Perkins original promissory notes and repayment schedules. Records documenting the obligation of the borrower to repay the loan. This series includes promissory notes and repayment schedules. Temporary Record. Retain until the loan is satisfied or the documents are passed to another entity to enforce payment. 7.02 IV Program Files - Federal Family Education Loan Program (FFEL) and Direct Loans. Records documenting such programs under Title IV including but not limited to the Federal Family Education Loan Program and the Federal Direct Loan Program. Records related to the borrower’s eligibility and participation in FFEL and the Federal Direct Loan Program. Records documenting the application and approval or denial of loan funds through FFEL or the Federal Direct Loan Program. Temporary Record. Retain 1 year after audit after the end of the award year in which the student last attended. FFEL and the Federal Direct Loan Program Administrative Files and Supporting Documentation. Records documenting the administration of FFEL and the Federal Direct Loan Program. This series includes but is not limited to such records as reports. Temporary Record. Retain 1 year after audit after the end of the award year in which the report was submitted. 7.03 U.S. G.I. and Dependent’s Educational Benefits Files. Records documenting the educational training of students entitled to V.A. benefits. Temporary Record. Retain 1 year after termination of enrollment. 7.04 Veteran’s Vocational Rehabilitation Files. Records documenting the eligibility of veterans to participate in the Veteran’s Vocational Rehabilitation Program. Temporary Record. Retain 1 year afer audit after termination of enrollment. STATE FINANCIAL AID FUNDING No. Records Title Disposition 7.05 State Waiver Scholarship Files. Records documenting tuition Temporary Record.
waivers awarded to college students for such accomplishments as leadership, academics, and the performing arts. Retain 5 years after the end of the award year. 7.06 Alabama G.I. and Dependent’s Educational Benefits Records. Records documenting the eligibility of and awarding of funds to students who are dependents of a service-related disabled veteran, deceased veteran, or the disabled veteran himself/herself. Temporary Record. Retain 8 years from date of certification of eligibility. 7.07 Alabama National Guard Education Assistance Program (ANGEAP) Records. Records documenting the eligibility and educational costs of ANGEAP applicants. Temporary Record. Retain 5 years after date of certification on application. 7.08 Police Officers and Firefighters Survivors Program Files. Records documenting the eligibility and education costs of students who receive assistance through the Police Officers and Firefighters Survivors Educational Assistance Program. Temporary Record. Retain 5 years after date of certification on an institutional invoice. 7.09 Alabama Scholarships for Dependents of Blind Parents Files. Records documenting the eligibility of recipients participating in or applying for assistance through the program as well as program costs and billing information. Temporary Record. Retain 5 years after student’s last day of attendance. 7.10 Alabama Student Assistance Program Files. Records documenting an institution’s application for these funds, the awarding of eligible students, the receipts of funds, and in some cases, the return of funds. Temporary Record. Retain 5 years after student’s last day of attendance. PRIVATE FINANCIAL AID FUNDING No. Records Title Disposition 7.11 Scholarship Award Files. Records documenting the awarding of scholarships to prospective students. This series includes but is not limited to correspondence, applications, recommendations, grade listings, statements of need, accounting records, and approvals or disapprovals. Temporary Record. Retain 3 after the end of the award year. FINANCIAL AID FUNDING – OTHER SOURCES No. Records Title Disposition 7.12 Endowment Scholarship Files. Records documenting the
GRANT NARRATIVE REPORTS. Records documenting the attainment of project goals and objectives and completion of activities as detailed in the funded grant application. PERMANENT RECORD. Grant Administrative Files. Records documenting routine activities and compliance with program requirements. Records include, but are not limited to, applications, correspondence, financial records, and other supporting documentation. Temporary Record. Retain 1 year after audit after submission of final expenditure report, or if renewed quarterly or annually, retain 1 year after audit from the date of submission of the quarterly or annual financial report. 7.17 Resource Development Grant Files from Other Federal, State, Local, or Private Entities. GRANT NARRATIVE REPORTS. Records documenting the attainment of project goals and objectives and completion of activities as detailed in the funded grant application. PERMANENT RECORD. Grant Administrative Files. Records documenting routine activities and compliance with program requirements. Records include, but are not limited to, applications, correspondence, financial records, and other supporting documentation. Temporary Record. Retain 5 years after submission of final expenditure report, or if renewed quarterly or annually, retain 5 years from the date of submission of the quarterly or annual financial report; or until the fulfillment of applicable regulations, whichever is longer. Administering Internal Operations - Managing the Agency No. Records Title Disposition
