Audits, External GS-ACC-05-2018 Report of state or independent auditor (external) and related records 4 years Archival Review FIN7010 BGSU Foundation Files GS-ACC-06-2018 Reports and records sent to and from BGSU Foundation ACT + 7 years Destroy FIN3000/ Rule Bids, Accepted GS-ACC-07-2018 For purchases ACT + 8 Destroy FIN8010 Bids, Rejected GS-ACC-08-2018 For purchases 3 years Destroy FIN8000 Budget GS-ACC-09-2018 Budget reports and planning files. Includes supporting documentation and working papers ACT + 1 year Destroy FIN2000 Deposits and Banking GS-ACC-10-2018 Deposits and banking records 4 years Destroy FIN1000 Endowment Funds, Annual Reports GS-ACC-11-2018 Annual report of funds received and expended by endowment accounts. May be in form of report to donors ACT + 7 years Archival Review FIN3000/ rules Endowment Funds, Periodic Reports GS-ACC-12-2018 Periodic reports of funds collected or expended by endowment accounts ACT + 7 years Destroy FIN3000/ local rules Events GS-ACC-13-2018 Chronological files of negotiating fees, travel arrangements, and correspondence for visiting speakers and events 4 years Destroy ACC1000 Financial Reports, Annual GS-ACC-14-2018 Annual financial/budget reports at the university, college, department/unit/area level 4 years University Archives FIN7000
RECORD SERIES SCHEDULE NUMBER SERIES DESCRIPTION MINIMUM RETENTION DISPOSITION IUC REFERENCE Accreditation GS-ADM-01-2018 Accreditation reports, working papers, and site visit records for accrediting bodies. May include documents and correspondence submitted to and received from accrediting agency 10 years Archive final or major reports, destroy supporting documentation unless necessary for continued administrative or historical purposes ADM3020 Alumni Records GS-ADM-02-2018 Directory and other information related to alumni (individuals and groups) 3 years Destroy, unless necessary for continued administrative or historical purposes ADM9910 Attendance/Participation Rosters GS-ADM-03-2018 Attendance and participation records kept as needed for administrative purposes 1 year Destroy ADM9900 Audits, Internal GS-ADM-04-2018 Report of internal audit and related records 4 years Destroy ADM3010
Awards GS-ADM-05-2018 Includes awards given to faculty, staff, students, and external community members for service, performance, fellowships, and endowed positions. Records include lists of nominations, publications, correspondence, and announcements of awards. For financial awards/scholarships given to students, see "Education Records - Awards and Scholarships" 3 years For University- and college-level awards, transfer lists of awardees and general information about award and selection criteria to University Archives For remaining documentation and awards, destroy unless necessary for continued administrative or historical purposes ADM9910 Blank Forms GS-ADM-06-2018 Outdated or superseded forms, stationary, letterhead, etc. Until superseded Destroy ADM9905
Compliance Files GS-ADM-12-2018 General compliance files. May include workshop materials, required employee training attendance records, training certificates, compliance reports, data, etc. 10 years Send University Archives final or major reports, destroy supporting documentation unless necessary for continued administrative or historical purposes ADM3020 Compliance Findings GS-ADM-13-2018 Records by investigator of problems found, solutions, and disciplinary actions 10 years Destroy ADM3020 Correspondence - Routine and Transient GS-ADM-14-2018 Correspondence, or electronic (including e-mail), routine or transient in nature, that is of limited, short-term value, e.g. appointment setting, inquiries about holdings or programs, etc. Until Superseded Destroy ADM9905
Emeriti Files GS-ADM-21-2018 Correspondence with emeriti faculty, recommendations and policy re: emeriti faculty by the University ACT + 3 years Destroy ADM9920 Environmental Monitoring Records GS-ADM-22-2018 5 Destroy ENV1000 Equipment Maintenance, Service And Inventory Records, including motor vehicles GS-ADM-23-2018 Equipment service and inventory records showing maintenance and repair histories and final disposition. Equipment general operating information, specifications, correspondence, worksheets, warranty information, manuals ACT + 6 years Destroy ACC2000/ADM2020 Events/Special Project Files GS-ADM-24-2018 Community and campus events, special projects, lectures, and exhibits. Includes meeting minutes, finance and planning records, agenda, and miscellaneous information 3 years Archive final or major reports, destroy supporting documentation unless necessary for continued administrative or historical purposes ADM9910
