Archives and Special Collections

Records Retention Schedule (Alphabetical)


A  B  C  D  E  F  G  H  I  J  K  L  M  N  O  P  Q  R  S  T  U  V  W  X  Y  Z

Please Note that digital records including electronic mail have the same retention requirements as printed records.


A

Accidental Injury/Occupational Illness Report

Internal report used by employees and volunteer to report all accidental injuries or occupational illnesses/exposures sustained while working at PLU. Includes supervisor and Environmental Health & Safety Office reports.


    Official Copy: Finance and Operations Office
    Retention: 10 years after end of calendar year. Shred

    Other Copies: Any office
    Retention: 3 years after end of calendar year. Shred.



Accounts Payable

Used to notify Accounts payable regarding correct account information for open order; of problem with goods or services ordered; and to confirm goods were received.


    Official Copy: Business Office
    Retention: 6 years after end of fiscal year

    Other Copies: Any office
    Retention: 3 years after end of fiscal year



Accounts Receivables, Student accounts and 3rd party contracts


    Official Copy: Business Office
    Retention: 7 years after full payment. Shred

    Other Copies:
    Retention:



Accounts Receivables, Student accounts -- Collection files


    Official Copy: Business Office
    Retention: Permanent

    Other Copies:
    Retention:



Accounts Receivables, Loans assigned to the Dept. of Education


    Official Copy: Business Office
    Retention: Permanent



Accounts Receivables, Student accounts -- Write-offs

Bad debts, death, bankruptcy, etc.


    Official Copy: Business Office
    Retention: Permanent

    Other Copies:
    Retention:



Accreditation Documentation (Vital Record)

Statistical, descriptive and evaluative materials necessary to achieve and maintain accreditation for a college, department, or program with the professional association that sets the standards related to that discipline. May include accreditation standards and requirements. Evaluative materials must have been created specifically for accreditation.


    Official Copy: President's Office
    Retention: 6 years after accreditation received. Transfer to University Archives

    Other Copies:
    Retention:



Ad Hoc Committees

Ad Hoc committees may be created for a period of up to three years. Ad hoc university committees may be created by the Provost or President without formal faculty authorization, provided that they do not exist for more than 60 days.


    Official Copy: Provost Office
    Retention: 5 years. Transfer to University Archives

    Other Copies: Any Department or School
    Retention: 3 years. Shred



Administrative Materials without Retention Requirements

The following materials are considered to have no administrative, legal, fiscal or archival requirements for their retention. They may be disposed of when no longer needed for reference.

  • Document Errors: Incorrect versions of documents, forms for reports that had to be regenerated in order to correct errors in typing, data entry, spelling, grammar, or format.
  • Duplicate Copies: Duplicated copies of correspondence, forms, bulletins, reports, had copy printouts from a database, electronic files extracted from a mater file or database, mailing lists, and other duplicates used only for reference or informational distribution.
  • Information-only Copies: Copies or extracts of documents distributed for reference or convenience, such as announcements or bulletins.
  • Preliminary Drafts: Drafts of documents that represent stylistic, spelling, grammatical, or other changes.
  • Published Reference Materials: Printed materials received from other PLU offices or off-campus institutions which require no action and are no needed for documentation purposes. (Note: two copies of all PLU publications are transferred to Archives for historical purposes by University Publications at time of printing.)
  • Requests for Information: Routine memos or forms used to request, or respond to requests, for information.
  • Routing Slips: Memos used to direct the distribution of a document.
  • Stocks of Publications: Stocks of departmentally-produced printed documents which have been superseded or are obsolete. May include program brochures, booklets, flyers, forms, directories, manuals, posters and other informational materials produced by a department for wide distribution. (Note: Two copies of all PLU publications are transferred to Archives for historical purposes by University Publications at time of printing.)
  • Transmittal Information: Memos and facsimile cover sheets which accompany a document, but do not add any substantive information to the transmitted material



Administrative Records for Grants/Contracts (Vital Record)


    Official Copy: Office of Development
    Retention: Permanent. Vital Record

    Other Copies:
    Retention:



Admissions Applications, Enrolled Students

Includes Uniform Undergraduate Application for Admission form, copies of high school and/or college transcripts, test scores and related correspondence. Provides basic data concerning admission; source document for payment of admission fees. Pertinent data input into on-line Student Information System at time of admission.


    Official Copy: Student Services Office
    Retention: 6 years after end of semester in which student enrolled. Shred

    Other Copies:
    Retention:



Admissions Applications, Students Not Accepted, or Accepted but not Enrolled

Includes Uniform Undergraduate Application for Admission form, copies of high school and/or college transcripts, test scores, and related correspondence. Provides basic data concerning rejection for admission; source document for payment of admission fees.


    Official Copy: Admissions Office
    Retention: 6 years after end of academic year

    Other Copies:
    Retention:



Advising Records

Confidential records of  courses, incomplete grades, advisement records; documentation pertaining to academic standing of majors for students in departmental programs and courses.


    Official Copy: Any department
    Retention: 6 years after end of academic year. Shred

    Other Copies:
    Retention:



Admission and Retention of Students Committee

To study problems, recommend policy, and in general represent the faculty in matters dealing with admission, financial assistance, and students academic status. Includes meeting agendas, minutes, reports, correspondence and related materials.


    Official Copy: Provost Office
    Retention: 6 years after end of academic year; transfer to University Archives

    Other Copies: Any department or school
    Retention: 6 years after end of academic year. Discard



Agreements, Hold Harmless, Adults

Acknowledgment of risk and hold harmless agreement signed by adults participating in university activities, such as sports and recreational events and theatre productions. Hold university harmless from liability for injuries and/or damages not caused by negligence.


    Official Copy: Finance and Operations
    Retention: 6 years after end of academic year. Shred

    Other Copies:
    Retention:



Agreements, Hold Harmless, Children

Acknowledgment of risk and hold harmless agreement signed by parents or others on behalf of minors under age 18 who participate in university activities, such as sports and recreational events, and special academic institutes and programs. Holds university harmless from liability for injuries and/or damages not caused by negligence. May include authorization for emergency treatment and acknowledgment that participant is responsible for medical costs in event of injury. May also include medication hold harmless agreement stating that PLU will not be held responsible for missed doses of medication or any consequences thereof.. Holds university harmless from liability for injuries and/or damages not caused by negligence.


    Official Copy: Finance and Operations
    Retention: 6 years after minor reaches age 18. Shred

    Other Copies:
    Retention:



Air Quality Sampling Files

Record of air sampling and evaluations for the presence of air contaminants to identify if employee(s) has (have) been exposed to toxic substances. Results are sent to offices for corrective actions.


    Official Copy: Environmental Health & Safety: Occupational Health & Safety
    Retention: 30 years after end of calendar year. Shred

    Other Copies: Any Office/Lab
    Retention: 6 years after corrective action taken. Shred



Animal Subjects Research

Includes Animal Subjects Approval form and supporting documents, certified by investigator that project accurately describes all aspects of proposed animal usage. Also includes official approval memo from Animal Care and Use Committee, renewal forms, and related notes and correspondence. Documents approval for the use of animals for both grant and non-grant research purposes.


