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This series documents monthly reconciliations with the operating ledger or general ledger. Records consist of working papers and monthly reconciliation reports.
Record Copy: Unit responsible for FOAPAL
Retention: 6 years
This series provides a record of Personal/Professional Services Contracts between the institution and independent contractors for professional, specialized, educational, research, creative, or custodial services. The contracts may be for any length of time, for a one-time performance of services, or for services provided on a continuing basis. Contracts are not personal services contracts if they are primarily for a tangible product, even if professional services are needed to design or install the product; if the services are for trade-related activities; or if the services are of the type that can be performed by any competent worker in the field. This series may include but is not limited to: Personal/Professional Services Contracts (OSBHE form CO-190) with terms and provisions; addenda and exhibits; selection and justification statements; input forms (Executive Department form number 1405m); authorized signature sheets; contractor selection statements; certificates of compliance with tax laws; statements as to availability of local service; statements as to whether minority services available; contract change orders; bids and agreements; performance bonds; instructions to bidders; advertisements for bids; working papers; expense claim records; and related documentation and correspondence.
Record Copy: Contract Administration
Retention: 6 years after expiration of contract
Other copies: Units
Retention: 2 years after expiration of contract
This series provides photographic documentation of institution activities, events, students, faculty, and staff with significant relevance to either the institution's or individual unit's function and mission. It may be used for student recruitment and orientation, fund-raising, publicity, publications, research, or teaching. This series includes fully identified photographs in print, negative, and slide formats.
Record Copy: Creating Units
Retention: Permanent
Transfer records to the University Archives after 5 years.
This series provides a record of internal development and documents guidelines for consistency and continuity in the operation of the unit. This series may include but is not limited to: mission and policy statements; planning documents outlining responsibilities and goals; organizational charts; publications preparation guidelines; emergency procedures; job descriptions; guides for office procedures which often include completed samples of all forms; handbooks; desk manuals; and related documentation and correspondence.
Record Copy: Creating unit
Retention: a) Retain 1 copy of policy and/or procedure permanently (b) Retain all other records 1 year after policy and/or procedure adopted
Transfer a copy to the University Archives upon creation for permanent retention.
Other copies: Units
Retention: Until superceded
This series documents job descriptions for classified and faculty positions and is used for employee recruiting, Fair Labor Standards Act eligibility analysis, position review, and reclassification purposes. Information fields in the position descriptions may include position names, position numbers, qualifications, functions and responsibilities, duties, hierarchical data, job classification numbers, description of duties, and pay rates. Records may include but are not limited to: Position Description forms; Reclassification Position Descriptions and documentation; Classification Listings; Positions Listings; and related documentation and correspondence.
Record Copy: Human Resources
Retention: Present and two previous descriptions for each position or descriptions covering a period of 5 years, whichever is greater; 5 years for position reclassification records
Other copies: Units
Retention: Until obsolete or superseded
This series provides a record of items that are mailed by the department via UPS, U.S. Postal Service, Federal Express, or another carrier. Records may be used for billing and/or tracing. These records include: printing and mailing shipping forms; parcel mailing order forms; postage forms; and related correspondence.
Record Copy: Printing & Mailing Services
Retention: 3 years
Other copies: Units
Retention: 1 year
This series documents institutional-paid individual memberships and activities in professional organizations. These records may include but are not limited to: applications for membership; certification of membership; documentation of activities; and related correspondence.
Record Copy: Units
Retention: 6 years
This series provides a record of planning and discussions relating to the implementation of new undergraduate and advanced degree programs and any major reorganizations or changes to established programs. This series may include but is not limited to: final reports; working papers; letters of support; review agendas; faculty status reports; reviews of individual degree programs by campus and off-campus sources; and related documentation and correspondence.
Record Copy: Academic Affairs, Graduate School
Retention: Permanent for final reports, and reviews of individual degree programs by on and off-campus sources; 10 years for all other records
Transfer the record copy of final reports and reviews of individual degree programs by on and off-campus sources to the University Archives after 5 years.
