Records Retention Schedule

The University Records Retention Schedule will define how long records should be retained, the Office of Primary Responsibility ("OPR") for a record, and the ultimate disposition of the record: destruction or permanent retention in an archival environment. The Office of General Counsel will review schedules for compliance with all applicable statutory and regulatory requirements. As a general guideline, records containing personal data should be retained only as long as needed to comply with applicable legal requirements and as long as needed for business purposes. Personal data retained for solely archiving purposes should be retained in accordance with the principle of data minimization, which may include the use of pseudonymization.

The University of Denver's Records Management Policy provides further information.

Owner	Record Category	Record Name Sort descending	Record Description	Retention Period	Disposition
All Offices	Student	Academic Advising	Advising notes	5 years after graduation	Destroy
Academic Councils & Committees	Academic	Academic Councils and Committee Documents	Includes agenda, official minutes, summary of actions taken	5 years	Transfer an official copy to University Archives
Academic Councils & Committees	Academic	Academic Councils and Committee Documents	Includes agenda, official minutes, summary of actions taken	5 years	Transfer an official copy to University Archives
All Offices	Student	Acceptance Letters	Letters informing students of their acceptance to the University, and replies to letters. Admissions, undergraduate, graduate, international	5 years after last day of attendance or graduation	Destroy
All Offices	Financial	Accounts Payable	Documentation of expenditures and purchases: price quotes, purchase orders, requisitions, invoices, checks, receipts, and related documentation and correspondence. Cash disbursements, allowances, cost accounting, credit card accounting, employee expense reports, royalty payments, statements, contract release orders, balance sheets, petty cash, bills, payment authorizations, receipt of goods or services	7 years after the fiscal year created	Destroy
All Offices	Financial	Accounts Payable - Grant Funded Cash Disbursements	Accounting for funds due to, or cash paid to, creditors in connection with projects funded by non-DU grants. Accounting, money due, sponsored programs, research	5 years after final report (unless grantor stipulates otherwise)	Destroy
All Offices	Financial	Accounts Payable - Vendor Files	Vendor information outlining quantity, price, and terms of goods or services and payment requests organized by creditor name, so that one check can be issued to cover all payments due to each vendor. Bills, invoices, price sheets	7 years after the fiscal year created	Destroy
Financial Aid	Financial	Accounts Receivable	Billing and collection records documenting money owed to the university. Cash, credit advises, receipts, customers, payments, overpayment, invoices, journal vouchers, checks	7 years after the fiscal year created	Destroy
All Offices	Other	Accreditation Reports, Self-Studies, Supporting Materials	Accreditation process, research, and self-study documentation for any level of required accreditation. Self-study, statistical data, committees, associations, observations, official responses, correspondence, academic program reviews, study of departmental goals and performance, narratives, statistical data, surveys, course evaluation.	Permanent	Transfer a copy to University Archives
All Offices	University Administration	Administrative Regulations	Issued by the Commission on Higher Education or governing body and used for general operation of college and university programs.	Until superseded	Transfer a copy to University Archives
Academic Units	Academic	Advising Plans	Notes from faculty after advisement sessions with students	5 years	Destroy
Equal Opportunity & Title IX	Employment	Affirmative Action Plans including Applicant Flow Logs	Plan, supporting documents and data, including applicant flow data, applicant selection criteria, and applicant rejection ratios indicating minority and gender. Hiring status, reports	5 years	Destroy
Human Resources & Inclusive Community	Employment	Affirmative Action Plans including Applicant Flow Logs	Plan, supporting documents and data, including applicant flow data, applicant selection criteria, and applicant rejection ratios indicating minority and gender. Hiring status, reports	5 years	Destroy
All Offices	Administrative	Alumni Relations	Information about alumni, including contact lists, awards, and other applicable records. Alumni files, development files, contact information, gifts, development,, fundraising, donor, stewardship, alumni directories, publications, awards	5 years	Transfer to University Advancement
All Offices	Student	Amended Departmental Action Sheets - Students who Defer Enrollment	Form amending original admissions action sheet in the case of students who are accepted but defer enrollment(Admissions, undergraduate, graduate, international).	5 years after last day of attendance or graduation	Destroy
Athletics	Athletics	Annual NCAA Compliance Declarations	Outside income disclosures and compliance certification for all Athletics staff. Coaching staff designations: lists of coaching roles and incumbent by sport. Certification of Compliance for Institutions, Certification of Compliance for Staff Members of Athletics Departments, Team Personnel Designation, Department Employee Outside Income and Benefits, Volunteer Coach Agreement, Undergraduate Student Assistant Coach Agreement, Manager Agreement, NLI Institutional Commitment Form	7 years	Destroy
All Offices	Administrative	Annual Reports	History of the Unit, Center, Institute or Organization through Annual Reports, governance documents, history, programs, scrapbooks, events information	5 years	Transfer an official copy to the University Archives
Admission	Student	Applications for Admission - Applicants Who do NOT ENROLL	Application and supporting documentation including relevant correspondence for undergraduate, graduate, and international applicants who applied, but were not accepted, or who were accepted, but did not enroll. Departmental applications, essays, resumes, supplemental information, interview notes, interviews, Ammi Hyde program, correspondence, graduate applicant attribute summary, evaluation criteria and documentation, admissions file, status, personal statements, personal statement essays, letters of recommendation, interview notes, initial financial aid offer letters, graduate studies, summaries, samples of student writing and work, portfolios, OIA forms, Office of International Affairs, OIA Financial Verification Form, OIA Supplement for International Students	2 years after application	Destroy
Admission	Student	Applications for Admission - Applicants Who ENROLL	Application and supporting documentation including relevant correspondence for undergraduate, graduate, and international applicants who applied, were accepted, and enrolled. Departmental applications, essays, resumes, supplemental information, interview notes, interviews, Ammi Hyde program, correspondence, graduate applicant attribute summary, evaluation criteria, admissions file, status, personal statements, personal statement essays, letters of recommendation, interview notes, graduate studies, summaries, samples of student writing and work, portfolios	5 years after last day of attendance or graduation	Destroy
Admission	Student	Applications for Graduation	Application forms for students who intend to graduate within 3 academic quarters. Undergraduate, graduate, international, testing, ranking, rating, percentile	5 years after last day of attendance	Destroy
Athletics	Athletics	Athletic Camps and Clinics	Compliance tracking information about the purpose of the camp or clinic and other criteria, specifically for meeting NCAA requirements. Contracts, approvals, qualification, Camp/Clinic Approval by Administration, Camp/Clinic Description form, Non-Institutional Camp/Clinic Employment form, Camp/Clinic Employee List, Camp/Clinic Individual & Group Discount Policies, Camp/Clinic Individual Discount Record, Camp/Clinic Group Discount Record, MBB IAWRP Verification Form, Local Sports Club Use of DU Facility, Local Sports Club Employment	7 years after conclusion of camps	Destroy
Athletics	Athletics	Athletic Eligibility	Verification which Athletics provides to NCAA verifying student athletes' academic progress. Squad list, Compliance assistant eligibility checklist, eligibility audit excel file	7 years	Destroy
Athletics	Athletics	Athletic Injury (catastrophic)	Insurance documentation for NCAA school cases that meet monetary threshold for catastrophic status. NCAA sets monetary threshold, which may change yr over year. Risk management, accident reports, annual insurance questionnaires, accident reports, claim forms, notes, related correspondence	Permanent	Store securely
Athletics	Student	Athletic Participation/ Equity in Athletics Disclosure Act (EADA)	Documentation required by the Equity in Athletics Disclosure Act (EADA). Undergraduate, graduate, international, testing, ranking, rating, percentile	10 years	Destroy
Athletics	Athletics	Athletics Advising	Academic advising records for prospective and current student athletes, provides records of academic progress while students are involved in athletic programs at the institution to comply with NCAA conference reporting requirements.Transcripts, grade reports, petitions, academic evaluations, advanced standing reports, advisors? report sheets showing progress towards academic degree, program planning sheets, NCAA Progress Reports, disciplinary memoranda, Pioneer Plan, Degree Plans, Midterm Progress Reports	7 years	Destroy
Human Resources & Inclusive Community	Employment	Authorization to Work (Federal Immigration and Naturalization Services Form I-9)	Verification of eligibility for employment, legal work status of all new hires.	3 years after the date of hire, or 1 year after the date employment ends, whichever is later.	Destroy
All Offices	Administrative	Awards and Honors	Recipients, programs, ceremonies, criteria, nominations, faculty, staff, student, alumni, Evans Award, Ammi Hyde Award for Recent Graduate Achievement, Community Service Award, Distinguished Service to the University, Randolph P. McDonough Award for Service to Alumni, Professional Achievement	5 years	Transfer to University Archives
