Records Retention

Kutztown University Policy FIN-011

Purpose

Kutztown University requires that different types of records be retained for specific periods of time, and has designated official repositories for their maintenance. These records are managed according to procedures that are outlined in this document. The University is committed to effective records retention to preserve its history, meet legal standards, optimize the use of space, minimize the cost of record retention, and ensure that outdated and useless records are destroyed.
Scope

All official University records.
Key words and phrases:

Official Repository: Department designated as having responsibility for retention and timely destruction of particular types of official University records.
Policy & Procedure(s)

Kutztown University requires consistent treatment of records. Maintenance, retention, and disposal procedures forUniversityrecords must be followed systematically by staff in designated official repositories.
1. Responsibilities for Managing Official University Records
  
  Official repositories are responsible for establishing appropriate record retention management practices. Each unit’s administrative manager or a designee must:
  - Implement the unit’s and/or office’s record management practices.
  - Ensure that these management practices are consistent with this policy.
  - Educate staff within the administrative unit in understanding sound record. management practices.
  - Preserve inactive records of historic value.
  - Ensure that access to confidential files is restricted.Dispose of records that have no
  - archival value upon passage of the applicable retention period.
  - Periodically review records generated and maintained in University information systems or equipment (including mainframe, mini, and micro computing/storage systems) to ensure that record retention requirements are met.
2. Preserving or Disposing of Official University Records
  
  When the prescribed retention period for official University records has passed the official repository must dispose of the records in an appropriate manner.
  
  Departments and units that are not official repositories and that retain duplicate or multiple copies of these University records should dispose of them when they are no longer useful.
3. Retention Period Changes
  
  Record retention periods may be changed by government regulation, judicial or administrative consent order, private or governmental contract, pending litigation or audit requirements. Such modifications supersede the requirements listed in this policy. Modification of record retention periods required for any of these reasons will be accomplished by a notice sent out to affected units by the University Internal Audit Office, the Office of Administration and Finance, the Office of Grants and Sponsored Programs, or other appropriate offices.
4. The detailed record retention list can be found on Attachment A
Effective Dates

April, 2009
Approved By

F. Javier Cevallos, President
Last Review

August, 2010
ugust, 2011
August, 2012
August, 2013
June, 2014
January, 2025
June 2026 (renamed from A&F-026)

Attachment A

RECORD	OFFICE	DURATION	DIVISION
Admissions for Applicants Who Do Not Enroll-- Whether Accepted or Rejected Applications for Admission or Readmission, Correspondence that is relevant, Entrance Exam Reports (ACT, CEEB, et. al.), Letters of Recommendation, Transcripts - High school and Other College	Admissions	One (1) year after application	Enrollment Management
Letters of Recommendation	Admissions	Until date of admission	Enrollment Management
Recruitment Materials	Admissions	Until date of enrollment	Enrollment Management
Federal and State Required Statistics and Reports (IPEDS) Common Cost Accounting	Institutional Research	Permanent	Enrollment Management
Financial Aid Records (Applicants who do not enroll)	Financial Aid	Records discarded within the year of non-attendance.	Enrollment Management
Financial Aid Records (Applicants who do enroll)	Financial Aid	Maintained five (5) years after receiving the Federal/State aid. Paper and/or electronic files.	Enrollment Management
Record of Communications with PSAC & NCAA (Athletics)	Financial Aid	Six (6) years	Enrollment Management
Grant and Contract Applications, Proposals, and Supporting Documentation	Grants & Sponsored Projects	Three (3) years from the date of submission of the final report, unless the awarding/contracting agency specifies different. For Federal awards and contracts-comply with OMB Circular A-110 section on retention and access requirements for records.	Academic Affairs
International Student Forms (VISA Documentation, etc.)	International Initiatives & Student Services	Five (5) years	Academic Affairs
Grievances	Provost's Office	No cause Findings, three (3) years from determination. Cause findings, Permanent	Academic Affairs
Documents Supporting Other Academic or Non-Academic Selection Decisions (e.g., promotion, termination, compensation) Academic Honesty Policy Records	Provost's Office Registrar	Three (3) years from effective date of decision Two (2) years	Academic Affairs Academic Affairs

