Effective 07/01/03
Updated 06/25/07
ACADEMIC COMMITTEES FILE
ACCREDITATION FILE
ADMINISTRATIVE FILE
APPELLATE COMMITTEES FILE
BUDGETS FILE
CALENDAR OF EVENTS FILE
COMMITTEES AND COUNCILS FILE
CONFERENCES AND WORKSHOPS CONDUCTED FILE
CONTRACTS, AGREEMENTS, AND LEASES FILE
CORRESPONDENCE FILE
DEPARTMENT HEAD'S FILE
DEPARTMENTAL HISTORY FILE
ENERGY CONSERVATION FILE
FACULTY MEETINGS FILE
FIRE AND SAFETY FILE
GRANT PROPOSALS FILE
GRANTS FILE
MAILING LISTS FILE
POLICIES AND PROCEDURES FILE
PROCUREMENT CARD FILE
PROFESSIONAL ORGANIZATIONS AND ASSOCIATIONS FILE
PUBLICATIONS FILE
PURCHASE ORDERS FILE
RECEIPTS FILE
REFERENCE FILE
RESEARCH PROJECTS FILE
SELF-STUDIES FILE
STAFF MEETINGS FILE
SUPPLIES AND EQUIPMENT FILE
SURPLUS PROPERTY FILE
TELEPHONE BILLINGS FILE
TRAVEL REQUESTS AND REIMBURSEMENTS FILE
UNIT ANNUAL PROGRESS REPORT FILE
UNIVERSITY CODE FILE
WORK ORDERS FILE
CLASS SCHEDULES FILE
COURSE LISTINGS FILE
COURSE SYLLABI/OUTLINES FILE
DEPARTMENTAL PROGRAMS FILE
MASTER COURSE FILE
NEW COURSE PROPOSALS FILE
SUMMER SCHOOL FILE
TEXTBOOK FILE
ACCIDENT REPORTS FILE
AFFIRMATIVE ACTION/EQUAL OPPORTUNITY FILE
APPLICATIONS FOR EMPLOYMENT FILE
CLINICAL SUPPORT SERVICES (CSS) REFERENCE FILE
CONFERENCES AND WORKSHOPS ATTENDED FILE
EXEMPT FROM PERSONNEL ACT (EPA) EMPLOYEE PERSONNEL FILE
FACULTY AWARD AND HONORS FILE
FACULTY LISTINGS FILE
FACULTY RECRUITMENT FILE
GRIEVANCES FILE
LEAVE FILE
OVERTIME FILE
PAYROLL TIME SHEETS FILE
PERSONNEL ACTION DOSSIER FILE
POSITION DESCRIPTION FILE
SEARCH COMMITTEE FILE
SELF-HELP, WORK STUDY AND TEMPORARY EMPLOYEE PAYROLL FILE
SUBJECT TO PERSONNEL ACT (SPA) REFERENCE FILE
WORKERS' COMPENSATION LITIGATION AND CLAIMS FILE
ACADEMIC RECORDS FILE
APPLICATIONS FOR GRADUATION FILE
CAREER PLANNING/PLACEMENT RECORDS FILE
COMPLETED EXAMINATIONS FILE
COMPREHENSIVE EXAMINATIONS RESULTS FILE
COMPREHENSIVE EXAMINATIONS FILE
CREDITS BY EXAMINATION FILE
DEGREE LISTING FILE
DROP/ADD FORMS FILE
FINANCIAL AID FILE
GRADE DISTRIBUTION FILE
GRADE LISTINGS FILE
GRADUATE LISTINGS FILE
INDIVIDUAL PLACEMENT TEST SCORES FILE
INTERNSHIPS/ASSISTANTSHIPS FILE
LOAN RECIPIENTS' COLLEGE ENROLLMENT VERIFICATIONS FILE
MASTERS PROGRAM APPROVED APPLICANT ADMISSION FILE
MASTERS PROGRAM DENIED APPLICANT ADMISSION FILE
MASTERS PROGRAM GRADUATES FILE
MASTERS PROGRAM STUDENTS CURRENTLY ENROLLED FILE
MASTERS PROGRAM TERMINATIONS FILE
RAISED GRADE FILE
SCHOLARSHIP AWARDS FILE
STUDENT AWARDS AND HONORS FILE
STUDENT LOANS FILE
STUDENT RANKINGS FILE
STUDENT RECORDS CHANGES FILE
STUDENT REFERENCE FILE
TRANSFER ADMISSIONS FILE
TRANSFER EQUIVALENTS FILE
VETERANS' BENEFITS FILE
There is an indication of office(s) of record for each records group. These offices should consult their individual schedule to see if there are different disposition requirements.
