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**NOTE: The Admissions subsection has been eliminated and the single item previously found there is now in the Student Records subsection, formerly known as the Registration subsection. The Affirmative Action subsection has been eliminated; items previously found there are now covered by items in the Personnel/Civil Service and Human Rights/Economic Opportunity sections. The Health Services subsection has been eliminated; items previously found there are now covered by items in the Public Health section.
Community colleges should also consult other sections of this Schedule, especially the General, Electronic Data Processing, Fiscal, Library/Library System, Public Property and Equipment, Public Safety, and Recreation sections, for records that are held by all types of local governments.
Records of special programs not covered by specific items on this Schedule are covered by item no. 12 in the General section. These include such programs as orientation of students and staff; speakers' bureaus and other community services; veterans, service members, and ROTC programs; and incubator programs, small business development services, and technical assistance/training to business and industry.
|**1.||Accreditation records for institutional or program accreditation by the Middle States Association of Colleges and Secondary Schools, the National League for Nursing and other organizations responsible for accrediting institutions of higher learning, including but not limited to institutional self-study documents, reports and determinations resulting from onsite visits for evaluation, and the college's response to deficiencies noted|
|a. Significant correspondence, reports, questionnaires, self-study records and reports, guides and related documents transmitted between the community college and accrediting bodies:||PERMANENT|
|b. Routine correspondence and transmittal records, drafts of guides and reports, and fiscal records:||6 years after accreditation approved or denied|
|**2.||Curriculum development records, covering internal development and approval for credit, non-credit, and continuing education programs and courses|
a. Curriculum and related records describing course of instruction and course content, including transfer status information and course history records:
NOTE: Records prepared as part of curriculum planning may have long-term value meriting continued preservation. Community college officials should evaluate these records for continued, or permanent, preservation. Contact the State Archives for additional advice
|b. Approved internal application for curriculum:||7 years|
|c. Denied internal application for curriculum:||1 year|
|d. Curriculum planning records:
NOTE: Reports and studies prepared as part of curriculum planning may have long-term value meriting continued preservation. Community college officials should evaluate these records for continued, or permanent, preservation. Contact the State Archives for additional advice.
|0 after no longer needed|
|**3.||Academic program proposals including proposals for registration of new programs and requests for approval of changes in existing program title, HEGIS (Higher Education General Information Survey) content, credit hours, curricular content, format, and/or resource commitment|
|a. For successful registration of program:||PERMANENT|
|b. For failed proposal:||0 after no longer needed|
|4.||Curriculum/program registration records including approvals from the State University of New York and registration letters from the State Education Department:||PERMANENT|
|**5.||Course information records|
|a. Official copy of any literature or other material made available to the public, including college catalogs and student handbooks:||PERMANENT|
|b. Detailed course descriptive information, including background materials and supporting documentation:||7 years after course or program discontinued|
|c. Routine internal information records relating to courses, including but not limited to draft descriptions and tentative course schedules:||1 year|
|**6.||Faculty and faculty-student research records, maintained separate from faculty personnel records and student individual academic records|
|a. Published books, papers, journal articles, and other materials made available to the public:||
|b. Other records, including but not limited to records summarizing and publicizing research, and research files which are not the personal property of the researchers:
NOTE: Depending on the nature of the research, some of these files may be valuable for other researchers as well as in documenting research sponsored by and conducted at the college, and should be appraised for potential permanent retention. Appraisals of research files should involve consultation with both members of the faculty and acknowledged professionals in the respective field.
|1 year after research concluded or otherwise terminated
|**1.||Alumni contact records including but not limited to name, address, occupation, degree attained, marital status, and summary records of financial contributions of alumni:||0 after superseded or obsolete|
|**2.||Alumni directory or other master summary record of alumni and all other degree recipients, such as published alumni catalog, providing names of alumni, years of graduation, and other information such as degrees granted and place of residence:||PERMANENT
|1.||Player recruitment/scouting file concerning recruitment of student athletes for college sports programs, including but not limited to scouting reports, lists of prospects, recruitment proposals, and correspondence|
|a. For student athletes entering college:||3 years after graduation or date of last attendance|
|b. For student athletes who do not enter college:||0 after no longer needed|
|2.||Athletic scholarship file including but not limited to applications, recommendations, authorization of awards, financial statements, accounting data, and correspondence:||6 years|
Athletic program records
|a. Lists of athletes or participants, records of intercollegiate competitions and intramural athletics, and other records except scouting and training videotapes and other records:
NOTE: Appraise these records for historical significance prior to disposition. Official score and record books, team and action photographs, and videotapes of and programs for intercollegiate competitions may have historical value in documenting intercollegiate student athletics. Records with historical value should be retained permanently.
