reglab/statecodes huggingface dataset:
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 450 - COMMUNITY COLLEGES › Section 166-450-0100 - Publications and Promotional Records

Current through Register Vol. 63, No. 7, July 1, 2024
The General Schedule is applicable to the publications and
				promotional 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)
Marketing Research
			 Records
: Records document research done to provide information about
			 significant events and issues affecting the college. The records are used for
			 research, and public information and education. The records include surveys;
			 notes from focus groups; reports; studies; news clippings; and correspondence.
			 (Minimum retention: one year).
(2)
Press Releases
: Records
			 document college information officially released to the media for dissemination
			 to the public. The records consist of press releases and public service
			 announcements. (Minimum retention: five years).
(3)
Publications
: Records include
			 publications produced by individual college offices, including student
			 publications. It may be used to document the activities of the office for
			 educational or informational purposes, or to communicate programs, policies,
			 and events. (Minimum retention: Final publication: Permanent; Preparation
			 Records: Until final publication printed; College catalog:
			 Permanent).
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS
				  192.005 -
				  192.170 &
				  357.805 -
				  357.895
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 450 - COMMUNITY COLLEGES › Section 166-450-0115 - Student Housing and Food Services Record

Current through Register Vol. 63, No. 7, July 1, 2024
The General Schedule is applicable to the student housing and
				food services 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)
Catering and Special
			 Event Records
: Records document catering service and housing
			 accommodations for special events hosted by the college. Records may include
			 but are not limited to campus housing registration cards; customer room
			 occupancy lists; catering service orders; purchase and supply records; billing
			 records; customer evaluations; summary reports; and correspondence. (Minimum
			 retention: two years).
(2)
Student Housing Contract Appeals
			 Records
: Records document appeals made by residents who have been
			 assessed penalties for failing to follow the terms and conditions of their
			 housing and food service contracts. The records include students' appeals
			 stating their reasons for seeking modification on contract terms; decisions
			 from the director of housing, including instructions for further appeal; and
			 correspondence. (Minimum retention: Appeals denied: one year; Appeals accepted:
			 six years after contract expires.
(3)
Student Housing Contract
			 Records
: Records document contracts for the occupancy of college
			 administered housing such as residence halls, family housing, and cooperative
			 and/or contract housing. The records may include but are not limited to housing
			 applications; contracts; proof of admission records; and correspondence.
			 (Minimum retention: six years after expiration).
(4)
Student Housing Incident
			 Records
: Records document incidents of injury, vandalism, and other
			 infractions of housing rules and the disposition of such incidents. The records
			 may include but are not limited to incident reports; housing director's written
			 decisions; student appeals of decisions; and correspondence. (Minimum
			 retention: one year after case closed).
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS
				  192.005 -
				  192.170 &
				  357.805 -
				  357.895
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 475 - OREGON UNIVERSITY SYSTEM RECORDS › Section 166-475-0005 - Oregon University System Records