Series descriptions refer to all record formats, paper and electronic. See introduction for information regarding electronic records.
There is an indication of office(s) of record for each records group. These offices should consult their individual schedule to see if there are different disposition requirements.
Reference copies of minutes of meetings,
reports, notifications, correspondence, and other pertinent records.
DISPOSITION INSTRUCTIONS: Destroy in office when reference value ends.
Office of Record: Faculty Senate
Records concerning departmental
accreditation. File may include correspondence, reports, questionnaires, guides,
and other related records.
DISPOSITION INSTRUCTIONS: Transfer to the custody of the University Archives
after 10 years for appraisal and final disposition.
Office of Record: Individual office and SACS Office
Records concerning the administration
of office. File may include reports, memorandums, correspondence, directives
and other related records.
DISPOSITION INSTRUCTIONS: Transfer to the Unviersity Records Center after 3
years. Records will be retained for office in the University Records Center
2 additional years and then transferred to the custody of the University Archives
for appraisal and final disposition.
Office of Record: Individual Office
Reference copies of minutes of meetings,
reports, notifications, correspondence, and other pertinent records. (Comply
with applicable provisions of 20 USCA 1232g regarding confidentiality of records.)
DISPOSITION INSTRUCTIONS: Destroy in office when reference value ends.
Office of Record: Faculty Senate
Reference copies of budgetary records.
File may include budget reports, requests for budget changes, budget authorizations
and other related records.
DISPOSITION INSTRUCTIONS: Destroy in office after 3 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.
Office of Record: Accounts Payable, Foundation Financial Services, Special Funds,
Sponsored Programs and University Budget Office
Reference copies of university calendars
of events.
DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete.
Office of Record: Special Events & Protocol and University Union
Records concerning various committees
and councils created by the department. File may include minutes of meetings,
reports, notifications, correspondence, and other pertinent records.
DISPOSITION INSTRUCTIONS: Transfer to the University Records Center after 3
years. Records wil be retained for office in the University Records Center 2
additional years and then transferred to the custody of the University Archives
for appraisal and final disposition.
Office of Record: Individual office and Faculty Senate
Records concerning conferences and
workshops conducted by staff or office personnel. File may include correspondence,
agendas, programs, reports, training materials, handouts, reservations, critiques,
questionnaires, and other related records.
DISPOSITION INSTRUCTIONS: Transfer to the University Records Center after 3
years. Records will be retained for office in the University Records Center
2 additional years and then transferred to the custody of the University Archives
for appraisal and final disposition.
Office of Record: Individual office
Contracts, agreements, and leases
with consultants, vendors and other firms concerning services, equipment and
other obligations.
DISPOSITION INSTRUCTIONS: Destroy in office after 5 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.
Office of Record: Individual office, Materials Management and University Attorney
Official office correspondence.
DISPOSITION INSTRUCTIONS: Print and interfile with related paper records. Destroy
in office electronic versions of records that were printed and filed when reference
value ends. Transfer paper records to the University Records Center after 2
years. Records will be retained for office in the University Records Center
4 additional years and then transferred to the custody of the University Archives
for appraisal and final disposition.
Office of Record: Individual office in accordance with the University Electronic
Mail Policy, see also General Schedule Introduction, Electronic
Mail as a Public Record
Records maintained by the Department
Head concerning departmental programs and activities. File may include correspondence,
memorandums, reports, directives, and other related records.
DISPOSITION INSTRUCTIONS: Tansfer to the University Records Center after 3 years.
Records will be retained for office in the University Records Center 2 additional
years and then transferred to the custody of the University Archives for appraisal
and final disposition.
Office of Record: Individual office
Records concerning the history of
the department. File includes publications, newsletters, reports, correspondence,
photographs, and other related records.
DISPOSITION INSTRUCTIONS: Transfer to the custody of the University Archives
when reference value ends for appraisal and final disposition.
Office of Record: Individual Office
Records concerning energy conservation
measures.
DISPOSITION INSTRUCTIONS: Destroy in office after 5 years.
Office of Record: Facilities Maintenance & Operations
Records concerning departmental faculty
meetings.
