Kansas Records Retention Schedules
Results of Query:
Agency Code: 367 (Kansas State University. )
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Agency Number: 367-001
Kansas State University
SERIES ID |
0643-367 |
TITLE |
Academic Dismissal |
DESCRIPTION |
Series includes all records regarding academic dismissals issued by the office of the University Registrar. |
RETENTION |
Permanent |
COMMENTS |
The office of the University Registrar is the office of record. |
DISPOSITION |
Permanent |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. |
APPROVED |
2019-10-17
|
K.A.R. NUMBER |
53-2-204 |
SERIES ID |
0644-367 |
TITLE |
Academic Fresh Start Records |
DESCRIPTION |
Series includes academic fresh start application form and all supporting documentation. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 years from last attendance, then destroy. The office of the University Registrar is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. |
APPROVED |
2019-10-17
|
K.A.R. NUMBER |
53-2-204 |
SERIES ID |
0001-367 |
TITLE |
Academic Transcripts |
DESCRIPTION |
Records containing the permanent file of all classes attended and grades received by a student, and degrees awarded by institution. |
RETENTION |
Permanent |
COMMENTS |
The office of the University Registrar is the office of record. |
DISPOSITION |
Permanent |
RESTRICTIONS |
KSA 45-221(a)(1), 20 U.S.C. § 1232g; 34 CFR Part 99. |
APPROVED |
2017-04-20
|
K.A.R. NUMBER |
53-2-195 |
SERIES ID |
0003-367 |
TITLE |
Accidental Injury Report |
DESCRIPTION |
Report prepared following an accidental injury to staff, students or faculty. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 years after termination of employee, then destroy.
The Division of Human Capital Services is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(3) |
APPROVED |
2017-04-20
|
K.A.R. NUMBER |
53-2-195 |
SERIES ID |
0084-367 |
TITLE |
Accounts Payable Records |
DESCRIPTION |
Documents related to payment for goods and services: purchasing and payment forms, including purchase orders, interdepartmental vouchers, interfund vouchers (IFV), payment vouchers (agency payment vouchers (APV) and business procurement card (BPC) vouchers), travel reimbursement documents, and all supplemental documentation, including invoices and vendor certification forms, such as Form W-9, W-8BEN, and W-8BEN-E. Refer to KSU Policies 3433 and 6115 for guidance concerning protected information. |
RETENTION |
005 fisc yrs |
COMMENTS |
Retain 5 fiscal years then destroy, provided all audit requirements have been resolved. Exceptions for grant funded payables documentation are explained in the university's Policies and Procedures Manual, Chapter 7050.120, "Post Award Procedures, Records Retention." The Division of Financial Services is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(32), (33). |
APPROVED |
2016-10-20
|
K.A.R. NUMBER |
53-2-193 |
SERIES ID |
0004-367 |
TITLE |
Accounts Receivable Records |
DESCRIPTION |
Documents related to the collection of payments due to the agency, such as copies of invoices, correspondence, DA-32 forms, and protected personal information. If Social Security Numbers or credit card information are obtained, the data must be protected as required by law. Refer to KSU Policies 3433 and 6115 for guidance concerning protected information. |
RETENTION |
005 fisc yrs |
COMMENTS |
Retain 5 fiscal years then destroy, provided all audit requirements have been resolved. The Division of Financial Services is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1), (30), & KSA 75-3520. |
APPROVED |
2016-10-20
|
K.A.R. NUMBER |
53-2-193 |
SERIES ID |
0005-367 |
TITLE |
Accreditation Reports and Review Records |
DESCRIPTION |
Variety of documents relating to the accreditation review process for the separate colleges or professional organizations to ensure that academic or professional standards are met and maintained. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the university archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1995-01-12
|
K.A.R. NUMBER |
53-2-103 |
SERIES ID |
0006-367 |
TITLE |
Administrative Files |
DESCRIPTION |
Central files documenting the daily activities of an office. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the university archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1995-01-12
|
K.A.R. NUMBER |
53-2-103 |
SERIES ID |
0645-367 |
TITLE |
Admissions - Applicants Enrollment |
DESCRIPTION |
Series includes records involved in the enrolled applicant phase of admissions. Enrolled Applicants are defined as a contact who has applied and enrolled to the University. Records include, but are not limited to acceptance letters, test scores, applications, letters of recommendation, transcripts from other colleges or from high school. |
RETENTION |
See Comments |
COMMENTS |
Retention Period: Applicant Term + 20th day census then transfer to Office of the Registrar for inclusion in Academic Transcripts.
Office of Undergraduate Admissions is the office of record for undergraduate records.
Office of Graduate Admissions is the office of record for graduate records.
College of Veterinary Medicine is the office of record for Vet Med records. |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 45-221(a)(1)(14)(30), 20 U.S.C. 1232g; 34 CFR Part 99. |
APPROVED |
2019-10-17
|
K.A.R. NUMBER |
53-2-204 |
SERIES ID |
0646-367 |
TITLE |
Admissions - Applicants No Enrollment |
DESCRIPTION |
Series includes records involved in the applicant phase of admissions. Applicants are defined as a contact who has applied to the University but has not enrolled. Records include, but are not limited to acceptance letters, test scores, applications, letters of recommendation, transcripts from other colleges or from high school. |
RETENTION |
Applicant Term + 2 Calendar Years |
COMMENTS |
Office of Undergraduate Admissions is the office of record for undergraduate schools.
Office of Graduate Admissions is the office of record for graduate schools.
College of Veterinary Medicine is the office of record for Vet Med records. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(1)(14)(30) |
APPROVED |
2019-10-17
|
K.A.R. NUMBER |
53-2-204 |
SERIES ID |
0647-367 |
TITLE |
Admissions - Prospective Records |
DESCRIPTION |
Series includes records involved in the Prospective phase of admissions. Prospects are defined as a contact who has shown some interest in K-State, but has not applied to the University. Records include, but are not limited to interactions for the purpose of recruitment, fields of interest, event registrations and campus visit records. |
RETENTION |
Recruitment Term + 2 Calendar Years |
COMMENTS |
Office of Undergraduate Admissions is the office of record for undergraduate records.