Current through Register Vol. 63, No. 7, July 1, 2024
As used in division 475, Oregon University System means the
				Oregon State System of Higher Education as defined in Oregon Revised Statute
				(ORS) 352.002. This General Schedule
				prescribes the retention periods for public records created and maintained by
				the institutions of the Oregon University System. Retention periods apply to
				the record 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
				166-030-0026  before disposing of
				records.
Stat. Auth.: ORS 192 & ORS 357
Stats. Implemented: ORS
				  192.005 -
				  192.170 &
				  357.805 -
				  357.895
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 475 - OREGON UNIVERSITY SYSTEM RECORDS › Section 166-475-0010 - Administrative Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Administrative Reports
Records document the annual activity of the institution and its subdivisions.
			 This disposition includes reports prepared for OUS by the president of the
			 institution. Final annual reports may be printed and bound or they may be less
			 formal unpublished documents prepared for limited distribution. Report sections
			 may include but are not limited to administrative activities; goals and
			 objectives achieved; fiscal status; project work performed; personnel activity
			 and accomplishments; facility changes; and related sections. This series may
			 include but is not limited to periodic statistical reports; summarized
			 statistical reports; copies of reports from other units; other working papers;
			 final annual reports; and related documentation and correspondence. (Retention:
(a) Permanent for final annual reports and
			 periodic and summary statistical reports not reflected in the final annual
			 report
(b) Until superseded or
			 obsolete for all other records, destroy)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 475 - OREGON UNIVERSITY SYSTEM RECORDS › Section 166-475-0015 - Budget Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Annual Budget Records
Records
			 document the annual institutional budget provided to OUS, its planning,
			 implementation, allocation and changes. This series includes but is not limited
			 to: Operating Budget Expense by Categories and Functions Report; Estimated
			 Gifts, Grants, Contracts and Clearing Account Summary Report; Student Fee
			 Income and Application of Funds Report; Statewide Public Service Source and
			 Application of Funds; other reports specified in yearly instructions from the
			 Chancellor's Office; institutional budget preparation instructions; budget
			 requests; budget status reports; budget change requests, registers and logs;
			 budget detail reports; working papers including spread sheets, expenditure
			 projections, salary and budget worksheets; allotment, capital outlay and
			 equipment need reports; unit budget preparation instructions; working papers;
			 memoranda; final summary reports and spread sheets; Budget Change Request
			 Forms; budget change suspense records; budget change registers; authorization
			 for budget change forms; copies of revised unit initial budgets; fund transfer
			 notices; spread sheets; expenditure and obligation reports; allotment reports;
			 and related documentation and correspondence. (
Retention
:
(a) Permanent for Adopted Budget
(b) 10 years for year end activity reports
(c) 10 years for planning and
			 preparation records
(d) 4 years for
			 change records
(e) 1 year for a all
			 other activity reports, destroy)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 475 - OREGON UNIVERSITY SYSTEM RECORDS › Section 166-475-0020 - Contracts Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Author's and Artist's Contracts and
			 Agreements Records
Records document the duly executed and binding
			 contractual agreements between the institution and authors and artists
			 concerning subjects such as royalties, pricing agreements, and copyright.
			 Information in individual contracts or agreements may include but is not
			 limited to terms and conditions; provisions; amendments; exhibits and addenda;
			 and authorizing signatures. (
Retention
:
(a) Permanent for authors' contracts and
			 agreements with university presses and artists agreements
(b) 6 years after expiration for all other
			 authors' contracts and agreements, destroy)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 475 - OREGON UNIVERSITY SYSTEM RECORDS › Section 166-475-0025 - Curriculum and Instruction Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Academic Program Administrative
			 Records
Records document the daily and routine administration of
			 academic programs of the department or college. This series may include but is
			 not limited to: registration reports; add-drop analyses and reports; course
			 enrollment summaries by class; graduation summaries; majors by class level;
			 international activities; cooperative ventures; summer term classes and
			 enrollment reports; placement information; convenience copies of reports
			 prepared by admissions, registrar's, budgets and planning, and other offices;
			 memos; working papers; and related documentation and correspondence.
			 (
Retention
: 2 years, destroy)
(2)
Book Order Records
Records
			 document books ordered for courses taught in the department. This series may
			 include but is not limited to the institution textbook request forms which
			 includes authors, titles, publications, course numbers, and expected
			 enrollment; course packets; other forms; and related documentation and
			 correspondence. (
Retention
: 1 year, destroy)
(3)
Catalog/Bulletin Records
Records document institutional policies and procedures, program requirements,
			 and course offerings and may also be used for constructing new courses or
			 reconstructing old courses. Information in the individual catalogs and
			 bulletins includes academic policies and procedures, program names and
			 descriptions, course names and descriptions, alphanumeric course designations,
			 credits offered per course, and related program and course information. This
			 series may include but is not limited to: catalogs and bulletins including the
			 general, graduate, and summer session catalog/bulletin; mock-ups of catalogs
			 and bulletins; preparation and working papers; and related documentation and
			 correspondence. (
Retention
:
(a)
			 Permanent for official copy of catalog and bulletins
(b) 1 year for all other records,
			 destroy)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 475 - OREGON UNIVERSITY SYSTEM RECORDS › Section 166-475-0030 - Equipment and Supplies Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Equipment Inventory Records
Records document the acquisition, location, transfer, and disposition of
			 state-owned property and equipment. This series may include but is not limited
			 to: Equipment Inventory Lists; lost/stolen property reports; Damage or Loss of
			 State Property Claim; equipment transfer forms and memos; and related
			 documentation and correspondence. The series may also include biennial
			 equipment list; returned departmental equipment inventory lists with
			 annotations concerning resolution of problems associated with the
			 accountability, physical condition, and physical location of specified pieces
			 of equipment. (
Retention
:
(a)
			 Biennial inventory records: 4 years, destroy
(b) transfer forms, 4 years, destroy
(c) equipment lists until
			 superseded or obsolete, destroy
(d)
			 all other records 4 years after superseded or obsolete, destroy)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 475 - OREGON UNIVERSITY SYSTEM RECORDS › Section 166-475-0035 - Facilities and Property Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Building Space Inventory and
			 Valuation Records
Records document the buildings owned and leased by the
			 various institutions within the Oregon University System both on and off
			 campuses. Building Space Inventory reports are used to project institutional
			 space needs; to identify deferred maintenance; and to provide cost recovery
			 support documentation for major research universities receiving federal money,
			 grants, or private gifts. The inventories are kept at the individual
			 institutions with periodic updates being provided to the Board's Offices of
			 Facilities Services. Records include but are not limited to computer generated
			 reports with details by building (SP440-01), type of space (SP450-01),
			 principal use (SP455-01), department (SP460-01), and area. Records may also
			 include various summary reports such as Institution Summary by Building
			 (SP445-01). All computerized reports are updated at least annually. OUS
			 Facilities Services holds system-wide record copy of Space Inventory reports.
			 Building Valuation Reports are used for State Insurance Fund (formerly State
			 Restoration Fund) purposes and include building name, building number,
			 location, capitalized value, and insured value. The report is prepared annually
			 by the Controller's Division and distributed to the institutions. All updates,
			 additions, and deletions are prepared at the institution level and reported to
			 the Controller's Division. (
Retention
:
(a) Permanent for summary space inventory
			 reports and building valuation reports
(b) 10 years for all other records,
			 destroy)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 475 - OREGON UNIVERSITY SYSTEM RECORDS › Section 166-475-0040 - Fiscal - Accounts Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Annual Fiscal Reports
Records
			 document annual fiscal year-end status of accounts and is used to provide the
			 office with summary information relating to its programs which may be used for
			 planning or review. Records include Period 14 reconciliation reports; annual
			 operating statements; schedules of rates; and related correspondence.
			 (
Retention
: 10 years, destroy)
(2)
Building and Equipment Reserve
			 Schedules Records
document individual account summary and to show what
			 the balance should be, as well as the amount of current year entries needed to
			 bring the account up to that balance. The series also serves as backup to the
			 general ledger entries. Information may include building or equipment value,
			 required reserve, actual balance, deficiency, and amount to transfer in the
			 current fiscal year. (
Retention
: 6 years, destroy)
(3)
Certificates of Participation
			 Records
document the administration of Certificates of Participation
			 (COP's) primarily sold to finance institutional equipment, software, hardware,
			 and consultants' time. The series may also be used to split COP debt service
			 amongst the institutions and make entries charging them for COP related debt
			 service. Records may include but are not limited to Certificates of
			 Participation, COP budget development and cash draw down records, and related
			 executive and administrative correspondence.
(Retention
:
(a) Permanent, executive correspondence
(b) 4 years after COP maturity, all
			 other records, destroy)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 475 - OREGON UNIVERSITY SYSTEM RECORDS › Section 166-475-0050 - Fiscal - Payables/Receivables Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Accounts Aging Records
Records document a cumulative listing by accounts receivable number of all
			 receivables on the Accounts Receivable master file in the Banner Student
			 Information System. For each receivable, the amounts that are not yet due,
			 currently due, and overdue are indicated by fiscal year. Records consist of
			 account listings sorted numerically by customer showing balances. Listings are
			 generated at the end of the fiscal year and at other times upon request.
			 (Retention:
(a) 10 years for year-end
			 listing, destroy
(b) 4 years for
			 other listings, destroy).
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 475 - OREGON UNIVERSITY SYSTEM RECORDS › Section 166-475-0055 - Financial Aid Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Athletic Scholarship and
			 Grant-In-Aid Award Records
This series is used to provide athletic
			 departments with information pertaining to player eligibility and receipt of
			 financial aid in the form of scholarships including grant-in-aid scholarships,
			 to monitor accounts, and to assist in complying with NCAA, NAIA and conference
			 rules and regulations. These records include squad lists which furnish summary
			 information; conference eligibility reports; team roster update sheets;
			 scholarship count sheets showing who is on the schedule to receive aid;
			 applications; nominee lists; eligibility questionnaires; eligibility reports
			 which determine years of eligibility unused; credit voucher request sheets
			 notes; and related documentation and correspondence. (
Retention
:
(a) 10 years for NCAA records, destroy
(b) 5 years for all other records,
			 destroy)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 475 - OREGON UNIVERSITY SYSTEM RECORDS › Section 166-475-0060 - Grants and Research Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Commercial Companies Records