DISPOSITION INSTRUCTIONS: Transfer to the University Records Center after 2
years. Records will be retained for office in the University Records Center
1 additional year and then transferred to the custody of the Unviersity Archives
for appraisal and final disposition.
Office of Record: Individual office
Inspections and reports concerning
fire and safety inspections within the department. File may include correspondence
and other related records.
DISPOSITION INSTRUCTIONS: Destroy in office after 3 years.
Office of Record: Environmental Health & Safety
Proposals for departmental grants.
DISPOSITION INSTRUCTIONS: Transfer records concerning approved grants to Grants
File when notified of approval. Destroy in office rejected or withdrawn grant
proposals 4 years after rejection or withdrawal.
Office of Record: Individual office and Office of Sponsored Programs
Records concerning grants awarded
to and/or administered by the department. File includes administrative documents,
reports, regulations and guidelines, correspondence, audits, and other related
records.
DISPOSITION INSTRUCTIONS: Transfer to the University Records Center 2 years
after termination of grant if no litigation, claim, audit or other official
action involving the records has been initiated. Records will be retained for
office in the University Records Center 1 additional year and then transferred
to the custody of the University Archives for appraisal and final disposition.
Office of Record: Individual office, Office of Sponsored Programs and Grants
& Contracts
Reference copies of departmental
mailing lists.
DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete.
Office of Record: Individual office
Reference copies of current policies
and procedures.
DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete.
Office of Record: Division administrative offices
Reference copies of statements, bills
and payments.
DISPOSITION INSTRUCTIONS: Destroy in office 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.
Office of Record: Materials Management
Records concerning professional organizations
and associations with which the department deals. File may include reports,
correspondence, publications, newsletters, and other related records.
DISPOSITION INSTRUCTIONS: Transfer correspondence and reports after 3 years
to the University Records Center. Records will be retained for office in the
University Records Center 2 additional years and then transferred to the University
Archives for appraisal and final disposition. Destroy in office remaining records
after 5 years.
Office of Record: Individual office
Publications produced by and concerning
the activities and programs of the unit.
DISPOSITION INSTRUCTIONS: Transfer 2 copies to the custody of the University
Archives at the conclusion of each fiscal year for permanent retention. Transfer
copies (as required) to the State Document Clearinghouse, North Carolina State
Library when received from the printer, in accordance with GS 125-11.8 (b).
Destroy in office remaining copies when reference value ends.
Office of Record: Individual office
Reference copies of purchase orders
for supplies and equipment.
DISPOSITION INSTRUCTIONS: Destroy in office 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.
Office of Record: Materials Management
Records (receipt books, etc.) detailing
amoutns received by department from various sources.
DISPOSITION INSTRUCTIONS: Destroy in office 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.
Office of Record: Cashier's Office
Reference information concerning
subjects pertinent to or of interest to the department. File may include publications,
reports, directives and guidelines, news articles, and other related records.
DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete.
Office of Record: Individual office
Records concerning various departmental
research projects. File may include reports, correspondence, project descriptions,
and other related records.
DISPOSITION INSTRUCTIONS: Transfer after 4 years to the University Records Center.
Records will be retained for office in University Records Center 1 additional
year and then transferred to the custody of the University Archives for appraisal
and final disposition.
Office of Record: Individual office
Self-studies conducted by the department.
DISPOSITION INSTRUCTIONS: Transfer to the custody of the Unviersity Archives
after 5 years for appraisal and final disposition.
Office of Record: Individual office and SACS Office
Records concerning departmental staff
meetings.
DISPOSITION INSTRUCTIONS: Transfer to the University Records Center after 2
years. Records will be retained for office in the University Records Center
1 additional year and then transferred to the custody of the University Archives
for appraisal and final disposition.
Office of Record: Individual office
Records concerning supplies and equipment.
File may include accounting records, operating manuals, warranties, inventories,
and other related records.
DISPOSITION INSTRUCTIONS: Destroy in office inventory lists when superseded.
Dispose of warranties and operating manuals in accordance with instructions
of Property Office upon final disposition of equipment. Destroy in office accounting
records after disposition of equipment 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. Destroy in office remaining records when superseded or obsolete.
Office of Record: Individual office
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 3 years after disposition of property
if no litigatin, 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.
Office of Record: Individual office and Facilities Services
Reference copies of monthly office
telephone bills.
DISPOSITION INSTRUCTIONS: Destroy in office after 1 year 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.
Office of Record: Telecommunications Office and Accounts Payable
Authorizations and requests for reimbursement
for travel and related expenses.
