Title Directory File
Item 18
Directory of courses currently offered by the school or division.
Disposition instructions:
Destroy In office when superseded or obsolete.

Dean's Correspondence File
Item 19
Correspondence of the Dean or Division Head.
Disposition instructions:
Transfer to the custody of the University Archives after 7 years for appraisal and final disposition.

Departmental Programs File
Item 20
Records concerning academic programs of the various departments within the school or division. File may Include additions, changes, or deletions in existing programs.
Disposition instructions:
Transfer to the custody of the University Archives after 5 years for appraisal and final disposition.

Departmental Reports File
Item 21
Reference copies of reports of the various departments within the school or division.
Disposition instructions:
Transfer to the custody of the University Archives after 5 years for appraisal and final disposition.

Energy Conservation File
Item 22
Records concerning energy conservation measures undertaken by school or division. File may Include Inspection reports, correspondence, and other related records.
Disposition instructions:
Destroy In office after 2 years.

Faculty Awards and Honors File
Item 23
Records concerning awards and honors to faculty members within the school or division. File may Include recommendations, approvals, and other related records.
Disposition instructions:
a. Transfer records concerning each individual award/honor to appropriate individual's personnel file when award/honor becomes official.
b. Destroy in office remaining records after 10 years.

Faculty Listings File
Item 24
Listings of school or division faculty.
Disposition instructions:
Destroy In office after 7 years.

Faculty Publications File
Item 25
Reference copies of articles and books written by school or division faculty members.
Disposition instructions:
Transfer to the custody of the University Library when reference value ends for permanent reference.

Faculty Recruitment File
Item 26
Records concerning the recruitment of faculty members for the school or division. File may Include policies, forms, resumes, applications, correspondence, reports, Interview notes, and other related records.
Disposition instructions:
a. Destroy in office policies and forms when superseded or obsolete.
b. Destroy in office remaining records after 2 years, if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

Financial Aid File
Item 27
Records regarding financial aid awarded to students and student assistants within the school or division. File may Include applications, approvals, accounting records, and other related records. (Comply with applicable provisions, of 20 USCA 1232g regarding confidentiality of records.)
Disposition instructions:
a. Transfer information concerning specific individuals to business affairs when each action is taken.
b. Destroy in office remaining records when released from all audits.

Fire And Safety Inspections File
Item 28
Records concerning fire and safety inspections within school or division. File may Include correspondence, Inspection reports, and other related records.
Disposition instructions:
Destroy In office after 3 years.

Grant Proposals File
Item 29
Proposals for school or division-wide grants.
Disposition instructions:
a. Transfer records concerning approved grants to grants file when notified of approval.
b. Destroy in office rejected or withdrawn grant proposals 4 years after rejection or withdrawal.

Grants File
Item 30
Records concerning specific grants awarded to and/or administered by the school or division. File may Include administrative documents, reports, regulations and guidelines, correspondence, audits, and other related records.
Disposition instructions:
Transfer to the custody of the University Archives 4 years after termination of grant and when released from all audits, whichever occurs later, for appraisal and final disposition.

Grievances File
Item 31
Records concerning disputed employee grievances. (File is considered part of employee's official personnel file and Includes records that are considered confidential in accordance with G.S. 126-22/29 and 132-1.1.)
Disposition instructions:
Maintain and dispose of In accordance with G.S. 126-22/29.

History File
Item 32
Records concerning the history of the school or division. File may Include publications, newsletters, reports, correspondence, photographs, and other records.
Disposition instructions:
Transfer to the custody of the University Archives when reference value ends for appraisal and final disposition.

Honor Societies File
Item 33
Records concerning the school or division dealings with academic honor societies.
Disposition instructions:
Transfer to the custody of the University Archives after 7 years for appraisal and final disposition.

Internships/Assistantships File
Item 34
Records concerning student internships and assistantships within school or division. File may include applications, approvals and disapprovals, records of credit earned, accounting Information, class rolls, and other pertinent documents. (Comply with applicable provisions of 20 USCA 1232g regarding confidentiality of records.)
Disposition instructions:
a. Transfer information regarding individuals to registrar's office and fiscal information to business affairs (if applicable) at end of each grading period.
b. Destroy in office remaining records after 1 year and when released from all audits, whichever occurs later.

Leave File
Item 35
Records concerning leave by school or division office personnel. File may include leave requests, monthly leave reports, yearly leave recapitulations, and related correspondence.
Disposition instructions:
a. Destroy in office monthly leave reports after 2 years and after yearly leave recapitulation has been verified by individual and when released from all audits, whichever occurs later.
b. Transfer yearly leave recapitulations to appropriate personnel file after 1 year.
c. Destroy in office remaining records after l year.