Records document cooperative relationships with commercial companies in sharing
			 research materials and data. This series may include but is not limited to cash
			 receipt acknowledgments; requests for sample products; acceptances of products;
			 and related correspondence. (
Retention
: 5 years,
			 destroy)
(2)
Conflict of
			 Interest Forms
Records document potential conflicts of interest
			 involving state employees. This series may include but is not limited to
			 Conflict of Interest and Commitment Disclosure Forms and related documentation
			 and correspondence. (
Retention
: 3 years, destroy)
(3)
Grant Direct Payment Records
Records document requests and justification for transfers of direct payment
			 funds from federal grantors. This series may include but is not limited to
			 federal cash position reports; spreadsheets of various federal sources and cash
			 needs; requests for cash; credit advice from the U. S. Treasury; and related
			 documentation and correspondence. (
Retention
: 5 years,
			 destroy)
(4)
Grant Indirect
			 Cost/Returned Overhead Records
Records document the analysis of grant
			 indirect costs in order to prepare returned overhead figures for institutional
			 departments and is used to submit notification for the budget to be adjusted.
			 The returned overhead report is prepared twice during the year. Estimates are
			 prepared and reviewed by departments and used in budget preparation. A final
			 report is used for budget adjustment. This series may include but is not
			 limited to spreadsheets; work sheets; and related documentation and
			 correspondence. (
Retention
: 5 years after final financial report
			 is submitted and account is closed, unless otherwise specified as longer by
			 terms of contract for all other records, destroy)
(5)
Grant Funded Projects Research
			 Records
Records document the research activity associated with
			 grant-funded projects. This series may include but is not limited to research
			 data; working papers; research/activity reports; summary reports; and related
			 documentation and correspondence. (
Retention
:
(a) Permanent for final research report
(b) 5 years after final financial
			 report is submitted and account is closed, unless otherwise specified as longer
			 by terms of contract for all other records, destroy)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 475 - OREGON UNIVERSITY SYSTEM RECORDS › Section 166-475-0065 - Health Services Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Client Records
Records
			 document provision of health-related services to clients on an outpatient basis
			 by offices other than the student health center. Examples of types of services
			 are speech therapy; hearing testing, and cholesterol screening. This series may
			 include but is not limited to tests; goals and objectives; diagnostic reports;
			 questionnaires; and related data. (
Retention
: 7 years after last
			 service or until client reaches age 21, whichever is longer, destroy)
(2)
Communicable Disease Records
This series fulfills the public health requirement of reporting the discovery
			 of communicable disease. This series may include but is not limited to
			 laboratory test results; name and address of client or patient; date; and
			 person making referral. Information is transferred to the county health
			 department, but the log is maintained by the laboratory.
			 (
Retention
: 5 years, destroy)
(3)
Counseling, Psychological, and
			 Psychiatric Case Records
Records document all clients who are provided
			 counseling, psychological, and psychiatric services by the institution's
			 counseling center. Clinicians provide treatment concerning personal problems,
			 academic concerns, and career concerns. The psychiatric consultant provides
			 psychiatric care to some student clients. Records may include extensive notes
			 made by providers concerning the assessment, diagnosis, treatment and contacts
			 (written, telephone, or in person) with each client; referral letters; release
			 of information agreements; letters to agencies or others concerning the
			 clients; and related documentation. (
Retention
: 7 years after last
			 contact, destroy)
(4)
Health
			 History Forms Records
document a student's medical history. The series
			 contains student medical history forms for students who have never visited an
			 institutional student health center and therefore do not have a medical record
			 on file. These forms are a prerequisite for enrollment at most institutions.
			 (
Retention
: 7 years after last service, destroy)
(5)
Immunization Reporting
			 Records
Records document compliance with Oregon State Health Division
			 reporting requirements for immunizations given to patients. Records may include
			 immunization log sheets; annual reports; ITARS (Immunization Tracking and
			 Recall System) documentation and related correspondence.
			 (
Retention
:
(a) 25 years from
			 last date of service for ITARS records, destroy
(b) 10 years for immunization log sheets and
			 annual reports, destroy
(c) 7 years
			 after last service for all other records, destroy)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 475 - OREGON UNIVERSITY SYSTEM RECORDS › Section 166-475-0070 - Information Management Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Computer System Maintenance
			 Records
Records document the maintenance of the institution's computer
			 systems and is used to insure compliance with any warranties or service
			 contracts, schedule regular maintenance and diagnose system or component
			 problems, and document system backups. Records may include computer equipment
			 inventories; hardware performance reports; component maintenance records
			 (invoices, warranties, maintenance logs, correspondence, maintenance reports,
			 and related records); system backup reports; and backup tape inventories.
			 (
Retention
:
(a) For life of
			 system or component for records related to system or component repair or
			 service, destroy
(b) Until
			 superseded or obsolete for records related to regular or vital records backups,
			 destroy)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 475 - OREGON UNIVERSITY SYSTEM RECORDS › Section 166-475-0085 - Libraries, Archives, Museums and Other Collections Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Appraisal
			 Records
Records document monetary value appraisals of institutional
			 artifacts, objects, and collections that have been completed by private
			 parties. This series may include but is not limited to appraisals and
			 valuations reports; reference materials used by appraisers; and related
			 documentation and correspondence. (
Retention
: Permanent)
(2)
Borrowers Registration
			 Records
Records used to grant citizens library cards and privileges
			 Individual borrower information may include but is not limited to name,
			 address, telephone number, date of birth, signature, expiration date,
			 identification number and related data. (
Retention
:
(a) 3 years for application forms, destroy
(b) 6 months after last activity
			 for all other records, destroy)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 475 - OREGON UNIVERSITY SYSTEM RECORDS › Section 166-475-0090 - Payroll Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Assumed Wages Reports
Records
			 document computation and payment of workers' compensation insurance premiums.
			 Records document students' services performed in exchange for room and board,
			 and volunteer and prerequisite assumed wages not paid by payroll. Information
			 in the reports may include names, dates, social security numbers, requisition
			 numbers, accounts to be charged, and total assumed pay for the month.
			 (
Retention
: 4 years, destroy)
(2)
Deduction Authorization
			 Records
Records document deductions from salary checks authorized by
			 employees. These records include lists with notation of authorized deductions
			 as well as actual deduction forms. This series may include but is not limited
			 to: deduction information on medical, dental, life, and disability insurance;
			 American Association of University Professors, GCIU, Fair Share, and Oregon
			 Public Employees/Fair Share dues; U.S. Savings Bonds; United Way and foundation
			 contributions; payments for library fines/lost books, parking permits, and
			 institutional credit union accounts; Veterans Affairs; ACH Listings; personal
			 use of state vehicles; and miscellaneous deductions. (
Retention
: 4
			 years after authorization expires or is superseded, destroy)
(3)
Employment Division Summary Reports
			 Records
document the number of the institutional employees and payroll
			 costs on a monthly basis and yearly basis. This series includes monthly reports
			 by employee category and annual fiscal year reports which summarize the monthly
			 data. (
Retention
:
(a) 10 years
			 for annual reports, destroy
(b) 3
			 years for monthly reports, destroy)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 475 - OREGON UNIVERSITY SYSTEM RECORDS › Section 166-475-0100 - Publications, Promotions and Alumni Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Alumni Records
Records
			 document the activities of an institution or department's alumni and may also
			 provide alumni offices with information on alumni. Records may be used to
			 create a network of support from alumni, primarily through organized alumni
			 groups; to track alumni; to monitor their achievements, activities, and
			 recognitions; to create statistics; to reply to information requests; and to
			 provide information on the accomplishments of previous students. This series
			 may include but is not limited to memberships lists with names, addresses,
			 employer names and addresses, and positions; minutes, by-laws and directories
			 of clubs in many Oregon communities and several major cities throughout the
			 United States; promotional materials concerning annual gatherings; homecoming
			 plans and programs; data cards and files for individual alumni; degree
			 recipient lists; outstanding alumni lists; student leader lists; class officer
			 lists; foreign student rosters; international alumni club records; and notes,
			 memoranda, and related correspondence concerning general alumni affairs.
			 (
Retention
: Permanent)
(2)
Alumni Association Board
			 Records
Records document the activities of the alumni association board
			 of directors. The board is responsible for promoting the interests and ideals
			 of the institution; stimulating and encouraging school pride in students,
			 graduates, and former students; and developing a sense of responsibility for
			 continued progress in educational programs for the institution. This series may
			 include but is not limited to agendas; minutes; reports; notes; working papers;
			 and related documentation and correspondence. (
Retention
:
(a) Permanent for agendas, minutes, reports,
			 and policy/historical correspondence
(b) 5 years for all other records,
			 destroy)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 475 - OREGON UNIVERSITY SYSTEM RECORDS › Section 166-475-0105 - Safety and Security Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Accident and Injuries Records
Records document claims made by institution employees to the SAIF (State
			 Accident Insurance Fund) Corporation for occupational injuries, accidents, or
			 illnesses; insurance coverage and related reimbursement issues; and safety
			 analysis and compliance inspections. This record series does not include
			 accidents or incidents which involve hazardous substance or radiation exposure.
			 This series may include but is not limited to report of accident forms; SAIF
			 Worker's and Employer's Report of Occupational Injury or Disease form
			 (463.801); Occupational Safety and Health Administration (OSHA) Form 300; OSHA
			 Form 101; incident logs; employer payroll reports; hearing transcripts; notices
			 of claim disposition; determination orders; opinions and orders; appeal
			 letters; claim adjustment documentation; medical reports; cost statements; and
			 related documentation and correspondence. (
Retention
: 6 years
			 after final disposition of claim, destroy)
(2)
Annual Vehicle Inspection
			 Records
Records document the safety of institutionally owned
			 automobiles, vans, trucks, and other motorized vehicles. This series includes
			 but is not limited to annual motor vehicle inspection reports and related
			 forms; documentation; and correspondence. (
Retention
: 2 years
			 after the vehicle is disposed of, destroy)
(3)
Asbestos Records
Records
			 document a building by building survey and plan to correct asbestos material
			 hazards. This series may include but is not limited to surveys; monitoring
			 tests and reports; data forms; building plans; correction checklists; removal
			 job records; and related documentation and correspondence.
			 (
Retention
:
(a) 30 years after
			 separation for records documenting persons contacting or removing asbestos,
			 destroy
(b) 40 years: all other
			 records, destroy)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 475 - OREGON UNIVERSITY SYSTEM RECORDS › Section 166-475-0110 - Student Records