All Offices	Financial	Banking	Bank transactions: deposits, reconciliations, statements, registers, stubs, and canceled checks. Check registers, check copies, check stubs, deposit slips, wire transfers, external, internal, letters of credit, loan agreements, loan applications, mortgages, notes, canceled notes, financing	7 years after the fiscal year created	Destroy
Human Resources & Inclusive Community	Employment	Benefit Plan Annual Reports	Annual benefits reporting to the federal government and supporting information. Worksheets, vouchers, receipts, and resolutions	7 years after the report is filed	Destroy
Human Resources & Inclusive Community	Employment	Benefit Plan Descriptions	Descriptions of health, disability, and insurance plans; descriptions of educational assistance, relocation, retirement, sick leave, and other benefits; summary and full benefit plan descriptions that provide the basis for all required plans and reports; certifications, vouchers, worksheets, receipts, resolutions	7 years after the plan has terminated	Destroy
All Offices	Financial	Bills - Collectible	Information for managing and collecting debts owed to the university. Collections, bad debt, default, defaulted, overdue	7 years after debt was paid	Destroy
All Offices	University Administration	Board of Trustees Documents	Records of the governing body of the university and its committees. Proceedings, committees, internal and external audits, internal accounting, board policy, policies, proposals, purchase of property, sale of property, administration, notices, minutes, proceedings, announcements, member biographical data	Permanent	Transfer an official copy to the University Archives
Enterprise Risk Management	Administrative	Broker Contracts	Contracts with insurance brokers.	5 years after the end of the contract term	Destroy
All Offices	Financial	Budget - Final Approved	Final budget requests and official, approved budgets.	Permanent	Store securely until no longer needed for reference, then transfer an official copy of the approved budget to the University Archives
All Offices	Administrative	Budget Records	Official approved budget documentation	5 years	Destroy
All Offices	Health and Safety	Business Continuity and Emergency Preparedness Documentation	Procedures for continued operation of departments in the event of a disruption. Business interruption, natural disaster, man-made disaster	5 years after inactive	Destroy
All Offices	Administrative	Calendar of Events	Schedules of planned events, activities, holidays and other significant dates.	5 years	Transfer to University Archives
All Offices	Other	Campus Art and Art Collections	Art asset documentation: inventory, valuation, care. Artist, provenance, history of ownership, photographic documentation, paintings, sculptures, photographs, prints, artists, artifacts, installation, catalog	Permanent	Transfer to University Archives
All Offices	Health and Safety	Campus Crime Communication	Reports, warnings, notices, and other communications given in compliance with the Clery Act. Disclosure, federal financial aid, Crime Awareness and Campus Security Act, Annual Security Report, Timely Warnings, Campus Statistics	5 years	Destroy
All Offices	Other	Campus Maps	Maps of the campus showing all structures and infrastructure	5 years after inactive	Transfer a copy to University Archives
Campus Safety	Health and Safety	Campus Safety Programs and Initiative Marketing	Publications documenting safety programs, security procedures for students, faculty, and staff. Brochures, pamphlets, correspondence	5 years after inactive	Transfer a copy to University Archives
Career Services	Student	Career Center Records	Information files on potential employers. Undergraduate, graduate, international, testing, ranking, rating, percentile	5 years	Destroy
Health & Counseling Center	Administrative	Certificates and Licenses	Certificates and licenses related to Health & Counseling Center business operations	10 years after expiration	Destroy
All Offices	Administrative	Certificates of Records Disposal	Risk Management's official form for certifying the destruction of records. This form may be obtained from Risk Management and should be returned to Risk Management upon completion.	Permanent	Transfer to Risk Management
All Offices	University Administration	Chancellor's Inauguration	All published information related to the ceremonies inaugurating a new Chancellor. Announcements, invitations, guest lists, press, publications, and memorabilia related to the inauguration of a new Chancellor.	5 years	Transfer to University Archives
Registrar	Student	Change of Grade Forms	Forms used to submit grade changes to the Registrar. Undergraduate, graduate, international	5 years	Destroy
Registrar	Student	Change of Grade Record	Record verifying that a grade has been changed. Undergraduate, graduate, international	Permanent	Store securely
All Offices	University Administration	Charters and Bylaws	Formal documentation of the organization of the university, definitions of its rights and privileges, and standing rules for the regulation of university affairs	Keep each official version until superseded	Transfer a copy of each official version to the University Archives
Facilities Management & Planning	Health and Safety	Citations and Fines	All documents related to issuance, dispute, resolution, or payment of citations and fines	1 year after the citation or fine is paid or the dispute is resolved, whichever occurs later	Destroy
Enterprise Risk Management	Administrative	Claim Files	Records related to insurance claims, including workers' compensation claims.	5 years after the claim is closed	Destroy
Academic Units	Student	Class Schedules - Student	Schedules of an individual student's classes each quarter or term. Undergraduate, graduate, international, testing, ranking, rating, percentile	5 years after last date of attendance	Destroy
Human Resources & Inclusive Community	Employment	Collective Bargaining	Agreements with labor unions and supporting documentation. Terms, conditions of employment	Permanent	Store securely
Student Financial Affairs	Student	Colorado Residency Status	Forms or other records documenting students' status as a Colorado resident. Undergraduate, graduate, international, testing, ranking, rating, percentile	5 years after last date of attendance	Destroy
Academic Units	Academic	Commencement	Published record of graduates for public distribution	5 years	Transfer official copy to University Archives
All Offices	Student	Commencement Programs	Printed programs distributed at commencement ceremonies. Undergraduate, graduate, international, testing, ranking, rating, percentile	Permanent	Store securely and transfer a copy to the University Archives
Athletics	Athletics	Complimentary Admissions to Sporting Events	Compliance tracking information about complimentary passes given by Athletics, specifically for meeting NCAA requirements. Competitions, tickets, passes, pass list, gratis, free, gifted, Community Ticket Pass Lists, Player-Guest Records	7 years after conclusion of event	Destroy
Enterprise Risk Management	University Administration	Conflict of Commitments and Interest	Annual disclosures made pursuant to University policy	5 years	Destroy
All Offices	Research	Conflict of Interest Disclosures	PI and key personnelConflict of Interest (COI)disclosure forms and related management plans. COI disclosure, management summary of COI, management plans, plan cocompliance docs/review, correspondence	5 years	Destroy
Facilities Management & Planning	Facilities and Property	Construction Projects	Documentation of building construction and renovation projects from proposal to completion. Acceptance, changes, bids, bid set, bid stage, bidders, architect of record, proposals, basis for award, cost estimates, schematics, general contractor, preliminary, submittal, close out, record set, capital improvement, as built, as-built, architecture firm, change orders, soils reports, final acceptance, sketches, aerial images, CAD, Revit, pre-qualification, transmittals, prebid, precon, drainage, caisson, rebar, concrete, structural, fireproofing, roofing, surveys, masonry, electrical, mechanical, CATF, corrective action, LEED, Leadership in Environmental and Energy Design, punch list, warranty, warranties, consent of surety, substantial completion	Permanent	Store securely until the structure or entity is no longer in existence, then transfer an official copy to University Archives.
All Offices	Administrative	Contact List	Records of the names and contact information of persons with faculty, staff, vendors and other entities the office needs for business purposes.	5 years	Destroy
All Offices	Administrative	Contracts and Agreements	Documents that demonstrate obligations between the University and another party. Includes signed assumption of risk forms and/or liability waivers.	5 years after termination of contract	Destroy
Academic Units	Student	Course Catalogs	Course catalogs published by the Registrar's Office. Undergraduate, graduate, international, testing, ranking, rating, percentile	Permanent	Transfer to University Archives
Academic Units	Academic	Course Syllabi	Instructor outline of the course requirements. May include information about tests, projects, reading assignments, as well as required textbooks.	1 year or until no longer required	Destroy
Health & Counseling Center	Administrative	Credentialing and Privileging	Records related to the credentials and privileges of Health & Counseling Center medical staff.	10 years after employment/contract termination	Destroy
Campus Safety	Health and Safety	Critical Incident Management	Records describing the procedures to be followed in an emergency.	10 years	Destroy
Academic Units	Student	Curriculum Change Authorizations	Approvals for students to waive or substitute courses in the regular curriculum, or applications to declare or change a degree, major, or minor. Undergraduate, graduate, international, testing, ranking, rating, percentile	5 years after last date of attendance	Destroy
Academic Units	Academic	Curriculum Planning	Records related to Curriculum planning	5 years	Destroy
Academic Units	Student	Degree Audit Records	Records comparing student transcripts with requirements for degrees. Undergraduate, graduate, international, testing, ranking, rating, percentile	5 years after last date of attendance	Destroy