Academic Records (Narrative evaluations, competency assessments, etc.)	Registrar	Permanent	Enrollment Management
Address Change	Registrar	Until administrative need is satisfied	Enrollment Management
Admissions for Applicants Who Enroll--Applications for Admission or Readmission, Correspondence that is Relevant, Entrance Exam Reports (ACT, CEEB, et.al.)	Registrar	Five (5) years after date of last attendance	Enrollment Management
Application for degree or other credential (Degree Application, record of degree name, etc.)	Registrar	Three (3) years after graduation term or last term of attendance/ or until administrative need is satisfied	Enrollment Management
Catalogs (Published annually or bi-annually, record courses, degrees, and programs of study offered)	Registrar	Permanent	Enrollment Management
Change of Course Forms-Continuing Education, Summer Sessions, and Extramural Studies	Registrar	Five (5) years from date of enrollment	Enrollment Management
Change of Grade Forms (Record of authorization to change grade) Checksheets (physical copies)	Registrar Registrar	Until administrative need is satisfied Checksheets are in the catalogs, when checksheets are not needed anymore in our office, contact the library to archive them.	Enrollment Management Enrollment Management
Change of Major	Registrar	Three (3) years	Change of Major
Change to Student ID Number	Registrar	Permanent	Enrollment Management
Class Lists (Original) Record of class rosters for each term	Registrar	Until administrative need is satisfied	Enrollment Management
Commencement Application & Receipts	Registrar	One (1) year	Enrollment Management
Commencement Programs (Published record of graduates for public distribution.)	Registrar	Permanent	Enrollment Management
Consent to Release Personally Identifiable Information	Registrar	Kept until next academic year; signatures kept five (5) years	Enrollment Management
Course Offerings	Registrar	Permanent	Enrollment Management
Course Withdrawal	Registrar	Until administrative need is satisfied	Enrollment Management
Credit/no credit, audit, or pass/no pass approvals (Authorizations for various enrollment Options)	Registrar	Until administrative need is satisfied	Enrollment Management
Curriculum Change Authorizations	Registrar	Five (5) years from graduation or date of last attendance	Enrollment Management
Degree Audit Records (Degree audits in support of graduation clearing)	Registrar	Three (3) years after graduation term or last term of attendance/ or until administrative need is satisfied	Enrollment Management
Degree, Grade, Enrollment, and Racial/Ethnic Statistics Diploma Cards	Registrar Registrar	Permanent Five (5) years	Enrollment Management Enrollment Management
Diplomas never picked up Disciplinary Records	Registrar Registrar	Permanent Seven (7) years: records may be maintained for a longer period if the record holder is a currently enrolled student. Student conduct records for dismissed students will be maintained permanently	Enrollment Management Academic Affairs
Dismissal	Registrar	Permanent	Enrollment Management
Enrollment Verifications (Verifications of enrollment, graduation, GPA, and other related academics)	Registrar	Until administrative need is satisfied	Enrollment Management
FERPA (Written consent for records disclosure; Student signed (electronic or paper) authorization for disclosure of education record). Graduate Special Arrangement Courses	Registrar Registrar	Permanent/Or 180 Days for one-time disclosure contents Two (2) years	Enrollment Management Enrollment Management
Grade Appeal/Complaint (Student final grade disputes)	Registrar	One (1) Year	Enrollment Management
Grade Sheets (Original)	Registrar	Permanent	Enrollment Management
Graduation Lists (Lists of graduates for graduating class) Grievance/Complaint (by student; Various course/exam-related issues; not Grade or FERPA disputes.)	Registrar Registrar	Permanent Until administrative need is satisfied	Enrollment Management Enrollment Management
Hold or Encumbrance Authorizations	Registrar	Until released	Enrollment Management
Incomplete Grade Extension	Registrar	Until administrative need is satisfied	Enrollment Management
Independent Study	Registrar	Five (5) years or two (2) years after graduation	Enrollment Management
Individualized Study	Registrar	Five (5) years or two (2) years after graduation	Enrollment Management
Internships	Registrar	Five (5) years or two (2) years after graduation	Enrollment Management
Name Change	Registrar	Until administrative need is satisfied	Enrollment Management
Participation in the Commencement Ceremony Request	Registrar	Three (3) years	Enrollment Management