Office of Graduate Admissions is the office of record for graduate records.
College of Veterinary Medicine is the office of record for Vet Med records. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(1)(14)(30) |
APPROVED |
2019-10-17
|
K.A.R. NUMBER |
53-2-204 |
SERIES ID |
0648-367 |
TITLE |
Affirmative Action Plans |
DESCRIPTION |
Series contains public portion of the affirmative action plans created by the Office of Institutional Equity (OIE). |
RETENTION |
See Comments |
COMMENTS |
Retain for 3 fiscal years plus current, then transfer to the university archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2019-10-17
|
K.A.R. NUMBER |
53-2-204 |
SERIES ID |
0714-367 |
TITLE |
Annual Reports of Research Compliance Committee Meetings |
DESCRIPTION |
Series contains the annual reports of the Institutional Animal Care and Use Committee (IACUC), Association for Assessment and Accreditation of Laboratory Animal Care International (AAALAC), Office of Laboratory Animal Welfare (OLAW), US Department of Agriculture (USDA), the Institutional Biosafety Committee (IBC), and reports (which are not annual) of the Institutional Review Board (IRB). |
RETENTION |
3 calendar years |
COMMENTS |
The University Research Compliance Office is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1)(2)(12)(20) |
APPROVED |
2022-10-20
|
K.A.R. NUMBER |
53-2-215 |
SERIES ID |
0007-367 |
TITLE |
Application for Admission Form |
DESCRIPTION |
Forms submitted by potential students requesting permission to attend Kansas State University. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 years after last attendance at KSU, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1995-01-12
|
K.A.R. NUMBER |
53-2-103 |
SERIES ID |
0008-367 |
TITLE |
Application for Employment Records-Not Hired |
DESCRIPTION |
Employment applications for those not hired. |
RETENTION |
004 cldr yrs |
COMMENTS |
See employee personnel file for applications of those hired. The Division of Human Capital Services is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
2016-10-20
|
K.A.R. NUMBER |
53-2-193 |
SERIES ID |
0649-367 |
TITLE |
Application for Graduation Records |
DESCRIPTION |
Series includes all records related to the application for graduation by students. |
RETENTION |
5 years after graduation |
COMMENTS |
The office of the University Registrar is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. |
APPROVED |
2019-10-17
|
K.A.R. NUMBER |
53-2-204 |
SERIES ID |
0650-367 |
TITLE |
Approved Program/Plan Changes |
DESCRIPTION |
Series includes student submitted forms to change major or minor. This form is also used to declare a second major or minor. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 years from graduation or last enrollment, then destroy. The office of the University Registrar is the office of record. |
DISPOSITION |
See Comments |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. |
APPROVED |
2023-04-20
|
K.A.R. NUMBER |
53-2-204 |
SERIES ID |
0733-367 |
TITLE |
Archaeology Lab Collection Records |
DESCRIPTION |
Series consists of records relating to archaeological collections. Archaeological collections include, but are not limited to, archaeological site records, field records of archaeological surveys and excavations, analytical notes and records, maps, photographs, technical and research reports, donation records, documentation of ethnographic collections, NAGPRA documentation, and archaeological and ethnographic catalogs. |
RETENTION |
See Comments |
COMMENTS |
Active collections will be retained in office until de-accessioned, at which point the de-accessioned collections will be transferred to the University Archives. Some collections may be de-accessioned, transferred to another institution, or repatriated under the Native American Graves Protection and Repatriation Act (NAGPRA). Records pertaining to these materials will be transferred to the university archives. |
DISPOSITION |
Archive |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1)(30)(36), 25 U.S.C. 3001-3013, 43 CFR Part 10 |
APPROVED |
2024-07-18
|
K.A.R. NUMBER |
53-2-222 |
SERIES ID |
0698-367 |
TITLE |
Archival Description Records |
DESCRIPTION |
Series consists of descriptions of archival holdings, finding aids, metadata of digital objects, and supporting documentation. |
RETENTION |
Permanent |
COMMENTS |
K-State Libraries is the office of record. |
DISPOSITION |
Permanent |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1)(4)(7)(8)(30)(34), 20 U.S.C. 1232g; 34 CFR Part 99. |
APPROVED |
2022-04-21
|
K.A.R. NUMBER |
53-2-213 |
SERIES ID |
0699-367 |
TITLE |
Archival Processing Metric Records |
DESCRIPTION |
Series includes records pertaining to measurements of archival processing that include time spent on various tasks (i.e., arrangement and description, data entry, revisions) and qualitative data regarding the collection and the work to make the collection available. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 calendar years then destroy. Archives and Special Collections may retain historically relevant metrics about specific collections in archives acquisitions files. K-State Libraries is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2022-04-21
|
K.A.R. NUMBER |
53-2-213 |
SERIES ID |
0011-367 |
TITLE |
Athlete Certification Form |
DESCRIPTION |
Report filed with the athletic conference and NCAA offices establishing the eligibility of individual students to participate in athletic events. |
RETENTION |
010 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(3) |
APPROVED |
1995-01-12
|
K.A.R. NUMBER |
53-2-103 |
SERIES ID |
0012-367 |
TITLE |
Banking Records |
DESCRIPTION |
Account statements and reconciliations and related records, such as CASHNet deposit slips and receipts. |
RETENTION |
005 fisc yrs |
COMMENTS |
Retain 5 fiscal years then destroy, provided all audit requirements have been resolved. The Division of Financial Services is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2016-10-20
|
K.A.R. NUMBER |
53-2-193 |
SERIES ID |
0651-367 |
TITLE |
Biographical/Demographical Change Form |
DESCRIPTION |
Series includes change of name, change of gender, and other supporting documentation to change biographical/demographical information. |
RETENTION |
50 calendar years |
COMMENTS |
The office of the University Registrar is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. |
APPROVED |
2019-10-17
|
K.A.R. NUMBER |
53-2-204 |
SERIES ID |
0013-367 |
TITLE |
Bond Files |
DESCRIPTION |
Documents relating to new buildings and capital improvements projects financed through bonds. |
RETENTION |
Permanent |
COMMENTS |
Retain in office permanently. The Division of Financial Services is the office of record. |
DISPOSITION |
Permanent |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(32), (33). |
APPROVED |
2016-10-20
