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Cooperative Extension Association

Cooperative Extension Association

Basic Administrative Records
Title Major Revision Previous Schedules Schedule Item
Organizational and establishment records,

including constitution, bylaws and approval of organization and administration by Cornell University:
RETENTION: PERMANENT

 MI1 129 237
List of members, "enrollment" or equivalent record:


RETENTION: PERMANENT

 MI1 130 238
Lists of board members, officers, agents and employees

(known as "organization reports"):
RETENTION: PERMANENT

 MI1 131 239
Election records


MI1 132 240

a: Election results:
RETENTION: PERMANENT

b: Ballots, nominations, tabulations and other election records:
RETENTION: 1 year after election
Program records

on individual courses or programs offered the public

 MI1 133 241

a: Official copy of any literature or other material available to the public:
RETENTION: PERMANENT

b: Summary record describing course or program offering and/or its progress and results:
RETENTION: PERMANENT

c: Listing of participants:
RETENTION: 6 years

d: Other course or program materials:
RETENTION: 1 year after course or program discontinued

e: Advice and referral records, covering information provided to individuals in person or over the telephone or Internet, including but not limited to telephone logs and individual call records:
RETENTION: 6 months
Program or other non-fiscal audit or review

conducted by Cornell University or other agency

 MI1 134 242

a: Report and recommendations:
RETENTION: PERMANENT

b: Background materials and supporting documentation:
RETENTION: 6 years
Copies of exempt organization income tax records,

including all records generated to assist Cornell University in filing income tax return for county associations, and copy of filed tax return:
RETENTION: 6 years

 MI1 601 243
Food and Nutrition Education Programs
Title Major Revision Previous Schedules Schedule Item
Reports resulting from Expanded Food and Nutrition Education program (EFNEP), Supplemental Nutrition Assistance Program Education (SNAP-Ed), or similar program 2020 (♦)
2022 (♦♦) 		MI1 602 244

a: Annual or final reports:
RETENTION: PERMANENT

b: Quarterly, monthly or other periodic reports:
RETENTION: 2 years
Case record of family participating in Expanded Food and Nutrition Education program (EFNEP), Supplemental Nutrition Assistance Program Education (SNAP-Ed),

or similar program, including but not limited to plan of work, work reports, diagnostic reports, progression record:
RETENTION: 6 years after becoming inactive

 2020 (♦)
2022 (♦♦) 		MI1 603 245
4-H youth participant records for Expanded Food and Nutrition Education program (EFNEP)

or similar program, including lists of participants, enrollment records and lists of youth contacts:
RETENTION: 6 years

 2020 (♦)
2022 (♦♦) 		MI1 604 246
List, log or other summary record of visits

resulting from Expanded Food and Nutrition Education program (EFNEP), Supplemental Nutrition Assistance Program Education (SNAP-Ed), or similar program:
RETENTION: 6 years

 2020 (♦)
2022 (♦♦) 		MI1 605 247
Master summary record of families served

by Expanded Food and Nutrition Education program (EFNEP), Supplemental Nutrition Assistance Program Education (SNAP-Ed), or similar program:
RETENTION: PERMANENT

 2020 (♦)
2022 (♦♦) 		MI1 606 248
Records relating to persons not served

by Expanded Food and Nutrition Education program (EFNEP), Supplemental Nutrition Assistance Program Education (SNAP-Ed), or similar program, including eligibility screening records, withdrawn applications, and referrals:
RETENTION: 2 years

 2020 (♦)
2022 (♦♦) 		MI1 607 249
Miscellaneous
Title Major Revision Previous Schedules Schedule Item
Farm animal disease test records


MI1 608 250

a: Cattle disease test records, including but not limited to summary report for each herd (to which test results have been posted), brucellosis or tuberculosis test results and calf vaccination report:
RETENTION: 10 years

b: Inspection and related records for farm animals other than cattle:
RETENTION: 3 years
Log or index

of seniors served by local aging services program:
RETENTION: 6 years

 MI1 609 251
Individual senior services client file,

including but not limited to screening records, applications, evaluations, and follow-up report:
RETENTION: 6 years after last entry

 MI1 610 252
Surplus food distribution records,

covering federally donated food and related commodities, including but not limited to inventory, order form, eligibility determination records, authorizing receipt and reports on storage and distribution:
RETENTION: 4 years

 MI1 611 253
Soil test results for farmland soil sample,

including nutrient analysis and recommendations:
RETENTION: 3 years

 MI1 613 255
Dairy farm business summary records


MI1 614 256

a: Annual farm business summary for individual farm:
RETENTION: PERMANENT

b: Data entry and other records, used in compiling summary record:
RETENTION: 0 after no longer needed

c: Summary data and other information for all participating farms:
RETENTION: PERMANENT
Watershed farmer's case file,

including but not limited to farm management assessment, environmental assessment, plan evaluation, whole farm plan and supporting data:
RETENTION: PERMANENT

 MI1 615 257
Tractor, equipment or firearm safety training records


MI1 616 258

a: Official training records, including parental consent, certificate of training and summary of attendance and test results:
RETENTION: 6 years, but not less than 3 years after attendee attains age 18

b: Listing of course participants, and detailed attendance records:
RETENTION: 6 years

c: Summary record describing course or program offering and/or its progress and results:
RETENTION: 6 years after course or program no longer offered

d: Other course program materials:
RETENTION: 1 year after course or program discontinued
4-H club association membership record,

including application:
RETENTION: 6 years after participation ends, or 3 years after individual attains age 18, whichever is longer

 2020 (♦)
 259