    Official Copy: ?
    Retention: 6 years after end of research activity

    Other Copies:
    Retention:



Annual Approved University Budgets


    Official Copy: Business Office
    Retention: Permanent

    Other Copies: Any office
    Retention: 1 year. Shred



Annual Forms 1099, 1042-S and other Individual Tax Reporting Forms


    Official Copy: Business Office
    Retention: 7 years or until audit is complete, whichever is greater. Shred

    Other Copies: Any office
    Retention: 1 year. Shred



Annual Reports

Summarizes departmental and school activities, goals and objectives.

    Official Copy: Provost Office or President's Office ?
    Retention: 4 years after end of academic year; transfer to University Archives

    Other Copies: Any department or school
    Retention: 3 years. Shred



Application Files, Undergraduate/Graduate Programs/Incomplete

May include program application, copies of transcripts, college test scores, related documents. Student chose not to enter program.

    Official Copy: Admissions Office
    Retention: 3 years after end of the academic year

    Other Copies:
    Retention:



Application Files, Undergraduate/Graduate Programs/Denied Admission

May include program application, copies of transcripts, college test scores, related documents. Applicants were denied admission to the program.


    Official Copy: Admissions Office
    Retention: 3 years after end of the academic year

    Other Copies:
    Retention:



Application Files, Undergraduate/Graduate Programs/Accepted, Not Entered

May include program application, copies of transcripts, college test scores, related documents. Student chose not to enter program.

    Official Copy: Admissions Office
    Retention: 3 years after end of the academic year

    Other Copies:
    Retention:



Application for Research Support Funds - Awarded (Vital Record)


    Official Copy:
    Retention: Permanent. Vital Record

    Other Copies:
    Retention:



Applications, Admission, Enrolled Students

Includes Uniform Undergraduate Application for Admission form, copies of high school and/or college, transcripts, test scores and related correspondence. Provides basic data concerning admission; source documents for payment of admission fees. Pertinent data input into on-line Student Information System at time of admission.

    Official Copy: Student Services Office
    Retention: 6 years after end of semester in which student enrolled

    Other Copies:
    Retention:



Applications, Employments, Classified Staff, Hired

Includes employment applications, resumes, and related information. Provides information about applicants for classified staff positions.


    Official Copy: Human Resources
    Retention: 50 years after termination of employment (Included in personnel file)

    Other Copies: Hiring Office
    Retention: 3 years after termination of employment



Applications, Employments, Classified Staff, Not Hired

Includes employment applications, resumes, and related information. Provides information about applicants for classified staff positions.

    Official Copy: Human Resources
    Retention: 3 years after date of application

    Other Copies:
    Retention:



Applications, Employments, Student Positions, Hired

May include resumes, applications, correspondence, references and material from students applying for positions in the department.

    Official Copy: Student Employment Office
    Retention: 3 years after termination of employment

    Other Copies:
    Retention:



Applications, Employments, Student Positions, Not Hired

May include resumes, applications, correspondence, references, and other material from students applying for positions in the department.

    Official Copy: Student Employment Office
    Retention: 3 years after completion of hiring process

    Other Copies:
    Retention:



Applications, Employment, Unsolicited (Not Hired)

May include resumes, applications, correspondence, and other documents pertaining to unsolicited requests for employment not related to recruitment searches for specific positions.

    Official Copy:
    Retention: 1 year after end of fiscal year

    Other Copies:
    Retention:



Applications, Graduate School, Enrolled Students

Individual folders for students who have successfully completed the graduate degree program. Provides verification for degree earned. Includes copies of transcripts, test scores, original application, degree recommendation card, and other related material.

    Official Copy:
    Retention: 35 years after student completes program. Offsite

    Other Copies:
    Retention:



Articles of Incorporation (Vital Record)


    Official Copy: President's Office
    Retention: Until superseded. Archival

    Other Copies:
    Retention:



Audiovisual Records

Provides visual and/or aural record of people, facilities, events and activities with significant relevance to the university's or individual office's function and mission. May include videotapes, audio tapes, motion, picture film, phonographic recordings.


    Official Copy: Any Office
    Retention: 5 years. Transfer to University Archives

    Other Copies:
    Retention:



Audits

Provides a record of the final audit results of specific University programs and/or fiscal activities, including the University's response.

    Official Copy: Business Office
    Retention: 7 years. transfer to University Archives




Audit Reports/Supporting Documents

    Official Copy: Business Office
    Retention: 7 years. Shred



Authorized Earnings by Students - Workstudy

Used to monitor earnings of students receiving aid through federal and state work-study programs.

    Official Copy: Financial Aid Office
    Retention: 6 year after end of fiscal year

    Other Copies: Budget unit
    Retention: 3 years after end of fiscal year



Authorized Signatures List, Payroll

Indicates person(s) designated by each department to sign various payroll forms.

    Official Copy: Payroll Services
    Retention: 6 years after superseded

    Other Copies: Any office
    Retention: Until superseded



Auxiliary Services Meetings


    Official Copy: Finance and Operations Office
    Retention: 10 years. Transfer to University Archives

    Other Copies:
    Retention:

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B


Ballots For Committee Selection

A record of the selection of members of a committee or representative for a specific position.

    Official Copy: Any Office
    Retention: 1 year after votes counted. Shred

    Other Copies:
    Retention:



Banking

This includes statements

    Official Copy: Business Office
    Retention: 7 years. Shred

    Other Copies:
    Retention:



Bid Documents (Vital Record)


    Official Copy:
    Retention: Permanent. Vital Record

    Other Copies:
    Retention:



Blueprints of Facilities (Vital Record)


    Official Copy: Finance and Operations
    Retention: Permanent. Vital Record

    Other Copies:
    Retention:



Board of Regents

A record of actions taken and decisions made by PLU Board of Regents. Includes agendas, minutes, reports, correspondence, etc.

    Official Copy: President's Office
    Retention: End of president's term. Transfer to University Archives

    Other Copies: Administrative Offices, School or Department
    Retention:



Board of Regents Minutes (Vital Record)


    Official Copy:
    Retention: Permanent. Vital Record

    Other Copies:
    Retention:



Bonds (Vital Record)


    Official Copy: Finance & Operations Office
    Retention: Permanent. Vital Record

    Other Copies:
    Retention:



Bookstore

Form used to order books and supplies from Garfield Book Company.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Budget Advisory Committee


    Official Copy: Finance & Operations Office
    Retention: 10 years. Transfer to University Archives

    Other Copies: Any member of Commmittee
    Retention: 1 year.  Shred



Budget Planning Files/Working Papers

May include budget work sheets, copies of amendment of allotment transaction, reports, statistics, and related information used in preparation of budget proposals and requests.

    Official Copy: Any office
    Retention: 3 years after end of fiscal year. Shred

   

Budget Status Reports

Detail of monthly expenditures by department; used for budget monitoring and expenditure control. Documents expenditures and encumbrances affecting allotments.