|
K.A.R. NUMBER |
53-2-193 |
SERIES ID |
0728-367 |
TITLE |
CARE Client Records |
DESCRIPTION |
Series includes all records relating to clients of the Center for Advocacy, Response, and Education. Records include, but are not limited to, personal contact information, classifications of violence, and contact reports. |
RETENTION |
7 Academic Years |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(1)(14)(25)(30), 20 U.S.C. 1232g; 34 CFR Part 99. |
APPROVED |
2023-10-24
|
K.A.R. NUMBER |
53-2-219 |
SERIES ID |
0723-367 |
TITLE |
CARE Prevention Education- Climate Survey |
DESCRIPTION |
Series includes raw data from the ARC3 climate surveys. This includes campus clarity, data, surveys, survey proposals, announcements, executive summaries, incentives, and results/presentations given to the President's cabinet. |
RETENTION |
See Comments |
COMMENTS |
Retain 10 academic years plus current, then transfer to the university archives. |
DISPOSITION |
Archive |
RESTRICTIONS |
KSA 45-221 (a) (1); 20 U.S.C. 1232g; 34 CFR Part 99 |
APPROVED |
2023-10-24
|
K.A.R. NUMBER |
53-2-219 |
SERIES ID |
0657-367 |
TITLE |
Class Add/Drop Records |
DESCRIPTION |
Series includes all records related to the adding or dropping of classes for backdated and current semester. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 years from last attendance, then destroy. The office of the University Registrar is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. |
APPROVED |
2020-01-16
|
K.A.R. NUMBER |
53-2-205 |
SERIES ID |
0652-367 |
TITLE |
Class Rank Records |
DESCRIPTION |
Series includes all records regarding class rank at Kansas State University. List of student class ranks by term. |
RETENTION |
Permanent |
COMMENTS |
The office of the University Registrar is the office of record. All records pre-2008 are managed in a separate system (ImageNow). |
DISPOSITION |
Permanent |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. |
APPROVED |
2019-10-17
|
K.A.R. NUMBER |
53-2-204 |
SERIES ID |
0653-367 |
TITLE |
Commencement Programs |
DESCRIPTION |
Series includes commencement programs for graduation. |
RETENTION |
Permanent |
COMMENTS |
The office of the University Registrar is the office of record. |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
2019-10-17
|
K.A.R. NUMBER |
53-2-204 |
SERIES ID |
0018-367 |
TITLE |
Conference Files |
DESCRIPTION |
Documents relating to various conferences sponsored by the university. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the university archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1995-01-12
|
K.A.R. NUMBER |
53-2-103 |
SERIES ID |
0626-367 |
TITLE |
Conflict of Interest Records |
DESCRIPTION |
This series is comprised of Conflict of Interest Records which includes Conflict of Interest Forms and Consulting Forms. In compliance with Kansas Board of Regents (KBOR) policy, Kansas State University (KSU) requires all unclassified faculty and staff with 100% time appointments to annually file Annual Declaration and Disclosure records. Unclassified faculty and staff who hold fractional appointments and have potential conflicts of time or interest are also required to file disclosure records. |
RETENTION |
Retain for length of employment plus 3 calendar years |
COMMENTS |
The Division of Human Capital Services is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted under KSA 45-221(a)(4)(6) |
APPROVED |
2018-10-25
|
K.A.R. NUMBER |
53-2-201 |
SERIES ID |
0624-367 |
TITLE |
Course Content Records |
DESCRIPTION |
Course content records are comprised of final products shared with students created by instructors or designees to develop an educational interaction or a teaching opportunity. These records may include syllabi, reading lists, instructor-created audiovisual resources, and prepared assessment materials (e.g. blank exams and quizzes). |
RETENTION |
See Comments |
COMMENTS |
Retain cloud-based audiovisual recordings of instructional sessions 180 days from the date of creation, then destroy. Retain all other materials 5 fiscal years from the end of term when course is taught, then destroy. Academic units and instructors with infrequently taught courses can contact records management staff for assistance in updating relevant course content. For Unique/Special lectures or audiovisual resources considered historically significant, contact University Archivist for consultation. A random sampling of course syllabi will be culled annually for the University Archives. Each academic unit is responsible for maintaining accreditation records in accordance with their accreditation body; see Accreditation Reports and Review Records 0005-367. Restrictions may also include institutional policy to share course content only to those enrolled and to limit cheating/misuse. Intellectual property of these records will be governed by the University Handbook, Appendix R: Intellectual Property Policy and Institutional Procedures. Academic units and instructors are responsible for keeping and maintaining Course Content Records. K-State Online will be the management platform for electronic Course Content Records. An email notification will be sent to the instructor and department head when the 5-year retention has been met. |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 45-221(a)(1)(9); 20 U.S.C. § 1232g; 34 CFR Part 99 |
APPROVED |
2021-01-21
|
K.A.R. NUMBER |
53-2-208 |
SERIES ID |
0025-367 |
TITLE |
Coursework Assessment Records |
DESCRIPTION |
Records created by instructional staff that document students' performance leading to a final grade. These records may include scores from assessment, coursework participation, communications between students and instructors, and other methods of tracking students' performance. |
RETENTION |
See comments |
COMMENTS |
Five (5) fiscal years after grade is initially issued.
Each academic unit is responsible for maintaining accreditation records in accordance with the accreditation body; see Accreditation Reports and Review Records 0005-367.
Academic units interested in retaining records longer for the purpose of research should consult with IT and records management staff.
Academic units and instructors are responsible for keeping and maintaining these records. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(1)(9), 20 U.S.C.A. § 1232g; 34 CFR Part 99 |
APPROVED |
2018-12-15
|
K.A.R. NUMBER |
53-2-198 |
SERIES ID |
0658-367 |
TITLE |
Court, Subpoena, and Other Disclosures to Third Party Records |
DESCRIPTION |
Series includes all court and subpoena records received by the office of the University Registrar. |
RETENTION |
See Comments |
COMMENTS |
Retain in accordance with corresponding record retention schedule. In accordance with FERPA requirements all disclosure records should be maintained as long as the associated records are maintained.