Human Resources & Inclusive Community	Employment	Demotion and Promotion Documentation	Information about demotion or promotion of an employee. All employee job title, classification, description, and pay basis and change records are retained by HR. NOTE: Faculty promotion and tenure decision and background documents are retained by the Provost's Office. Official copy of application/binder(s) evidencing qualifications for promotion or tenure is retained by academic unit/department. Employee relations file	5 years after last date of employment	Destroy
Human Resources & Inclusive Community	Employment	Disciplinary Action	Documentation of hearings related to disciplinary action. Employee Relations File	7 years after hearing	Destroy
Equal Opportunity & Title IX	Employment	Discrimination Charges or Enforcement Action, External	All personnel records relevant to an external charge of prohibited discrimination or enforcement action filed with the EEOC or the Department of Education (ED) Office for Civil Rights. Prohibited discrimination includes discrimination based on factors outlined in DU’s Non-Discrimination Statement, including race, color, national origin, age (40 years and over in the employment context), religion, disability, sexual orientation, gender identity, gender expression, genetic information, marital status, and veterans status.	7 years after disposition of charge or action	Contact University Counsel for release. All records related to a suspected or actual charge of discrimination must be placed under legal hold.
Human Resources & Inclusive Community	Employment	Discrimination Charges or Enforcement Action, External	All personnel records relevant to an external charge of prohibited discrimination or enforcement action filed with the EEOC or the Department of Education (ED) Office for Civil Rights. Prohibited discrimination includes discrimination based on factors outlined in DU’s Non-Discrimination Statement, including race, color, national origin, age (40 years and over in the employment context), religion, disability, sexual orientation, gender identity, gender expression, genetic information, marital status, and veterans status.	7 years after disposition of charge or action	Contact University Counsel for release. All records related to a suspected or actual charge of discrimination must be placed under legal hold.
Equal Opportunity & Title IX	Employment	Discrimination Complaints, Internal	All documentation relevant to a complaint of discrimination of any legally recognized type brought by employees, students, or the public. Legally recognized types of discrimination include those outlined in DU’s Non-Discrimination Statement, including race, color, national origin, age (40 years and over in the employment context), religion, disability, sexual orientation, gender identity, gender expression, genetic information, marital status, and veterans status.	7 years after the date of case closure; or for cases involving Students, 7 years from the completion of all Outcomes	Contact University Counsel for release. All records related to a suspected or actual charge of discrimination must be placed under legal hold.
Human Resources & Inclusive Community	Employment	Discrimination Complaints, Internal	All documentation relevant to a complaint of discrimination of any legally recognized type brought by employees, students, or the public. Legally recognized types of discrimination include those outlined in DU’s Non-Discrimination Statement, including race, color, national origin, age (40 years and over in the employment context), religion, disability, sexual orientation, gender identity, gender expression, genetic information, marital status, and veterans status.	7 years after the date of case closure; or for cases involving Students, 7 years from the completion of all Outcomes	Contact University Counsel for release. All records related to a suspected or actual charge of discrimination must be placed under legal hold.
All Offices	Administrative	Drafts	preliminary stage of a written work in which the author begins to develop a more cohesive product	Keep until no longer needed	Destroy
Human Resources & Inclusive Community	Health and Safety	Drug Free Workplace Act	Information, statements and notices related to the Drug Free Workplace Act. Drug abuse, drug free workplace policy, employee assistance programs, penalties, drug abuse violations, drug conviction, contracting agency, employer, criminal drug conviction, published statement, unlawful controlled substances, drug free awareness program, drug free workplace act, notice to contracting agency, notice to employer from employee, statement to employees, notices to employers of criminal drug convictions, published statement to employees prohibiting unlawful controlled substances	5 years after inactive	Destroy
Athletics	Athletics	Drug Testing	Drug testing consent forms, lab data, results, and reports. Interpret, positive, negative, Positive Test/Behavior Contracts	7 years	Destroy
Health & Counseling Center	Student	Educational Records Containing Medical Information	Any medical information included in enrolled student's educational records. Undergraduate, graduate, international	5 years after last date of attendance	Destroy
All Offices	Research	Effort Certification Reports	Forms documenting faculty/staff salary expenses charged to grants and contracts cost-sharing activities related to sponsored projects	5 years	Destroy
Health & Counseling Center	Administrative	Electronic Backups	Health & Counseling Center electronic backup records	Up to 1 year	Destroy
Health & Counseling Center	Administrative	Electronic Documents	Health & Counseling Center records that are stored electronically	At least 3 years and working toward 10 years (archived annually)	Destroy
All Offices	Employment	Employee Contracts	Contracts between University staff/faculty	7 years after last date of employment	Destroy
All Offices	Administrative	Employee Time Keeping	Time sheets, time cards, or any other log of time worked, applicable to all employees except work-study students. Absences, vacation, sick leave, allocation of time, projects, attendance, timesheets, timekeeping	5 years after creation	Destroy
Shared Services	Employment	Employer Status Reports - Unemployment Compensation	Reports from the University to the Colorado Dept. of Labor and Employment to determine the University's liability or non-liability for unemployment compensation payment.	5 years after report filed	Destroy
Human Resources & Inclusive Community	Employment	Employment Contracts	Individual employment contracts (where contracts or agreements are not in writing, a written memorandum summarizing the terms). Collective bargaining agreements, plans, trusts, offer letters	5 years after last date of employment	Destroy
Registrar	Student	Entrance, Placement, Aptitude, Language Proficiency test results and exception forms - Enrolled Students	Exam scores or reports including IB or AP test results and ACT, SAT, LSAT, MCAT, GRE score, and Placement Test Exception Forms. Undergraduate, graduate, international, testing, ranking, rating, percentile	1 year	Destroy
Facilities Management & Planning	Facilities and Property	Environmental Health and Safety Inspections	Reports of EHS audits of labs, art studios and performing arts theaters, and of spaces and mechanical rooms maintained by Facilities. EHS, walk-throughs, chemical hygiene plan, lab-specific standard operating procedures, SOPs	5 years after creation	Destroy
Facilities Management & Planning	Facilities and Property	Environmental Health and Safety Licenses and Permits - Institutional or Program	Operating/Fire Permits for Hazardous Materials and Radiation Licensing. EHS, fire protection for occupancy permits	5 years	Destroy
Facilities Management & Planning	Facilities and Property	Environmental Health and Safety Medical Surveillance and Reviews	Monitoring and consultation related to ergonomics and occupational health reviews, primarily for respirator use or animal handling. EHS, audiometric testing	30 years after active	Destroy
Facilities Management & Planning	Facilities and Property	Environmental Health and Safety Training Completion Documentation	Rosters listing required attendees and lists or forms containing signatures which document actual attendance. EHS, audiometric testing	7 years after last date of employment	Destroy
All Offices	Administrative	Event Documents	Booking calendars, catering, and other information about arrangements.	7 years	Destroy
Academic Councils & Committees	Academic	Example Risk Record	Example Risk Record Description	Example Risk Record Period	Example Risk Record Disposition
All Offices	Employment	Faculty Personnel Records	Tenure track, non- tenured, extended appointment, procedure, process, review, dossier, recommendations, evaluations, accomplishments, merit, rank, publications, CV, curriculum vitae, resume	7 years after last date of employment	Destroy
Shared Services	Employment	Fair Credit Reporting Act	Reports from consumer reporting agencies related to sent to employees or applicants. Disclosures, notices	5 years after search is closed	Destroy
Human Resources & Inclusive Community	Employment	Family and Medical Leave Act (FMLA)	Family and Medical Leave Act (FMLA) including employee physical, medical, and leave records.	5 years after leave was taken	Destroy
All Offices	Financial	Federal Taxes - Analysis, Reports, and Workpapers	Supporting materials for federal tax forms, returns, audits, claims, and appeals. Tax accounts, correspondence, tax compliance, audit work papers	7 years after after relevant filing	Store securely
All Offices	Financial	Federal Taxes - Forms, Returns, Tax Audits, Claims, and Appeals	Federal tax documents including Form 990, employment tax returns, income tax returns, and associated workpapers and summary reports. Findings, conclusions, agreements, protests, appeals, refunds	Permanent	Store securely
Registrar	Student	FERPA Release Form	Release form signed by enrolled students allowing 3rd parties to have access to the student's records for educational purposes. Undergraduate, graduate, international	Permanent or until terminated by student	Store securely
Registrar	Student	FERPA Requests and Disclosures	Requests and disclosures of students' personally identifiable information or of other student educational records subject to FERPA. Undergraduate, graduate, international	Permanent or as long as the record is maintained	Store securely