Petitions (Academic); Exceptions to academic rules	Registrar	Permanent	Enrollment Management
Readmission	Registrar	Five (5) years after date of last attendance	Enrollment Management
Registration Form Repeat	Registrar Registrar	One (1) Year from the date of the form Until administrative need is satisfied	Enrollment Management Enrollment Management
Requests for Non-Disclosure of Directory Information	Registrar	Until terminated by the student	Enrollment Management
Rescinding Graduation Application	Registrar	One (1) Semester	Enrollment Management
Schedule of Classes (Institutional)	Registrar	Permanent	Enrollment Management
Special Arrangement Courses	Registrar	Five (5) years or two (2) years after graduation	Enrollment Management
Student Class Schedules (Student schedules for each term)	Registrar	Until administrative need is satisfied	Enrollment Management
Student Registration Forms-Continuing Education, Summer Sessions, and Extramural Studies	Registrar	One (1) year from registration	Enrollment Management
Student Waivers for Right of Access. (See Letters of Recommendation for Admission)	Registrar	Until graduation or date of last attendance	Enrollment Management
Subpoena and any student conduct related documents	Registrar	Permanent	Enrollment Management
Substitutions/ Waivers (Approvals to meet program requirements with administrative action)	Registrar	Until administrative need is satisfied	Enrollment Management
Term Reports	Registrar	Five (5) years	Enrollment Management
Transcripts	Registrar	Permanent	Enrollment Management
Transcripts - High School and other College	Registrar	Five (5) years from graduation or date of last attendance	Enrollment Management
Transfer Credit Evaluations Unofficial Academic Records (Unofficial Transcripts)	Registrar Registrar	Three (3) years after graduation term or last term of attendance Until administrative need is satisfied	Enrollment Management
Veteran Administration Certifications (Certifying documents for federal VA benefits)	Registrar	Three (3) years after graduation term or last term of attendance	Enrollment Management
Withdrawal/Leave of Absence (Withdrawal/ Cancellation of enrollment records; Records of request to withdraw from all classes)	Registrar	Five (5) years from graduation or date of last attendance	Enrollment Management
Accreditation/Program Review Reports	Vice Provost	Permanent	Academic Affairs