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Academic Standing Reports
			 Records
document student academic standing, including academic
			 deficiency and the status changes of academically deficient students. Records
			 may include reports containing student names, grade point averages (GPAs),
			 grade point deficiencies, and numbers of previous suspensions and probations;
			 student petitions for re-evaluation; report of student progress toward academic
			 readmission/removal of probation status at other institutions; academic honors
			 and awards; and related documentation and correspondence.
			 (
Retention
: 3 years, destroy)
(2)
Admissions Reports Records
document summary information relating to student admission programs which may
			 be used for control, planning or review. Records may include but are not
			 limited to working papers; drafts; transitory reports; final reports; and
			 related documentation and reports. Typical report subject categories include
			 the number of new students, advanced placement, and Grade Point Averages
			 summaries. (
Retention
:
(a)
			 Permanent for final reports
(b) 5
			 years for all other records, destroy)
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 500 - OREGON ADMINISTRATIVE RULES FILING REQUIREMENTS › Section 166-500-0005

Current through Register Vol. 63, No. 7, July 1, 2024
The full text of the Attorney
					 General's Model Rules of Procedure is available from the office of the Attorney
					 General or the Archives Division.
Stat. Auth.: ORS
					 183.360
Stats. Implemented: ORS
					 183.335
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 500 - OREGON ADMINISTRATIVE RULES FILING REQUIREMENTS › Section 166-500-0010 - Definitions