The office of the University Registrar is the office of record. |
DISPOSITION |
See Comments |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. |
APPROVED |
2020-01-16
|
K.A.R. NUMBER |
53-2-205 |
SERIES ID |
0623-367 |
TITLE |
Credit Card Customer Sales Receipts |
DESCRIPTION |
Credit card receipts generated at the time of a purchase of goods and services from Kansas State University. |
RETENTION |
See comments |
COMMENTS |
1 Calendar year from date of transaction. The division where transaction occurred is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(8)(17)(30) |
APPROVED |
2018-04-19
|
K.A.R. NUMBER |
53-2-199 |
SERIES ID |
0654-367 |
TITLE |
Degree Statistics |
DESCRIPTION |
Series includes statistics related, but not limited to, number of degrees by college, race, gender, etc. |
RETENTION |
Permanent |
COMMENTS |
The Office of Institutional Research and Assessment is the office of record. |
DISPOSITION |
Permanent |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. |
APPROVED |
2019-10-17
; Revised 2023-02-14 |
K.A.R. NUMBER |
53-2-204 |
SERIES ID |
0659-367 |
TITLE |
Diploma Order Records |
DESCRIPTION |
Series includes diploma orders, mailing addresses, replacement orders, and duplicate diploma orders, and orders returned to the office of the University Registrar due to failed delivery. |
RETENTION |
3 calendar years |
COMMENTS |
The office of the University Registrar is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. |
APPROVED |
2023-04-20
|
K.A.R. NUMBER |
53-2-205 |
SERIES ID |
0022-367 |
TITLE |
Educational Authorization Form |
DESCRIPTION |
Form (PER-25) submitted by an individual employee requesting permission to attend college courses during scheduled work time. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 years after termination of employee, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1995-01-12
|
K.A.R. NUMBER |
53-2-103 |
SERIES ID |
0070-367 |
TITLE |
Employee Personnel Files |
DESCRIPTION |
Documents associated with the employment of specific personnel: employee evaluation forms, application for employment, residence status forms, appointment, separation, and change forms, and other personnel materials. |
RETENTION |
See Comments |
COMMENTS |
Retain for person's length of employment, plus 65 calendar years.
The Division of Human Capital Services is the office of record, and is the custodian for the existence of these records. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(1)(4) and 45-215 to 45-223 |
APPROVED |
2016-10-21
|
K.A.R. NUMBER |
53-2-103 |
SERIES ID |
0071-367 |
TITLE |
Employee Personnel Files - Office Copies |
DESCRIPTION |
Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, etc.) maintained for convenience of reference. |
RETENTION |
See Comments |
COMMENTS |
Retain for length of employee's tenure plus 5 calendar years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
1995-01-12
|
K.A.R. NUMBER |
53-2-103 |
SERIES ID |
0047-367 |
TITLE |
Employee Position Descriptions |
DESCRIPTION |
Formal descriptions of duties and other characteristics of particular employment positions and supporting documents. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded plus 3 years. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
2017-04-20
|
K.A.R. NUMBER |
53-2-195 |
SERIES ID |
0660-367 |
TITLE |
Enrollment Count by Date |
DESCRIPTION |
Series includes all records regarding class enrollment counts for a particular term. |
RETENTION |
10 calendar years |
COMMENTS |
The office of the University Registrar is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2020-01-16
|
K.A.R. NUMBER |
53-2-205 |
SERIES ID |
0661-367 |
TITLE |
Enrollment Summary By Section |
DESCRIPTION |
Series includes all records regarding enrollment summaries by course section. Summaries may include various statistical breakdowns of each course by section. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 years from last attendance, then destroy. The Office of Institutional Research and Assessment is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. |
APPROVED |
2020-01-16
; Revised 2023-02-14 |
K.A.R. NUMBER |
53-2-205 |
SERIES ID |
0662-367 |
TITLE |
Enrollment Verification Request Records |
DESCRIPTION |
Series includes all requests for enrollment verification records, which reflect what classes students were enrolled in and whether they were in good standing. |
RETENTION |
1 year after verification |
COMMENTS |
The office of the University Registrar is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. |
APPROVED |
2020-01-16
|
K.A.R. NUMBER |
53-2-205 |
SERIES ID |
0024-367 |
TITLE |
Entrance Examination Scores |
DESCRIPTION |
Examination score report submitted by the national testing agencies maintained to document a student's qualification for admittance to the university. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 years after date of last attendance at KSU, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(1)(9) |
APPROVED |
1995-01-12
|
K.A.R. NUMBER |
53-2-103 |
SERIES ID |
0715-367 |
TITLE |
Export Controls Form Records |
DESCRIPTION |
Series contains Technology Control Plans (TCP), export licenses, visiting scholar forms, and international travel forms. Also included are restricted party screening results, curriculum vitae, and other supporting documents. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 years after completion of the activity, then destroy. The University Research Compliance Office is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1)(2)(12)(20) |
APPROVED |
2022-10-20
|
K.A.R. NUMBER |
53-2-215 |
SERIES ID |
0691-367 |
TITLE |
F-1 or J-1 International Student Records |
DESCRIPTION |
Series includes F-1 or J-1 international student records and supporting documentation such as: I-20, DS-2019, financial documentation, copies of passports, copies of I-94s, copies of visa stamps, family member documentation for those who accompany as a dependent, Employment Authorization Documentation (EAD), transcripts, Student & Exchange Visitor Information System (SEVIS) transactions, and application records. |
RETENTION |
See Comments |
COMMENTS |
Retain until graduation or last enrollment plus 6 calendar years, then destroy. International Student & Scholar Services is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g, 34 CFR Part 99, 22 CFR 62.10(g) |
APPROVED |
2021-10-21
|
K.A.R. NUMBER |
53-2-211 |
SERIES ID |
0740-367 |
TITLE |
Faculty Senate Executive Records |
DESCRIPTION |
Series includes records relating to the establishment, organization, membership, policies, finalized constitution, activities and accomplishments of Faculty Senate and its standing, Faculty Affairs committee documents and Ad Hoc committees. Does not include Leadership Council, see Faculty Senate Administrative Records schedule. |
RETENTION |
5 Calendar years |
COMMENTS |
Faculty Senate Office is the office of record. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2024-10-07
|
K.A.R. NUMBER |
53-2-223 |
SERIES ID |
0028-367 |
TITLE |
Fair Labor Standards Act Agreements |
DESCRIPTION |
Agreement between an employee and his/her departmental supervisor indicating the type of compensation to be received for overtime worked. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 years after termination of employee, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1995-01-12
|
K.A.R. NUMBER |
53-2-103 |
SERIES ID |
0027-367 |
TITLE |
Fair Labor Standards Act (FLSA) Records |
DESCRIPTION |
Departmental policy describing agreement to provide compensation for overtime worked, formal FLSA on-site review questionnaire, and report form regarding departmental compliance with FLSA agreement. |
RETENTION |
Permanent |
COMMENTS |
Retain in office permanently. |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1995-01-12
|
K.A.R. NUMBER |
53-2-103 |
SERIES ID |
0617-367 |
TITLE |
Family and Medical Leave Act (FMLA) Records |
DESCRIPTION |
Forms and documentation for FMLA determinations for individual employees. |
RETENTION |
003 cldr years |
COMMENTS |
Retain 3 calendar years after completion or denial, then destroy. Retain any medical records pertaining to a workplace injury, illness, or exposure that leads to an OSHA investigation for the duration of employment plus 30 calendar years, then destroy.