    Official Copy: Business Office
    Retention: 6 years after end of fiscal year

    Other Copies: Any office
    Retention: 3 years after end of fiscal year



Budgets

    Official Copy: Finance & Operations Office
    Retention: 10 years. Transfer to University Archives

    Other Copies:
    Retention:



Buildings

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Bulletins, PLU

Newsletters and bulletins produced by campus offices providing information about programs and activities.

    Official Copy: Any office
    Retention: Transfer two copies to University Archives when published

    Other Copies:
    Retention:

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C


Calendars, Appointment Books - President and Vice Presidents


    Official Copy: Offices
    Retention: 10 years. Transfer to University Archives

    Other Copies:
    Retention:


Calendars, Appointment Books

Provides a record of employee appointments, schedules, meetings, visitors, routine phone call logs, etc.

    Official Copy: Any Office
    Retention: 3 years. Shred

    Other Copies:
    Retention:



Capital Asset Records

Including Depreciation.

    Official Copy: Business Office
    Retention: Life of the asset plus 1 fiscal year. Shred

    Other Copies: Any office
    Retention: 1 year. Shred



Capital Improvements Committee


    Official Copy: Finance & Operations Office
    Retention: 10 years. Transfer to University Archives

    Other Copies:
    Retention:



Cash Receipts

Pre-numbered cash receipt verifying receipt of cash for goods or services.

    Official Copy: Any office
    Retention: 6 years after end of fiscal year

    Other Copies: Any office
    Retention: 3 years after end of fiscal year



Cashier Records

This includes student payments and despotism, departmental deposits, misc. transactions (transcripts, parking tickets, cash advances/reimbursements, etc.)

    Official Copy: Business Office
    Retention: 7 years; Shred

    Other Copies:
    Retention:



Campus Life Committee

To provide faculty representation to university committees and other campus organizations in matters dealing with academic and social aspects of university life, to monitor the intercollegiate athletic program on behalf of the faculty, and to consider in a coordinative fashion matters pertaining to campus life.

    Official Copy: Provost Office
    Retention: 6 years after end of academic year. Transfer to university archives

    Other Copies: Any office
    Retention: 3 years after end of academic year. Discard



Campus Ministry Council


    Official Copy:
    Retention:

    Other Copies:
    Retention:



Catalogs - Undergraduate and Graduate (Vital Record)


    Official Copy: Registrar's Office
    Retention: 5 years. Transfer to University Archives

    Other Copies:
    Retention:



Catalog Revisions, Department Files

Contains back-up material used in preparation of general session catalogs.

    Official Copy: Registrar's Office
    Retention: 5 years after catalogs printed

    Other Copies:
    Retention:



Class Schedules

Schedules of classes offered. Includes information on instructor, location, dates and times.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Committee, Council Records

Includes meeting agendas, minutes, reports, correspondence and related materials documenting activities of colleges, departments or programs committees.

        * Campus Life
        * Education Policies
        * Faculty Affairs
        * Global Education
        * Governance
        * Instructional Resources
        * Rank & Tenure



Conference Records

May include agendas, correspondence, publicity materials and other documents. Provides a record of each conference, seminar, workshop, or other event department sponsored.

    Official Copy: Any office
    Retention: 3 years after end of fiscal year; transfer to University Archives

    Other Copies:
    Retention:



Consent Forms - Adult and Minor (Vital Record)


    Official Copy:
    Retention: Permanent. Vital Record

    Other Copies:
    Retention:



Contracts and Agreements (Vital Record)

Official text of contracts and agreements to which the University is a party. May include certificate or insurance and working papers.

    Official Copy: Finance and Operations
    Retention: Permanent. Vital Record

    Other Copies: Any office
    Retention: 1 year after termination of contract



Corporate Express On-Line Monthly Report & Packing Slips

Monthly report downloaded from Corporate Express web site and distributed to campus departments listing purchases ordered on-line. Shows detail of order number, date, quantity, item, description, amounts. Signed by budget authority. Report is reconciled with packing slips.

    Official Copy: Department
    Retention: 6 years after end of fiscal year

    Other Copies:
    Retention:



Correspondence, Department/Office/Administration (Including electronic mail)

May include departmental chair/administrator correspondence, memos to departmental faculty/staff, and other correspondence pertaining to routine management of the department/office. Does not include policy documents.

    Official Copy: Originating office
    Retention: 4 years after end of academic year

    Other Copies:
    Retention:



Correspondence, Interdepartmental (Including electronic mail)

Includes secondary copies of correspondence between campus offices where the subject matter does not specifically pertain to the receiving office's programs. Files by subject or by individual campus office. Documents distribution of information between campus offices.

    Official Copy: Any office
    Retention: 1 year after end of fiscal year

    Other Copies:
    Retention:



Correspondence, President and Vice-President (Including electronic mail)


    Official Copy: President and Vice-President's Offices
    Retention: End of term, transfer to the University Archives

    Other Copies:
    Retention:



Course Catalog Revisions, Department Files

Contains back-up material used in preparation of general session catalogs.

    Official Copy: Registrar
    Retention: 5 years after catalogs printed

    Other Copies:
    Retention:



Course Content/Information File

Provides a description of departmental courses. May include outlines, syllabi, credits, bibliographies, textbook lists, sample exams, etc.

    Official Copy: Academic department
    Retention: 2 years after course discontinued; transfer to syllabi to University Archives

    Other Copies:
    Retention:



Council for Individualized Majors


    Official Copy:
    Retention:

    Other Copies:
    Retention:


Curriculum Planning Files, Summer Session

Documents planning for summer session curriculum, publications and programs. May include correspondence, notes, planning materials.

    Official Copy: Any department
    Retention: 3 years after end of summer session

    Other Copies:
    Retention:

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D



Daily Deposits

This includes cash and checks.

    Official Copy: Business Office
    Retention: 7 years. Shred

    Other Copies: Any office
    Retention: 1 year. Shred



Data Administration Task Force


    Official Copy: Finance & Operations Office
    Retention: 10 years. Transfer to University Archives

    Other Copies:
    Retention:



Deans Council


    Official Copy: Provost Office
    Retention: _ years. Transfer to University Archives

    Other Copies: Any office
    Retention: 3 years after end of calendar year. Shred



Deeds of University Owned Property (Vital Record)


    Official Copy: Finance and Operations
    Retention: Permanent. Vital Record

    Other Copies:
    Retention:



Dining Services Committee


    Official Copy: Finance and Operations
    Retention: 10 years. Transfer to University Archives

    Other Copies:
    Retention:



Dispute Resolutions Committee


    Official Copy:
    Retention:

    Other Copies:
    Retention:



Diversity Committee


  1. To review new courses presented by PLU faculty members and recommend appropriate courses to EPC for credit on the Perspectives on Diversity lines in the core requirements.
  2. To review requests from students for Diversity credit, for transfer courses and inform the registrar of affirmative decisions.
  3. To assist the registrar in the review of course listings of Diversity courses for class schedules and in keeping as

    Official Copy: Provost Office
    Retention: _ years. Transfer to University Archives

    Other Copies: Any member of committee
    Retention: 3 years after end of calendar year. Shred



Department/Office Administration Files

May include departmental chair/administrator correspondence, memos to departmental faculty/staff, and other correspondence pertaining to routine management of the department/office. Does not include policy documents.