Current through Register Vol. 63, No. 7, July 1, 2024
The following definitions apply to 166-500-0010  through
				166-500-0070.
(1)
Attachments
are documents that accompany a rule, such as maps,
			 seals, drawings, forms, graphs, tables, and charts. See OAR
			 166-500-0060.
(2)
Delegation
			 of Rulemaking Authority and Appointment of Rules Coordinator Form
is the
			 form agencies use to authorize and identify their agency rules coordinators and
			 all persons to whom the agency has delegated rulemaking authority. State
			 agencies that adopt administrative rules must complete this form identifying
			 their rules coordinators. This combined form must be filed with the
			 Publications Unit before a person named on the form may obtain filing access or
			 submit filings to the Publications Unit. Only one form will be in effect at a
			 time. Each subsequent submission replaces the previous form filed.
(3) Dates:
(a)
Agency Approved Date
for a
			 Permanent or Temporary Filing is the date an agency has approved or a
			 commission or board has adopted a rule version, and must be the same as or
			 prior to the filing date.
(b)
Deadline Day
is the last date and time at which the Publications
			 Unit will accept a filing for possible inclusion in the next monthly Oregon
			 Bulletin. See OAR 166-500-0070.
(c)
Effective Date
is the date the rule becomes legally effective and
			 enforceable. That date is either the date the rule is filed with the
			 Publications Unit or a later date that the agency specifies.
(d)
Filing Date
is the day a
			 filing is submitted to the Publications Unit via the Oregon Administrative
			 Rules Database (OARD).
(e)
Last Date for Public Comment
is the last date an agency will
			 accept comment on a proposed rule into the rulemaking record.
(f)
Through Date
is the last day
			 a temporary rule is effective.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 500 - OREGON ADMINISTRATIVE RULES FILING REQUIREMENTS › Section 166-500-0015