Forms dated prior to January 1, 2023 will be retained in the department/unit where the employee is employed. Forms dated January1, 2023 or later will be transferred to the Division of Human Resources.
The Division of Human Resources is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(1)(3)(4)(30), KSA 75-3520, & 29 C.F.R. §825.500 (g) |
APPROVED |
2024-07-18
|
K.A.R. NUMBER |
53-2-222 |
SERIES ID |
0029-367 |
TITLE |
Fee Revenue Files |
DESCRIPTION |
Records of student tuition and fee activity, student refunds and tuition collection, and revenue projection documentation. Refer to KSU Policies 3433 and 6115 for guidance concerning protected information. |
RETENTION |
005 fisc yrs |
COMMENTS |
Retain 5 fiscal years then destroy, provided all audit requirements have been resolved.The Division of Financial Services is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(17). |
APPROVED |
2016-10-20
|
K.A.R. NUMBER |
53-2-193 |
SERIES ID |
0663-367 |
TITLE |
Final Grade Roster |
DESCRIPTION |
Series includes final grade roster and grades received for each course. |
RETENTION |
Permanent |
COMMENTS |
The office of the University Registrar is the office of record. |
DISPOSITION |
Permanent |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. |
APPROVED |
2020-01-16
|
K.A.R. NUMBER |
53-2-205 |
SERIES ID |
0030-367 |
TITLE |
Financial Reports - Federal |
DESCRIPTION |
Variety of financial statistics compiled for inclusion in federal reports. |
RETENTION |
005 fisc yrs |
COMMENTS |
Retain 5 fiscal years then destroy, provided all audit requirements have been resolved. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1995-01-12
|
K.A.R. NUMBER |
53-2-103 |
SERIES ID |
0031-367 |
TITLE |
Financial Reports - State |
DESCRIPTION |
Variety of financial statistics compiled for inclusion in non-federal reports. |
RETENTION |
Permanent |
COMMENTS |
Retain in office permanently. |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1995-01-12
|
K.A.R. NUMBER |
53-2-103 |
SERIES ID |
0664-367 |
TITLE |
General Catalogs |
DESCRIPTION |
Series includes the university general course catalogs. |
RETENTION |
See Comments |
COMMENTS |
The office of the University Registrar retains records for 10 academic years, then transfers to the university archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2023-04-20
|
K.A.R. NUMBER |
53-2-205 |
SERIES ID |
0665-367 |
TITLE |
Grade Change Records |
DESCRIPTION |
Series includes all records related to the change of a student's grade. Series includes grade change forms, supporting documentation, and correspondence. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 years from last attendance, then destroy. The office of the University Registrar is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. |
APPROVED |
2020-01-16
|
K.A.R. NUMBER |
53-2-205 |
SERIES ID |
0667-367 |
TITLE |
Graduation List |
DESCRIPTION |
Series includes lists of students graduating from the university each semester. |
RETENTION |
Permanent |
COMMENTS |
The office of the University Registrar is the office of record. |
DISPOSITION |
Permanent |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. |
APPROVED |
2020-01-16
|
K.A.R. NUMBER |
53-2-205 |
SERIES ID |
0692-367 |
TITLE |
H1B Employee Records |
DESCRIPTION |
Series includes H1B employee records and supporting documentation such as: biographical data, salary information, position descriptions, documentation of past and/or current immigration status, curriculum vitae/resume, educational documentation, passport/visa copies, labor conditions application, comparable salaries, and family records for dependents. |
RETENTION |
See Comments |
COMMENTS |
Retain until end date of the H1B plus 5 calendar years, then destroy. International Student & Scholar Services is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1)(4), 20 CFR 655.760(c) |
APPROVED |
2021-10-21
|
K.A.R. NUMBER |
53-2-211 |
SERIES ID |
0693-367 |
TITLE |
H1B Public Access File Records |
DESCRIPTION |
Series includes H1B Public Access File records and supporting documentation such as: Labor Conditions Application (LCA), comparable salaries, prevailing wage determination, verification of LCA posting, cover letter, and verification of LCA receipt. |
RETENTION |
See Comments |
COMMENTS |
Retain until end date of the LCA plus 1 calendar year, then destroy. International Student & Scholar Services is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1)(4), 20 CFR 655.760(c) |
APPROVED |
2021-10-21
|
K.A.R. NUMBER |
53-2-211 |
SERIES ID |
0058-367 |
TITLE |
Honorary Society Files |
DESCRIPTION |
Documents recording the activities of departmental, college and university honorary society chapters. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the university archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1995-01-12
|
K.A.R. NUMBER |
53-2-103 |
SERIES ID |
0700-367 |
TITLE |
Honors Program Enrolled Applicants |
DESCRIPTION |
Series consists of the honors program enrollment records such as: application materials, letters of support, progress toward completion of honors designation, and other supporting documentation. |
RETENTION |
See Comments |
COMMENTS |
Retain until graduation or last enrollment plus 3 calendar years, then destroy. The University Honors Program is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(1), 20 U.S.C. 1232g, 34 CFR Part 99, 22 CFR 62.10(g) |
APPROVED |
2022-04-21
|
K.A.R. NUMBER |
53-2-213 |
SERIES ID |
0701-367 |
TITLE |
Honors Program Inactive Applicant Records |
DESCRIPTION |
Series consists of the honors program enrollment records such as: application materials, letters of support, progress toward completion of honors designation, and other supporting documentation. Inactive status is marked when a student has made no progress in the honors program for one academic year. |
RETENTION |
See Comments |
COMMENTS |
Retain until graduation or last enrollment plus 3 calendar years, then destroy. The University Honors Program is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(1), 20 U.S.C. 1232g, 34 CFR Part 99, 22 CFR 62.10(g) |
APPROVED |
2022-04-21
|
K.A.R. NUMBER |
53-2-213 |
SERIES ID |
0702-367 |
TITLE |
Honors Program Non-Enrolled Applicants |