    Official Copy: Originating office
    Retention: 4 years after end of academic year

    Other Copies:
    Retention:



Departmental Committee Files

Includes meeting agendas, minutes, reports, correspondence and related materials documenting activities of colleges, departments or program committees.

    Official Copy: Originating Office
    Retention: 6 years. Transfer to University Archives

    Other Copies:
    Retention:



Departmental/Office Records

May include departmental chair/administrator correspondence, memos to departmental faculty/staff, and other correspondence pertaining to routine management of the department/office. Does not include policy documents.

    Official Copy: Originating Office
    Retention:4 years after end of academic year. Shred

    Other Copies: Any Department or School
    Retention: 3 years. Shred



Departments/Schools Meeting

Includes meeting agendas, minutes, reports, correspondence and related materials documenting activities of schools, departments or special program committees.

    Official Copy: Provost Office
    Retention: 6 years after end of academic year. Transfer to University Archives

    Other Copies: Deans/Chairs
    Retention: 6 years after end of academic year. Discard



Deposit Receipt, Departmental

Provides a record of date, description of deposit and amount of funds deposited and credited to departmental or other designated budget account.

    Official Copy: Any department
    Retention: 6 years after end of fiscal year

    Other Copies:
    Retention:


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E


Educational Policies Committee

To study problems and to make recommendations relative to all areas of academic policy, including the regular semester, January term, summer school, graduate division, and continuing education programs.

    Official Copy: Provost Office
    Retention: years after end of academic year. Transfer to University Archives

    Other Copies: Any member of committee
    Retention: 3 years after end of academic year. Discard



Emergency Procedures (Vital Record)


    Official Copy:
    Retention: Permanent. Vital Record

    Other Copies:
    Retention:



Emerging Leaders Records

    Official Copy: SILF
    Retention: 3 years. Transfer to Archives



Employee Performance Evaluations

Used to evaluate performance of classified staff.
Official Copy: Human Resources
Retention: 3 years after end of fiscal year (WAC 251-20-040 requires that performance evaluations be retained no longer than 3 years)

Other Copies:
Retention:



Employee Personnel Records, Classified Staff

Includes Employee Information form, Personnel Action form, copies of resumes, letters of recommendations and related correspondence; insurance and retirement benefit records, and other material related to employment history. Maintained as an employment record documenting position held, status, attendance, leaves, enrollment insurance and retirement programs, and other related records as may be necessary for the administration of regulations.

    Official Copy: Human Resources
    Retention: 50 years after termination of employment

    Other Copies: Hiring office
    Retention: 3 years after termination of employment



Employee Personnel Records, Professional Staff

Includes Employee Information form, Personnel Action form, copies of resumes, letters of recommendations and related correspondence; insurance and retirement benefit records, and other material related to employment history. Maintained as an employment record documenting position held, status, attendance, leaves, enrollment insurance and retirement programs, and other related records as may be necessary for the administration of regulations.

    Official Copy: Human Resources
    Retention: 50 years after termination of employment

    Other Copies: Hiring department
    Retention: 3 years after termination of employment



Employee Personnel Records, Faculty

Includes updated vita, annual reports as submitted to the dean; copies of all communications with the faculty member regarding appointment and terms of contract, the chairperson's annual letters of evaluation of non-tenured faculty; correspondence related to personnel actions. Provides an official employment record for academic faculty.

    Official Copy: Provost
    Retention: 60 years after termination of employment; Vita potentially archival

    Other Copies: Appropriate Dean or Department
    Retention: 3 years after termination of employment



Employee Personnel Records, Temporary Staff

Includes Employee Information form, Personnel Action form, copies of resumes, letters of recommendation, and related correspondence. Provides an employment record for temporary faculty, classified and professional staff, and graduate assistants.

    Official Copy: Human Resources
    Retention: 6 years after termination of employment

    Other Copies: Hiring office
    Retention: 3 years after termination of employment



Employment Applications, Unsolicited (Not Hired)

May include resumes, applications, correspondence, and other documents pertaining to unsolicited requests for employment not related to recruitment searches for specific positions.

    Official Copy: Any office
    Retention: 1 year after end of fiscal year

    Other Copies:
    Retention:



Employment Applications, Student Positions, Hired

May include resumes, applications, correspondence, references and other material from students applying for positions in the department.

    Official Copy: Hiring department
    Retention: 3 years after termination of employment

    Other Copies:
    Retention:



Employment Applications, Student Positions,  Not Hired

May include resumes, applications, correspondences, references and other material from students applying for positions in the department.

    Official Copy: Hiring department
    Retention: 3 years after completion of hiring process

    Other Copies:
    Retention:



Employment Eligibility Verification Forms (I-9) Staff

Provides a record of employment eligibility for faculty and staff in compliance with U.S. Department of Justice Immigration and Naturalization Service requirements.

    Official Copy: Human Resources
    Retention: 3 years after termination of employment

    Other Copies: Any office
    Retention: 3 years after termination of employment



Employment Eligibility Verification Forms (I-9) Students

Provides a record of employment eligibility for students in compliance with U.S. Department of Justice Immigration and Naturalization Service requirements.

    Official Copy: Student Employment
    Retention: 3 years after termination of employment

    Other Copies:
    Retention:



Endowment Fund Records (Vital Record)

Investments and Planning

    Official Copy: Finance & Operations Office
    Retention: Permanent.

    Other Copies:
    Retention:



Enrollment Reports

Registrar's Statistical Reports. Provides student enrollment, degrees conferred by major, and related statistics to academic and other departments.

    Official Copy: Registrar's Office
    Retention: Depends on type of report

    Other Copies: Any office
    Retention: 3 years after end of fiscal year



Equipment Committee


    Official Copy: Finance & Operations Office
    Retention: Until equipment disposed of

    Other Copies:
    Retention:



Equipment Inventory Reports - Physical Inventories (Vital Record)

Documentation pertaining to equipment; may list specifications and contain warranties.

    Official Copy: Originating office
    Retention: Permanent. Vital Record

    Other Copies:
    Retention:

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F



Faculty Affairs Committee

To study problems, recommend policy, and facilitate appropriate action in matters dealing with faculty Welfare, faculty fall conference, regency professorship. To act in an intermediate capacity in matters concerning the welfare of the faculty as a whole.

    Official Copy: Provost Office
    Retention: 5 years, Transfer to University Archives

    Other Copies: Any member of the committee
    Retention: End of academic year. Recycle



Faculty Assembly

Provides an official record of proceedings of the Faculty Assembly.