Grants and Sponsored Research Files – Unfunded GS-ADM-27-2018 Files related to unfunded grant proposals. 3 years Destroy ADM9910 Handbooks GS-ADM-28-2018 Includes Student, Academic Unit, Faculty, and Staff handbooks ACT + 10 years University Archives ADM3000 Incident Reports GS-ADM-29-2018 Incident reports of an injury, accident, theft, or other similar problem. Records related to injuries or accidents sustained by BGSU employees are found under “Health/Safety/Accidents/Injuries” in the Personnel record group ACT + 6 years Destroy, if no legal action pending. If it is, obtain advice from general counsel regarding retention LEG4000 Lists/indexes/summaries GS-ADM-30-2018 Used for internal administrative convenience or information Until no longer of administrative value Destroy REF0000 Mailing lists / contact database GS-ADM-31-2018 ACT + 3 Destroy ADM9920 Organization Charts GS-ADM-32-2018 Charts depicting reporting lines in colleges/departments/offices ACT + 10 University Archives ADM3000
Planning/Forecasting GS-ADM-33-2018 Records related to planning/ forecasting for internal purposes. Includes five- and strategic plans, enrollment reports, program reviews, long range planning, minutes/correspondence, surveys, assessment, data, etc. ACT + 1 year University Archives ADM1020 Policies, Procedures, and Rules GS-ADM-34-2018 Policy manuals, procedures, rules, faculty and student handbooks, documentation of rulings and decisions ACT + 10 years University Archives ADM3000 Program participation files (non-academic, ongoing) GS-ADM-35-2018 Files that include registration forms/waivers, discipline forms, photo release form, medication authorization forms, and incident/accident reports. See also program participation files (one-time) ACT + 6 years Destroy LEG4000 Program participation files (non-academic, one-time) GS-ADM-36-2018 Registration and waiver forms for participants in infrequent or one-time events, etc. See also program participation files (ongoing) 3 years Destroy LEG9900
Programming and Planning records GS-ADM-37-2018 Records related to program development, planning, promotion, assessment and evaluation, recommendations, review and administration. May include white papers, reports, meeting minutes/agendas, correspondence, and other records 3 Archive or major reports, destroy supporting documentation unless necessary for continued administrative or historical purposes ADM9910 Reorganization Files GS-ADM-38-2018 Records relating to significant college or division reorganization ACT + 10 years Archive final or major reports, destroy supporting documentation unless necessary for continued administrative or historical purposes ADM3000 Reports -- Annual or Major GS-ADM-39-2018 Annual and occasional reports produced by the college, department, or unit, that cover significant achievements, goals, etc. 3 University Archives ADM9910
Awards and Scholarships GS-EDU-13-2018 Financial awards given students for educational, research, or other accomplishments. Records include lists of nominations, publications, correspondence, and announcements of awards. For awards, see "Administration - Awards" record group ACT + 6 years Archive lists of awardees and general information about award and selection criteria, destroy supporting documentation unless necessary for continued administrative or historical purposes EDU2000 Class Rosters GS-EDU-14-2018 Contains names of students for each course, issued by Registrar ACT + 3 years Destroy EDU1015 Co-ops, Field Experience, and Internships GS-EDU-15-2018 Records related to student participation in co-ops, experience placements, and internships. May include reports, learning objectives, documentation of hours worked, evaluations, and forms IND for records that verify student experience for ACT + 3 years for all other records Retain indefinitely the records needed to verify certification/ licensure in local office. Destroy all others EDU1000/ EDU1015
