By signing below, the agency acknowledges receipt of the retention periods and requirements established by the records disposition authority. _____________________________________________ _________________ University President Date Abandoned Vehicle Stickers, 28 Abstracts of Research Publications, 29 Academic Counseling Records, 21 Academic Program Files, 17 Academic Scholarship Awards Records, 21 Accident Logs, 26 Accounting Records, 34 ACCREDITATION RECORDS, 30 Administrative Reference Files/Working Papers/Preliminary Reports and Data/Informal Surveys, 31 Affirmative Action Position Applicant Files, 37 Affirmative Employment Opportunity Case Files, 37 Alabama Criminal Justice Information System Printouts, 27 Alabama G.I. and Dependent's Educational Benefits Records, 21 Alabama National Guard Educational Assistance Program (ANGEAP) Records, 22 Alabama Uniform Traffic Accident Reports (AUTAR), 26 Alcohol Breath-testing Instrument Inspection Sheets, 28 Alcohol Influence Reports, 25 ANNUAL REPORTS, 30 Application Materials, 38 Athletic Injury Records, 24 Athletic Scholarship Award Records, 21 ATHLETICS CASE FILES/INFRACTIONS FILES, 24 Authorization/Allocation Letters, 37 BOARD OF TRUSTEES RECORDS, 29 Bomb Threat Records, 27 Bond Documents, 34 Budget Records, 33 Building Plans and Drawings, 40 Campus Parking Tickets, 25 Capital Improvements Contract Records, 40 Cash Register Receipt Detail Tapes, 33 Changes of Course (Drop/add), 20 Circulation Records, 18 Class Gift Records, 12, 32 College/Department Student Academic Files and Grade and Course Credit Records, 19 Comprehensive Examination Records, 20 Confiscated/Abandoned/Stored Vehicle Records, 27 Consent to Search Forms, 28 Continuing Education Program Files, 20 Contractual records established for the purpose of services or personal property, 34 Copy of RDA, 32 COURSE AND CURRICULUM RECORDS, 17 Course/Teacher Evaluations, 19 Cross Reference Records, 28 Daily Accident and Activity Logs and Reports, 27 Daily Assist Tickets, 26 Daily/Monthly Assignment Rosters, 27
Disabled Student Files (Americans with Disabilities Act Files), 23 Dispatch Records, 28 Distance Education Student Record Protection Plans, 32 Documentation of Attendance, 18 Documentation of Grades (Instructor’s Copy), 18 Donation Files, 37 Donor (and prospective donor) information records, 33 Driving and Criminal History Communication Logs, 27 Drug Dispensing Records, 24 Drug Test Results, 25 Employee Administrative Hearing 40 Employee Benefits Plan Files (applications and correspondence), 40 Employee Records, 39 Equal Employment Opportunity Commission (EEOC) and Racial/Ethnic Records, 37 External and Internal Audit Records, 34 Facility Maintenance and Upkeep Records, 40 Federal Student Loan Files, 22 Federal Work Study (FWS) and Supplemental Educational Opportunity Grants (SEOG) Records, 22 Felony Awareness Patrol Reports, 26 FINAL GRADES, 19 Fiscal Operations Reports, 36 Activity Reports., 41 Fraternities, Sororities, Greek Council, and Student Organizations/Government Files, 23 Game Films, 24 GRADE STATISTICS, 19 Graduation Applications, 21 Graduation Authorizations, 20 GRADUATION 20 Records-Externally Funded, 35 Grant Records-Internally Funded, 35 Identification Records, 41 INDIVIDUAL STUDENT ACADEMIC RECORDS, 20 Information Systems Documentation, 32 Injury Surveillance Forms, 25 Institutional Loan Records, 22 Institutional Scholarship Records, 22 Loan (ILL) Records, 18 Internship Records, 18 Investigation 28 Job Recruitment Materials, 37 Lesson 17 Letters of Intent, 24 LIBRARY/ARCHIVES RECORDS, 18 Mailing Lists, 32 Master Copy of 18 Minutes and Recordings of Meetings (Not including of Trustees