Other copies: Colleges, Units
Retention: 2 accreditation/review cycles
This series documents the periodic consideration of faculty who are eligible for changes in rank, tenure status, and/or pay. Records may include but are not limited to promotion and tenure dossiers compiled and presented by the faculty member as per instructions from Academic Affairs as well as other materials which are compiled and maintained for inclusion, analysis, and summarization into the dossier folders. The dossiers may include but are not limited to: candidate dossier cover form or checklist; prior service agreement; Confidential Waiver for letters of evaluation; current position description; letters of evaluation; current curriculum vitae or resume; activity summary and evaluations of teaching, curriculum development and advising from students, participants/clients, and peers; candidate acknowledgment of dossier review; student evaluations of faculty summary reports; committee signature sheets; committee findings; recommendations of administrative superiors; and related documentation and correspondence. These files should always be maintained physically separate from departmental and college personnel files, but are considered to be a part of the academic personnel record.
Record Copy: Colleges
Retention: 10 years
Other copies: Units
Retention: 6 years
CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the OSU Archives and Records Management Handbook for more information.
This series documents custodial units' requests to change the status of state-owned property. A status change may consist of declaring an item surplus, salvage or scrap, lost or stolen, transferred, traded in, etc. This series includes State Property Disposition Requests (PDR forms) and related documentation and correspondence.
Record Copy: Property Management
Retention: 4 years
Other copies: Units
Retention: 2 years
This series includes publications produced by individual institution offices. It may be used to document the activities of the office, for educational purposes and/or for informational purposes. Types of publications may include but are not limited to: catalogs; books; magazines; newsletters; handbooks; yearbooks; directories; brochures; pamphlets; media guides; guidebooks; proceedings; programs; and flyers. Series may include but is not limited to: working papers; mock-ups; drafts; and final publications.
Record Copy: Creating units
Retention: Permanent for final publications; 1 year for all other records
Transfer a copy of each publication to the University Archives upon completion; this copy will serve as the record copy for the university.
Other copies: Receiving units
Retention: 2 years
This series is used as a reference for prospective applicants for faculty and staff positions drawn from either previous recruitments or unsolicited applications. Records may include but are not limited to: curriculum vitae or resumes; cover letters; Applications for Employment; interview materials; position announcements; evaluations of prospective employees; and related correspondence.
Record Copy: Colleges, Units
Retention: 3 years
CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the OSU Archives and Records Management Handbook for more information.
This series documents the payment of registration fees, which are considered travel expenses. Records may include but are not limited to: completed registration forms; journal vouchers; invoices; purchase orders; and wire transfer forms.
Record Copy: Business Affairs - Travel
Retention: 6 years
Other copies: Units
Retention: 2 years
This series documents the purchase of supplies and services by the institution. This series may include but is not limited to: purchase requests; State Purchase Request Forms; field purchase orders; inter-departmental requisitions for equipment, supplies, and services; and related documentation and correspondence.
Record Copy: Business Services, Units
Retention: 4 years
Other copies: Units
Retention: 2 years
This series documents employee training and certification such as for equipment operation, hazardous material handling and emergency procedures, driver training, CPR and first aid training, and asbestos awareness training for removal, abatement, or transportation. This series may include but is not limited to: sign off sheets indicating that employees have received training; instruction sheets; copies of hazardous material data sheets; informational materials; and related documentation and correspondence.
Record Copy: Units
Retention: 30 years after employee separation
This series documents the selection process for academic, classified and student positions within the institution. Records may include but are not limited to: applications; curriculum vitae or resumes; academic transcripts; samples of writing or publications; approvals of recruitment proposals; candidate lists; position announcements; position advertisements; position descriptions; Certificate of Eligibles; copies of Affirmative Action Compliance Data Forms; Requests to Fill Academic Position Forms; interview materials such as schedules, rating sheets, tallies, screening and interview notes, review committee notes and memoranda; telephone conversation notes; and related correspondence such as cover letters and reference letters. NOTE: Application materials of successful academic and classified candidates become part of the employee's personnel file.