NOTE: Health-related records are found in the Public Health section of this Schedule. Athletic training records are covered by item no. 1026, below.
|b. Videotapes, reports and other records used for scouting and training purposes:||0 after no longer needed|
|**4.||Records of gender equity in athletics, including audit and self-evaluation records for male and female athletes and related records, including any records created pursuant to Title IX of the Education Amendments of 1972, codified in Sections 1681-1688 of 20USC, and Section 106.41 of 34CFR:
NOTE: For related reports and records on athletic program activities, see item no. 1030 in the Miscellaneous subsection of this section.
|**5.||Substance or alcohol abuse testing records for individual athlete, not included in student health services case record|
|a. Positive test results and related records:||6 years after last entry|
|b. Negative test results:||3 years|
|**6.||Athletic training records, including but not limited to records of training provided individual athletes and staff:||6 years after last entry|
|7.||Athletic health information report determining student eligibility to participate in campus sports activities:||6 years
|**1.||Student counseling records, including but not limited to request for assistance relating to emotional, psychological, personal, social, academic, or placement and career planning concerns, and also covering tutoring and mentoring services provided for and received by students:||6 years|
|2. ||Academic termination record containing information about transfer to another college, reason for termination or future plans of student:||
0 after no longer needed
|3.||List of student appointments including slips, return cards or counseling schedules:||0 after obsolete|
|4.||Statistical compilation or reports of students served:||0 after no longer needed|
|**5.||Catalogs and related public relations information received from other academic, vocational or educational institutions:||0 after no longer needed|
|**6.||Career placement records, including but not limited to records of on-campus visits and interviews, job fairs, employer information sessions, and job searches, but not including individual student counseling records:||0 after no longer needed
Donor (and prospective donor) information records containing information on individuals, organizations, foundations, or corporations:
NOTE: Detailed records of specific gifts to a community college are now covered by item no. 368 in the Miscellaneous section of this Schedule.
|0 after no longer needed
|**1.||Student file including but not limited to information on disability, correspondence with student's sponsoring agency, orders for special equipment, and notes of contacts with counselors:||6 years after graduation or date of last attendance|
|2.||Staff development materials relating to instructor orientation to disabled students and general disabilities:||0 after obsolete
|**1.||Student financial aid records including but not limited to Free Application for Federal Student Aid (FAFSA) reports, applications for assistance, financial aid disbursement records, copies of income tax forms, financial aid transcripts from other schools, award and declination notices, verifications for non-taxable income and other tax-related records, instructor requests for work-study student, student work-study job descriptions, copies of work-study time records to verify hours with student schedule, and veteran's service information:||6 years|
|**2.||Financial aid reports (state, federal, and other) covering multiple students, including but not limited to Tuition Assistance Program (TAP) reports:
NOTE: Appraise these records for continuing administrative or historical value prior to disposition. Records with historical value should be retained permanently. Reports containing information showing trends in student financial aid over time may be valuable for planning and other decision-making as well as research purposes.
|1.||Admissions collection record, including but not limited to record of receipts and log of operations:||6 years|
|**2.||Student's individual account records, covering credit, non-credit, or continuing education courses, housing, food, laboratory and equipment use, and other fees, charges and expenses, and also including tuition waivers:
NOTE: See item no. 288 in the Fiscal section, General Accounting and Miscellaneous subsection, for other billing records.