Current through Register Vol. 63, No. 7, July 1, 2024
Stat. Auth.: ORS
					 183.360
Stats. Implemented: ORS
					 177.130,
					 183.370, 192 &
					 357.885
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 500 - OREGON ADMINISTRATIVE RULES FILING REQUIREMENTS › Section 166-500-0020 - Oregon Administrative Rule (OAR) Filing Requirements

Current through Register Vol. 63, No. 7, July 1, 2024
(1) Agencies must use the Oregon
			 Administrative Rules Database (OARD) to submit Permanent and Temporary Filings
			 (ORS 183.355), Statutory Minor Correction Filings (ORS 183.335(7)) and Notices
			 of Proposed Rulemaking Filings (183.335(1) & (2)).
(2) Agencies must submit filings by deadline
			 day in order for the filing to be published in the next Oregon Bulletin. See
			 OAR 166-500-0070.
(3) In cases
			 when the online system is unavailable, agencies must contact the Publications
			 Unit for alternative filing options.
Statutory/Other Authority: ORS 183.360
Statutes/Other Implemented: ORS 183.335 &
				  183.360
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 500 - OREGON ADMINISTRATIVE RULES FILING REQUIREMENTS › Section 166-500-0030 - Notice of Proposed Rulemaking Filing Requirements