Course Work, Student GS-EDU-20-2018 Student tests, examinations, quizzes, papers, projects, etc. leading to a grade and to a posting on the official student record of the registrar. Student work is not considered an official university record, and the retention period advised is an unofficial recommendation Active + 2 terms Instructional materials typically belong to the faculty member. If the department holds additional records, contact University Archives for further review EDU1011 Curriculum Development Documentation GS-EDU-21-2018 Documentation and correspondence relating to programs offered by the college, including information on curricula and equipment, recommendations and external evaluations, and information on similar programs in other institutions ACT + 6 years IND Archive documentation related to final program or curriculum changes. Destroy supporting documentation unless necessary for continued administrative or historical purposes EDU3000/ EDU2000
Degree Information GS-EDU-22-2018 Information and records related to the requirements for a degree program ACT + 10 years University Archives ADM3000 E-Learning Course Records – not used for grading GS-EDU-23-2018 Transient Destroy ADM9906 E-Learning Course Records – used for grading GS-EDU-24-2018 Exams, assessments, chats, discussions, blog postings, etc. ACT + 2 terms Destroy EDU1011 Faculty Workload Reports GS-EDU-25-2018 Faculty Workload Reports, recording course load, teaching/admin hours/week, research activities, etc. 5 years Destroy PER6000 Financial Aid GS-EDU-26-2018 General records related to the administration of financial aid and financial aid policies. For individual students' financial aid files, See "Financial Aid Files" record groups ACT + 10 Destroy ADM3000 Financial Aid Files - Government Loans GS-EDU-27-2018 Individual student files related to application, verification, deferrals, and disbursement of loans, from the US Department of Education ACT + 3 years Destroy EDU2100 Financial Aid Files - Private Loans GS-EDU-28-2018 Individual student files related to application, verification, deferrals, and disbursement of loans ACT + 6 years Destroy EDU2000
Financial Aid Files - Scholarships and Grants GS-EDU-29-2018 Individual student files related to application, verification, and disbursement of scholarships and grants ACT + 6 years Destroy EDU2000 Grade Changes GS-EDU-30-2018 recording appeals and/or changes of grade. Record Copy held by University Registrar IND Destroy local copies after ensuring permanent records are captured by Registrar’s Office EDU1000 Grades GS-EDU-31-2018 Copies of grades from courses offered by the department taken by students. Record Copy of grades/transcripts maintained permanently by University Registrar IND Destroy local copies after ensuring permanent records are captured by Registrar’s Office EDU1000 Graduation Lists GS-EDU-32-2018 Lists of students approved for graduation, sent from colleges or departments to the Registrar’s Office. Record Copy of final (official) transcripts held by Registrar’s Office IND Destroy local copies after ensuring permanent records are captured by Registrar’s Office EDU1000
Statistics and Research Data GS-EDU-37-2018 Statistics and research data on enrollment, graduation, and other institutional/college/ department statistics. May include employment statistics. Also includes raw research data materials, data analysis, and reports ACT + 6 years Archive final or major reports, destroy supporting documentation unless necessary for continued administrative or historical purposes EDU3000 graduation
Student Disciplinary Records GS-EDU-40-2018 Student case files for academic and behavioral issues. Documentation may cover cases related to suspension, dismissal, or probation from an academic program IND for those students permanently dismissed, ACT + 6 years for all others Retain indefinitely in office for those permanently dismissed, Destroy for all other outcomes LEG4000/ EDU1000 Student Files - Housing GS-EDU-41-2018 Includes copies of parent/student correspondence, receipts, and payments ACT + 1 year Destroy EDU1010 Student Recruitment GS-EDU-42-2018 High school recruiting, freshman letters (confirmed and offered), department head freshmen letters, school visits, testing information. See also "Applicants" record groups ACT + 1 year Destroy EDU1010 Student Services - Appointment records GS-EDU-43-2018 Record of appointments for student services such as tutoring ACT + 1 year Destroy EDU1010 Student Services – Case Files (e.g. student legal services, student support services, counseling center, etc.) GS-EDU-44-2018 Case files for individual students receiving services from various campus offices ACT + 6 years Destroy EDU1010/ Local Rule