Annual Campus Security Report (Clery Act): Disciplinary Referrals	Associate Vice President/Dean of Student Services & Campus Life	Seven (7) years	Academic Affairs
Health Center Services for Regulatory Required Medical Surveillance and Monitoring Records	Health Center	Ten (10) years after person leaves university	Academic Affairs
Health Center Patient Records (Non-regulatory)	Health Center	Seven (7) years	Academic Affairs
Outside Services for Regulatory Required Medical Surveillance and Monitoring Records	Health Center	Seven (7) years	Academic Affairs
Vehicle Reservations	Business Services	Two (2) years	Administration & Finance
Risk Management Incident/Accident Reports	Business Services	Four (4) years after date	Administration & Finance
Title Insurance Policies	Business Services	Ten (10) years after disposal of property	Administration & Finance
Bear Bucks Account Reconciliation	Business Services	Six (6) years	Administration & Finance
Invoices	Comptroller	Six (6) years	Administration & Finance
Account Reconciliations (Balance Sheet)	Comptroller	Six (6) years	Administration & Finance
Accounts Payable Vouchers and Attachments	Comptroller	Six (6) years	Administration & Finance
Accounts Receivable Statements, Centrally Generated	Comptroller	Six (6) years	Administration & Finance
Accounts Receivable Statements, Unit Generated	Comptroller	Six (6) years	Administration & Finance
Accounting Reports (monthly reports) Schedules of Department Balances, Transaction Statements, Account Analysis Statements, Monthly and Year-to-Date Salary and Wage Statements	Comptroller	Six (6) years	Administration & Finance
Annual Financial Reports and Work Papers	Comptroller	Permanent	Administration & Finance
APPS Invoices	Comptroller	Six (6) years	Administration & Finance
Banking Records, Including Deposit and Withdrawal Records, Bank Statements and Reconciliation, Voided and Cancelled Checks	Comptroller	Six (6) years	Administration & Finance
Billing Records	Comptroller	Six (6) years	Administration & Finance
Capital Equipment Records	Comptroller	Life of Asset; records of equipment purchased on federal funds must be retained for three years after final disposition	Administration & Finance
Cash Receipts	Comptroller	Six (6) years	Administration & Finance
DCAA Audit Work Papers	Comptroller	Six (6) years	Administration & Finance
Depreciation Records	Comptroller	Life of Asset	Administration & Finance
Effort Certifications	Comptroller	Life of Asset	Administration & Finance
Excise Tax Returns	Comptroller	Six (6) years	Administration & Finance
Indirect Cost Rate Calculations	Comptroller	Six (6) years	Administration & Finance
Information Returns (990, 1099, 8282, 90.22 etc.)	Comptroller	Permanent	Administration & Finance
Inventories	Comptroller	Life of Asset	Administration & Finance
Journal Entries and Back-up Documentation	Comptroller	Six (6) years	Administration & Finance
New Account Records and Back-Up Documentation	Comptroller	Six (6) years after account closing	Administration & Finance
Procurement Card Charge Documentation	Purchasing	Six (6) years	Administration & Finance
Sales Tax Returns	Comptroller	Six (6) years	Administration & Finance
Subsidiary Ledgers (Accounts Payable, Accounts Receivable, etc.)	Comptroller	Six (6) years	Administration & Finance
Summary Analysis Reports, end of year (Fund, Source, Function)	Comptroller	Six (6) years	Administration & Finance
Trial Balances	Comptroller	Six (6) years	Administration & Finance
Transaction Authority Cards	Comptroller	Six (6) years	Administration & Finance
Travel Reimbursements and Attachments	Comptroller	Six (6) years	Administration & Finance
Imputed Income Records (auto usage, CCTS)	Comptroller	Six (6) years	Administration & Finance
University Audit Work Papers	Comptroller	Six (6) years	Administration & Finance
Student Loan Records	Bursar	Three (3) years after the loan has been repaid in full	Administration & Finance
Tuition and Fee Charges	Bursar	Six (6) years	Administration & Finance
Certificates of Insurance, Indemnification Agreements, Hold Harmless Agreements, Contracts	Purchasing	Six (6) years after expiration	Administration & Finance
Insurance Policies (Liability, Property, and Other Policies)	Purchasing	Permanent	Administration & Finance
Incident Reports, Accident Reports	Business Services	Four (4) years after report date	Administration & Finance
Purchase Orders, Contracts, Agreements	Purchasing	Six (6) years	Administration & Finance
Unsuccessful Bidder Responses	Purchasing	No Less than Six (6) months	Administration & Finance
Residency Classification and Supporting Documents	Business Services	Two (2) years	Administration & Finance
Property Deeds, Easements, Licenses, Rights of Way, Leases, Rights of First Refusal, Remainder Interests, Mortgages	Facilities	Permanent	Administration & Finance
As-built Drawings	Facilities-Construction Management	Permanent	Administration & Finance
Contracts and Agreements	Facilities- Construction Management	Six (6) years	Administration & Finance
Evacuation Drill Records	Facilities-Environmental Health and Safety	Five (5) years	Administration & Finance
Fire Protection Systems Records	Facilities-Environmental Health and Safety	Five (5) years	Administration & Finance
Fume Hood Testing Records	Facilities-Environmental Health and Safety	Three (3) years	Administration & Finance
Hazardous Waste Disposal Manifests and Reports	Facilities-Environmental Health and Safety	Three (3) years	Administration & Finance
Incident Records	Facilities-Environmental Health and Safety	Five (5) years	Administration & Finance
Portable Extinguisher Training Records	Facilities-Environmental Health and Safety	Three (3) years	Administration & Finance
Radiation Dose Reports	Facilities-Environmental Health and Safety	Permanent	Administration & Finance