Financial Aid	Financial Aid	FFEL or Direct Loan Program	Records relating to participation in the FFEL or Direct Loan Program, including any related reports or forms. Title IV / HEA requirements, Federal Family Education Loan	5 years after the end of the “award year” (as defined under 34 C.F.R. § 600.2) in which the student last attended the University	Destroy
Health & Counseling Center	Financial	Financial Documents	Financial records related to Health & Counseling Center business operations	At least 3 years, and working toward 10 years	Destroy
All Offices	Financial	Financial Statements and Reports - Annual Financial Statements	Records stating the certified or official financial condition of the University at the end of the fiscal year. Financial reporting, annual, audited, profit statements, loss statements, certified financial statement, external financial audits, bad debts, management, collection, write- off, writing off, financial condition, certified, official, corporate debt analysis, reports, profit and loss statements, reporting	10 years after report	Store securely within department files or system
All Offices	Financial	Financial Statements and Reports - Annual Financial Statements	Records stating the certified or official financial condition of the University at the end of the fiscal year. Financial reporting, annual, audited, profit statements, loss statements, certified financial statement, external financial audits, bad debts, management, collection, write- off, writing off, financial condition, certified, official, corporate debt analysis, reports, profit and loss statements, reporting	10 years after reporting	Store securely within department files or system
All Offices	Financial	Financial Statements and Reports - Financial Plans and Forecasts	Reports on the financial status of the University, recent changes, and plans. Financial reporting, analysis	Permanent	Store securely
All Offices	Financial	Financial Statements and Reports - Management Information Reports	Records stating financial condition of the University at the end of the month or quarter. Monthly statements, quarterly statements, annual statements	5 years after the fiscal year created	Destroy
All Offices	Financial	Financial Statements and Reports - Management Information Reports	Information about general administration, facilities management and student enrollment. General administration, facilities management, student enrollment	5 years after fiscal year created	Store securely
All Offices	Financial	Financing	Negotiable credit instruments, applications to borrow money, and documentation of paid off obligations. Repayment terms, conditions, financial institutions, lending institutions, loan	7 years after satisfaction of terms	Destroy
All Offices	Administrative	Fundraising (Non-Advancement Divisions)	Planning, research, donor, and campaign information. Development, advancement, alumni directories, gift processing, gift batch, estate and trust, agreements, pledges, donors, correspondence, briefings, stewardship, proposals, stipulations, provisions, constituents, scholarship, endowments, historical gift records	5 years	Transfer to University Advancement
Athletics	Athletics	Game Statistics	Practice, playing, and attendance statistics for each sport and each game for each playing yr. Also, recruitment records, player statistics, rankings, final team statistics for each game, and NCAA official scoring summaries. Stats, figures, season player statistics, rankings, awards, media, releases, guides, all-conference nominations, spring, fall, camp, depth charts, numerical rosters, narrative game reports, scrimmages, play-by-play written reports	Keep as needed for reference, then transfer to University Archives.	Transfer an official copy to University Archives.
All Offices	Administrative	General Correspondence	Internal and external correspondence relevant to the unit's operations (email, letters, etc.)	5 years	Destroy
Registrar	Student	Graduation Authorizations	Forms and records showing that students are authorized to graduate	5 years after the date of last attendance	Destroy
All Offices	Research	Grant Contract Awards and Accounting	Official documentation of financial and other terms for awarded proposals. Effort certification, billing, financial reporting, payment records, sponsored projects, programs, foundation, government, private, state required federal forms	5 years after expiration of grant	Destroy
Human Resources & Inclusive Community	Employment	Group Health Insurance Coverage Notification	Documentation of election or rejection of coverage and of written notice of continuing group health insurance and COBRA rights for employees, their spouses, and dependents who have elected coverage. Annual, enrollment, benefits.	7 years after last day of employment	Destroy
Facilities Management & Planning	Facilities and Property	Hazardous Materials Inventories	Inventory of chemicals with quantity, physical state, location, Uniform Fire Codes, and health hazards associated with each substance.	5 years	Destroy
Facilities Management & Planning	Facilities and Property	Hazardous Waste Disposal	Documentation of transport and disposal. EHS, Environmental Health and Safety, manifests, certificates of disposal, chain of custody	Permanent	Store securely
Health & Counseling Center	Administrative	HIPAA Policies	Health & Counseling Center records related to Health Insurance Portability and Accountability Act (HIPAA) policies	10 years of HIPAA policy changes	Destroy
All Offices	Administrative	Historical Items	Any item that is illustrative of the history of the University or one of its component organizations. Scrapbooks, print matter, clippings, still and moving images, photographs, digital images, microfilm, audio, video, digital media, negatives, slides, video, audio, film, recordings	5 years	Transfer to University Archives
Registrar	Student	Hold or Encumbrance Records	Holds or encumbrances placed on student accounts by the library, parking services, etc.	Life of hold or encumbrance	Destroy
All Offices	Research	Indirect Cost Proposals	Indirect cost proposals and data, calculations supporting the proposal	5 years	Destroy
Registrar	Student	Initial Offer Letters of Financial Aid - Enrolled Students	Letters sent to applicants offering aid to attend DU, either with the acceptance letter or soon after.	5 years after last date of attendance	Destroy
All Offices	Research	Institutional Review Committees	Documentation of decisions from all bodies involved in institutional review and approval of research projects. Minutes, applications, assurances, licenses, reports, correspondence, committee procedures, IRB, Institutional Review Board, IACUC, Institutional Animal Care and Use Committee, IBC, Institutional Biosafety Committee, COI, Conflict of Interest, human subject, approved, informed consent master template	5 years after project end date, sponsor requirement, or professional designation; or 7 years after misconduct proceedings, whichever is later	Destroy
Enterprise Risk Management	Administrative	Insurance Records	Each "insurance record" includes: policy documents, applications, communications, loss runs, invoices, deposit/payment records, certificates of insurance (COI), and other similar materials.	10 years after end of policy term	Destroy
Intellectual Property & Technology Transfer	Other	Intellectual Property	Documents governing DU property that results from original creative thought, as patents, copyright material, and trademarks. Agreements, applications, products, exclusive rights, mark, motto, device, logo, emblem, brand	Permanent	Store securely
All Offices	Other	Internal Audit Results	Audit reports or memos outlining findings, recommended actions, and management responses. Conclusions, support, recommendations, management, review, actions	Permanent	Store securely
All Offices	Other	Internal Audit Work Papers	Working and draft information documenting research and supporting conclusions of audit reports.	7 years	Destroy
All Offices	Financial	Investment Records	Records related to University investments. Bonds, futures, options, annual statements, purchase, investment results, proof of ownership, securities funds, brokerages, capital property, capital gains, capital losses	7 years after the fiscal year created	Destroy
All Offices	Financial	Investment Records-Endowments	Records documenting financial endowments. Transfer, property, investment	10 years	Destroy
Human Resources & Inclusive Community	Employment	Job Advertisements	Job postings, internal and external, about openings, promotions, training, and overtime.	5 years	Destroy
Human Resources & Inclusive Community	Employment	Job Application Materials - Not Hired Applicants	Online or paper applications, letters of reference, reference contact information, resumes and cover letters.	5 years	Destroy
Human Resources & Inclusive Community	Employment	Job Descriptions	Descriptions of the responsibilities, duties, salary, and qualifications for a position.	5 years after last date of employment	Destroy
Human Resources & Inclusive Community	Employment	Labor Organizations Files	Documentation of transactions with unions, union officials or representatives, labor relations consultant, workers, or other person for the purpose of influencing employees' opinions; and any expenditures to learn about the activities of employees or a union in a labor dispute.	5 years	Destroy
Facilities Management & Planning	Facilities and Property	Land, buildings, structures, and systems - inventory, plans and drawings	Information about university property, architecture, documenting changes over time and actual state of property. Include before and after documentation where illustrative or of practical or historical value. Space allocation, offices, improvements, changes, authorizations, architectural, modifications, floor plans, blueprints, studies, assessments, utility, utilities, maps, layout, designs, schematic, land use, as-built, temporary, legacy, millenium, easement, capital asset records, depreciation schedules, fixed asset valuation, fixed asset acquisitions, property inventory, property detail, roads, boundaries, property lines, monuments, placement, permits, storage tanks, civil surveys, fire protection, drainage	Permanent	Store securely until the structure or entity is no longer in existence, then transfer an official copy to University Archives.