Record Copy: Units
Retention: 3 years after search completed for academic and classified search records; 1 year for student search records
CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the OSU Archives and Records Management Handbook for more information.
This series documents the receipt of equipment, supplies, other items and services from vendors. The series includes: packing slips; shipping and container lists; and bills of lading.
Record Copy: Units
Retention: 1 year
This series documents the use of software in agency information systems. The series is used to insure that agency software packages are compatible, that license and copyright provisions are in compliance, and that upgrades are obtained in a timely manner. Records include: software purchase records; software inventories; software licenses; site licenses; and correspondence.
Record Copy: Information Services, Units
Retention: Until software is disposed of or upgraded
This series documents the activities of an office which are performed in addition to its regular or main functions. Examples may include the completion of surveys and questionnaires, compilation of special studies for professional or academic associations, and special mailings. This series may include but is not limited to: arrangements documentation; working papers; questionnaires; survey forms; study designs; reports; and related documentation and correspondence.
Record Copy: Creating units
Retention: Permanent for final reports and study designs; 3 years for all other records
Transfer the record copy of all permanent records to the University Archives after 3 years.
Other copies: Receiving units
Retention: 2 years
CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the OSU Archives and Records Management Handbook for more information.
This series documents the efforts of a college or unit to provide informative sessions, short-courses, workshops, training programs, excursions, and celebratory events for members of the institution and the communities it serves. This series may include but is not limited to: materials on planning and arrangements; reports; promotional and publicity materials; press releases and news clippings; photographs; presentation materials and handouts; schedules of speakers and activities; registration and attendance lists; participant evaluations; and related documentation and correspondence.
Record Copy: Creating units
Retention: Permanent for planning materials, reports, promotional and publicity materials, press releases, photographs, and schedules of speakers and activities; 2 years for all other records
Transfer the record copy of all permanent records to the University Archives after 5 years.
Other copies: Receiving units
Retention: 2 years
NOTE: This record series does not include records of formal lecture series which are included in the Lectures and Lecture Series Records in this section.
This series documents the meetings of the faculty and/or staff of a college, department, or office which sets policy and procedures for the unit. Participants at meetings may be composed exclusively of a mixture of faculty, staff, administrators, and managers; specialized and task oriented sub-committees composed of unit personnel are also documented as part of this record series. These meetings may concern routine matters of procedure and topics such as program development, planning, administrative and personnel management, and assessments of future needs. This series may include but is not limited to: meeting notes/minutes; reports; working papers; agendas; and related documentation and correspondence.
Record Copy: Units
Retention: Permanent for meeting notes/minutes, agendas, and reports; 4 years for all other records
Transfer the record copy of all permanent records to the University Archives after 4 years.
Other copies: Unit staff members
Retention: 2 years
This series documents the academic progress of graduate and undergraduate matriculated students at the institution. Records may include but are not limited to: institution academic transcripts; high school and non-institutional college transcripts; applications; notices of admission, readmission, denial and acceptance; grade reports; records of grade changes; reservation of credit requests; petitions for exemption from institution regulations and procedures; applications for withdrawal from the institution forms; advanced standing reports; standardized examination reports; letters of recommendation; vault number index card file; and related documentation and correspondence.
Record Copy: Registrar
Retention: Permanent for transcripts, applications for admission, and grade change records; 5 years for all other records
Other copies: Units
Retention: 5 years after last enrollment for all undergraduate students records; 7 years after last enrollment for all graduate students records
CONFIDENTIAL DESTRUCTION: Non-permanent records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the OSU Archives and Records Management Handbook for more information.