Radiation Safety Training Records	Facilities-Environmental Health and Safety	Three (3) years	Administration & Finance
Radioactive Materials License and Safety Committee Records	Facilities-Environmental Health and Safety	Permanent	Administration & Finance
Radioactive Material Receiving and Inventory Records	Facilities-Environmental Health and Safety	Three (3) years	Administration & Finance
Deficient Architectural Designs	Facilities-Project Office	12 year statute of limitations	Administration & Finance
Documents for leases, licenses, construction contracts and other contracts of a temporary nature valued at less than $50,000	Facilities-Project Office	Six (6) years after expiration of lease or contract term	Administration & Finance
Plans and Projections	Facilities-Project Office	Permanent	Administration & Finance
Employee Personnel Files (including application, resume, payroll, appointment/salary forms)	Human Resources & Office of the President	Six (6) years after termination	Administration & Finance
Individual Contracts of Employment	Human Resources & Office of the President	Six (6) years after termination	Administration & Finance
I-9 Forms (Faculty and Staff)	Human Resources	Six (6) years after termination	Administration & Finance
Workers' Compensation Claims and Insurance Policies	Human Resources	Eighteen (18) years from employee termination or claim closure	Administration & Finance
Annual Conflict of Interest Disclosure Statements	Human Resources	Three (3) years	Administration & Finance
Wage Assignment Orders	Human Resources	Six (6) years after employment ends	Administration & Finance
Employee Eligibility for Pension	Human Resources	Permanent	Administration & Finance
Employee Personal Information (name, address, SSN, period of employment)	Human Resources	Permanent	Administration & Finance
Employee Service Records	Human Resources	Permanent	Administration & Finance
I-9 Forms (Students)	Human Resources	Six (6) years after termination	Administration & Finance
Leave Reporting Documents	Human Resources	Four (4) years (Paper Files)	Administration & Finance
Payroll Deduction Authorization Forms (W4, DBD, CFCU, Bonds)	Human Resources	Six (6) years after employment ends	Administration & Finance
Record of Payments and Deductions (payroll registers, deductions lists, adjustments)	Human Resources	Six (6) years	Administration & Finance
Search Committee Records, including employment application, resumes, and all applicant search materials	Human Resources	Three (3) years (Paper)	Administration & Finance
Volunteer Registration Forms	Human Resources	Three (3) years	Administration & Finance
Time Cards, student	Human Resources	Three (3) years after the date that all student loans are paid	Administration & Finance
Time Cards, other	Human Resources	Three (3) years (Paper)	Administration & Finance
Performance Appraisals	Human Resources	Three (3) years after separation or Management Directive Purge Schedule	Administration & Finance
Non-Academic Search Materials and Documents Supporting Hiring Selection Decisions	Human Resources	Three (3) years from date of appointment	Administration & Finance
Non-Academic Search and Hiring Forms (OWDELQ copies of requisition forms, applicant flow cards, ACSS forms, search waivers, documentation of hiring decision forms)	Human Resources	Three (3) years from date of appointment (Paper Files)	Administration & Finance
Pensions or Pension Plans Filed with the Department of Labor and Internal Revenue Service	Human Resources	Permanent	Administration & Finance
Tuition Waivers	Human Resources	Six (6) years	Administration & Finance
Immigration Files	Human Resources	Six (6) years	Administration & Finance
Background check profile and consent	Human Resources	Six (6) years after employment ends	Administration & Finance
Background check results	Human Resources	Six (6) years after employment ends	Administration & Finance
Boards & Committees	VP Administration and Finance	Current year and one (1) year prior	Administration & Finance
Correspondence	VP Administration and Finance	Current year and two (2) years prior	Administration & Finance
Council of Trustees	VP Administration and Finance	Current year and three (3) years prior
Emergency Operations Plan	VP Administration and Finance	Permanent	Administration & Finance
Emergency Management Team Minutes	VP Administration and Finance	Current year and (5) years prior	Administration & Finance
Right To Know Requests	VP Administration and Finance	Two (2) years	Administration & Finance
Non-Paid Parking Tickets	Public Safety & Police Services	Permanent	Administration and Finance
Criminal Reports	Public Safety & Police Services	Permanent	Administration and Finance
Evidence Logs	Public Safety & Police Services	Permanent	Administration and Finance
Legal Correspondence	Public Safety & Police Services	Permanent	Administration and Finance
Use of Force Reports	Public Safety & Police Services	Permanent	Administration and Finance
Reportable and Non-Reportable Traffic Accidents	Public Safety & Police Services	Seven (7) years	Administration and Finance
Records Relating to Clery Act Information	Public Safety & Police Services	Seven (7) years	Administration and Finance
Daily Logs, Crime Logs, Arrest Logs	Public Safety & Police Services	Seven (7) years	Administration and Finance
Budget Records	Public Safety & Police Services	Six (6) years	Administration and Finance
Non-Criminal Reports	Public Safety & Police Services	Three (3) years	Administration and Finance
Daily Dispatch Blotter	Public Safety & Police Services	Two (2) years	Administration and Finance
Liability Waivers	Public Safety & Police Services	Three (3) years	Administration and Finance
Criminal Records Check Requests	Public Safety & Police Services	Two (2) years	Administration and Finance
Monthly Safety Equipment check Results (Emergency Phones, AED's )	Public Safety & Police Services	Two (2) years	Administration and Finance