Sturm College of Law	Academic	Law Clinic Client File - Unsatisfied Judgements	Records that come into the possession of the Student Law Office as a result of representation of a client or records that the lawyer creates as a result of of that representation. Includes legal memoranda, briefs, pleadings, drafts, memoranda regarding non-public information about the client, copies of published materials, depositions, notes, client property, litigation, and transactional records.	Retained until judgment is satisfied or can no longer be renewed allowing time for the malpractice statute of limitations to pass after judgment can no longer be renewed. Destruction must be approved by the responsible lawyer per the Clinical Law File Retention/Destruction Policy.	Transfer to a pre-determined party or destroy
Sturm College of Law	Academic	Law Clinic Client Files (general)	Records that come into possession of the Student Law Office as a result of representation of a client or records that the lawyer creates as a result of that representation. Original photographs, stock certificates, wills, promissory notes, deeds, birth certificates, correspondence, pleadings, notes, memorandum, checks and other financial materials such as tax returns, bank statements, financial statements, expense records, inventories; and telephone messages, emails, exhibits, case printouts, research materials	No file shall be closed and scheduled for destruction under a retention schedule until all matters are resolved per the Student Law Office File Retention/Destruction Policy. Retention Periods will be determined by a Lawyer in accordance with requirements laid out in the Policy document.	Transfer to a pre-determined party or destroy
Sturm College of Law	Academic	Law Clinic Client Files - Minor Children	Records that come into the possession of the Student Law Office as a result of representation of a client or records that the lawyer creates as a result of of that representation. Includes legal memoranda, briefs, pleadings, drafts, memoranda regarding non-public information about the client, copies of published materials, depositions, notes, client property, litigation, and transactional records.	Files involving minor children must be retained until the youngest child involved becomes of age, plus additional time for the statute of limitations to run. Destruction must be approved by the responsible lawyer per the Clinical Law File Retention/Destruction Policy.	Transfer to a pre-determined party or destroy
Sturm College of Law	Academic	Law Clinic Files (closed) - Criminal (Sex Offender, Life Sentence, Death Sentence)	Records that come into the possession of the Student Law Office as a result of representation of a client or records that the lawyer creates as a result of of that representation. Includes legal memoranda, briefs, pleadings, drafts, memoranda regarding non-public information about the client, copies of published materials, depositions, notes, client property, litigation, and transactional records.	For the life of the client, if the matter resulted in a conviction and a sentence of death, life without parole, or an indeterminate sentence. Destruction must be approved by the responsible lawyer per the Clinical Law File Retention/Destruction Policy.	Transfer to a pre-determined party or destroy
Sturm College of Law	Academic	Law Clinic Files (closed) - Criminal (Sex Offender, Life Sentence, Death Sentence)	Records that come into the possession of the Student Law Office as a result of representation of a client or records that the lawyer creates as a result of of that representation. Includes legal memoranda, briefs, pleadings, drafts, memoranda regarding non-public information about the client, copies of published materials, depositions, notes, client property, litigation, and transactional records.	For the life of the client, if the matter resulted in a conviction and a sentence of death, life without parole, or an indeterminate sentence. Destruction must be approved by the responsible lawyer per the Clinical Law File Retention/Destruction Policy.	Transfer to a pre-determined party or destroy
Sturm College of Law	Academic	Law Clinic Files - Collections	Records that come into the possession of the Student Law Office as a result of representation of a client or records that the lawyer creates as a result of of that representation. Includes legal memoranda, briefs, pleadings, drafts, memoranda regarding non-public information about the client, copies of published materials, depositions, notes, client property, litigation, and transactional records.	Files should be retained until a judgment is paid or satisfied, or if a judgment is outstanding, see guidelines for â€œUnsatisfied Judgments. Destruction must be approved by the responsible lawyer per the Clinical Law File Retention/Destruction Policy.	Transfer to a pre-determined party or destroy
Sturm College of Law	Academic	Law Clinic Files - Criminal	Records that come into the possession of the Student Law Office as a result of representation of a client or records that the lawyer creates as a result of of that representation. Includes legal memoranda, briefs, pleadings, drafts, memoranda regarding non-public information about the client, copies of published materials, depositions, notes, client property, litigation, and transactional records.	10 yrs from the date of sentencing, if the matter resulted in a conviction for any other matter, whether the conviction and/or sentence was appealed or not. Destruction must be approved by the responsible lawyer per the Clinical Law File Retention/Destruction Policy.	Transfer to a pre-determined party or destroy
Human Resources & Inclusive Community	Employment	Layoff Selection	Documentation of layoff selections. Staffing reduction	5 years after the date of creation	Destroy
Academic Units	Academic	Learning Management System Content	Course content for specific course offerings, which is stored in an electronic learning management system, such as Canvas.	2 years	Destroy
All Offices	Financial	Ledgers, Journals, Registers, and Balance Sheets	Tracking of charges to individual accounts. Journals, ledger, account ledger, accounts payable, accounts receivable, balance sheets, cash journals, accounts receivable, chart of accounts, yr- end, payroll, subsidiary ledgers, inter-department transactions	7 years	Destroy
All Offices	Financial	Ledgers, Journals, Registers, and Balance Summaries	Summary reports from the general ledger, including fiscal yr-end ledgers. Audit of financial statements, work papers, working papers, workpapers	10 years	Destroy
Office of General Counsel	University Administration	Legal Matters to Which DU is a Party	Litigation case files	Permanent	Retained by University Counsel
Financial Aid	Financial Aid	Loans or Grants	Records concerning the amount of a loan or grant, terms of the loan or grant, and student repayment history. Title IV / HEA requirements, student discharge letter	5 years after repayment	Destroy
Marketing & Communications	Administrative	MarComm Google Analytics Data	Data obtained from running Google Analytics on webpages administered by Division of Marketing & Communication	50 months after the user's last activity	Destroy
Facilities Management & Planning	Facilities and Property	Material Safety Data Sheets	Safety guides provided by the materials manufacturer for posting in work area. EHS, Environmental Health and Safety, MSDS	30 years after creation	Destroy
Health & Counseling Center	Health and Safety	Medical and Counseling Records	Records related to medical and counseling services provided by the Health & Counseling Center	10 years after last encounter	Destroy
Registrar	Student	Military and Veterans Documents - Enrolled Students	Any military documents submission by enrolled students, including military transcripts. Also includes records sent to or received from the Veterans Administration, such as G.I. Bill benefit records.	5 years after last date of attendance	Destroy
Registrar	Student	Name Change Request Forms and Authorizations	Forms used to request name changes on official DU documents, as well as related records and authorizations.	5 years after last date of attendance	Destroy
All Offices	Other	Not Listed	This classification applies to all records not listed on this schedule - whatever the record type.	5 years	Destroy
All Offices	Administrative	Office Administration and Operational Documents	Working and reference documents used in running units	5 years	Destroy
All Offices	Administrative	Office Meeting Agendas, Minutes, and Notes	Agendas, minutes, notes, or summaries of such meetings.	5 years	Destroy
All Offices	University Administration	Official Administration Correspondence	Official internal or external correspondence from University Administration.	5 years	Transfer to University Archives
All Offices	University Administration	Official Statements	Official Statements by University administration	10 years	Transfer copy to University Archives
All Offices	Administrative	Organizational Charts	Diagrams of organizational structure. Division, department, center, school, program, college, unit	5 years	Destroy
Health & Counseling Center	Administrative	OSHA Records	Health & Counseling Center records kept in compliance with Occupational Safety and Health Administration (OSHA) laws and regulations.	10 years after employment/contract termination	Destroy
University Financial Services	Financial	P-card Packets	Reports, statements, receipts, and any other transaction documentation that is included in a monthly P-card Packet.	7 years after the fiscal year created	Destroy
Facilities Management & Planning	Administrative	Parking Citations	All documents related to issuance, dispute, resolution, or payment of parking citations	1 year after the citation is paid or the dispute is resolved, whichever occurs later	Destroy
Athletics	Athletics	Participation Logs	Documentation for each team listing sport name, opponent names, date, event location, player names and who competed. Used to determine if each student triggered use of a season of competition, which data is included on the NCAA squad list.	7 years	Destroy
Internationalization	Administrative	Passport Information	Includes photocopies of passports and any documents containing information obtained from passports.	Keep until no longer needed; generally, keep until the traveler is no longer traveling abroad with a DU international travel program.	Destroy