DESCRIPTION |
Series consists of the honors program enrollment application materials and letters of support. |
RETENTION |
1 academic year |
COMMENTS |
The University Honors Program is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(1), 20 U.S.C. 1232g, 34 CFR Part 99, 22 CFR 62.10(g) |
APPROVED |
2022-04-21
|
K.A.R. NUMBER |
53-2-213 |
SERIES ID |
0716-367 |
TITLE |
IACUC, IBC, and IRB Applications |
DESCRIPTION |
Series includes applications, consent forms, data collection instruments, recruitment material, and other supporting documents for the Institutional Animal Care and Use Committee (IACUC), Institutional Biosafety Committee (IBC), and the Institutional Review Board (IRB). |
RETENTION |
See Comments |
COMMENTS |
Retain 3 calendar years after completion of the study, then destroy. The University Research Compliance Office is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1)(2)(12)(20) |
APPROVED |
2022-10-20
|
K.A.R. NUMBER |
53-2-215 |
SERIES ID |
0676-367 |
TITLE |
Institutional Research External Public Report Records |
DESCRIPTION |
Reports generated for public reference regarding enrollment levels, department profiles, degrees conferred, Graduate Teaching Assistant/Graduate Research Assistant/Graduate Assistant salaries and demographics, and diversity and inclusion reports. |
RETENTION |
5 academic years |
COMMENTS |
The Office of Institutional Research is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
SERIES ID |
0677-367 |
TITLE |
Institutional Research Internal Report Records |
DESCRIPTION |
Reports generated for internal reference regarding course grade distributions, enrollments by course and major, student demographic profiles (including maps), drop rates, movement between colleges and majors, etc. |
RETENTION |
5 academic years |
COMMENTS |
The Office of Institutional Research is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
SERIES ID |
0697-367 |
TITLE |
Internal Operational Audit Files |
DESCRIPTION |
Internal audit records consist of, but are not limited to, entrance conference notes, field work, investigation findings/notes, exit conference notes, and final audit report. |
RETENTION |
See Comments |
COMMENTS |
Retain 7 years after close, then transfer final audit report to University Archives and destroy the remainder. The Internal Audit Department is the office of record. |
DISPOSITION |
See Comments |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1)(4)(15)(25)(30) |
APPROVED |
2022-02-03
|
K.A.R. NUMBER |
53-2-212 |
SERIES ID |
0034-367 |
TITLE |
Inventory Records - Federal |
DESCRIPTION |
Federal excess property records and supporting documentation (form SF-122) maintained for inventory management purposes. |
RETENTION |
005 fisc yrs |
COMMENTS |
Retain 5 fiscal years then destroy, provided all audit requirements have been resolved. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1995-01-12
|
K.A.R. NUMBER |
53-2-103 |
SERIES ID |
0694-367 |
TITLE |
J-1 Scholars and Student Intern Records |
DESCRIPTION |
Series includes J-1 Scholars and Student Intern records and supporting documentation such as: DS-2019, financial documentation, copies of passports, copies of I-94s, copies of visa stamps, family member documentation for those who accompany as a dependent, Student & Exchange Visitor Information System (SEVIS) transactions, and copies of curriculum vitae/resume. |
RETENTION |
See Comments |
COMMENTS |
Retain until end date of the DS-2019 plus 3 calendar years, then destroy. International Student & Scholar Services is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1)(4), 20 U.S.C. 1232g, 34 CFR Part 99, 22 CFR 62.10(g) |
APPROVED |
2021-10-21
|
K.A.R. NUMBER |
53-2-211 |
SERIES ID |
0687-367 |
TITLE |
K-State Global Campus Agreements |
DESCRIPTION |
Series includes agreements between K-State Global Campus and any other entity for the purpose of conducting business such as: memorandum of understanding (MOU) and memorandum of agreement (MOA). Records related to financial agreements can be found in the Division of Financial Services. |
RETENTION |
See Comments |
COMMENTS |
Retain until agreement is superseded or ended, then contact the University Archives for appraisal - if not accepted for transfer to the Archives, then destroy. K-State Global Campus is the office of record. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2021-01-21
|
K.A.R. NUMBER |
53-2-208 |
SERIES ID |
0688-367 |
TITLE |
K-State Global Campus Course Catalogs |
DESCRIPTION |
Series includes records related to the non-credit courses offered by K-State Global Campus and UFM Community Learning Center. |
RETENTION |
See Comments |
COMMENTS |
Annually transfer records to the University Archives. The University Archives retains both a physical and webcrawled version of records. K-State Global Campus is the office of record. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2021-01-21
|
K.A.R. NUMBER |
53-2-208 |
SERIES ID |
0730-367 |
TITLE |
K-State Interlibrary Loan Records |
DESCRIPTION |
Series includes a variety of documents relating to the K-State Interlibrary Loan Program. Documents include reports, requests, and other supporting documents. |
RETENTION |
005 fiscal years |
COMMENTS |
Retain for 5 fiscal years and then destroy. K-State Libraries is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(7)(23)(30) |
APPROVED |
2024-04-18
|
K.A.R. NUMBER |
53-2-221 |
SERIES ID |
0703-367 |
TITLE |
K-State Special Collections Exhibit Files |
DESCRIPTION |
Research, display, correspondence, loan documentation, and other documents related to the development of an exhibit where the Kansas State University Special Collections is the primary sponsor or contributor. |
RETENTION |
See Comments |
COMMENTS |
After exhibit closes retain records with archival value and destroy remainder. K-State Libraries is the office of record. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2022-04-21
|
K.A.R. NUMBER |
53-2-213 |
SERIES ID |
0678-367 |
TITLE |
KSU Official Transcript Request Records |
DESCRIPTION |
Series includes all records regarding requests for official university transcripts. |
RETENTION |
3 fiscal years |
COMMENTS |
Office of the University Registrar is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