DISPOSITION INSTRUCTIONS: Destroy in office official/audit copies after 3 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. Destroy in office
remaining records after 1 year.
Reports concerning annual summary
of departmental activities.
DISPOSITION INSTRUCTIONS: Transfer 1 copy to the custody of the University Archives
at the conclusion of each academic year for permanent retention. Retain 1 copy
in office permanently. Destroy in office remaining copies when reference value
ends.
Office of Record: Individual office, Provost, Vice Chancellor for Administration
& Finance, Vice Chancellor for Health Sciences, Vice Chancellor for Institutional
Advancement, and Vice Chancellor for Research/Graduate Studies
Reference copies of the University
Code.
DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete.
Office of Record: Faculty Senate
Reference copies of work orders submitted
to Facilities Services.
DISPOSITION INSTRUCTIONS: Destroy in office 1 year after completion of work.
Office of Record: Facilities Services
Series descriptions refer to all record formats, paper and electronic. See introduction for information regarding electronic records.
There is an indication of office(s) of record for each records group. These offices should consult their individual schedule to see if there are different disposition requirements.
Reference copies of departmental
class schedules.
DISPOSITION INSTRUCTIONS: Destroy in office after 5 years.
Office of Record: Individual office and Registrar
Listings of courses currently offered
by department.
DISPOSITION INSTRUCTIONS: Destroy in office after 5 years.
Office of Record: Individual office and Registrar
Syllabus or outline of each course
offered by department.
DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete.
Office of Record: Individual office
Records concerning departmental academic
programs. File includes program proposals and descriptions, accounting records,
administrative records, correspondence, and other pertinent records.
DISPOSITION INSTRUCTIONS: Transfer to the University Records Center after 2
years. Records will be retained for office in the University Records Center
3 additional years and then transferred to the custody of the University Archives
for appraisal and final disposition.
Office of Record: Individual office
Records concerning each course taught
by department faculty. File includes course schedules.
DISPOSITION INSTRUCTIONS: Retain in office permanently.
Office of Record: Individual office
Records concerning each proposed
new course. File may include course descriptions, justifications, projected
schedules, and other related records.
DISPOSITION INSTRUCTIONS: Destroy in office when reference value ends.
Office of Record: Individual office
Reference information concerning
courses taught by department during each summer school session. File includes
schedules, listings of instructors, and administrative records.
DISPOSITION INSTRUCTIONS: Destroy in office after 5 years.
Office of Record: Individual office and Registrar
Records concerning orders of textbooks
and other publications by department.
DISPOSITION INSTRUCTIONS: Erase/destroy in office when reference value ends.File
maintenance and backup procedures conducted by Information Technology and Computing
Services (ITCS).
Office of Record: Student Store
Series descriptions refer to all record formats, paper and electronic. See introduction for information regarding electronic records.
There is an indication of office(s) of record for each records group. These offices should consult their individual schedule to see if there are different disposition requirements.
Records concerning clinical research
performed by the unit. File may include all research protocols, consent forms,
pertinent research data, and other related records. (Comply with applicable
provisions of 21 CFR 312, 21 CFR 812, 20 USCA 1232g and common law principles
of physician-patient privilege regarding confidentiality of records.)
DISPOSITION INSTRUCTIONS: Destroy in office after 3 years, if notified of FDA
withdrawal or withdrawal by sponsor marketing product and if no litigation,
claim, audit or other official action has been filed. If no FDA or sponsor notification
occurs, transfer to the University Records Center 3 years after completion of
project. Records will be retained for office in the Records Center 12 additional
years if no notification of FDA or sponsor action occurs regarding the records
and then destroyed if no litigation, claim, audit or other official action has
been filed. If FDA or sponsor notification occurs, destroy in University Records
Center 3 years after notification. If official action has been initiated, destroy
in the University Records Center upon completion of action and resolution of
issues involved.
Office of Record: Individual office
Official and reference copies of
records concerning patients' medical information. File may include correspondence,
diagnostic reports, insurance/billing information, laboratory data, x-rays,
catheterization reports, and other related records. (Official copies maintained
at either Pitt County Memorial Hospital Medical Records or ECU Medical Records.)
(Comply with applicable provisions of 20 USCA 1232g, Health Insurance Portability
and Accountability Act of 1996 and common law principles of physician-patient
privilege regarding confidentiality of heatlh-related information.)