Athletics	Athletics	Payments by Intercollegiate Athletic Insurance	Documentation of medical treatment services that are rendered off campus for practice or game related injuries or illnesses and which are eligible for partial payment by intercollegiate athletic insurance. Accident reports, claim forms	7 years after payment	Destroy
All Offices	Financial	Payroll - Employee Master Data	Comprehensive information about each employee for the purposes of payroll processing, tax withholding and reporting. Master payroll record, wage hour data, unemployment, disability, pay period	7 years after last day of employment	Destroy
All Offices	Financial	Payroll Adjustment Records - IRS	Information related to wage withholdings ordered by the IRS in the form of a federal tax levy, including Forms 668-W, 668-D, etc.	5 years after last date of employment	Destroy
All Offices	Financial	Payroll Automatic Data Processing Records	In addition to retaining machine-readable records required by the Internal Revenue Code, the following records must be kept: written procedures documenting the electronic storage system, documentation of the business processes that create, modify, and maintain records, documentation that the system supports and verifies entries made on the employer's return and determines the correct tax liability, and documentation that shows the authenticity and integrity of the taxpayer's records. Supports, verifies, tax liability, taxpayer's record, integrity	15 years after the fiscal year	Destroy
All Offices	Financial	Payroll Electronic Funds Transfer Records	Employer's banking records showing the date and amount of money transferred for payroll.	5 yrs after the due date of Form 940, or the date the FUTA tax was paid, using the longer retention	Destroy
University Financial Services	Employment	Payroll Records - Basis on Which Wages are Paid	Documentation of the basis on which wages calculated and paid, including benefits and prerequisites. Wages, salary, grade level, pay scales, cost of living tables, salary standards, schedules, earnings calculation, overtime, hourly, competitive, market research, wage rates, tables, merit, incentive programs, seniority systems, personnel actions, job evaluation, market surveys, evidence	10 years after the last date of employment	Destroy
All Offices	Financial	Payroll Records Related to Additional Tax Assessment or Claims for Refund	Employer tax returns and supporting documentation (payroll registers, payroll tax deposits, etc.) for cases where the IRS assesses additional taxes or penalties, or when the employer files a claim for refund after filing the return or paying the tax.	15 years after the current fiscal year	Destroy
All Offices	Financial	Payroll Tax Records	Payroll, withholding, and all pertinent information by pay period, including supporting documentation and forms. Payments, compensation, withholding, federal income tax, social security, Medicare, withheld, statements, reporting, tips, fringe benefits, cumulative methods, wages, adjustments, settlements, tax deposits, social security, Medicare, payroll tax returns	5 years	Destroy
All Offices	Financial	Payroll Taxes - Plan Payments to Employees	Absence, rate of payment, third parties, third party, Form W-4S, Request for Federal Income Tax Withholding from Sick Pay, IRS Form W-4P, Withholding Certificate for Pension or Annuity Payments	5 years	Destroy
Human Resources & Inclusive Community	Employment	Personnel File	Employment history from point of job application, information used to determine employee qualifications, compensation, termination, development opportunities, and formal communication between supervisor and employee about any aspect of employment. Note: employee medical are maintained separately. Leave, Absence, Vacation, Sick, PTO, Attendance, Job Applications for Hired Applicants, Resume, CV, Curriculum Vitae, Vita, Offer, Accept, Reject, Classification, Reclassify, Performance Reviews, Notice, Resignation Letter, Layoff, Data for PEDS, Resume, Curriculum Vitae, CV, Personnel Action, Transfer, Terminate, Termination, Waiver, Waive, Claims, Age, Supervisor, Grievance, Review, Appeal, Written Warning, Reprimand, Acknowledgement, Reference, Cover, Letter, Employment Act, Rights, Health Insurance Coverage Notification, Internal Appeal, Spouse, Dependent, COBRA, Elect, Retirement, Benefit Enrollment, Election, Beneficiary Form, Payroll Direct Deposit Authorization, Sabbaticals	10 years after last date of employment	Destroy
Health & Counseling Center	Employment	Personnel Records	Records related to the employment history of Health & Counseling Center employees.	10 years after employment/contract termination	Destroy
Human Resources & Inclusive Community	Employment	Physical/Medical Records (Non-FMLA)	Physical examination results considered in connection with personnel action, including pre-employment physical examination results.	5 years after last date of employment	Destroy
Athletics	Athletics	Playing and Practice Season	Declaration of Playing Season and documentation of practice time for athletic teams and to comply with NCAA and conference rules and regulations. Team rosters showing time spent in practices, meetings, training and conditioning, and competition, CARA, Countable Athletically Related Activities, Proposed Season form, Countable Athletically Related Activities Form, Men's Basketball Missed Class Time, Occassional Meal Tracking Log, Awards Log	7 years	Destroy
Health & Counseling Center	Administrative	Policies and Procedures	Health & Counseling Center policies and procedures	10 years of Policy and Procedure manual changes	Destroy
Enterprise Risk Management	Administrative	Pollution Insurance Records	Records related to pollution insurance policies and pollution insurance claims	Permanent	Store securely
Financial Aid	Financial Aid	Program Eligibility	Documentation educational programs eligibility, its administration of programs, financial responsibility, applications for program funds and its disbursement and delivery of program funds. Title IV / HEA requirements, receipt or expenditure of program funds in accordance with GAAP for each program transaction, separated from other DU financial activity, any other detailed financial records sufficient to enable DOE to conduct an annual audit of the institution as to its financial condition and a compliance audit with regard to funds from DOE or from a student/parent who has a loan guaranteed by the DOE	5 years after award	Destroy
Internationalization	Academic	Program Participation	Records related to students' participation in DU's international travel programs.	5 years	Destroy
All Offices	Research	Project or Research Data	Data generated from research, project or other departmental sponsored or unsponsored project related documents. Reports, research data, consent forms, lab notes, correspondence, IRB, IACUC, IBC, protocols	5 years after project end date, sponsor requirement, or professional designation	Transfer research data to the University Archives and destroy all other materials
Marketing & Communications	Administrative	Publications	Marketing, public relations, and advertising materials published and made publicly available to the appropriate audiences. Student orientation, handbooks, posters, flyers, booklets, newsletters, magazines, reports, directories, manuals, surveys, brochures, recruiting materials, news, announcements, press releases, publicity, brand marketing, bulletins, campaigns	Keep until no longer needed	Transfer a copy to University Archives
Facilities Management & Planning	Facilities and Property	Radioactive Material Receiving	Documentation verifying that leak testing has occurred prior to delivery to end user. EHS, Environmental Health and Safety, visual inspection, survey metering, radioactive materials receipt form, inventory form	30 years after creation	Destroy
All Offices	Financial	Real Estate	Instruments showing ownership of lands and of all appurtenances to lands, such as buildings, or mineral rights owned by the university. Property titles, easements, deeds, evidence of legal rights, real property, possession, Purchase, sale, leases, terms, conditions, transfer, corporation, partnership, ownership	Permanent	Store securely
Athletics	Athletics	Recreation Department	Membership, dues, fees, and assumption of risk information for DU Recreation programs.	5 years after membership	Destroy
Athletics	Athletics	Recruiting Documents	Documentation of recruiting activities for the intercollegiate athletics program. Provides a record of the recruitment of prospective players in compliance with NCAA conference rules and regulations. Information request cover sheets, grade transcripts, copies of admissions forms and materials, performance reports, telephone and conversation notes, mailing lists, contact and evaluation logs, official and unofficial visit info, recruiting schedules, institutional questionnaire forms, Off-Campus Recruiting Calendar, Recruiting Service Processing Form, Official Visit Approval form, Official Visit Student Host Conduct form, Official Visit Expense form, Official Visit Student Host Receipt, Academic Recruitment Sheet with transcripts and test scores, Telephone Log, Contact-Evaluation Reporting, Recruiting Summary - Individual, Unofficial Visit Approval Form for Students that did noe Matriculate, Preliminary Core Evaluation	7 years after last date of employment	Destroy
All Offices	Administrative	Reference/ Convenience Copy	Files maintained for the convience, use or reference of the author. May contain copies of correspondence or information that has been transferred or transmitted to the Primary Owner or others.	Keep until no longer needed	Destroy
All Offices	Research	Rejected Proposals	Documentation of unfunded proposals. Rejected, lapsed, research, grant, sponsored program, unawarded	5 years	Destroy
Human Resources & Inclusive Community	Employment	Requests for Reasonable Accommodation	Records pertaining to employee requests for reasonable accommodation for a disability. Medical condition, chronic, temporary, illness, equipment, provisions, accommodation	5 years after last date of employment	Destroy
Financial Aid	Financial Aid	Scholarship and other Institutional Financial Aid Program Files	Documentation about scholarships and financial aid activities at DU. Notifications to donors and financial aid requirements for recipients, summaries of scholarship and other related information. Until IRS requirements met	15 years	Destroy
All Offices	Administrative	Self-Study Statistics	Copies of surveys, course evaluations, reports and activities related to the statistical information published yearly. Profiles, research, external, internal	5 years	Destroy
