Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 450 - COMMUNITY COLLEGES › Section 166-450-0005 - Administrative Records

Current through Register Vol. 63, No. 7, July 1, 2024
The General Schedule is applicable to the administrative
				records of community colleges. Retention periods apply to the official copy of
				all public records, regardless of medium or physical format, created or stored
				by the above specified agencies. Please note the exceptions to this General
				Schedule listed in OAR
				166-030-0027  before disposing of
				records.
(1)
Accreditation
			 Records
, Institutional:
Records document the institutional
			 accreditation process by the President's Office, project coordinator and
			 college departments. The records document the information compiled for
			 inclusion in the college's self-study and other reports provided to the
			 evaluators as well as the response of evaluators. Records may include but are
			 not limited to institutional data sheets, annual reports, working papers,
			 resource notebooks, college self-study, interim and final evaluation reports,
			 progress reports and responses by the college, and related correspondence and
			 documentation. (Minimum retention: Self-study and final evaluation report:
			 permanent; Other records: until accreditation completed).
(2)
Administrative Record
s,
			 General:
Records document internal administration or housekeeping
			 activities of the individual office, regardless of format. In general, these
			 records related to the office organization, staffing, procedures, systems, and
			 communications. These records do not serve as unique documentation of the
			 programs or functions which caused the office to be created. Records may
			 include but are not limited to documentation of day-to-day administration and
			 training of office personnel; supplies, and office services; the use of office
			 space, equipment and utilities; unit activity relating to specific and defined
			 short-term office projects; and correspondence.
Information recorded in
			 a personal day planner or personal electronic device may be a public record
			 under ORS Chapter 192.
(Minimum retention: one year).
(3)
Administrative Record
s,
			 Program:
Records document the daily activities and routine business of
			 academic, service, support, and other programs developed and administered by
			 the office department. The records are used to develop and administer programs
			 and to communicate with other divisions, departments, and programs; other
			 community colleges; state and federal governments; outside business and
			 organizations; and faculty and students. Records may include but are not
			 limited to correspondence and memoranda; reports, surveys, and policy
			 statements, task assignments; discussion outlines and summaries; planning
			 documents; working papers; informal and working files on student progress and
			 administration; staff meeting records including minutes and agendas; and
			 related correspondence. (Minimum retention: five years).
(4)
Advisory Committee Records
:
			 Records document the activities of advisory committees which provide advice and
			 assistance regarding professional-technical and other programs. Advisory
			 committee members are generally selected from the community and appointed by
			 the college's Board of Education. The committees are designed to improve the
			 quality and impact of instructional programs and to ensure that the skills
			 taught are current with those in business, industry, and government. Records
			 may include but are not limited to meeting minutes; agendas; reports; notes;
			 working papers; transcriptions; and correspondence. (Minimum retention:
			 Resource notebooks and working files: until superseded; Other records: three
			 years).
(5)
Association and
			 Organization Membership Records
: Records document the relationship and
			 participation of college units with professional, educational, and civic
			 associations and organizations. The college's role may be one of membership on
			 an advisory or administrative board or participation in a task force or
			 subcommittee. Records may include but are not limited to promotional
			 information; rules and regulations; reports; newsletters; proposals and
			 planning records; workshop and conference records; surveys and questionnaires;
			 minutes and agendas; and related documentation and correspondence. This series
			 refers to records that document the direct involvement of the college or its
			 representative in an organization; it does not include individual staff or
			 faculty membership records. (Minimum retention: five years).
(6)
Budget Committee Records
:
			 Records document the process by which the college's budget is adopted by the
			 Board of Education. Budget Committee assists the Board of Education in
			 analyzing the administration's annual budget proposal and is composed of the
			 seven elected members of the Board of Education, seven appointed budget
			 committee members from each of the geographical zones in the college district,
			 and ex-officio members representing the college administration. The Budget
			 Committee bases its discussions on the Budget Book, which is a compilation of
			 budgets from each of the college areas prepared by the budget officer. Public
			 hearings on the budget are held at one of the regularly scheduled Board of
			 Education meetings. Records include but are not limited to committee agendas
			 and minutes; the Budget Book; recommendations from the budget officer; records
			 of the public hearings; committee recommendations; committee membership
			 applications; and correspondence. SEE ALSO: Budget Records in the Financial and
			 Accounting section. (Minimum retention: Minutes, recommendations, and budget
			 books: 20 years; Other records: two years).
(7)
College Committee Records
:
			 Records document the activities of standing and ad hoc college committees and
			 councils made up of members from a variety of units within the college. The
			 committees are charged with formulating and recommending institutional policies
			 and procedures: establishing standards and requirements; performing an advisory
			 function; reviewing petitions, appeals, and deviations from policy;
			 facilitating communication; or finding solutions to specific problems,
			 barriers, or challenges. Types of committees include administrative, standing,
			 review, advisory, steering, activities, and planning committees, councils, and
			 task forces. Records include but are not limited to agendas; meeting minutes or
			 notes; reports; working papers; appointment, biographical, and other
			 information about committee members; and correspondence. SEE ALSO: Advisory
			 Committee Records, this section. (Minimum retention: five years).
(8)
College History Files
:
			 Records document significant events in the college or departments past. Records
			 may include records on the formation and naming of the college; lists or
			 descriptions of landmarks or significant college events; college histories;
			 progress and planning reports; biographies and records of past presidents,
			 administrators, faculty, or staff; and newsletters or other publications.
			 Records may include but are not limited to reports; published and unpublished
			 historical sketches; scrapbooks; ephemera; photographs; press releases;
			 newspaper clippings; publications; list of awards received by the college; and
			 correspondence. (Minimum retention: Permanent).
(9)
Copyright Records
: Records
			 document application and permission to reproduce, distribute, adapt, perform,
			 or display copyrighted material of all kinds for academic and other purposes.
			 Approval may be for a single use, unlimited use, permission to reproduce a
			 specified number of copies, permission for a specific date or date span,
			 permission to use for a defined purpose or audience, or other conditions.
			 Records may include application and approval forms; correspondence and copies
			 of subject material -- paper and other media. (Minimum retention: five years
			 after expiration of copyright).
(10)
Correspondence Records
that:
1. document communications created or
			 received by a community collegeAND
2. directly relate to a community college
			 program or community college administrationAND
3. are not otherwise specified in the General
			 Records Retention Schedule for Community Colleges (OAR 166 Division 450) or in
			 ORS 192.170. Records may include but
			 are not limited to letters, memoranda, notes and electronic messages that
			 communicate formal approvals, directions for action, and information about
			 contracts, purchases, grants, personnel and particular projects or programs.
			 (Disposition: File with the associated program or administrative records.
			 Communications not meeting the above criteria do not need to be filed and
			 should be retained as needed).