|6 years after last entry|
|**3.||Fiscal reports submitted to or received from the State University of New York (SUNY)including operating report (budget) and annual report (year-end):||6 years
|**1.||Residency occupancy records including but not limited to room and board contracts and room assignment, and records pertaining to damage of dormitory equipment and furnishings:||6 years after expiration of contract or room assignment|
|2.||Off-campus rental records including lists of landlords and/or listings indicating apartments or rooms available:||0 after superseded or obsolete
|1.||Course listing created for administrative convenience, containing department list of classes:||0 after superseded|
Instructor's course syllabus or lesson plan:
NOTE: The community college may wish to retain representative or outstanding course syllabi for future reference, as well as any useful class reading lists or bibliographies.
|0 after no longer needed by community college
|**3.||Instructor's grade records, test scores, and marking sheets, including records documenting the evaluation of scientific models, biological specimens, chemical compounds or other objects or materials produced in lab or shop settings:||2 years|
|4.||List of students majoring in a field of study:||0 after superseded|
|5.||Class schedule including class title, location, dates, and time of meeting:||6 years|
|**6.||Completed examination test papers and answer sheets:||6 months after course completion|
|**7.||Course or laboratory attendance records necessary to provide documentation for student financial aid or other purposes:||6 years|
|**8.||Records relating to tax-free use of alcohol for educational purposes:||6 years after expiration of permit or denial of application|
|9.||Evaluations of course instructor:||3 years|
|**10.||Records of hypodermic syringes and needles acquired for educational use or for administration of vaccines and other controlled substances to students and/or employees|
|a. Certificate of need for educational use:||6 years after certificate expires|
|b. Other records, including records of purchase, inventory, destruction, loss or theft:||6 years
|**1.||Chartering documents and establishment plan concerning the community college's corporate status and degree-granting authority, including background materials:||PERMANENT|
|**2.||Fire safety inspection reports prepared pursuant to Section 807-b, Education Law:
NOTE: Although Section 807-b of Education Law authorizes community college officials to destroy these reports after 3 years, the State Archives strongly urges that the “official” or “record” copies of these reports be retained for 21 years to meet possible legal needs, including personal injury litigation that may involve minors.
|3.||Special event file|
|a. Official copy of any program or promotional literature or photograph of events or games:||PERMANENT|
|b. Background materials and supporting documentation:||6 years|
|**4.||Institutional information/reports which must be sent or made available to enrolled and prospective students and the public, under Sections 668.41, et seq. of 34CFR, including related records, exclusive of campus security records required under Section 668.46 of 34CFR
NOTE: For campus security records see item no. 1032, below, as well as items found in the Public Safety section of this Schedule.
|a. Financial assistance information, institutional information, completion or graduation rate information, completion or graduation rates for student-athletes report, and athletic program participation rates and financial support data report:
NOTE: Institutional information and reports may have long-term value to document college policies and the status of various college programs, especially if that information is not readily available in catalogs or other sources. For that reason, officials may wish to retain these records permanently to document these policies and programs.
|6 years after issued, superseded or obsolete, whichever is later|
|b. Notice of availability of information/reports as distributed or made available to enrolled and prospective students:||3 years after issued, superseded or obsolete, whichever is later|
|c. Designation of employee(s) authorized to assist enrolled and prospective students obtain the information/reports:||3 years after superseded|
|a. Official copy of commencement program or other publication:||PERMANENT|
|b. Other commencement records, including but not limited to copies of speeches, press clippings and press releases, and event planning and logistics records:
NOTE: Appraise these records for historical significance prior to disposition. Records such as speeches and photographs may have continuing value for historical or other research and should be retained permanently. Contact the State Archives for additional advice.
Campus safety records
NOTE: College security units should use the Public Safety section of this Schedule whether or not they have been recognized as accredited law enforcement agencies. This item covers records that must be maintained under Section 668.46 of 34CFR (Institutional Security Polices and Crime Statistics).
|a. Annual security report:||PERMANENT|
|b. Notice of availability of the annual security report and related records as distributed or made available to enrolled and prospective students and current and prospective employees:||3 years after issued, superseded or obsolete, whichever is later|
|c. Designation of employee(s) authorized to assist enrolled and prospective students obtain the annual security report and related records:||3 years after superseded|
|d. Crime statistics, including lists of crimes by location and relevant maps, other than those statistics included in the annual security report:||3 years|
|e. Crime logs:||3 years|
|**7.||College-related reports, studies or data queries, including their supporting documentation, covering subjects such as institutional research, graduation rates, enrollment projections, ethnicity and other student profiles, faculty-student class ratios, honors lists, and fiscal matters|
|a. Annual or semester reports submitted to the U.S. Department of Education, State University of New York (SUNY), or local sponsor(s), including the institutional profile, other reports, studies or queries having legal or fiscal value, and verifications of data following submission by the college:
NOTE: Appraise these records for historical significance prior to disposition. Some of these reports and studies, including their detailed documentation, may contain significant information valuable for long-term planning as well as historical and other research. Contact the State Archives for additional advice.
