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Departmental Records Schedules
 
 
 
 
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.


 
<h3>Student Life Records</h3>
Item 306. CAREER PLANNING / PLACEMENT RECORDS. See Series Title
Items: resumes, job interview forms, student profile data sheets
DISPOSITION INSTRUCTIONS: Destroy in office when administrative value ends.

Item 307. COMMUTER STUDENT INFORMATION. Information designed for commuting students.
Items: correspondence, articles, brochures, newsletter, surveys
DISPOSITION INSTRUCTIONS: Transfer to University Archives after 5 years.

Item 308. DISCIPLINARY RECORDS (Academic) (See also: Honor Code Violations; Disciplinary Records (Non-Academic)). Brought against students for academic infractions. Comply with 20 USCA 1232g, Student Conduct Code and appeals process.
Items: correspondence, charges, evidence, summary, transcripts, audiotapes
DISPOSITION INSTRUCTIONS: Expulsion cases: Retain in office permanently. Non-expulsion cases: Destroy in office 8 years after date of settlement or hearing.

Item 309. DISCIPLINARY RECORDS (Non-Academic). Brought against students for violations of university rules and regulations. Comply with 20 USCA 1232g, Student Conduct Code and appeals process.
Items: correspondence, charges, evidence, summary, transcripts, audiotapes, police reports
DISPOSITION INSTRUCTIONS: Expulsion cases: Retain in office permanently. Non-expulsion cases: Destroy in office 8 years after date of settlement or hearing.

Item 310. EXCUSED ABSENCES. See Series Title
Items:
DISPOSITION INSTRUCTIONS: Destroy in office at end of each semester.

Item 311. FRATERNITIES AND SORORITIES. Comply with 20 USCA 1232g.
Items: correspondence, charters, discipline, GPA, membership, reports, photographs, scrapbooks
DISPOSITION INSTRUCTIONS: Transfer to University Archives after 5 years.

Item 312. HONOR BOARD. Records concerning membership functions of the Honor Board. Comply with 20 USCA 1232g.
Items: applications, selection criteria, position descriptions, training information
DISPOSITION INSTRUCTIONS: Transfer selection criteria, position descriptions, training information, policies and procedures to University Archives when superseded or obsolete. Destroy in office applications and membership lists when administrative value ends.

Item 313. HONOR CODE VIOLATIONS. Violations of university honor code. Comply with 20 USCA 1232g and appeals process.
Items: investigations, case files, trial transcripts
DISPOSITION INSTRUCTIONS: A. Destroy in office records involving cases tried and resulting in acquittal after verdict. B. Transfer pertinent information involving cases tried and resulting in conviction to Registrar’s Office and Dean’s Office after verdict. Destroy in office remaining records involving case after 10 years. C. Destroy in office records not concerning cases after 7 years.

Item 314. INTRAMURAL SPORTS. See Series Title
Items:
DISPOSITION INSTRUCTIONS: Destroy in office after 3 years.

Item 315. NON-TRADITIONAL STUDENTS INFORMATION. See Series Title
Items: correspondence, handbooks, surveys and studies
DISPOSITION INSTRUCTIONS: Transfer to University Archives after 5 years.

Item 316. SERVICES TO STUDENTS WITH DISABILITIES. Comply with 20 USCA 1232g and HIPAA.
Items: health professional evaluation reports, autobiographical essays, copies of admission applications, high school transcripts, physicians’ statement, counseling interview notes
DISPOSITION INSTRUCTIONS: Destroy in office 4 years after graduation or separation.

Item 317. STUDENT ACCIDENT REPORTS. Comply with 20 USCA 1232g.
Items: affidavits, photographs
DISPOSITION INSTRUCTIONS: Destroy in office after 7 years.

Item 318. STUDENT ASSOCIATIONS AND ORGANIZATIONS. Associations and organizations officially recognized by the university.
Items: constitutions, by-laws, newsletters, minutes, brochures, announcements, photographs, reports, scrapbooks
DISPOSITION INSTRUCTIONS: Transfer to University Archives after 1 year.

Item 319. STUDENT AWARDS AND HONORS. Comply with 20 USCA 1232g.
Items: recommendations, approvals, reference information
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. Transfer remaining records to University Archives after 5 years.

Item 320. STUDENT COUNSELING. Records concerning Center for Counseling and Student Development clients. Comply with 20 USCA 1232g and APA.
Items: case notes, test results, treatment plans, referrals, correspondence, evaluations, case summaries
DISPOSITION INSTRUCTIONS: Destroy in office 7 years after client’s last visit. Destroy in office case summaries after 10 years.

Item 321. STUDENT GOVERNMENT ASSOCIATION. See Series Title
Items: constitution, by-laws, committee files, correspondence, fiscal records, meeting minutes, annual reports
DISPOSITION INSTRUCTIONS: Transfer to University Archives after 1 year.

Item 322. STUDENT LEGAL SERVICES CASES. Comply with 20 USCA 1232g.
Items: reports, transcripts, opinions
DISPOSITION INSTRUCTIONS: Destroy in office 5 years after completion of action and resolution of all issues.

Item 323. STUDENT LEGAL SERVICES. Records concerning the administration of student legal services.
Items: reports, correspondence, financial data, budgets
DISPOSITION INSTRUCTIONS: Transfer to University Archives after 5 years.