    Official Copy: Provosts Office
    Retention: 6 years after end of academic year, transfer to University Archives

    Other Copies: Any office or faculty member
    Retention: End of academic year. Recycle



Faculty Chair


    Official Copy:
    Retention:

    Other Copies:
    Retention:



Faculty Constitution


    Official Copy: Provost Office
    Retention:

    Other Copies:
    Retention:



Faculty Executive Committee


    Official Copy:
    Retention:

    Other Copies:
    Retention:



Faculty Handbook


    Official Copy: Provost Office
    Retention: Until superseded. Transfer to University Archives.

    Other Copies: Any faculty member.
    Retention: Until superseded. Recycle.



Finance and Operations Committee


    Official Copy: Finance & Operations Office
    Retention: 10 years. Transfer to University Archives

    Other Copies:
    Retention:

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G



General Ledgers


    Official Copy:
    Retention:

    Other Copies:
    Retention:



Governance Committee

To interpret the Faculty Constitution and Bylaws and faculty legislation as the occasion arises. To facilitate the successful operation of the entire committee system, and to study matters pertaining to the system of faculty governance.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Graduate Assistants Personnel Records

Includes Employee Information form, Personnel Action form, copies of resumes, letters of recommendation, and related correspondence. Provides an employment record for temporary faculty, classified and professional staff, and graduate assistants.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Graduate Council


    Official Copy:
    Retention:

    Other Copies:
    Retention:



Graduate Student Records/Incomplete Program

Records for students who have failed to complete the graduate degree program requirements within the five-year time limitation. Includes applications, copies of test scores and transcripts of courses taken, and related materials. Documents individual student status in relationship to degree requirements.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Graduate Student Records/Program Completed

Individual folders for students who have successfully completed the graduate degree program. Provides verification for degree earned. Included copies of transcripts, test scores, original application, degree recommendation card, and other related material.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Grants -- Received

Includes proposals and notifications of grant award, funds requested in kind contributions and plan of work. Statement of terms and conditions of funded grand project.

    Official Copy: Business Office
    Retention: 7 years. Transfer to University Archives

    Other Copies:
    Retention:



Grants -- Not Received


    Official Copy: Business Office
    Retention: 3 years. Shred

    Other Copies:
    Retention:

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H


Human Resources Meetings


    Official Copy: Finance & Operations Office
    Retention: 10 years. Transfer to University Archives

    Other Copies:
    Retention:




Human Subjects Activity Review Form

Includes Human Subjects Activity Review form and attachments describing proposed research. Provides a record of withdrawn or denied requests for use of human subjects research.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Human Subjects Activity Review Form (Research Proposals Withdrawn/Denied

Includes Human Subjects Activity Review form and attachments describing proposed research. Provides a record of withdrawn or denied requests for use of human subjects research.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Human Subjects Research Exemption Form

Completed, in lieu of formal application, for low-risk research using human subjects. Signed by principal investigator, department chair, and faculty advisor if student. Includes category under which research qualifies for exemption, project title and related information; and official memo from Human Subjects Review Committee stating projects is exempt for full review.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Human Subjects Research Records (Approved)

Includes Human Subjects Activity Review form and attachments describing proposed research; bibliography; copy of sample informed consent form;survey instrument questionnaire; vita; official approval memo from Human Subjects Review Committee; renewal forms; and related correspondence. Documents the review and approval of research proposals involving human subjects.

    Official Copy:
    Retention:

    Other Copies:
    Retention:

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I


Interdepartmental Correspondence

Includes secondary copies of correspondence between campus offices where the subject matter does not specifically pertain to the receiving office's programs. Filed by subject or by individual campus office. Documents distribution of information between campus offices.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Internal Monthly University Financial Statements


    Official Copy: Business Office
    Retention: Permanent

    Other Copies: Any office
    Retention: 1 year. Shred



Institutional Animal Care and Use


    Official Copy:
    Retention:

    Other Copies:
    Retention:



Instructional Resources Committee

  • To promote enhancement of the education environment at the university.
  • To study issues and problems, and to recommend and develop policy related to the provision of tangible and intangible resources in support of the university's education mission.
  • To act as advocates to the administration for the provision of resources in support of faculty development, the library, computer usage, as well as classroom space, usage, and facilities.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Insurance Policies (Vital Record)


    Official Copy: Finance & Operations Office
    Retention: Permanent. Vital Record

    Other Copies:
    Retention:



Internal Research Support Funds (Awarded)

Includes application for faculty and student funding stating type of research, letters of acceptance, and related correspondence. Used to award, allocate and monitor funds for various research projects, such as summer research grants, faculty development, project development, undergraduate and graduate research, and others.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Internal Research Support Funds (Not Awarded)

Includes application for faculty and student funding stating type of research, letters of acceptance, and related correspondence. Documents denial of funding for various research projects, such as summer research grants, faculty development, project development, undergraduate and graduate research for both grant and non-grant research purposes.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Investment Subcommittee


    Official Copy: Finance & Operations Office
    Retention: 10 years. Transfer to University Archives

    Other Copies:
    Retention:



Invoice/Credit Memo Approval Form

Used to notify Accounts Payable regarding correct account information for open orders; of problems with goods or services ordered; and to confirm goods were received.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Invoices, Interdepartmental

Provides a record of charges to individual departments/offices for goods and/or services.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Invoices, Vendor

Billing to University from outside vendors for goods and services.

    Official Copy:
    Retention:

    Other Copies:
    Retention:

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J


Journal Entries

This includes expense and revenue transfers

    Official Copy: Business Office
    Retention: 7 years. Shred

    Other Copies:
    Retention:



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K


Key Requests, Lockshop


    Official Copy:
    Retention:

    Other Copies:
    Retention:

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L



Leave Report, Monthly

Provides a record of annual, sick and other leave and compensatory time accrued and taken and personal holidays of classified staff. Includes previous month's totals and current year to date and the employee's current accrual rate.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Leave Requests, Department

To request department supervisor's approval for vacation or sick leave, personal holidays and compensatory time.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Leave Requests, Human Resources

To request advance approval for leave without pay, or military, bereavement or extended sick leave.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Legal Files


    Official Copy: Finance & Operations Office
    Retention:

    Other Copies:
    Retention:



Lock Maintenance/Repair Request

Used to request service to locks, safes, locking hardware and keys.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Long Range Planning Committee


    Official Copy: Finance & Operations Office
    Retention: 10 years. Transfer to University Archives

    Other Copies:
    Retention:

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M



Mailroom Packing List

Used to request maintenance and repairs to University facilities.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Maintenance/Repair Request, Physical Plant

Used to request maintenance and repairs to University facilities.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Master Licenses


    Official Copy: Business Office
    Retention: 7 years.

    Other Copies: Any office
    Retention: 1 year.