Admission	Student	Special Status Applications	Applications to attend graduate program classes as a special status student.	5 years	Destroy
All Offices	University Administration	Speeches	Copies of speeches given by the Chancellor, Provost, Vice Chancellors, and Deans	Keep until no longer needed for reference	Transfer a copy to University Archives
Financial Aid	Financial Aid	Stafford, SLS or PLUS Loans	For each Stafford, SLS or PLUS loan, a copy of the loan certification or data electronically submitted to the lender and for loans delivered electronically a copy of borrower?s written authorization to deliver disbursement of each FFEL program loan, documentation of any MPN confirmation process used. Title IV / HEA requirements, Federal Family Education Loan, amount of the loan, period of enrollment for which the loan was intended, costs of attendance, estimated financial assistance and estimated family contribution used to calculate the loan amount, the date the school endorsed each loan check it received, dates of delivery of loan proceeds by the school to the borrower, Parent PLUS Loan, Supplemental Loan to Students, Master Promissary Note	5 years after submission	Destroy
All Offices	Financial	State and Local Taxes	State and local income tax or franchise tax returns; property tax returns; Sales and Use tax returns.	Permanent	Store securely
All Offices	Administrative	Strategic Plans	Descriptions of long range goals and methods for reaching them. Strategy, feasibility, cost-benefit analysis	Permanent	Store securely
Financial Aid	Financial Aid	Student Aid Reports (SARs), Institutional Student Information Records (ISIRs)	SARs or ISIRs, application data submitted by DU, documentation of the student?s or parent?s eligibility including enrollment status, details of the award, initial and exit loan records, reports and forms used by DU in its participation. Title IV / HEA requirements	5 years after award	Destroy
Academic Units	Student	Student Assessment Records	Exams, Quizzes, Essays, Projects(includes paper copies, electronic copies, and items stored on canvas/blackboard)	1 year after completion of course	Destroy
Athletics	Athletics	Student Athlete File	History of each athlete who has competed at the institution: academic and financial aid information, recruitment and eligibility data, awards, and related documentation and correspondence. NCAA Student-Athlete Satement, NCAA Drug Testing Consent, General Amateurism and Eligibility form for International and Select Student-Athletes, HIPPA/Buckley Amendment Consent/Waiver, Change of Status, Grant Renewal form, NLI Request Form, Summer/5th yr Aid Application, Male Practice Player Form, Outside Financial Aid Disclosure form, Summer Basketball League Request form, Transfer Eligibility Confirmation form, Sun Belt Conference Medicial Exemption form, Eligibility Waivers, University of Denver Department of Athletics & Recreation Alcohol & Drug Policy Administration Student-Athlete Acknowledgement Form, University of Denver Award & Benefit Compliance Form, University of Denver Pre-Enrollment Amatuerism Questionnaire, University of Denver Certification of Recruited Status, University of Denver Amatuerism Questiionnaire for Returning Student-Athletes, Opportunity Fund Application Form, Financial Aid Estimate Award Letter, Last Quarter - Less Than Full-Time Exception Form, Signed Athletic Grant, Signed National Letter of Intent, Permission to Contact Release, Outside Competition Approval, Transfer Tracer, Student-Athlete Employment form, NCAA Eligibility Center Eligibility Report, Academic Recruitment Approval with transcripts and test scores	5 years after the last date of employment	Destroy
Athletics	Athletics	Student Athlete Medical	Medical history of each athlete before and during his/her attendance at the institution. Annual health appraisals, accident reports, diagnostic test results and reports, prescription records, off campus treatment source records, insurance, Assumption of Risk form, Medical History packet, Annual Physical exam documents, Treatment records questionnaires, psychological counseling records, information forms, treatment consent forms, assumption of risk forms and related documentation and correspondence	30 years after the last date of employment	Destroy
All Offices	Student	Student Conduct Records	Record of actions such as hearings, academic probation, leave of absence, or dismissal from the University. Includes records related to Equal Opportunity & Title IX cases. Includes undergraduate, graduate, and international student records.	7 years after the date of the most recent incident	Destroy
Admission	Student	Student Correspondence, Relevant to Admissions or Application	Correspondence to and from students that is material to the application or admissions process.	5 years after last date of attendance	Destroy
Admission	Student	Student Correspondence, Relevant to Admissions or Application	Correspondence to and from students that is material to the application or admissions process.	5 years after last date of attendance	Destroy
Admission	Student	Student Enrollment Verifications	Records created when verifying a student's enrollment at the University.	5 years	Destroy
Registrar	Student	Student Information Requests, Consent, and Waivers	Records related to the disclosure of student information covered by FERPA, including student requests for non-disclosure of directory information; student's written consent for records disclosure; and student waivers for rights of access to certain records (such as letters of recommendation).	Permanent or until terminated by student	Store securely
Financial Aid	Financial Aid	Student Loan Cash Input Transactions List	Daily listing of loan payments received. Loan servicing, daily, students, financial aid	5 years	Destroy
Financial Aid	Financial Aid	Student or Parent Eligibility	Records relating to a student or parent borrower?s eligibility and participation in the FFEL or Direct Loan Program. Title IV / HEA requirements, Federal Family Education Loan	5 years after the end of the “award year” (as defined under 34 C.F.R. § 600.2) in which the student last attended the University	Destroy
Registrar	Student	Student Registration Records	Forms authorizing students to add or drop classes, audit classes, take classes pass/fail or for no credit, et	5 years	Destroy
Academic Units	Academic	Theses and Dissertations	Any thesis or dissertation produced as part of the degree requirement for a master's or doctoral program.	Permanent	Transfer to University Archives
Human Resources & Inclusive Community	Employment	Training Logs	Lists of employees selected to participate in training. Training rosters	5 years	Destroy
Registrar	Student	Transcript Order Form	Student or alumni requests for copies of official transcripts.	5 years	Destroy
Registrar	Student	Transcript Payment Receipts	Documentation for payments received for transcripts.	5 years	Destroy
Registrar	Student	Transcript Request Record	A log of all requests made for a student's transcripts is kept permanently with the official transcript.	As long as the academic record is maintained	Store securely
Registrar	Student	Transcripts from Other Institutions	Transcripts from other institutions (high schools or colleges) for enrolled students.	5 years after last date of attendance	Destroy
Registrar	Student	Transfer Credit Records	Documents verifying credits from another institution used to fulfill DU credit requirements.	5 years after last date of attendance	Destroy
All Offices	Financial	Unclaimed Wages	Reports and other records related to abandoned wages remitted to the state.	5 years after the fiscal year the wages were abandoned	Destroy
Human Resources & Inclusive Community	Administrative	Unemployment Compensation Records	Reports to the Colorado Department of Labor and Employment. Claim records, correspondence	5 years after report submitted	Destroy
Registrar	Student	University of Denver Transcript	Official transcript constituting the student's permanent academic record at the University of Denver.	Permanent	Store securely
Facilities Management & Planning	Facilities and Property	Vehicle Operation and Maintenance	Tracking university owned vehicle use and maintenance. Vehicle inspection reports, vehicle accident reports, mileage logs, maintenance schedules, travel, driving logs	5 years after the disposition of the vehicle	Destroy
All Offices	Financial	Vendor Bids	Proposals from outside vendors that indicate the terms and conditions under which they will supply goods or services. Request for Proposal, RFP, Request for Information, RFI, Request for Tender, RFT, Request for Quotation, RFQ	7 years	Destroy
Human Resources & Inclusive Community	Employment	Veteran Military Leave	Leaves of absence granted to perform military obligations. Deployment, armed services.	5 years after conclusion of leave	Destroy
Financial Aid	Financial Aid	Veterans Educational Benefits	Documentation of veterans or eligible persons who received veterans educational benefits. Title IV / HEA requirements, Evidence of tuition, fees, charged, received, compliance with the DOE's 85-15 rule	5 years after enrollment period	Destroy
Human Resources & Inclusive Community	Employment	Vets 100 Reports	Supporting data and VETS-100 report that includes the minimum and maximum number of employees by job category and veteran category and the number of vets hired during the prior 12 months. War veterans, combat, military service	5 years	Destroy
Registrar	Student	Withdrawal Forms and Authorizations	Forms, checklists, authorizations for students withdrawing from the University.	5 years after last date of attendance	Destroy
Financial Aid	Financial Aid	Work Study Program	Documents required for administration of the Federal Work Program	5 years after last date of employment	Destroy
Financial Aid	Financial Aid	Work Study Program Administration	For Work Study, records showing that each student has worked and earned the amount being paid (including payroll vouchers, time records and certification signed by official of college or off-campus agency). Title IV / HEA requirements, Fiscal Operations Reports	5 years after last date of employment	Destroy
Academic Units	Academic	Workshop and Seminar Content Materials	Files concerning conferences, workshops, or seminars(letters, brochures, presentation materials).	5 years	Destroy