|b. Reports, studies or queries having no legal or fiscal value, such as daily activity or other routine internal reports:||0 after no longer needed|
|**8.||Student activity or organization records|
|a. Lists of members or participants, records of activities, competitions and performances, and other records of officially supported student activities and organizations except scouting records and scouting and training videotapes:
NOTE: Appraise these records for historical significance prior to disposition. Photographs and videotapes of programs for certain competitions and performances may have historical value in documenting student activities. Records with historical value should be retained permanently.
NOTE: Parental consents are covered by item no. 82 in the Student Records subsection. Health related records are found in the Public Health section of this Schedule.
|b. Scouting reports and videotapes used for scouting and training purposes, not associated with intercollegiate athletics:||0 after no longer needed|
|**9.||Food management records|
|a. Program participation or other legal agreement or contract, including attachments and amendments:||6 years after termination of agreement|
|b. Other program records, including but not limited to application to participate as a sponsor, individual student participation application records, meal counts and dietary services studies, requisition and approval of requisition for donated commodities, menus, and fiscal records such as adding machine tapes, purchase orders, claims and vouchers:||6 years|
|**10.||Food inspection and investigation records, including inspection report for preparation or serving area and food sanitation complaint investigation records|
|a. When any significant problem is encountered:||3 years after oldest person involved attains age 18|
|b. When no significant problem is encountered:||3 years
|**1.||President's office files including but not limited to correspondence, memoranda, reports, studies, publicity items, contracts and other legal documents, and also including association or organization membership files covering affiliation with or membership in professional, education or civic groups, including the National Junior College Athletic Association (NJCAA), by the college as a whole or some department or unit thereof|
|a. Where file documents a significant subject, or major policy-making or program-development process:||PERMANENT|
|b. Where file documents routine activity:||6 years or 6 years after expiration of contract, as appropriate
|**1.||Admissions records including but not limited to application, entrance examinations and reports, letters of recommendation, transcripts from secondary schools and other colleges and universities, acceptance letters, advanced placement records, evaluations, and supporting documentation|
|a. For applicants who are accepted and attend:
NOTE: If admission records for students who enter are made part of student records, see item no. 132, below. Duplicate copies retained by a separate admissions office can be disposed of when no longer needed.
|6 years after graduation or date of last attendance|
|b. For applicants who are accepted and do not attend, and applicants who are not accepted:
NOTE: Community colleges may wish to keep these records longer for international students, for convenience of access by both college personnel and the prospective or accepted students.
|2 years following date of exclusion or end of permitted enrollment period for accepted applicants|
|**2.||Student academic records|
|a. Student permanent academic record (transcript):||PERMANENT|
|b. Change of grade documents, withdrawal authorizations, graduation certification, Social Security certification, student roster and attendance verification records such as class roster, or final grade listing and student schedule:||6 years|
|c. Other student records including but not limited to academic action authorizations (dismissals and/or notification of problems); employment placement records; records of internships served; records of selection for and participation in remedial assistance, second language, academic honors, or other special academic programs; and assessment of life/work experience information for academic credits:||6 years after graduation or date of last attendance of student(s) involved|
|d. Change in Social Security number record, application for veteran's benefits and enrollment certification and related records:||3 years|
|e. Application for graduation, change of course (drop/add) records, credit/no credit (audit) approval, name and/or sex change authorization, pass/fail request, registration form, and request by student for transcript or other record:||1 year|
|f. Unclaimed diplomas:
NOTE: Community colleges may wish to keep these records longer for convenience of both college personnel and graduates who may request their diploma at some later date.