Loan Recipients' College Enrollment Verifications File
Item 36
Records concerning the verification of each loan recipient's enrollment, proposed major, probation status (if applicable), number of credit hours, and other loan stipulations (if any). (Comply with applicable provisions of 20 USCA 1232g regarding confidentiality of records.)
Disposition instructions:
Destroy In office after 5 years.

Mailing List File
Item 37
Reference copies of school or division mailing lists.
Disposition instructions:
Destroy In office when superseded or obsolete.

Maintenance Services File
Item 38
Records concerning maintenance services conducted for the school or division. File may include work orders, maintenance reports, correspondence, and other related records.
Disposition instructions:
Destroy in office after 2 years.

Master Courses File
Item 39
Records concerning each course taught by school or division faculty. File may include course schedule.
Disposition instructions:
Destroy In office after 5 years.

Newsmedia Clippings File
Item 40
Reference copies of newsmedia and magazine clippings concerning the school or division.
Disposition instructions:
Destroy in office after 5 years.

Organizations And Associations File
Item 41
Records concerning various faculty, student, and professional organizations and associations with which the school or division deals. File may Include correspondence, reports, publications, minutes, announcements, and other related records.
Disposition instructions:
Transfer to the custody of the University Archives after 7 years for appraisal and final disposition.

Parking Assignments File
Item 42
Records concerning parking assignments for school or division staff.
Disposition instructions:
Destroy in office when superseded or obsolete.

Payroll Time Sheets File
Item 43
Employee payroll time sheets.
Disposition instructions:
Destroy In office after 4 years and when posted to applicable retirement plan and when released from all audits, whichever occurs later.

Personnel File
Item 44
Records concerning school or division personnel. File may Include applications, resumes, job descriptions, personnel action forms, and other related records. (Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.)
Disposition instructions:
Transfer to the University Personnel Office to be Incorporated Into official personnel file when employee terminates service.

Photograph File
Item 45
Photographic prints and negatives of school or division-related subjects.
Disposition instructions:
Transfer to the custody of the University Archives after 5 years for appraisal and final disposition.

Policies And Procedures File
Item 46
Original and duplicate copies of policies and procedures governing the school or the division and the conduct and administration of its faculty and students.
Disposition instructions:
a. Transfer 1 duplicate copy to the university archives or some other approved off-site location for security storage when received.
b. Transfer 1 duplicate copy to the university library for permanent reference when received.
c. Transfer original copy to the university archives when superseded or obsolete for appraisal and final disposition.
d. Destroy in office remaining duplicate copies when superseded.

Position Descriptions File
Item 47
Job description for each nonfaculty position within the school or division.
Disposition instructions:
Destroy In office when superseded or obsolete.

Publications File
Item 48
Reference copies of school or division publications.
Disposition instructions:
Destroy In office when reference value ends.

Purchase Orders File
Item 49
Purchase orders for supplies and equipment.
Disposition instructions:
Destroy in office 1 year after released from all audits.

Receipts File
Item 50
Records (receipt books, etc.) Detailing amounts received by school or division from various sources.
Disposition instructions:
Destroy In office 1 year after released from all audits.

Reference File
Item 51
Reference Information concerning subjects pertinent to or of Interest to the school or division. File may Include publications, reports, directives and guidelines, news articles, and other material.
Disposition instructions:
Destroy in office when superseded or obsolete.

Research Projects File
Item 52
Records concerning various school or divisional research projects. File may Include reports, correspondence, project descriptions, and other related records.
Disposition instructions:
Transfer to the custody of the University Archives after 5 years for appraisal and final disposition.

Scholarship Awards File
Item 53
Records concerning Individual scholarship awards to students within the school or division. File may Include applications, recommendations, approvals, accounting records, correspondence, and other related records. (Comply with applicable provisions of 20 USCA 1232g regarding confidentiality of records.)
Disposition instructions:
a. Transfer information concerning awarded scholarships to registrar's office, business affairs, and to appropriate individual student folder within the academic records file when award is approved.
b. Destroy in office remaining records after 2 years if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

Scholarship Reference File
Item 54
Reference copies of information concerning scholarship awards to students within the school or division. File may include descriptions of scholarships, procedures, guidelines, regulations, eligibility criteria, and other related records.
Disposition instructions:
Destroy in office when reference value ends.

School Or Division Budgets File
Item 55
Records concerning each school or division budget. File may include proposals, approved budgets, requests for changes, accounting Information, breakdowns of allocations by line item , correspondence, reports, and other related records.
Disposition instructions:
Destroy In office 3 years after released from all audits.