Master Plans


    Official Copy: Finance & Operations Office
    Retention: 10 years. Transfer to University Archives

    Other Copies:
    Retention:



Media Board


    Official Copy:
    Retention:

    Other Copies:
    Retention:



Medical Record, Student (Vital Record)


    Official Copy: Health Center
    Retention: 10 years after graduation. Shred

    Other Copies:
    Retention:



Mission Statements


    Official Copy:
    Retention:

    Other Copies:
    Retention:



Minutes, Tape Recordings

Audio Tape recordings of committee, council or board meeting minutes. Proceedings transcribed and printed in official minutes.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Monthly Leave Report by Leave Type and Usage

Provides a record annual, sick and other leave and compensatory time accrued and taken and personal holidays of classified staff. Includes previous month's totals and current year to date and the employee's current accrual rate.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Motor Pool Vehicle Request

To request rental of Motor Pool vehicles.

    Official Copy:
    Retention:

    Other Copies:
    Retention:

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N


Negatives, Photograph

Provides visual and/or aural record of people, facilities, events and activities with significant relevance to the university's or individual office;s function and mission. May include videotapes, audio tapes, motion picture films, phonographic recordings.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Newsletters and Bulletins

Newsletters and bulletins produced by campus offices providing information about programs and activities. Two copies are transferred to Wilson Library Special Collections at time of publication.

    Official Copy:
    Retention:

    Other Copies:
    Retention:

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O


Office/Departmental Administration Files

Correspondence Files, Department/Office Administration. May includes departmental chair/administrator correspondence, memos to departmental faculty/staff, and other correspondence pertaining to routine management of the department/office. Does not include policy documents.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Office Management Files

May include routine requests for information (non-policy); copies of completed forms, bulletins correspondence prepared for reference and information distribution. does not include policy documents.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Objectives of the University


    Official Copy: President's Office
    Retention: Until superseded. Transfer to University Archives

    Other Copies:
    Retention:



Organizational and Function Records

Provides a record of department/office structure and delegation of responsibilities.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Organization Charts and Lists (Vital Record)

Provides a record of department/office structure.

    Official Copy: President's Office
    Retention: Permanent until superceded. Transfer to Archives

    Other Copies:
    Retention:

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P



Patents and Trademarks (Vital Record)


    Official Copy: Vital record
    Retention: Permanent. Vital Record

    Other Copies:
    Retention:



Payroll Information (Vital Record)


    Official Copy: Payroll Office
    Retention:

    Other Copies:
    Retention:



Payroll Authorized Signatures List

Indicates person(s) designated by each department to sign various payroll forms.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Performance Evaluation, Employee

Used to evaluate performance of classified staff.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Personnel Information(Vital Record)


    Official Copy:
    Retention: Permanent. Vital Record

    Other Copies:
    Retention:



Personnel/Benefit Records, Classified Staff

Includes Employee Information form, Personnel Action form, copies of resumes, letters of recommendation and related correspondence; insurance and retirement benefit records, and other material related to employment history. Maintained as an employment record documenting position held, status, attendance, leaves, enrollment in insurance and retirement programs, and other related records a may be necessary for the administration of regulations.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Personnel/Benefit Records, Professional Staff

Includes Employee Information form, Personnel Action form, copies of resumes, letters of recommendation and related correspondence, insurance and retirement benefit records, and other material related to employment history. Maintained as an employment record documenting position held, status, attendance, leaves, enrollment in insurance and retirement programs, and other related records as may be necessary for the administration of regulations.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Personnel Records, Faculty

Includes updated vita, annual reports as submitted to the dean; copies of all communications with the faculty member regarding appointment and terms of contract, the chairperson's annual letters of evaluation of non-tenured faculty; correspondence related to personnel actions. Provides an official employment record for academic faculty.

    Official Copy: Provost Office. Vital Record
    Retention: 50 years

    Other Copies:
    Retention:



Personnel Records, Staff and Administrators

Includes Employee Information form, Personnel Action form, copies of resumes, letters of recommendation, and related correspondence. Provides an employment record for temporary faculty, classified and professional staff, and graduate assistants.

    Official Copy: Human Resources. Vital Record
    Retention: 50 years after end of employment

    Other Copies:
    Retention:



Petty Cash Fund Records

May include; field order; purchase form; Invoice Voucher A19-1; End-of-Year Closeout form; Daily Transaction log; memo designating departmental petty cash custodian.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Phonographic Recordings

Provides visual and/or aural record of people, facilities, events and activities with significant relevance to the university's or individual office's function and mission. May include videotapes, audio tapes, motion picture films, phonographic recordings.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Photographic Records

Provides visual and/or aural record of people, facilities, events and activities with significant relevance to the university's or individual office's function and mission. May include videotapes, audio tapes, motion picture films, phonographic recordings.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Physical Plan Maintenance/Repair Request

Used to request maintenance and repairs to University facilities.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Plant Services Meetings


    Official Copy:
    Retention:

    Other Copies:
    Retention:



Policies and Procedures (Vital Record)

Provides a record of established policies and procedures for a department/office.

    Official Copy:
    Retention: Permanent. Vital Record

    Other Copies:
    Retention:



Printing Request

To request printing jobs from University Publishing Services.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Prints, Photographic

Provides visual and/or aural record of people, facilities, events and activities with significant relevance to the university's or individual office's function and mission. May include videotapes, audio tapes, motion picture films, phonographic recordings.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Projects, Special

Includes writings, surveys, questionnaires (summer record of compiled responses, including blank sample survey or questionnaire), correspondence and other materials related to special projects and activities of a department.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Property Files


    Official Copy: Finance & Operations Office
    Retention: 10 years. Transfer to University Archives

    Other Copies:
    Retention:



Proposals, Curriculum and Course

Provides a record documenting the development and implementation of instructional programs and individual courses. Includes new/revised course applications, proposals, and supporting papers.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Provost Council


    Official Copy:
    Retention:

    Other Copies:
    Retention:



Publications, PLU

Newsletters and bulletins produced by campus offices providing information about programs and activities. Two copies are transferred to Wilson Library Special Collections at time of publication.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Purchase Orders

Pre-numbered purchase form used by Purchasing and departments to order goods and/or services from private vendors; includes check request for pre-payment of good/services. May include order form, renewal notice, or invoice, etc. detailing purchasing information.

    Official Copy: Business Office
    Retention: 7 years. Shred

    Other Copies: Any office
    Retention: 1 year. Shred



Purchasing Card (Credit Card)

Provides a record of PCard use, transaction approval and reconciliation. Includes receipts, packing slips, printed on-line orders/copy of order form, invoices and credit documentation.

    Official Copy: Business Office
    Retention: Receipt kept through audit. Shred

    Other Copies: Any office
    Retention: 7 years. Shred



Purchasing Documents, Corporate Express

Monthly report downloaded from Corporate Express website and distributed to campus departments listing purchases order on-line. Shows detail of order number, date, quantity, item, description, amounts. Signed by budget authority. Report is reconciled with packing slips.

    Official Copy: Business Office
    Retention: Receipt kept through audit. Shred

    Other Copies: Any office
    Retention:7 years. Shred

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Q


Questionnaires, Surveys

Individual responses to surveys or questionnaires. (See "Special Projects and Activities" records series for survey/questionnaire reports.)