SERIES ID |
0717-367 |
TITLE |
Lab Inspection Records |
DESCRIPTION |
Records include all Institutional Animal Care and Use Committee (IACUC) semiannual inspection records, Institutional Biosafety Committee (IBC) lab inspection records, and US Department of Agriculture (USDA) inspection records of animal housing, procedure rooms, and locations. Includes inspections findings, resolutions, program reviews, letters to the institutional official, and post approval monitoring reports. |
RETENTION |
3 calendar years |
COMMENTS |
The University Research Compliance Office is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1)(2)(12)(20) |
APPROVED |
2022-10-20
|
K.A.R. NUMBER |
53-2-215 |
SERIES ID |
0718-367 |
TITLE |
Labor Union Negotiation Records |
DESCRIPTION |
Series consists of emails, memoranda of agreement, and addendum for union negotiations with the Kansas Association of Public Employees (KAPE) and the Fraternal Order of Police (FOP). |
RETENTION |
See Comments |
COMMENTS |
Retain 6 years after expiration of agreement or final resolution, then destroy. Human Capital Services, Employee Relations and Engagement is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1)(4) |
APPROVED |
2022-10-20
|
K.A.R. NUMBER |
53-2-215 |
SERIES ID |
0618-367 |
TITLE |
Land, Buildings, and Infrastructure Financial Records |
DESCRIPTION |
Financial documents that record the purchase, maintenance, and disposition of land, buildings, and infrastructure. |
RETENTION |
See comments |
COMMENTS |
Retain records for the life of asset plus 3 fisc years. The Division of Financial Services is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a) (32), (33). |
APPROVED |
2016-10-20
|
K.A.R. NUMBER |
53-2-193 |
SERIES ID |
0036-367 |
TITLE |
Lectures - Visiting |
DESCRIPTION |
Documents relating to lectures delivered by visiting speakers. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the university archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1995-01-12
|
K.A.R. NUMBER |
53-2-103 |
SERIES ID |
0729-367 |
TITLE |
Libraries-Licensing Records |
DESCRIPTION |
Series includes final contracts for licensing electronic resources, journals, databases, eBooks, and streaming content. |
RETENTION |
See Comments |
COMMENTS |
Retain 15 cldr years from the final contract, then destroy. If any nondisclosure agreements (NDA) are still in place after the 15 cldr years, the records must be retained until the NDA is expired. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(1) & KSA 60-3320 et. seq. |
APPROVED |
2024-04-18
|
K.A.R. NUMBER |
53-2-221 |
SERIES ID |
0713-367 |
TITLE |
Library Environmental Readings |
DESCRIPTION |
Records include data collected by data loggers and monthly reports of environmental conditions of library holdings. |
RETENTION |
See Comments |
COMMENTS |
Retain records 5 calendar years then, if no significant event is registered/reported, destroy. K-State Libraries is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2022-07-21
|
K.A.R. NUMBER |
53-2-214 |
SERIES ID |
0679-367 |
TITLE |
Library Outreach Tracking Records |
DESCRIPTION |
Records containing general information about in-person or virtual events whose primary purpose is to promote library services and collections. Information includes time, place, and purpose of the event, number of attendees, name or organizer, partners involved, and resources required to develop the event. |
RETENTION |
3 calendar years |
COMMENTS |
K-State Libraries is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
SERIES ID |
0695-367 |
TITLE |
Library Patron Records |
DESCRIPTION |
Records containing general information about library patrons such as name, K-State E-ID number, donations, outstanding balance, and checkouts. |
RETENTION |
See Comments |
COMMENTS |
Retain until inactive plus 1 calendar year, then destroy unless outstanding balance or checked out items. For university patrons, the outstanding balance is anything over $100. For non-university patrons, the outstanding balance has no minimum or maximum amount. Outstanding balances can be kept up to a maximum of 15 years after the last check out date, at which point they will be scrubbed. K-State Libraries is the office of record. Patrons include: current enrolled students, current staff/faculty, emeritus status faculty, community patrons, and visiting scholars. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(7)(23)(30) |
APPROVED |
2023-10-24
|
K.A.R. NUMBER |
53-2-219 |
SERIES ID |
0680-367 |
TITLE |
Library Reference Requests |
DESCRIPTION |
Series consists of reference requests received by library employees, transcriptions of electronic communications, and reference information provided to patrons. |
RETENTION |
2 academic calendar years |
COMMENTS |
K-State Libraries is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(7)(23)(30)(49) |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
SERIES ID |
0037-367 |
TITLE |
Local Agency Group Health Insurance List |
DESCRIPTION |
List maintained of local agency employees enrolled in group health insurance. |
RETENTION |
002 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1995-01-12
|
K.A.R. NUMBER |
53-2-103 |
SERIES ID |
0675-367 |
TITLE |
McCain Complimentary Ticket Records |
DESCRIPTION |
Record series includes complimentary tickets list, personal contact information, show title, and list of criteria for receipt of tickets. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 fiscal years then destroy, provided all audit requirements have been resolved. McCain Auditorium is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(30) |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
SERIES ID |
0681-367 |
TITLE |
McCain Show Box Office Report Records |
DESCRIPTION |
Records relating to show sales statistics, including sales numbers, discounts, attendance, number of complimentary tickets, method of purchase, etc. |
RETENTION |
5 fiscal years |
COMMENTS |
McCain Auditorium is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
SERIES ID |
0682-367 |
TITLE |
McCain Show Summary Report Records |
DESCRIPTION |
Series includes summaries of show events, attendees, and incident reports. |
RETENTION |
3 fiscal years |