DISPOSITION INSTRUCTIONS: Transfer official copy to Pitt County Memorial Hospital
Medical Records and/or ECU Medical Records, as appropriate, at the conclusion
of each consultation. Destroy in office reference copy when administrative value
ends 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.
Office of Record: Pitt County Memorial Hospital Records and ECU Medical Records.
This file is sometimes called a Consultation File or Medical Records File.
Series descriptions refer to all record formats, paper and electronic. See introduction for information regarding electronic records.
There is an indication of office(s) of record for each records group. These offices should consult their individual schedule to see if there are different disposition requirements.
Records concerning accidents involving
office employees or equipment.
DISPOSITION INSTRUCTIONS: Transfer records resulting in workers' compensation
claims to Workers' Compensation Litigation and Claims File (Item G64). Destroy
in office remaining records after 3 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
resolutin of issues involved.
Office of Record: Environmental Health & Safety
Records concerning departmental participation
in affirmative action/equal opportunity programs. File may include correspondence,
reports, guidelines, and directives, and other related records. (Comply with
applicable provisions of G.S. 126-22, 126-23, 126-24 regarding confidentiality
of personnel records.)
DISPOSITION INSTRUCTIONS: Destroy in office after 5 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 resolution of
issues involved.
Office of Record: Equal Employment Opportunity Office, Human Resources and University
Attorney
Applications for employment within
department. File may include resumes, recommendations, correspondence, and other
related records. (Comply with applicable provisions of G.S. 126-22 regarding
confidentiality of personnel records.)
DISPOSITION INSTRUCTIONS: Transfer applications and other records for individuals
hired to appropriate personnel file when individual accepts position. Transfer
applications for individuals not hired for SPA or CSS positions to Human Resources
when position is filled. Destroy in office applications for EPA positions and
other records that are unsolicited and for individuals not hired for EPA positions
2 years after vacancy is filled or position closed, if no charge of discrimination
has been filed. If charge has been filed, destroy in office 1 year after resolution
of charge.
Office of Record: Human Resources
Records concerning employees excepted
from personnel act under GS 116-37. File may include personnel action forms,
resumes, job descriptions, and other related records. (Comply with applicable
provisions of GS 126-7 regarding confidentiality of personnel records.)
DISPOSITION INSTRUCTIONS: Destroy in office 1 year after employee terminates
service after verifying that records are duplicates of those in Human Resources
office. Transfer to Human Resources office any unique records to be incorporated
into the official personnel file of the employee.
Office of Record: Human Resources
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.
Office of Record: Individual Office
Records concerning employees not
subject to the State Personnel Act. File may include personnel action forms,
evaluations, resumes, job descriptions, 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 Records Center for permanent
security storage 2 years after employee terminates service.
Office of Record: Individual office, Provost, Vice Chancellor for Administration
& Finance, Vice Chancellor for Health Sciences, Vice Chancellor for Institutional
Advancement, and Vice Chancellor for Research/Graduate Studies
Records concerning awards and honors
to faculty members within the department. File may include recommendations,
approvals, and other related records. (Comply with applicable provisions of
GS 126-22, 126-23 and 126-24 regarding confidentiality of personnel records.)
DISPOSITION INSTRUCTIONS: Transfer records concerning each individual award/honor
to appropriate individual's personnel file when award/honor becomes official.
Destroy in office remaining records after 10 years.
Office of Record: Individual office, Provost, Vice Chancellor for Administration
& Finance, Vice Chancellor for Health Sciences, Vice Chancellor for Institutional
Advancement, and Vice Chancellor for Research/Graduate Studies
Listings of departmental faculty.
DISPOSITION INSTRUCTIONS: Destroy in office after 8 years.
Office of Record: Individual office
Records concerning the recruitment
of faculty members for department. File may include policies, forms, resumes,
applications, correspondence, reports, interview notes, 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: Destroy in office policies and forms when superseded
or obsolete. Transfer applications and other records for individuals hired to
appropriate personnel file when individual accepts position. Destroy in office
applications and other records that are unsolicited and 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. Destroy remaining records in office after 5 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.
Office of Record: Individual office
Records concerning disputed employee
grievances. (Comply with applicable provisions of G.S. 126-22 and 132-1.1 regarding
the confidentiality of personnel records.)
DISPOSITION INSTRUCTIONS: Destroy in office 3 years after resolution of grievance.
Office of Record: Human Resources and University Attorney
Records concerning leave by office
personnel. (Comply with applicable provisions of G.S. 126-22, 126-23 and 126-24
regarding confidentiality of personnel records.)