and Standing and Ad Hoc Committees)., 30 Motorist Assistance Records, 27 Notices of Claim and Requests for Separation, 38 OFFICIAL LISTS, 25 Requests for Wrecker, 28 Patient Records, 23 Payroll Deduction Authorizations, 39 Payroll Deduction Records, 39 Payroll Records, 39 Pell Records, 22 Periodic Activity Reports, 40 PERMANENT FINANCIAL DOCUMENTATION, 33 Personal Data of Credit Cardholders (name, card number, expiration date, etc.), 33 Personnel Files for Department/Unit, 39 Personnel Master - Employee Work History, 39 POLICIES AND FACULTY HANDBOOKS, 30 Position Classification Job Description Records, 38 PRESIDENT’S/CHANCELLOR’S/VICE PRESIDENT’S/ ATHLETIC DIRECTOR’S FILES, 30 Property Inventory Records, 40
PUBLICATIONS AND PUBLICITY MATERIALS, 31 Radar Logs, 27 Radio Equipment Requisitions and Letters of Insurance Coverage, 24 Station Files and Logs, 23 Real Property Leasing/Rental Records, 40 Receipts of Responsibility for Property, 40 RECORD OF GIFTS AND BEQUESTS TO THE UNIVERSITY, 12, 33 Recordings of Meetings of Board of Trustees and Standing and Ad Hoc Committees., 30 Recordings of Police Communications and Actions, 27 Recordings of University Radio/Television Broadcasts, 23 Records documenting legal cases, 31 Records documenting the bid process (including requests for proposals and unsuccessful responses), 34 Records documenting the implementation of the university’s approved RDA, 32 Records of Driving Violations, 25 Records of Fatalities, Stolen Vehicles, and Wanted Persons, 26 Records of Non-Academic Committees, 32 Records of Non-Traffic Arrests and Tickets and Failure to Appear in Court, 25 Records of Other Committees, 30 Records of Research Presentations, 29 Records of Supplemental Learning Centers, 18 RECORDS OF UNIVERSITY- WIDE STANDING COMMITTEES, 30 RECRUITMENT MATERIALS AND RECORDS, 16 RECRUITMENT MATERIALS AND RECORDS. 1.01, 16 Requests for Disclosure/Non-disclosure of Personally Identifiable Information, 17 Requisition and Purchase Records, 34 Research Agreements, 29 RESEARCH POLICIES, 29 RESEARCH PROJECT RECORDS, 29 Routine Correspondence (includes requests for information), 32 Sabbatical 29 SEARCH COMMITTEE FILES, 38 Social Security Payment Files, 36 Social Security Reports and Deposits, 36 Student Admission 16 Student Advisor Records, 21 Student Disciplinary Files, 17 STUDENT HANDBOOKS, 17 Student Housing Records (Dorm Records), 22 STUDENT PUBLICATIONS, 23 Student Services Program Files, 21 Team Scouting Reports, 25 Telephone Logs/Calendars, 31 Trademarks Licensing Records and Samples, 31 Traffic Homicide Records, 26 Training and Professional Development Records, 40 Transfer Equivalents (Articulation), 20 Travel Records., 34 U.S. G.I. and Dependents' Educational Benefit Records, 22 Unemployment Compensation Benefit Files and Reports., 36 Uniform Arrest Reports, 26 Uniform Incident/Offense Reports, Supplements, and Logs, 26 Uniform Traffic Ticket and Complaint (UTTC) Records, 25 Uniform Traffic Ticket and Complaint (UTTC) Transmittal Forms and Receipt Books, 26 University Grievance Files, 31 University Recreation Membership Applications/Release Forms, 24 University Tax Records, 33 University/Student Newspaper and Magazine Files, 23 Unpaid Accounts Receivable, 36
Use of Force Reports, 27 Vehicle Door Damage Waivers, 27 Vehicle Records, 41 Vehicle Tag Records, 41 Violation Tally Reports and Summaries, 26 Visitor/Service Personnel Log-In Sheets, 41 W-2 Listings., 37 Weapons Registration Forms (ATF 5 and ATF 10) and Weapon Retirement Forms, 41 WEBSITE AND SOCIAL MEDIA SITE(S), 31 Work-Study/Student Worker Records, 39 Wrecker and Wrecker Driver Information Sheets, 28 Wrecker Logs, 28