Current through Register Vol. 63, No. 7, July 1, 2024
(1) Notice of Proposed Rulemaking Filings, in
			 addition to the requirements outlined in ORS 183.335, must include the
			 following components:
(a) Filing
			 caption;
(b) Rule number and rule
			 title;
(c) Proposed rule text,
			 which shall be clean and free from strike-throughs, underlines, or other
			 formats showing tracked changes;
(d) Associated statutory authority and
			 statutes implemented;
(e) Rule
			 Summary, provided for each rule; and
(f) If applicable, PDFs of all rule
			 attachments containing items such as maps, seals, drawings, forms, graphs,
			 tables, and charts for each rule. See OAR 166-500-0060.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 500 - OREGON ADMINISTRATIVE RULES FILING REQUIREMENTS › Section 166-500-0040 - Permanent Filing Requirements

Current through Register Vol. 63, No. 7, July 1, 2024
(1) Permanent
			 Filings, in addition to the requirements outlined in ORS 183.355, must include
			 the following components:
(a) Agency Approved
			 Date;
(b) Effective Date;
(c) Filing caption;
(d) Rule number and rule title;
(e) Final rule text, which shall be clean and
			 free from strike-throughs, underlines, or other formats showing tracked
			 changes;
(f) Associated statutory
			 authority and statutes implemented;
(g) Rule Summary, provided for each rule;
			 and
(h) If applicable, PDFs of all
			 rule attachments containing items such as maps, seals, drawings, forms, graphs,
			 tables, and charts for each rule. See OAR 166-500-0060.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 500 - OREGON ADMINISTRATIVE RULES FILING REQUIREMENTS › Section 166-500-0047 - Statutory Minor Correction (SMC) Filing Requirements

Current through Register Vol. 63, No. 7, July 1, 2024
(1) Statutory Minor Corrections (SMC)
			 Filings, in addition to the requirements outlined in ORS 183.335(7) and OAR
			 166-500-0055, must include the following components:
(a) Filing caption;
(b) Rule number and rule title;
(c) Final rule text, which shall be clean and
			 free from strike-throughs, underlines, or other formats showing tracked
			 changes;
(d) Associated statutory
			 authority and statutes implemented;
(e) Rule Summary;
(f) If applicable, PDF of all rule
			 attachments containing items such as maps, seals, drawings, forms, graphs,
			 tables, and charts. See OAR 166-500-0060.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 500 - OREGON ADMINISTRATIVE RULES FILING REQUIREMENTS › Section 166-500-0050 - Temporary Filing Requirements

Current through Register Vol. 63, No. 7, July 1, 2024
(1) Temporary
			 Filing, in addition to the requirements outlined in ORS 183.335(5) and (6),
			 must include the following components:
(a)
			 Filing Caption;
(b) Agency Approved
			 Date;
(c) Effective Date, and
			 Through Date not to exceed 180 days;
(d) Rule number and rule title;
(e) Final rule text, which shall be clean and
			 free from strike-throughs, underlines, or other formats showing tracked
			 changes;
(f) Associated statutory
			 authority and statutes implemented;
(g) Rule Summary, provided for each rule;
			 and
(h) If applicable, PDFs of all
			 rule attachments containing items such as maps, seals, drawings, forms, graphs,
			 tables, and charts for each rule. See OAR 166-500-0060.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 500 - OREGON ADMINISTRATIVE RULES FILING REQUIREMENTS › Section 166-500-0055 - OAR Formatting Requirements

Current through Register Vol. 63, No. 7, July 1, 2024
The Publications Unit will return rules that do not comply with
				the following requirements to the agency for correction. Rule text must be
				formatted as follows:
(1) Rule
			 numbers must be in the XXX-XXX-XXXX format.
(2) Rule text shall be clean and free from
			 strike-throughs, underlines, and other formats showing tracked
			 changes.
(3) Outlining and internal
			 numbering: All internal outlining within the rule text must be in the format of
			 (1), (a), (A), (i), (I). A rule may not have a section (1) unless there is a
			 section (2), or a paragraph (a) unless there is a paragraph (b), etc.
(a) There must be one space between the
			 outlining number or letter and the start of the first word.
(b) A rule may have an introductory paragraph
			 that is not outlined.
(c) A Rule
			 with only one paragraph must have no outlining.
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 500 - OREGON ADMINISTRATIVE RULES FILING REQUIREMENTS › Section 166-500-0060 - Attachments to Rule

Current through Register Vol. 63, No. 7, July 1, 2024
Attachments for Notice of Proposed Rulemaking, Permanent,
				Statutory Minor Correction and Temporary Filings, must meet the following
				guidelines:
(1) Attachments include
			 items such as maps, seals, drawings, forms, graphs, tables, and charts.
			 Agencies shall attach a PDF file that includes all the associated documents not
			 included in the rule text.
(2) All
			 attachments must be contained in one PDF per rule.
(3) To keep an attachment within a rule, the
			 agency must attach a PDF each time that rule is submitted with a filing. If a
			 PDF is not attached, the item will not continue to be part of the rule and will
			 not be posted online.
(4) The File
			 name must be the rule number. For example: 166-500-0060.pdf.
(5) The agency must upload the PDF file to
			 OARD at the time of filing. Attachments will not be added, removed or altered
			 without a filing.
Statutory/Other Authority: ORS 183.360
Statutes/Other Implemented: ORS 183.360 & ORS
				  183.355
Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 500 - OREGON ADMINISTRATIVE RULES FILING REQUIREMENTS › Section 166-500-0070 - Deadline Day and the Oregon Bulletin Schedule

