Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 475 - OREGON UNIVERSITY SYSTEM RECORDS › Section 166-475-0075 - Institutional Services Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Authorization Code Ordering and
			 Assignment Forms Records
document the assignment of long distance
			 authorization codes to institution employees. This series consists of
			 authorization code ordering and assignment forms which list an activity code;
			 user/function name; account number; FRL code; and authorization code number for
			 each employee assigned a code. (
Retention
: 2 years after
			 superseded or revoked, destroy)
(2)
Automatic Call Distribution Vector
			 Records
Records document the technical programming for each automatic
			 call distribution (ACD) account on campus. This programming, known as vector
			 instructions, electronically routes phone calls coming in to a given phone
			 number account, known as a split, to available phones or message systems. This
			 series also contains the names of staff members and extension numbers that are
			 appropriate to each account. This series may include but is not limited to
			 vector instructions sheets; announcement scripts; lists of supervisor
			 extensions of each split; lists of ACD member extensions of each split; and
			 related documentation and correspondence. (
Retention
: 2 years,
			 destroy)
(3)
Bicycle
			 Licenses/Permits Records
Records document the registration of bicycles
			 on campus. This series includes registration cards completed by institution
			 students, faculty, and staff for use of bicycles on campus. Information on the
			 cards includes owner/user names; student or staff ID number; addresses;
			 telephone numbers; bicycle frame serial numbers; bicycle models; and permit
			 numbers. (
Retention
: 2 years after superseded or revoked,
			 destroy)
(4)
Calling Card
			 Records
Records document the assignment to and use of calling cards
			 issued to institution employees. This series may include but is not limited to
			 credit card order forms; account change documentation; and related
			 documentation and correspondence. (
Retention
: 2 years after
			 superseded or revoked, destroy)
(5)
Child and Youth Program Participant
			 Records
Records document the participation of children and youth in
			 programs sponsored by the institution, including 4H programs. The series may
			 include but is not limited to applications; enrollment records; progress
			 reports and assessments; immunization records; parental consent forms; activity
			 records; lists of attendees; and related correspondence.
			 (
Retention
: 3 years destroy)
(6)
Child Care Facility Client
			 Records
Records document enrollment, admission, attendance, and
			 activities of children at child care facilities operated by OUS institutions
			 and documents compliance with applicable state agency requirements. Records may
			 include but are not limited to applications for admission; emergency
			 notification forms; attendance records including sign-in sheets; authorizations
			 to administer medications; records documenting permission to obtain emergency
			 medical treatment; records documenting permission to participate in field trips
			 or other activities; immunization records; learning and motor skills
			 assessments; and release forms. The series may also include a record of
			 suspected or reported child abuse and accident reporting including narratives,
			 notes, record of contact with state Child and Family Services representatives
			 and law enforcement officials; records verifying staff training in child abuse
			 recognition; and accident reporting forms. (
Retention
: 3 years
			 after participant leaves program, destroy)
(7)
Child Care Facility Food/Nutrition
			 Service Program Records
Records document the administration of child
			 care food programs which provide meals to children at institution child care
			 facilities operated by OUS institutions. Typically, application is made
			 annually to the U.S. Department of Agriculture for assistance in running food
			 service programs. Records may include but are not limited to meal production
			 records, menus, and attendance forms; applicants income statements; enrollment
			 rosters; operational reports; nutrition program reviews; food supply
			 inventories; sanitation inspection reports; and related documentation and
			 correspondence. (
Retention
: 4 years, destroy)
(8)
Child Care Facility License
			 Records
Records document the licensing of school child care facilities
			 by the Oregon Child Care Division or other licensing agencies. Records may
			 include but are not limited to sanitation inspections, fire safety reports,
			 fire and other emergency drill records, staff development and training records,
			 staff criminal history checks, staff qualification forms, time sheets, staff
			 first aid cards, staff driving records, staff orientation records, official
			 license, Child Care Division inspection reports and certification and related
			 correspondence. (
Retention
:
(a)
			 Staff first aid cards, licenses, certifications, and inspections, 2 years after
			 superseded, expiration, or obsolete, destroy
(b) All other records, 2 years,
			 destroy)