maintenance. INSTITUTIONAL MANAGEMENT PLANS (IMP). Records documenting the yearly objectives and planning goals to be accomplished within each program area of the college, compiled into one document for each institution within the Alabama College System. The Department of Postsecondary Education requires the annual submission of this report. PERMANENT RECORD. FACILITIES MANAGEMENT PLANS. Records documenting planning goals for the physical renovation or expansion of facilities. The Alabama Commission on Higher Education requires the submission of this plan from institutions within the Alabama College System. PERMANENT RECORD. PLANNING ASSESSMENT REPORTS. Records documenting the achievement of projected goals for each institution, often on an annual basis. PERMANENT RECORD. 8.07 FUND-RAISING FOUNDATION ENABLING DOCUMENTATION. Records documenting the creation of a foundation for fund-raising activities for the college. This series may include, but is not limited to, articles of incorporation, and annual financial reports. PERMANENT RECORD. 8.08 Routine Correspondence. Records documenting the operations of the office or any correspondence not associated with any specific project or other records series. Temporary Record. Retain 1 year audit. 8.09 Mailing Lists. Records documenting standard lists of names and addresses used for mailing. Temporary Record. Retain for useful life or superseded. 8.10 Telephone and Fax Machine Contact Logs. Records documenting telephone and fax machine contacts and related data. Temporary Record. Retain for useful life. 8.11 Calendars. Records documenting the use of scheduling devices by agency personnel. One example is a desk calendar. Temporary Record. Retain for useful life. 8.12 Routine Logs. Records documenting the signing in and signing out of individuals to a particular location or the checking in and out of equipment or other such items. This series includes daily Temporary Record. Retain 1 year after final entry into the
Rights and Privacy Act. This series specifically relates to transition plans and self-evaluation records. fiscal year in which the record was created. 8.26 TITLE VI CONSENT DECREE RECORDS. Records documenting all activities required by the consent decree. PERMANENT RECORD. 8.27 WEBSITE. Records documenting informational and promotional material on the internet on institutions within the Alabama College System. This record series refers to web sites maintained by the individual institution, not that of the Department of Postsecondary Education. PERMANENT RECORD. Create a “snap shot” of complete website annually or as often as significant changes are made to the site. 8.28 System Documentation (hardware/software manuals and diskettes, warranties, Y2K records). Temporary Record. Retain documentation of former system 1 year after audit after the end of the fiscal year in which the former hardware and software no longer exists anywhere in the agency and all permanent records have been migrated to a new system. 8.29 Records documenting the implementation of the Alabama College System’s approved RDA. Records documenting the implementation of the Alabama College System RDA. Such records may include, but are not limited to, evidence of records destroyed and any reports providing a summary of the agency’s records management activities. Temporary Record. Retain 1 year after audit. 8.30 Copy of Approved RDA. Records documenting legal guidelines for the disposition of the college’s records. Each college should maintain a signed copy of the RDA. Temporary Record. Retain 1 year after audit after the end of the fiscal year in which the RDA was superseded.
Accession/Deaccession Records, 21 Accident Records, 24 Accounting Records, 38 ACCREDITATION REPORTS OR ASSESSMENT REPORTS), 32 ADMINISTRATIVE CORRESPONDENCE, 32 Administrative Reference 34 Agenda and Minutes, 33 Alabama G.I. and Dependent’s Educational Benefits Records, 29 Alabama National Guard Education Assistance Program (ANGEAP) Records, 29 Alabama Scholarships for Dependents of Blind Parents Files, 29 Alabama Student Assistance Program Files, 29 Application Files, 39 Athlete Injury Insurance Claim Files, 25 Athletic Compliance Records, 25 Audit Reports, 39 Bid Files, 38 Budgeting Records, 37 BUILDING PLANS AND SPECIFICATIONS, 44 BULLETINS (COLLEGE CATALOGS), 19 Calendars, 34 Cataloging Data and Card Files, 22 Certification Records, 41 CHANGE OF GRADE FORMS, 26 Circulation and Attendance Reports and Statistics, 22 Circulation Files, 22 Case Files, 36 Compliance Records, 36 Continuing Education Records, 27 Contracts, Leases, and Agreements, 39 Copy of Approved RDA, 37 Course/Teacher Evaluations, 21 Credit Evaluation Records, 25 Disabled Student Files (Americans with Disabilities Act Files)., 23 Employee “Cafeteria Plan” (Flexible Benefits) Records, 42 Endowment Scholarship Files, 30 Enrollment Summaries, 35 Enrollment Verifications, 26 Equal Employment Opportunity Commission (EEOC) Records, 43 Examination Materials, 26 Facility/Building Inspection Files and Reports, 45 Facility/Building Maintenance Work Orders, 45 Facility/Building Security Records, 45 FACT BOOKS, 35 Faculty Tenure and Promotion Files, 40 Fidelity Bonds, 41 FUND-RAISING FOUNDATION ENABLING DOCUMENTATION, 33 Graduation Evaluation File, 26 Hazardous Materials Records, 45 Incident/Offense Case Files, 24 Institutional Reports, 35 Integrated Postsecondary Education System Reports 35 Interlibrary Loan Records, 22 Inventory Records, 43 Investment Records, 38 Job Recruitment Materials, 39 Leave Records, 42 Mailing Lists, 34 Motor Pool Vehicle Use Records, 45 Other Financial Aid Funding Files, 30 Parking Records, 24 Payroll Records, 41 Periodic Activity Reports, 35 Personnel Files, 40 Planning Files, 33 Police Officers and Firefighters Survivors Program 29 POLICIES AND PROCEDURES (PROCEDURAL MANUALS OR DIRECTORIES)., 32 Position Classification Files, 39 Presentation Materials, 35 Property Insurance / Risk Management Records, 44