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Deadline day
is the last day to submit filings through OARD, for
			 possible inclusion in the Oregon Bulletin.
(2) To be included in the upcoming month's
			 Bulletin, all filings must:
(a) Be submitted
			 by 11:59 p.m. on the last day of the current month;
(b) Be reviewed and published by the
			 Publications Unit; and
(c) Comply
			 with filing requirements outlined in OAR 166-500 and ORS Chapter 183.
Oregon Administrative Rules › Chapter 167 - SECRETARY OF STATE, BUSINESS SERVICES DIVISION › Division 1 - PROCEDURAL RULES › Section 167-001-0005 - Model Rules of Procedure

Current through Register Vol. 63, No. 7, July 1, 2024
Pursuant to ORS
				183.341, the Secretary of State
				adopts for use by its Business Services Division the Attorney General's Model
				Rules of Procedure as amended and effective on January 1,
				2010.
The full text of the Attorney General's Model Rules of
				  Procedure is available from the Attorney General or Business Services
				  Division.
Stat. Auth.: ORS 183
Stats. Implemented: ORS
				  183
Oregon Administrative Rules › Chapter 167 - SECRETARY OF STATE, BUSINESS SERVICES DIVISION › Division 1 - PROCEDURAL RULES › Section 167-001-0007 - Application of Rules

Current through Register Vol. 63, No. 7, July 1, 2024
These OAR chapter 167, division 001 rules apply to public
				contracts of the Secretary of State first advertised, but if not advertised
				then entered into, on or after January 1, 2010.
Stat. Auth.: ORS
				  279A.065 &
				  279A.070
Stats. Implemented: ORS
				  279A.020,
				  279A.030 &
				  279A.065
Oregon Administrative Rules › Chapter 167 - SECRETARY OF STATE, BUSINESS SERVICES DIVISION › Division 1 - PROCEDURAL RULES › Section 167-001-0010 - Notice of Proposed Rulemaking

Current through Register Vol. 63, No. 7, July 1, 2024
Prior to the adoption, amendment or repeal of any permanent
				rule, the Secretary of State, Business Services Division, shall give notice of
				the intended action:
(1) In the
			 Secretary of State's Bulletin referred to in ORS
			 183.360(3) at
			 least 21 days prior to the effective date of the intended action.
(2) By mailing a copy of the notice to
			 persons on the Secretary of State's Business Services Division mailing list
			 established pursuant to ORS
			 183.335(8) at
			 least 28 days before the effective date of the rule; and
(3) By mailing or furnishing a copy of the
			 notice to:
(a) The Capitol Press
			 Room;
(b) Associated Press;
			 and
(c) Attorney General.
Oregon Administrative Rules › Chapter 167 - SECRETARY OF STATE, BUSINESS SERVICES DIVISION › Division 1 - PROCEDURAL RULES › Section 167-001-0020 - Purpose

Current through Register Vol. 63, No. 7, July 1, 2024
The Divisions of the Oregon Secretary of State (Secretary)
				occasionally require the services of an outside party to accomplish all or part
				of a project. The Secretary intends that the Attorney General's Model Public
				Contracting Rules, Chapter 137, will govern all Secretary of State public
				contracting. It is the intent of the Secretary that these Model Rules will be
				accepted by default in accordance with the provisions of ORS
				279A.065(4).
				These rules supplement and do not replace the Attorney General's Model Public
				Contract Rules.
Stat. Auth.: ORS
				  279A.065
Stats. Implemented: ORS
				  279A.065
Oregon Administrative Rules › Chapter 167 - SECRETARY OF STATE, BUSINESS SERVICES DIVISION › Division 1 - PROCEDURAL RULES › Section 167-001-0030 - Basic Policy

Current through Register Vol. 63, No. 7, July 1, 2024
The Secretary will contract for services when the specialized
				skills, knowledge or resources are not available within the Secretary of
				State's office; when the work cannot be done in a reasonable time with the
				Secretary's own work force; when it will be less expensive to contract for the
				work; or when an independent and impartial evaluation of a situation by
				recognized professionals is required. Contracts will be granted only after
				approval of the Secretary or his/her designee.
Stat. Auth.: ORS
				  279A.065 &
				  279A.070
Stats. Implemented: ORS
				  279A.015