Search Committees File
Item 56
Records concerning activities of specially-formed search committees charged with recruiting new or replacement faculty members. File may include correspondence, resumes, applications, and other related records.
Disposition instructions:
Transfer applications and other records for individuals hired to appropriate personnel file when individual accepts position. Destroy in office applications for individuals not hired 2 years after date of receipt If no charge of discrimination has been filed. If charge has been filed, destroy In office 1 year after resolution of charge.

Self-Studies File
Item 57
Records concerning various self-studies conducted by the school or division.
Disposition instructions:
Transfer to the custody of the University Archives after 5 years for appraisal and final disposition.

Special Gifts File
Item 58
Records concerning special gifts to the school or division. File may Include correspondence, agreements and stipulations, descriptions of gifts, accession information, and other related records. (Comply with applicable provisions of legal agreement regarding confidentiality of records concerning each gift.)
Disposition instructions:
a. Transfer records concerning gifts from donors who by condition of gift wish to remain anonymous to the custody of the university archives after 2 years for permanent retention with restricted access.
b. Transfer remaining records to the custody of the university archives after 15 years for appraisal and final disposition.

Speeches File
Item 59
Transcripts of speeches by the Dean or Division Head.
Disposition instructions:
Transfer to the custody of the University Archives when Dean or Division Head leaves office for appraisal and final disposition.

Staff Meetings File
Item 60
Records concerning, school or division staff meetings.
Disposition instructions:
Transfer to the custody of the University Archives after 7 years for appraisal and final disposition.

Student Awards And Honors File
Item 61
Records concerning awards and honors to students within the school or division. File may Include recommendations,, approvals, reference Information, and other related records.
Disposition instructions:
a. Transfer records concerning each individual award/honor to registrar's office when award/honor becomes official.
b. Destroy in office reference information when superseded or obsolete.
c. Destroy in office remaining records after 5 years.

Student Loans File
Item 62
Records concerning university loans to students within the school or division. File may include applications, recommendations', loan authorizations, financial statements, accounting Information, correspondence, and other related Information. (Comply with applicable provisions of 20 USCA 1232g regarding confidentiality of records.)
Disposition instructions:
a. Transfer information concerning specific individuals to business affairs office when loan is approved.
b. Destroy in office remaining records when released from all audits.

Supplies And Equipment File
Item 63
Records concerning supplies and equipment. File may Include accounting records, operating manuals, warranties, inventories, and other related records.
Disposition instructions:
a. Destroy in office inventory lists when superseded.
b. Dispose of warranties and operating manuals in accordance with instructions of property office upon final disposition of equipment.
c. Destroy in office accounting records after disposition of equipment and when released from all audits, whichever occurs later.
d. Destroy in office remaining records when superseded or obsolete.

Surplus Property File
Item 64
Records concerning surplus property and Its disposition. File may Include Inventories, records of disposal, accounting Information, and other related records.
Disposition instructions:
Destroy in office 1 year after disposition of property and when released from all audits, whichever occurs later.

Telephone Billings File
Item 65
Reference copies of monthly office telephone bills.
Disposition instructions:
Destroy in office 2 years after released from all audits.

Tenure File
Item 66
Records concerning the awarding of tenure to university faculty members. (Comply with applicable provisions of G.S. 126-22, 126-23, and 126-24 regarding confidentiality of personnel records.)
Disposition instructions:
a. Transfer records concerning award of tenure to appropriate individual's personnel file when tenure is granted.
b. Destroy in office remaining records after 2 years if no litigation, claim, audit, or other official action involving the records has been initiated. If official action has been initiated, destroy in office after completion of action and resolution of issues involved.

Transfer Admissions File
Item 67
Duplicate records concerning transfer admissions to university by students entering school or division. File may include applications, notices of acceptance or rejection, transcripts, recommendations, and other related. Records. (Official copies are maintained by Admissions Office.)
Disposition instructions:
Destroy In office after 2 years.

Travel File
Item 68
Records concerning staff travel. File may Include travel requests, reports, accounting Information, and other related records.
Disposition instructions:
Destroy in office 1 year after released from all audits.

Travel Reimbursements File
Item 69
Records concerning reimbursements for travel and related expenses for staff. File may include requests for reimbursement, authorization, and documentation of payments.
Disposition instructions:
Destroy In office 1 year after released from all audits.

University Code File
Item 70
Reference copies of the University Code.
Disposition instructions:
Destroy in office when superseded or obsolete.

Veterans' Benefit File
Item 71
Records concerning veterans' benefits awarded to students within the school or division. File may include applications, approvals, dates of enrollment and attendance, entitlements and awards, amounts disbursed, and other related records. (Comply with applicable provisions of 20 USCA 1232g regarding confidentiality of records.)
Disposition instructions:
Follow federal retention and disposition instructions.