|**3.||Non-credit and continuing education records|
|a. Individual attendee records, including but not limited to residence verification, program participation application, summary of participant achievements and attendance, record of courses taken including grades and test results, but excluding test papers and answer sheets:
NOTE: If participation in a non-credit or continuing education course is pertinent to an enrolled student’s academic requirements, attendee records should be maintained as part of the student’s academic records as indicated by item no. 132, above.
|b. Test papers and answer sheets:||6 months|
|**4.||Student information system containing electronic information on academics, financial matters, and other aspects of student life, regardless of whether or not similar information is contained in series covered by other items found in this Schedule|
|a. Basic data on any student contained in or produced by an automated student information system, including name, age, sex, personal identification (social security number or other number used to identify student), address, grade and/or class, courses taken, and grades:
NOTE: This information may be valuable for long-term planning and evaluation purposes by college administrators, and for instances where students reenter the college later in life. In addition, it may be useful in historical or other research. Creation of a "history file" in the information system may be a useful way to maintain this more important information. Contact the State Archives for additional advice.
|6 years after graduation, date of last attendance, or financial accounting, whichever is later|
|b. Detailed data on any student contained in or produced by an automated student information system, other than financial aid data:||6 years|
|c. Financial aid data on any student contained in or produced by an automated student information system:||6 years or 6 years after loan is repaid, canceled or assigned, whichever is longer|
|**5.||Records of compliance with the Family Educational Rights and Privacy Act of 1974 (FERPA) and related legislation concerning access to student education records and participation in surveys on or activities in designated areas|
|a. Request for hearing on content of student education records, decision of hearing, and student statement on content of disputed record:||Retain for the same period the disputed records are maintained|
|b. Record of requests for access to and disclosures of personally identifiable information from the student education records, as required by FERPA regulations:
NOTE: For records of requests for student information which are not subject to FERPA requirements, see item no. 10 in the General section of this Schedule. Requests by students for information on themselves are covered by item no. 132e, above.
|Retain for the same period the requested records are maintained|
|c. Request for nondisclosure of directory information or non-participation in surveys on or activities in designated areas:||1 year after request is terminated or is no longer valid or 1 year after the concerned records are no longer maintained|
|d. Consent for records disclosure:||1 year after consent is terminated or 1 year after the concerned records are no longer maintained|
|e. Waiver of right to inspect and review confidential letters and statements placed in student education records:||1 year after waiver is terminated or 1 year after the concerned records are no longer maintained|
|f. Directory Information Policy Statement:||PERMANENT|
|g. Annual or other notice of rights under FERPA or related legislation concerning access to student records or participation in surveys on or activities in designated areas:||3 years after issued or superseded or obsolete, whichever is later|
|6.||Proof of residence records|
|a. Community college copy of certificate of residence:||6 years|
|b. Lists of students residing in different political jurisdictions:||1 year after superseded or obsolete|
|a. Individual scholarship file including but not limited to applications, list of eligible candidates, list of competition winners and alternates, recommendations, authorization of awards, financial statements, accounting data, reports, and correspondence:||6 years|
|b. List of scholarships awarded students:||PERMANENT|
|**8.||Records of gifts and prizes (other than scholarships) awarded students:||3 years|
|**9.||Student degree and grade audit records, other than those found in the student academic records, covered by item no. 132, above:||6 years|
|**10.||Student disciplinary records, including but not limited to suspension notice, suspension hearing record, probationary condition adherence record, expulsion records, correspondence, fine assessment, and related records:||6 years after the end of the academic year|
|11.||Student grievance records including but not limited to grievance, investigative records, hearing proceedings, decision rendered, student appeal, records of arbitration procedure, final decision and correspondence:||6 years after grievance resolved|
|**12.||Recruitment records, other than recruitment of individual student athletes, including but not limited to plans and strategies, lists of potential students, records of socio-ethnic composition of student body, records of college planning workshops and visits by parents and prospective students, and relevant statistics, exclusive of records of individual prospective students as covered by item no. 1042, below:||3 years|
|**13.||Records relating to individual prospective students who do not apply for admission, including resumes:||1 year|
|14.||Parental consent record:||6 years|
|**15.||Nursing education program eligible list of candidates, received from New York State Education Department:||3 years after the end of the academic year