Student Services - Tutoring/Coaching/ Learning Specialist reports GS-EDU-45-2018 Reports to or from tutors/coaches/specialists on student progress ACT + 1 year Destroy EDU1010 Student Services - Tutoring/Coaching/ Learning Specialist Student Files GS-EDU-46-2018 Includes schedule, communications, academic goals, skill evaluations, learning style inventories, documented disability reports, testing reports, document release forms, tutor session feedback forms, meeting log ACT + 1 year Destroy EDU1010 Transcript Request GS-EDU-47-2018 Transcript requests received from current and former students, and campus officers ACT + 1 year Destroy EDU1010 Transcripts GS-EDU-48-2018 Transcripts of student's attendance, dates, degrees, and permanent grades IND Maintained by Registrar EDU1000 Work Study Files GS-EDU-49-2018 Files of students employed via work-study program ACT + 6 years Destroy EDU2000/ PER3000
RECORD SERIES SCHEDULE NUMBER SERIES DESCRIPTION MINIMUM RETENTION DISPOSITION IUC REFERENCE Certifications/Licensing GS-PER-01-2018 Certifications and licensing of faculty/staff, as required by their position duties ACT + 3 Destroy PER5010 Evaluations, Personnel GS-PER-02-2018 Evaluation of work performance of faculty and staff (see also Course Evaluations) 5 years Destroy PER3010 Faculty Criteria and Procedures - RPT and Merit GS-PER-03-2018 Policies and documentation outlining RPT and merit criteria and procedures for each College/Department ACT + 10 years University Archives ADM3000 Hazardous Exposure GS-PER-04-2018 Records documenting exposure or testing related to hazardous substances IND Maintain indefinitely in office PER4030 Health/Safety/ Accidents/Injuries GS-PER-05-2018 Records related to on-the-job accidents used for worker's compensation claims 6 years Destroy PER4020 Immigration and Naturalization Documents GS-PER-06-2018 Including Form I-9 (eligibility for employment) and I-20 (visa) ACT + 6 years Destroy unless needed for continued administrative purposes LEG7000 Leaves, Academic GS-PER-07-2018 Files of materials relating to the taking of academic leaves, including salary information, approvals, supporting documentation, and related correspondence ACT + 6 Destroy PER3000
Search and Hiring Records GS-PER-20-2018 Includes instructions to committee, advertising materials, applications, CVs/resumes, hiring paperwork, acceptance letters, performance letters, application evaluation sheets, interview schedules, interview evaluation sheets, and letters to applicants, etc. Records for candidate that was selected should go in the employee's personnel file 3 years for those not hired ACT + 6 years for those hired At end of search, Search Committee chair or hiring coordinator should send all final records to HR, and should hold remaining records for 3 years PER2000/ PER3000 Student Worker/Assistant Personnel Files GS-PER-21-2018 Student Employment applications, evaluation student assistant budgets, correspondence, payroll and termination. Record copy held by HR, but may also be held locally ACT + 6 years Destroy PER3000 Student Worker Timekeeping Forms and Reports GS-PER-22-2018 Reports that students file for detailing activities performed, as well as timesheets and schedules 5 years Destroy PER6000 Training and Development Records GS-PER-23-2018 Records related to required staff training and development including conference and seminar attendance, requests, registrations ACT + 3 years Destroy PER5000
Publications GS-PUB-06B-2018 By other departments, companies, agencies or other third parties no longer of administrative use Destroy IUC pg x Social Media GS-PUB-07-2018 Social media channels associated with the University, and its Colleges, Departments, Programs, Divisions, etc. 3 years or Indefinite as needed University Archives PUB3000 Website and webpages GS-PUB-08-2018 Official university websites or webpages that contain university records 5 years or indefinite as needed University Archives PUB6000