UNC General Records Retention and Disposition Schedule

This Schedule applies to records in all media, unless otherwise specified.

Items – a sample listing of items found within a series. Other related records not listed may also be part of a series.

Disposition – all dispositions are minimum requirements and include, where applicable, transfer to the custody of the University Archives for appraisal and final disposition.

Destruction – takes place in the office. Any record with confidential or sensitive information shall be properly destroyed by shredding or by means to ensure that the records cannot be physically recreated.

Original and Reference Copy – original copy (also known as a record copy) is the official authorized copy kept by the office charged with creating or maintaining the record copy. Reference copies (also known as convenience copies) are preserved for the convenience of reference or ease of access.

There must be no destruction of records if litigation or audits or other official action involving the records is pending or reasonably anticipated or foreseeable.

Refer to prefatory material for additional instructions or contact your university's records officer for clarification.

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Item 270. FINANCIAL AID ADMINISTRATIVE. Administrative records concerning federal and state student financial aid. Comply with 20 USCA 1232g.
Items: applications, participation agreements, recommendations, correspondence, tax returns, guidelines, award notifications, eligibility criteria
DISPOSITION INSTRUCTIONS: Destroy in office 3 years after graduation or separation.

Item 271. FINANCIAL AID FISCAL. Financial management records concerning federal and state financial aid. Comply with 20 USCA 1232g.
Items: statements of accounts, work-study award, audit reports, check rosters, checks
DISPOSITION INSTRUCTIONS: Destroy in office 3 years after graduation or separation.

Item 272. FINANCIAL AID RECIPIENTS. Records of concerning award of federal and state student financial aid. Comply with 20 USCA 1232g.
Items: eligibility criteria, GPA record, correspondence, financial history, disbursement reports
DISPOSITION INSTRUCTIONS: Destroy in office 3 years after graduation or separation.

Item 273. FINANCIAL AID REPORTS. Summary reports to Chancellor and administration on yearly awards.
Items: year end and summary reports
DISPOSITION INSTRUCTIONS: Transfer to University Archives after 3 years.

Item 274. LOAN ADMINISTRATION. Records concerning the administration of loans. Comply with 20 USCA 1232g.
Items: promissory notes, enrollment verification, correspondence, accounting statements, cancellation requests, disbursement rosters, repayment records
DISPOSITION INSTRUCTIONS: Destroy in office 3 years from date loan assigned, cancelled or repaid.

Item 275. SCHOLARSHIP ADMINISTRATION. Records concerning the administration of student scholarships. Comply with 20 USCA 1232g.
Items: correspondence, guidelines, reports, funding sources, trust fund withdrawals, description of scholarships, names of students, accounting records
DISPOSITION INSTRUCTIONS: Original: Destroy in office 3 years after graduation or separation. Reference: Destroy in office when administrative value ends.

Item 276. SCHOLARSHIP APPLICATIONS (Awarded). Applications for scholarships awarded by university. Comply with 20 USCA 1232g.
Items: applications, correspondence, recommendations, approvals, disbursements, accounting records
DISPOSITION INSTRUCTIONS: Destroy in office 3 closed fiscal years after graduation or separation and when released from all audits.

Item 277. SCHOLARSHIP APPLICATIONS (Awarded, Not Accepted or Rejected). Applications for scholarships awarded by university, rejected by student. Comply with 20 USCA 1232g.
Items: applications, approvals, correspondence, recommendations
DISPOSITION INSTRUCTIONS: Destroy in office 5 years after application.

Item 278. SCHOLARSHIP / LOAN REFERENCE. Records describing scholarships and loans.
Items: brochures, flyers, requirements, guidelines
DISPOSITION INSTRUCTIONS: Transfer to University Archives when superseded or obsolete.

Item 279. VETERANS' BENEFITS. Records concerning veterans’ benefits awarded. Comply with 20 USCA 1232g.
Items: accounting statements, applications, correspondence, enrollment verifications, award notifications
DISPOSITION INSTRUCTIONS: Destroy in office 3 years after graduation or separation.