COMMENTS |
McCain Auditorium is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
SERIES ID |
0683-367 |
TITLE |
McCain Volunteer List Records |
DESCRIPTION |
Records relating to the activities of McCain volunteers, including lists of ticket credits, shows worked, show work requests, and personal contact information. |
RETENTION |
2 fiscal years |
COMMENTS |
McCain Auditorium is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(30) |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
SERIES ID |
0734-367 |
TITLE |
McPherson Extension Office - County Employee Training Records |
DESCRIPTION |
Series includes records relating to county staff training and development programs implemented by K-State Research and Extension (KSRE). Records include requests for enrollment and publications describing training opportunities and resources available. |
RETENTION |
005 Calendar Years |
COMMENTS |
The McPherson Extension Office is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2024-07-18
|
K.A.R. NUMBER |
53-2-222 |
SERIES ID |
0735-367 |
TITLE |
McPherson Extension Office-Programs |
DESCRIPTION |
Records include correspondence, reports, course content, and other programs relating to the operation of programs sponsored by the McPherson Extension office. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 calendar years or until superseded, whichever is sooner, then contact the university archives for appraisal - if not accepted for transfer to the archives then destroy. |
DISPOSITION |
Archive |
RESTRICTIONS |
None |
APPROVED |
2024-07-18
|
K.A.R. NUMBER |
53-2-222 |
SERIES ID |
0719-367 |
TITLE |
Minutes of Research Compliance Committee Meetings |
DESCRIPTION |
Records include all full committee meeting details from the Institutional Animal Care and Use Committee (IACUC), Institutional Biosafety Committee (IBC), and Institutional Review Board (IRB). |
RETENTION |
6 calendar years |
COMMENTS |
The University Research Compliance Office is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1)(2)(12)(20) |
APPROVED |
2022-10-20
|
K.A.R. NUMBER |
53-2-215 |
SERIES ID |
0739-367 |
TITLE |
Museum Accreditation Records |
DESCRIPTION |
Series includes records related to accreditation including documents and multimedia files related to collections, exhibitions, and artists. |
RETENTION |
Permanent |
COMMENTS |
Marianna Kistler Beach Museum of Art is the office of record |
DISPOSITION |
Permanent |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(7)(8)(30) |
APPROVED |
2024-10-07
|
K.A.R. NUMBER |
53-2-223 |
SERIES ID |
0738-367 |
TITLE |
Museum Acquisition Records |
DESCRIPTION |
Series includes records related to communications with donors, transferring units, or vendors; condition reports; preservation and/or conservation documentation; deeds of gift or transfer forms; donor-generated descriptions; formats list; and any other supporting documentation. |
RETENTION |
Permanent |
COMMENTS |
Marianna Kistler Beach Museum of Art is the office of record. |
DISPOSITION |
Permanent |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(7)(8)(30) |
APPROVED |
2024-10-07
|
K.A.R. NUMBER |
53-2-223 |
SERIES ID |
0736-367 |
TITLE |
Museum Environmental Reading Records |
DESCRIPTION |
Records include data collected by data loggers and monthly reports of environmental conditions of museum holdings. |
RETENTION |
See Comments |
COMMENTS |
Retain records 5 calendar years then, if no significant event is registered/reported, destroy. In the case of a registered/reported significant event, contact university archives for appraisal, materials not accepted should then be destroyed. Marianna Kistler Beach Museum of Art is the office of record. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2024-10-07
|
K.A.R. NUMBER |
53-2-223 |
SERIES ID |
0737-367 |
TITLE |
Museum Outreach Records |
DESCRIPTION |
Museum Outreach Records, also called Museum Works Exam Records, consists of instruction requests received by instructors, attendance numbers, class information, and information of collection items being viewed. |
RETENTION |
3 years |
COMMENTS |
Marianna Kistler Beach Museum of Art is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(7)(8)(23) |
APPROVED |
2024-10-07
|
K.A.R. NUMBER |
53-2-223 |
SERIES ID |
0669-367 |
TITLE |
NCAA Academic Progress Reporting Records |
DESCRIPTION |
Series includes records required by the NCAA to chart student athlete academic progress: Academic Progress Rate, Graduation Success Rate, and Big 12 Certifications. |
RETENTION |
10 calendar years |
COMMENTS |
The office of the University Registrar is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. |
APPROVED |
2020-01-16
|
K.A.R. NUMBER |
53-2-205 |
SERIES ID |
0670-367 |
TITLE |
Non-Disclosure Request Records |
DESCRIPTION |
Series includes all records related to non-disclosure requests and releases, which students submit to ensure directory information is not shared or released. |
RETENTION |
Permanent |
COMMENTS |
The office of the University Registrar is the office of record. |
DISPOSITION |
Permanent |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. |
APPROVED |
2023-04-20
|
K.A.R. NUMBER |
53-2-205 |
SERIES ID |
0720-367 |
TITLE |
Occupational Health Form Records |
DESCRIPTION |
Series contains basic information about individual's animal use activities and will help in assessing occupational hazards or risks that may occur during work activities. |
RETENTION |
See Comments |
COMMENTS |
Retain 3 calendar years after employee leaves position, then destroy. The University Research Compliance Office is the office of record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1)(2)(12)(20) |
APPROVED |
2022-10-20
|
K.A.R. NUMBER |
53-2-215 |
SERIES ID |
0655-367 |
TITLE |
Office of Institutional Equity Annual Reports |
DESCRIPTION |
Series contains annual reports created by the Office of Institutional Equity (OIE). |
RETENTION |
See Comments |
COMMENTS |
Retain 3 fiscal years plus current, then transfer to the university archives. The Office of Institutional Equity is the office of record. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2019-10-17
|
K.A.R. NUMBER |
53-2-204 |
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