DISPOSITION INSTRUCTIONS: Destroy in office after 5 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.
Office of Record: Individual office and Payroll
Records of overtime by department
personnel.
DISPOSITION INSTRUCTIONS: Destroy in office after 5 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.
Office of Record: Individual office and Payroll
Employee payroll time sheets.
DISPOSITION INSTRUCTIONS: Destroy in office after 5 years and when posted to
applicable retirement plan 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.
Office of Record: Individual office and Payroll
Records concerning the awarding of
tenure to university faculty members. (Comply with applicable provisions of
GS 126-22, 126-23 and 126-24 regarding confidentiality of records.)
DISPOSITION INSTRUCTIONS: Transfer records concerning award of tenure to appropriate
individual's personnel file when tenure is granted. 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.
Office of Record: Individual office
Job descriptions for each non-faculty
position within the department.
DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete.
Office of Record: Human Resources
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. (Comply with provisions of GS 126-22, 126-23 and 126-24
regarding confidentiality of personnel.
DISPOSITION INSTRUCTIONS: Transfer applications and other records for individuals
hired to appropriate personnel file when individual accepts position. Destroy
in office applications and other records that are unsolicited and for individuals
not hired 2 years after vacancy filled and/or position closed, if no charge
of discrimination has been filed. If charge has been filed, destroy in office
1 year after resolution.
Office of Record: Individual Office
Student and temporary employee records.
File may include time sheets, employment eligibility records, and other employee
records.
DISPOSITION INSTRUCTIONS: Destroy in office after 5 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.
Office of Record: Individual office and Payroll
Records concerning employees subject
to the Personnel Act. File may include personnel action forms, resumes, job
descriptions, 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: Destroy in office 1 year after employee terminates
service after verifying that records are duplicates of those in Human Resources
office. Transfer to Human Resources office any unique records to be incorporated
inot the official personnel file of the employee.
Office of Record: Human Resources
Records concerning workers' compensation
claims filed by employees' supervisors concerning accidental injuries or illnesses
suffered on the job. File may include Employer's Report of Injury to Employee
(Form 19), accident investigation reports, medical reports, reference copies
of medical invoices and other related records. File also includes reference
copies. (Records concerning claims filed for injuries which occurred prior to
July 6, 1994 are considered permanent records in compliance with Hyler v. GTE
Prods. Co., 333 N.C. 258 S.E. 2d 698 (1993).) (Comply with applicable provisions
of G.S. 8-53, G.S. 97-72(b), and G.S. 126 Article 7 regarding the confidentiality
of records.)
DISPOSITION INSTRUCTIONS: Retain in office records concerning claims filed for
injuries which occurred prior to July 6, 1994 permanently. Transfer official
copy of claim records to the Industrial Commission in compliance with G.S. 97-92(a),
and in accordance with Office of State Personnel procedures. Retain in office
records concerning claims filed for injuries which occurred on or after July
6, 1994, where the Industrial Commission form "Employee's Claim for Additional
Medical Compensation Pursuant to N.C. Gen. Stat. § 97- 25.1" (Form 18M) has
been filed, permanently. Destroy remaining records in office after 5 years,
in accordance with G.S. 97-24(c), 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.
Office of Record: Environmental Health & Safety
Series descriptions refer to all record formats, paper and electronic. See introduction for information regarding electronic records.
There is an indication of office(s) of record for each records group. These offices should consult their individual schedule to see if there are different disposition requirements.
Individual student academic records.
File may include grades, applications for graduation, drop/add forms, extra
hour registration, raised grade forms, repeat course forms, admission transfers
and other related records. (Comply with applicable provisions of 20 USCA 1232g
regarding confidentiality of records.)
DISPOSITION INSTRUCTIONS: Destroy in office applications for graduation, drop/add
forms, and raised grade forms after 1 year. Destroy in office extra hour registration,
repeat course forms, admission transfers and remaining records 1 year after
student graduates or terminates enrollment. Transfer remaining records to the
Registrar's Office at the end of each grading period to be incorporated into
official academic file.
Office of Record: Registrar
Completed student applications to
graudate. (Comply with applicable provisions of 20 USCA 1232g regarding confidentiality
of records.)
DISPOSITION INSTRUCTIONS: Destroy in office 1 year after graduation.
Office of Record: Registrar
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 when administrative value ends.