This series is used to provide a record of an undergraduate and/or graduate student's academic progress within a specific department and or college program. Most of the components in this record series are reference copies of records maintained in the files of the Registrar's Office and/or the Graduate School and are maintained for the convenience of the student academic advisors. Records may include but are not limited to: applications for program admission; notices of admission; grade reports; in-house grade record cards; degree program requirement lists; departmental course waiver forms; program advisors' reports showing progress towards academic degrees; advising checklist forms; advisors' notes; copies of transcripts; Program Planning Sheets; advanced standing examination reports; official graduation audits; curriculum posting sheets; recommendation letters; suspension notices; re-admission notices; comprehensive exam results; awards; and related documentation and correspondence.
Record Copy: Academic advising offices
Retention: 1 year after degree completed or last enrollment
CONFIDENTIAL DESTRUCTION: Non-permanent records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the OSU Archives and Records Management Handbook for more information.
This series documents the student employee's work history from the supervisor's perspective. This series may contain records for work-study and/or regular departmental budgeted student employees. This series may include: resumes; interview questionnaires and notes; work referral forms; Student Schedule Slips; Financial Aid Employment Reference Forms; Student Employment Registration Forms; Personnel Actions Forms; Pay/Budget Action Forms; Work-Study Time Certificates; Performance Evaluations; Employee Withholding Allowance Certificate (W-4) forms; Payroll Check Delivery Authorizations; Requests for Emergency Payroll Draw Forms; commendations; recommendations; reprimands or notices of disciplinary action; notices of layoff; letters of resignation; work permits; copies of visas and related immigration status information; Student Driver Authorization Forms; Employment Eligibility Forms (I-9); home address/telephone disclosure authorizations; and related correspondence and documents. The series may also include photocopies of each employee's drivers license; birth certificate; or Certificate of Student Employment Registration.
Record Copy: Units
Retention: 5 years after employee separation for work-study student records; 3 years after date of hire or one year after graduation, whatever is longer, for employment eligibility forms (I-9); and 3 years after employee separation for other student employee records
CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the OSU Archives and Records Management Handbook for more information.
This series documents students' evaluations of teaching personnel and is used to help determine faculty tenure, promotion, merit increases and/or to review instructional courses and programs. These records provide students' opinions on faculty members' familiarity with current literature of the discipline, preparation, assignments, examinations, lecture styles, willingness to engage in dialogue, and availability. Records include: bubble forms (input documents); course reaction inventory printouts; statistical tabulations; summary reports; and related documentation and correspondence.
Record Copy: Units
Retention: Until tabulated and verified for bubble forms; 5 years for all other records
Other copies: Individual faculty PTSI dossier
Retention: 10 years
CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the OSU Archives and Records Management Handbook for more information.
This series documents the requirements, policies, and offerings of specific instructional units for use by current or potential students. This series contains information or policies on: fields of study; faculty; academic requirements; the evaluation process; and the research proposal process.
Record Copy: Creating units
Rentetion: Permanent for 1 copy of each edition
Transfer the record copy to the University Archives when superceded or no longer needed for routine reference.
Other copies: Receiving units
Retention: Until superceded or obsolete
This series documents efforts of the institutional units to recruit students based upon disadvantaged status, academic performance, and other criteria. Records may include but are not limited to: prospects lists; interview and conversation notes; photographs; personal information forms and resumes; test scores; academic transcripts; and related documentation and correspondence.
Record Copy: Colleges, Units
Retention: 5 years
CONFIDENTIAL DESTRUCTION: Non-permanent records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the OSU Archives and Records Management Handbook for more information.
This series documents hours worked by student employees including those on work-study who are paid from restricted fund accounts. This series is used for payroll purposes and to meet federal requirements for documenting time worked by work-study students. This series only includes departmental time and attendance forms.
Record Copy: Units
Retention: 5 years after issuance of final financial report to awarding agency by the research accounting unit for records of all students paid from U.S. Dept. of Education awards; 3 years after issuance of final financial report to awarding agency by Research Accounting for records of regular student workers paid from other restricted funds; 3 years after issuance of final financial report to awarding agency by research accounting or 5 years, whichever is longer for records of work-study students paid from other restricted funds.
CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the OSU Archives and Records Management Handbook for more information.
This series documents grade changes submitted by instructors through the academic departments to the Registrar. Records may include but are not limited to: supplemental grade reports (SGRs); removal of I and E forms; and related documentation and correspondence.
Record Copy: Registrar
Retention: 5 years for records created after implementation of the Student Information System; 25 years for records created before implementation of the Student Information System
Other copies: Colleges, Units
Retention: 1 year
CONFIDENTIAL DESTRUCTION: Non-permanent records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the OSU Archives and Records Management Handbook for more information.
This series documents the quantity and value of all supply items with a value of $4999.99 or less. Supply Inventories are required by the institution on an annual basis and mandated by OUS every 5 years. This series may include but is not limited to: a listing of institution-wide supplies inventories consolidated from each unit's submissions to the property administration office; departmental supplies inventory forms (OUS Form CO 340A); supply lists and ledgers; OUS Estimated Supplies Reports; and related reports, documentation, and correspondence.
Record Copy: Property Management
Retention: 4 years after superseded
Other copies: Units
Retention: 2 years after superseded
This series documents the completion and academic acceptance of graduate theses and dissertations presented to colleges in fulfillment of requirements for graduate degrees. This series includes final and accepted copies of theses and dissertations.
Record Copy: University Libraries
Retention: Permanent
Other copies: Colleges, Units
Retention: Until no longer needed
This series documents time and attendance and leave for faculty, classified and student employees. Records include: monthly time entry forms which may include hours worked, leave used, employee's name, supervisor's authorization, earnings information, and time distribution information; leave request forms; overtime authorization or certification; leave summary reports; leave without pay records; Work-Study time certificates and referrals; and related documentation.
Record Copy: Administering unit
Retention: 4 years
Other copies: Units
Retention: 3 years
CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the OSU Archives and Records Management Handbook for more information.
This series may be used: to document requests for and approval of travel by employees of the institution or the agency; to monitor travel expenditures; for planning purposes; to document changes in dates of travel, changes in the name of the traveler, changes in itinerary, or changes in funding sources within an out-of-state travel authorization; and to document approval for vehicle rental. Records may include but are not limited to: out-of-state travel authorization forms; travel itineraries; travel advance forms; travel reimbursement requests (employee and non-employee); receipts; approval memos; vehicle mileage reporting records; memos in place of itemized receipt; affidavits of lost receipt memos; authorizing signatures; and related documentation and correspondence.
Record Copy: Business Affairs - Travel
Retention: 6 years
Other copies: Units
Retention: 2 years
CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the OSU Archives and Records Management Handbook for more information.
This series provides a record of the historical development of the institution; units within the institution; and organizations associated with the institution, such as honor societies, fraternities and sororities, and student/faculty/staff clubs. This series may include but is not limited to: newspaper clippings; photographs; published and unpublished historical sketches; publications; statistics; ephemera; and related documentation and correspondence.
Record Copy: Colleges, Units
Retention: Permanent
Transfer records to the University Archives after 10 years.
This series documents permission for employees to use their private automobiles for official use and authorization of non-employees and students to use state-owned cars. Records may include but are not limited to: private vehicle safety certification forms; private vehicle certificate lists; driver authorizations for students and non-employees; and related documentation and correspondence.
Record Copy: Units
Retention: 1 year after superseded or obsolete
This series documents requests and authorizations for needed services and/or repairs to institutional property and equipment. It may also be used as a cost reference for future jobs. This series may include but is not limited to: copy center work orders; printing orders; photographic work orders; display preparation orders; microfilming orders; telephone service/installation requests and change orders; maintenance and repair authorizations; library materials preparation authorizations; and related documentation and correspondence.
Record Copy: Unit performing service
Retention: 4 years
Other copies: Unit requesting service
Retention: 2 years