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Miscellaneous

Community College

Miscellaneous
Title Major Revision Previous Schedules Schedule Item
Chartering documents and establishment plan

concerning the community college's corporate status and degree-granting authority, including background materials:
RETENTION: PERMANENT

 CO2 69; MI1 58 193
Fire safety inspection reports prepared pursuant to Section 807-b, Education Law:


RETENTION: 3 years
NOTES: 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.

 CO2 129; MI1 118 194
Special event file


CO2 80; MI1 69 195

a: Official copy of any program or promotional literature or photograph of events or games:
RETENTION: PERMANENT

b: Background materials and supporting documentation:
RETENTION: 6 years
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
NOTES: For campus security records see item no. 198, as well as items found in the Public Safety section of this Schedule.

 CO2 1030; MI1 889 196

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:
RETENTION: 6 years after issued, superseded or obsolete, whichever is later
NOTES: 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.

b: Notice of availability of information/reports as distributed or made available to enrolled and prospective students:
RETENTION: 3 years after issued, superseded or obsolete, whichever is later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:
RETENTION: 3 years after superseded
Commencement records


CO2 1031; MI1 890 197

a: Official copy of commencement program or other publication:
RETENTION: PERMANENT

b: Other commencement records, including but not limited to copies of speeches, press clippings and press releases, and event planning and logistics records:
RETENTION: 6 years
NOTES: 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


NOTES: 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).
Sexual offense or alcohol or drug abuse investigation records are covered by item no. 1222 in the Public Safety section, Law Enforcement: General subsection. Lists and other records of parolees and sex offenders are covered by item nos. 1274 and 1275 in the Public Safety section, Law Enforcement: Miscellaneous subsection. Accident or incident reports that are not crime related are covered by item nos. 31 and 32 in the General Administration section. For building security records and video recordings maintained for security purposes, see item nos. 811 and 846 in the Public Property and Equipment section.

 2020 (♦)
 CO2 1032; MI1 891 198

a: Annual security report:
RETENTION: 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:
RETENTION: 6 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:
RETENTION: 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:
RETENTION: 3 years

e: Crime logs, crime reports, records of arrests and referrals for disciplinary action, timely warnings of threats to campus safety, and other records used to compile annual security report:
RETENTION: 6 years

f: Missing student notification policy and procedures, including supporting materials:
RETENTION: 6 years after policy and procedures are superseded

g: Emergency response and evacuation policy and procedures, including supporting materials:
RETENTION: 6 years after policy and procedures are superseded
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

 CO2 135; MI1 124 199

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:
RETENTION: 6 years
NOTES: 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:
RETENTION: 0 after no longer needed
Student activity or organization records


2022 (♦♦) CO2 1033; MI1 892 200

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:
RETENTION: 6 years
NOTES: 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.
Parental consents are covered by item no. 219 in the Student Records subsection. Health related records are found in the Public Health section.

b: Scouting reports and videotapes used for scouting and training purposes, not associated with intercollegiate athletics:
RETENTION: 0 after no longer needed
Food management records


CO2 1034; MI1 893 201

a: Program participation or other legal agreement or contract, including attachments and amendments:
RETENTION: 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:
RETENTION: 6 years
Food inspection and investigation records,

including inspection report for preparation or serving area and food sanitation complaint investigation records

CO2 1035; MI1 894 202

a: When any significant problem is encountered:
RETENTION: 3 years after oldest person involved attains age 18

b: When no significant problem is encountered:
RETENTION: 3 years
Radiation use log

including student name, date, film size, quantity, screen, and length of time in laboratory where radiation is in use:
RETENTION: 4 years after graduation

 2020 (♦)
 203