Office of Record: Career Services
Completed student examinations. (Completed
with applicable provisions of 20 USCA 1232g regarding confidentiality of student
records.)
DISPOSITION INSTRUCTIONS: Destroy in office after 1 year.
Office of Record: Individual office
Listings of student comprehensive
examination scores. (Comply with applicable provisions of 20 USCA 1232g regarding
confidentiality of records.)
DISPOSITION INSTRUCTIONS: Destroy in office after 6 years.
Office of Record: Individual office
Completed student comprehensive examinations
for degrees. (Comply with applicable provisions of 20 USCA 1232g regarding confidentiality
of records.)
DISPOSITION INSTRUCTIONS: Destroy in office after 4 years.
Office of Record: Individual Office
Records concerning academic credits
awarded to students by special examination. (Comply with applicable provisions
of 20 USCA 1232g regarding confidentiality of student records.)
DISPOSITION INSTRUCTIONS: Transfer to the Registrar's Office at end of each
grading period to be incorporated into official academic file.
Office of Record: Registrar
Listings of departmental students
who tentatively are scheduled to receive degrees at end of semester. File may
include information used to order diplomas. (Comply with applicable provisions
of 20 USCA 1232g regarding confidentiality of records.)
DISPOSITION INSTRUCTIONS: Destroy in office 1 year after graduation.
Office of Record: Individual office
Completed student drop/add forms.
DISPOSITION INSTRUCTIONS: Destroy in office after 1 semester.
Office of Record: Registrar
Records regarding financial aid awarded
to students and student assistants within the department. 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: Destroy in office 5 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.
Office of Record: Student Financial Aid
Listings of student grade distributions
by course and by instructor. (Comply with applicable provisions of 20 USCA 1232g
regarding confidentiality of records.)
DISPOSITION INSTRUCTIONS: Destroy in office after 8 years.
Office of Record: Registrar
Listings of students' grades for
each course taught by department. File may include final grade rolls and other
related records. (Comply with applicable provisions of 20 USCA 1232g regarding
confidentiality of records.)
DISPOSITION INSTRUCTIONS: Transfer data concerning grades to Registrar's Office
at end of each grading period to be incorporated into official academic file.
Destroy remaining records in office when administrative value ends.
Office of Record: Registrar
Listings of student graduates within
department.
DISPOSITION INSTRUCTIONS: Destroy in office after 12 years.
Office of Record: Individual office
Placement test score for each student
taking test. (Comply with applicable provisions of 20 USCA 1232g regarding confidentiality
of records.)
DISPOSITION INSTRUCTIONS: Transfer to appropriate academic records file after
1 year.
Office of Record: Registrar and Orientation & First Year Experience
Copies of class rolls and grade sheets
for each course (Comply with applicable provisions of 20 USCA 1232g regarding
confidentiality of records.)
DISPOSITION INSTRUCTIONS: Destroy in office after 3 years.
Office of Record: Registrar
Records concerning student internships
and assistantships within department. 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: Transfer information regarding individuals to Registrar's
Office and fiscal information to Administration and Finance (if applicable)
at end of each grading period. Destroy in office remaining records after 1 year
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.
Office of Record: Individual office
Records concerning the verifications
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.
Office of Record: Student Loans
Records concerning applicants approved
for admission to the masters program. File may include applications, transcripts,
GRE scores, acceptance letters, correspondence, and other related records. (Comply
with applicable provisions of 20 USCA 1232g regarding confidentiality of records.)
DISPOSITION INSTRUCTIONS: Transfer to Master Program Students Currently Enrolled
File (Item G85) when applicant enters program. Destroy non-entry applicant files
in office after 5 years.
Office of Record: Individual office, Graduate School, Admissions
Records concerning applicants who
were denied admission to the masters program. File may include transcripts,
GRE scores, applications, letters of rejection, correspondence, and other related
records. (Comply with applicable provisions of 20 USCA 1232g regarding confidentiality
of records.)
DISPOSITION INSTRUCTIONS: Destroy in office after 3 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.
Office of Record: Individual office, Graduate School, Admissions
Reference information concerning
students who have completed the masters program. File may include transcripts,
GRE scores, applications, acceptance letters, class schedules, drop-add forms,
grade sheets, and other related records. (Comply with applicable provisions
of 20 USCA 1232g regarding confidentiality of records.)
DISPOSITION INSTRUCTIONS: Destroy in office when reference value ends.