Daily Assignment Sheet, Building Check Sheet, Parking Appeals, Paid Parking Tickets, Lost & Found Log, General Correspondence, Traffic Bureau Committee Minutes, Department Payroll & Leave (copies of sheets)	Public Safety & Police Services	One (1) year	Administration and Finance
Recorded Phone Calls	Public Safety & Police Services	Recorded over on a repeated cycle	Administration and Finance
Building Check Sheet	Public Safety & Police Services	One (1) year	Administration and Finance
General Correspondence	Public Safety & Police Services	One (1) year	Administration and Finance
Leave Time, Department	Public Safety & Police Services	One (1) year	Administration and Finance
Lost & Found Log	Public Safety & Police Services	One (1) year	Administration and Finance
Parking Appeals	Public Safety & Police Services	One (1) year	Administration and Finance
Payroll, Department	Public Safety & Police Services	One (1) year	Administration and Finance
Traffic Bureau Committee Minutes	Public Safety & Police Services	One (1) year	Administration and Finance
Department Computer Server Programs	Public Safety & Police Services	Permanent	Administration and Finance
Dining Flex Account Reconciliation	Housing and Residential Services	Four (4) years	Administration and Finance
Meal Plan Contracts	Housing and Residential Services	Four (4) years	Administration and Finance
Occupancy Reports	Housing & Residential Services	Permanent	Administration and Finance
Rosters	Housing & Residential Services	Seven (7) years	Administration and Finance
Housing Deposit Signature Forms	Housing & Residential Services	Five (5) years	Administration and Finance
Housing Cancellation Forms	Housing & Residential Services	Five (5) years	Administration and Finance
Student Employment Files	Housing & Residential Services	Five (5) years	Administration and Finance
Residence Hall Facility Audit Binders	Housing & Residential Services	Five (5) years	Administration and Finance
PASSHE Residence Hall Contract Binders	Housing & Residential Services	Five (5) years	Administration and Finance
Hired Resident Director Resume	Housing & Residential Services	Five (5) years	Administration and Finance
Hired Resident Director Interview	Housing & Residential Services	Two (2) years	Administration and Finance
Office Assessment Data	Housing & Residential Services	Two (2) years	Administration and Finance
Office Assessment Reports	Housing & Residential Services	Two (2) years	Administration and Finance
Department Incident Reports	Housing & Residential Services	Five (5) years	Administration and Finance
Programming Purchase Reqs	Housing & Residential Services	Five (5) years	Administration and Finance
PRF Projects	Housing & Residential Services	Five (5) years	Administration and Finance
ADA Reports	Housing & Residential Services	Five (5) years	Administration and Finance
5 Year Plans	Housing & Residential Services	Four (4) years	Administration and Finance
Vendor Purchases	Housing & Residential Services	Five (5) years	Administration and Finance
Department Guidelines & Procedures	Housing & Residential Services	Five (5) years	Administration and Finance
Staff Apt. Check in/out Reports	Housing & Residential Services	Two (2) years	Administration and Finance
Staff Apt. Key Cards	Housing & Residential Services	Updated each year	Administration and Finance
Room Change Forms	Housing & Residential Services	One (1) year	Administration and Finance
Room Selection	Housing & Residential Services	One (1) year	Administration and Finance
Student Application Employment Files	Housing & Residential Services	One (1) year	Administration and Finance
Desk Log Book	Housing & Residential Services	One (1) year	Administration and Finance
Residence Hall Summer Projects	Housing & Residential Services	One (1) year	Administration and Finance
Residence Hall Renovation Reports	Housing & Residential Services	One (1) year	Administration and Finance
Billing Records (includes journal entries, transfer sheets, worksheets,…)	Conference Services	Six (6 ) years	Communications, Marketing & External Affairs
Campus-wide room reservation requests and confirmations	Conference Services	Two (2) years	Communications, Marketing & External Affairs
Contracts/Agreements for facility rentals (summer and academic year)	Conference Services	Six (6) years	Communications, Marketing & External Affairs
Deposit and invoice payment records	Conference Services	Six (6) years	Communications, Marketing & External Affairs
Invoices from summer and academic year camps/conferences	Conference Services	Six (6) years	Communications, Marketing & External Affairs
Accreditation Records	Office of the President	Permanent	President's Office
Council of Trustees Minutes	Office of the President	Permanent	President's Office
Faculty Personnel Files (including application, resume, payroll, appointment/salary forms)	Office of the President	Six (6) years after termination	President's Office
Individual Contracts of Employment for Faculty	Office of the President	Six (6) years after termination	President's Office
Official University Actions	Office of the President	Permanent	President's Office
PASSHE Reports	Office of the President	Permanent	President's Office
Performance Appraisals	Office of the President	3 years after separation or Management Directive Purge Schedule	President's Office
Trustee Decisions Regarding Academic Personnel and Designated Executives	Office of the President	Permanent	President's Office
Sexual Harassment Complaints, Investigations, and Findings	Social Equity & Compliance	No Cause Findings, 3 years from determination. Cause Findings, Permanent.	President's Office
Academic Search Records	Social Equity & Compliance	Six (6) years	President's Office
Affirmative Action Plans	Social Equity & Compliance	Permanent	President's Office