    Official Copy:
    Retention:

    Other Copies:
    Retention:

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R


Rank and Tenure Committee

To consider and recommend policies relative to recruitment, rank, salary, promotion, and tenure of the faculty and to act in an advisory capacity to the administration relative to application of these policies to individual members of the faculty.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Real Estate Records

This includes donated properties - paid in full

    Official Copy: Business Office
    Retention: Permanent



Receipt, PLU Departmental Deposit

Provides a record of date, description of deposit and amount of funds deposited and credited to departmental or other designated budget account.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Records Retention Schedule

Provides identification and disposition for all records found in the office.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Registrar's Statistical Reports

Provides student enrollment, degrees conferred by major and related statistics to academic and other departments.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Registration Forms

Entries indicate student name and number, quarter, department, course numbers, credits, class sections, and total credit hours. Includes registration permits and independent study and variable credit courses, as well as summer workshop registrations. Maintained to verify initial registration.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Release Time Request Form

Form used by classified staff to request release time from normal working duties for purposes of training and staff development. Form contains supervisor approval/denial. Release time is monitored by supervisor for the current year.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Rental Properties


    Official Copy: Finance & Operations Office
    Retention: 10 years. Transfer to University Archives

    Other Copies:
    Retention:



Repair Request, Lock Maintenance

Used to request service to locks, safes, locking hardware and keys.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Reports, Accidental Injury/Occupational Illness

Internal report used by employees and volunteers to report all accidental injuries or occupational illnesses/exposure sustained while working at PLU. Includes supervisor and Environmental Health & Safety Office reports.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Reports, Budget Status

Detail of monthly expenditures by department; used for budget monitory and expenditure control. Documents expenditures and encumbrances affecting allotments.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Reports, Committee

Includes meeting agendas, minutes, reports, correspondence and related materials document activities of colleges, departments or program committees.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Reports, Monthly Leave

Provides a record of annual, sick and other leave and compensatory time accrued and taken and personal holidays of classified staff. Includes previous month's totals and current year to date and the employee's current accrual rate.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Reports, Registrar's Statistical

Provides student enrollment, degrees conferred by major, and related statistics to academic and other departments.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Reports, Space Allocation

Provides record of space assigned to department.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Research Data (Vital Record)


    Official Copy:
    Retention: Permanent. Vital Record

    Other Copies:
    Retention:



Research, Human Subjects Activity Review Form (Research Proposals Withdrawn/Denied)

Includes Human Subjects Activity Review form and attachments describing proposed research. Provides a record of withdrawn or denied requests for use of human subjects research.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Research Records, Human Subjects (Approved Research)

Includes Human Subjects Activity Review form and attachments describing proposed research; bibliography; copy of sample informed consent form; survey instrument questionnaire; vita; official approval memo from Human Subjects Review Committee; renewal forms; and related correspondence. Documents the review and approval of research proposals involving human subjects.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Research, Human Subjects Exemption Form

Completed, in the lieu of formal application, for low-risk research using human subjects. Signed by principal investigator, department chair, and faculty advisor if student. Includes category under which research qualifies for exemption, project title and related information; and official memo from Human Subjects Review Committee stating project is exempt from full-review.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Research, Internal Support Funds (Awarded)

Includes application for faculty and student funding stating type of research, letters of acceptance, and related correspondence. Used to award, allocate and monitor funds for various research projects, such as summer research grants, faculty development, project development, undergraduate and graduate research, and others.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Research, Internal Support Funds (Not Awarded)

Includes application for faculty and student funding stating type of research, letters of acceptance, and related correspondence. Documents denial of funding for various research projects, such as summer research grants, faculty development, project development, undergraduate and graduate research for both grant and non-grant research purposes.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Research Protocols (Drug Development and Human Subjects) (Vital Record)


    Official Copy:
    Retention: Permanent. Vital Record

    Other Copies:
    Retention:



Residential Life Committee


    Official Copy:
    Retention:

    Other Copies:
    Retention:



Review Board


    Official Copy:
    Retention:

    Other Copies:
    Retention:

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S


Safety and Security Task Force


    Official Copy: Finance & Operations Office or Student Life
    Retention: 10 years. Transfer to University Archives

    Other Copies:
    Retention:



Safety Committee


    Official Copy: Finance & Operations Office or Student Life
    Retention: 10 years. Transfer to University Archives

    Other Copies:
    Retention:



Schedules, Master Class

Schedules of classes offered. Includes information on instructor, location, dates and times.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Scholarship Records, Awarded by Student Financial Resources

May include application, award notice, related correspondence. Document selection of candidates, awarding of scholarships, and disbursement of funds.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Scholarship Records, Awarded by Department-Recipients

May include application, award notice, related correspondence. Documents selection of candidates and awarding of scholarships.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Scholarship Records, Awarded by Department, Program Records

May include documentation related to the establishment of the fund, administrative requirements, lists of recipients and related records. Provides a record of scholarship program management.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Scholarship Records, Not Awarded

May include application and related correspondence. Provides a record of scholarship applicants who were not awarded funds.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Search Committee Records, Faculty, Professional Staff

Resumes, applications and other documents from applicants and search committees pertaining to selection for both hired and non-hired applicants.
A record of committee procedures and decisions in the recruitment for a position. May include list of committee members, correspondence regarding planning for the search, the development of criteria for the selection of a candidate, job/position description, etc.


    Official Copy: Any office
    Retention: 5 years after end of search. Shred

    Other Copies:
    Retention:



Search Committee Records, President, Vice-President, Deans

Resumes, applications and other documents from applicants and search committees pertaining to selection of President, Vice-President, Dean or Director for both hired and non-hired applicants.
A record of committee procedures and decisions in the recruitment for a president, Dean or Director position. May include list of committee members, correspondence regarding planning for the search, the development of criteria for the selection of a candidate, job/position description, etc.


    Official Copy: Any office
    Retention: 10 years after end of search. Transfer to Archives

    Other Copies:
    Retention:



Security Codes (Vital Record)


    Official Copy:
    Retention: Permanent. Vital Record

    Other Copies:
    Retention:



Sheri's Archives Files and Meeting Notes


    Official Copy: Finance & Operations Office
    Retention:

    Other Copies:
    Retention:



Slides, Photographic

Provides visual and/or aural record of people, facilities, events and activities with significant relevance to the university's or individual office's function and mission. May include videotapes, audio tapes, motion picture films, phonographic.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Space Allocation Report

Provides record of space assigned to department.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Staff Training & Development Records

Used to maintain a record of staff participation in training workshops, seminars, conferences and staff development meetings.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Student Authorized Earnings by Department Report

Used to monitor earnings of students receiving aid through federal and state work-study programs.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Student Curriculum Records

Confidential records of conference courses, incomplete grades, advisement records; documentation pertaining to academic standing of majors for students enrolled in departmental programs and courses.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Student Folder, Undergraduate

Individual files containing copies of transcripts, evaluations and related materials. Documents student's status in relationship to degree and major requirements.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Student Loans -- Federally Funded with Collection files


    Official Copy: Business Office
    Retention: Permanent

    Other Copies:
    Retention:



Student Loans -- Federally Funded -- Write-offs

Bad debts, death, bankruptcy, etc.