Office of Record: Individual office, Registrar, Graduate School
Records concerning students currently
pursuing a masters degree. File may include transcripts, GRE scores, applications,
acceptance letters, class schedules, drop-add forms, grade sheets, contracts,
and other related records. (Comply with applicable provisions of 20 USCA 1232g
regarding confidentiality of records.)
DISPOSITION INSTRUCTIONS: Destroy contracts in office when superseded or obsolete.
Transfer records of students who complete the program to the Masters Program
Graduates File (Item G84) upon notification of completion. Transfer records
of students who become inactive to the Masters Program Terminations File (Item
G86) 1 year after student becomes inactive.
Office of Record: Graduate School, Registrar
Reference information concerning
students who have withdrawn, dropped-out or been terminated from the masters
program. File may include transcripts, GRE scores, applications, acceptance
letters, class schedules, drop-add forms, grade sheets, withdrawal and termination
notices, and other related records. (Comply with applicable provisions of 20
USCA 1232g regarding confidentiality of records.)
DISPOSITION INSTRUCTIONS: Destroy in office after 5 years.
Office of Record: Graduate School, Registrar
Records concerning individual student
grades which have been raised. (Comply with applicable provisions of 20 USCA
1232g regarding confidentiality of records.)
DISPOSITION INSTRUCTIONS: Transfer data concerning each changed grade to appropriate
academic records file when change becomes official. Destroy in office remaining
records after 2 years.
Office of Record: Registrar
Reference information concerning
individual scholarship awards to students within department. 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: Destroy in office when reference value ends.
Office of Record: Financial Aid
Records concerning departmental awards
and honors to students. File may include recommendations, approvals, reference
information, and other related records.
DISPOSITION INSTRUCTIONS: Transfer information concerning recipients of awards
and honors to the Registrar’s Office at end of each grading period to be incorporated
into official academic file. Destroy in office reference information when superseded
or obsolete. Destroy in office remaining records after 5 years.
Office of Record: Individual office
Records concerning university loans
to students within department. File may include applications, recommendations,
loan authorizations, financial statements, accounting information, correspondence,
and other related records. (Comply with applicable provisions of 20 USCA 1232g
regarding confidentiality of records).
DISPOSITION INSTRUCTIONS: Transfer information concerning specific individuals
to Student Financial Aid Office when loan is approved. Destroy in office remaining
records after 3 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.
Office of Record: Student Loans
Listings of student graduate rankings
in department. (Comply with applicable provisions of 20 USCA 1232g regarding
confidentiality of records.)
DISPOSITION INSTRUCTIONS: Destroy in office after 6 years.
Office of Record: Registrar
Records concerning changes in student
academic records. File may include requests, notices of approval/disapproval
by faculty, justifications, and other related records. (Comply with applicable
provisions of 20 USCA 1232g regarding confidentiality of records.)
DISPOSITION INSTRUCTIONS: Transfer data concerning each changed grade to appropriate
academic records file when change becomes official. Transfer remaining records
to the Registrar's Office at the end of the grading period to be incorporated
into official academic file.
Office of Record: Registrar
Reference copies of records concerning
students' activities within department. File may include correspondence, evaluations,
internship records, and other related records. (Comply with applicable provisions
of 20 USCA 1232g regarding confidentiality of records.)
DISPOSITION INSTRUCTIONS: Transfer appropriate records to Registrar's Office
at the end of each semester to be incorporated into Student Records File. Destroy
in office remaining records 5 year after student graduates or terminates enrollment.
Office of Record: Individual office
Records concerning transfer admissions
to university by students entering department. File may include applications,
notices of acceptance or rejection, transcripts, recommendations, and other
related records. (Comply with applicable provisions of 20 USCA 1232g regarding
confidentiality of records.)
DISPOSITION INSTRUCTIONS: Transfer to Admissions Office when acceptance or rejection
becomes official.
Office of Record: Admissions
Records concerning grade transfer
equivalents from other institutions. (Comply with applicable provisions of 20
USCA 1232g regarding confidentiality of records.)
DISPOSITION INSTRUCTIONS: Transfer information concerning individuals to Registrar's
Office when received. Destroy in office remaining records when superseded or
obsolete.
Office of Record: Registrar
Records concerning veterans' benefits
awarded to students in department. 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: Destroy in office after 3 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.
Office of Record: Financial Aid
Go to Joyner Library's Records Management Program Page
Click here to see an inventory of individual office records stored in the University Archives and Joyner Library Records Center. Click here for more information regarding statutes cited.