    Official Copy: Business Office
    Retention: Permanent

    Other Copies:
    Retention:



Student Records, Graduate

Individual folders for students who have successfully completed the graduate degree program. Provides verification for degree earned. Includes copies of transcripts, test scores, original application, degree recommendation card, and other related material.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Summer Session Course Revisions

Contains back-up material used in preparation of Summer Session catalog.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Summer Session Curriculum Planning Files

Documents planning for summer session curriculum, publications and programs. May include correspondence, notes, planning materials.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Surveys, Questionnaires

Individual responses to surveys or questionnaires. (See "Special Projects and Activities" records series for survey/questionnaire reports.)

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Sustainability Committee


    Official Copy: Finance & Operations Office or Student Life
    Retention: 10 years. Transfer to University Archives

    Other Copies:
    Retention:

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T


Tape Recordings, Meetings Minutes

Audio Tape recordings of committee, council or board meeting minutes. Proceedings transcribed and printed in official minutes.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Technical System Documentation(Vital Record)


    Official Copy:
    Retention: Permanent. Vital Record

    Other Copies:
    Retention:



Telephone Logs

Provides a record of employee appointments, schedules, meetings, visitors, routine phone call logs, etc.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Temporary Employees Personnel Records
Includes Employee Information form, Personnel Action form, copies of resumes, letters of recommendation, and related correspondence. Provides an employment record for temporary faculty, classified and professional staff, and graduate assistants.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Tenure and Promotion Records, Faculty
Includes faculty evaluations of individual applicants for tenure and/or promotion, reports merit increases, professional leaves, teaching awards and other faculty awards and honors, correspondence an dother materials from college departments and committees that provide support documentation for recommendations made by the Dean to the Provost.

    Official Copy: Provost office
    Retention: 6 years after end of fiscal year

    Other Copies: Appropriate Dean
    Retention: 6 years after end of fiscal



Textbook Requisition
Form used by faculty to order textbooks from Bookstore. Includes pertinent information related to department, course, quarter, instructor and textbook. Signed by department chair and instructor.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Time, Hourly Record, Volunteer's
Hourly time record completely by volunteer and signed by authoring departmental employee. Used to register volunteers, authorize services performed, and provide number of service hours. Total number of service hours reported to Human Resources monthly for submittal to Department of Labor and Industries for medical aid benefits and premium assessment.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Time/Leave, Employee Electronic Entry System
Used for web input and approval of time and leave by employee or department keyer, using Western employee ID number and employee pin number. (Includes student employees.)
Note: Departments are required to maintain paper reports detailing time and leave use downloaded from the system, signed by the employee, if the employee does not input time and leave directly, for six years. Departments are also responsible for maintaining leave request forms. (See records series for Leave Requests, Exempt and Classified Staff.).


    Official Copy:
    Retention:

    Other Copies:
    Retention:



Training Records, Staff
Staff Training and Development Records. Used to maintain a record of staff participation in training workshops, seminars, conferences and staff development meetings.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Transcripts (Vital Record)
Computer on-line disk storage of courses taken, grades and honors received, transfer and total credits, major and minor; maintained as an indication of individual student's status in relationship to degree requirements.

    Official Copy: Registrar
    Retention: Permanent. Vital Record

    Other Copies:
    Retention:



Transfer Credit Envelopes
Individual envelopes containing transcript from other institutions, applications for degree and/or admission with advanced standing, PLU credit evaluations, fee payment documentation, and related correspondence.

    Official Copy: Registrar's Office
    Retention: 15 years after end of academic year

    Other Copies:
    Retention:



Transitory Records
May include routine requests for information (non-policy); copies of completed forms, bulletins, correspondence prepared for references and information distribution. Does not include policy documents.

    Official Copy: Any office
    Retention: May be destroyed as soon as they have served reference needs

    Other Copies:
    Retention:



Transmittal, Records
Provides an itemized list by box of records transferred to the University Archives & Records Center.

    Official Copy: University Archives & Records Center
    Retention: 6 year after last records item destroyed

    Other Copies: Any office
    Retention: 1 year after last record item destroyed



Transport Services Request
To request transport of goods between University offices.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Travel Authorization
Pre-numbered three-part form combining functions of travel authorization, travel justification, and travel expense advance approval. used to process and record staff, faculty, non-employee and interviewees travel.

    Official Copy: Business Office
    Retention: 7 years. Shred

    Other Copies: Any office
    Retention: 1 year. Shred



Travel Expenses
This includes vouchers, auto mileage forms, and supporting documentation.

    Official Copy: Business Office
    Retention: 7 years. Shred

    Other Copies: Any office
    Retention: 1 year. Shred



Trial Balance Reports

    Official Copy: Business Office
    Retention: Permanent

    Other Copies: Any office
    Retention: 1 year. Shred


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U


Undergraduate/Graduate Programs Application Files/Incomplete

May include program application, copies of transcripts, college test scores, related documents. File is incomplete.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Undergraduate/Graduate Programs Application Files/Denied Admission
May include program application, copies of transcripts, college test scores, related documents. Applicants were denied admission to the program.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Undergraduate/Graduate Programs Application Files/Not Entered
May include program application, copies of transcripts, college test scores, related documents. Student chose not to enter program.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Undergraduate Student Folder

Individual files containing copies of transcripts, evaluations and related materials. Documents student's status in relationship to degree and major requirements.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



University Committees
University Budget Advisory
University Diversity
University Long - Range Planning
University Media Board
University Review Board
Institutional Animal Care and Use


    Official Copy:
    Retention:

    Other Copies:
    Retention:



Unsolicited Employment Applications (Not Hired)
May include resumes, applications, correspondence, and other documents pertaining to unsolicited requests for employment not related to recruitment searches for specific positions.

    Official Copy:
    Retention:

    Other Copies:
    Retention:

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V



Vendor Contracts
This includes rentals and KPLU agreements.

    Official Copy: Business Office
    Retention: 7 years. Shred

    Other Copies: Any office
    Retention: 3 years. Shred



Videotapes
Provides visual and/or aural record of people, facilities, events and activities with significant relevance to the university's or individual office's function and mission. May include videotapes, audio tapes, motion picture films, phonographic recordings.

    Official Copy:
    Retention:

    Other Copies:
    Retention:



Volunteers' Hourly Time Records
Hourly time record completely by volunteer and signed by authorizing departmental employee. Used to register volunteers, authorize services performed, and provide number of service hours. Total number of service hours reported to Human Resources monthly for submittal to Department of Labor and Industries for medical aid benefits and premium assessment.

    Official Copy:
    Retention:

    Other Copies:
    Retention:

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W

Wellness Committee

    Official Copy: Finance & Operations Office or Student Life
    Retention: 10 years. Transfer to University Archives

    Other Copies:
    Retention:



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