All Offices

Student

Academic Advising

Advising notes

5 years after graduation

Destroy

Academic Councils & Committees

Academic

Academic Councils and Committee Documents

Includes agenda, official minutes, summary of actions taken

5 years

Transfer an official copy to University Archives

Academic Councils & Committees

Academic

Academic Councils and Committee Documents

Includes agenda, official minutes, summary of actions taken

5 years

Transfer an official copy to University Archives

All Offices

Student

Acceptance Letters

Letters informing students of their acceptance to the University, and replies to letters. Admissions, undergraduate, graduate, international

5 years after last day of attendance or graduation

Destroy

All Offices

Financial

Accounts Payable

Documentation of expenditures and purchases: price quotes, purchase orders, requisitions, invoices, checks, receipts, and related documentation and correspondence. Cash disbursements, allowances, cost accounting, credit card accounting, employee expense reports, royalty payments, statements, contract release orders, balance sheets, petty cash, bills, payment authorizations, receipt of goods or services

7 years after the fiscal year created

Destroy

All Offices

Financial

Accounts Payable - Grant Funded Cash Disbursements

Accounting for funds due to, or cash paid to, creditors in connection with projects funded by non-DU grants. Accounting, money due, sponsored programs, research

5 years after final report (unless grantor stipulates otherwise)

Destroy

All Offices

Financial

Accounts Payable - Vendor Files

Vendor information outlining quantity, price, and terms of goods or services and payment requests organized by creditor name, so that one check can be issued to cover all payments due to each vendor. Bills, invoices, price sheets

7 years after the fiscal year created

Destroy

Financial Aid

Financial

Accounts Receivable

Billing and collection records documenting money owed to the university. Cash, credit advises, receipts, customers, payments, overpayment, invoices, journal vouchers, checks

7 years after the fiscal year created

Destroy

All Offices

Other

Accreditation Reports, Self-Studies, Supporting Materials

Accreditation process, research, and self-study documentation for any level of required accreditation. Self-study, statistical data, committees, associations, observations, official responses, correspondence, academic program reviews, study of departmental goals and performance, narratives, statistical data, surveys, course evaluation.

Permanent

Transfer a copy to University Archives

All Offices

University Administration

Administrative Regulations

Issued by the Commission on Higher Education or governing body and used for general operation of college and university programs.

Until superseded

Transfer a copy to University Archives

Academic Units

Academic

Advising Plans

Notes from faculty after advisement sessions with students

5 years

Destroy

Equal Opportunity & Title IX

Employment

Affirmative Action Plans including Applicant Flow Logs

Plan, supporting documents and data, including applicant flow data, applicant selection criteria, and applicant rejection ratios indicating minority and gender. Hiring status, reports

5 years

Destroy

Human Resources & Inclusive Community

Employment

Affirmative Action Plans including Applicant Flow Logs

Plan, supporting documents and data, including applicant flow data, applicant selection criteria, and applicant rejection ratios indicating minority and gender. Hiring status, reports

5 years

Destroy

All Offices

Administrative

Alumni Relations

Information about alumni, including contact lists, awards, and other applicable records. Alumni files, development files, contact information, gifts, development,, fundraising, donor, stewardship, alumni directories, publications, awards

5 years

Transfer to University Advancement

All Offices

Student

Amended Departmental Action Sheets - Students who Defer Enrollment

Form amending original admissions action sheet in the case of students who are accepted but defer enrollment(Admissions, undergraduate, graduate, international).

5 years after last day of attendance or graduation

Destroy

Athletics

Annual NCAA Compliance Declarations

Outside income disclosures and compliance certification for all Athletics staff. Coaching staff designations: lists of coaching roles and incumbent by sport. Certification of Compliance for Institutions, Certification of Compliance for Staff Members of Athletics Departments, Team Personnel Designation, Department Employee Outside Income and Benefits, Volunteer Coach Agreement, Undergraduate Student Assistant Coach Agreement, Manager Agreement, NLI Institutional Commitment Form

7 years

Destroy

All Offices

Administrative

Annual Reports

History of the Unit, Center, Institute or Organization through Annual Reports, governance documents, history, programs, scrapbooks, events information

5 years

Transfer an official copy to the University Archives

Admission

Student

Applications for Admission - Applicants Who do NOT ENROLL

Application and supporting documentation including relevant correspondence for undergraduate, graduate, and international applicants who applied, but were not accepted, or who were accepted, but did not enroll. Departmental applications, essays, resumes, supplemental information, interview notes, interviews, Ammi Hyde program, correspondence, graduate applicant attribute summary, evaluation criteria and documentation, admissions file, status, personal statements, personal statement essays, letters of recommendation, interview notes, initial financial aid offer letters, graduate studies, summaries, samples of student writing and work, portfolios, OIA forms, Office of International Affairs, OIA Financial Verification Form, OIA Supplement for International Students

2 years after application

Destroy

Admission

Student

Applications for Admission - Applicants Who ENROLL

Application and supporting documentation including relevant correspondence for undergraduate, graduate, and international applicants who applied, were accepted, and enrolled. Departmental applications, essays, resumes, supplemental information, interview notes, interviews, Ammi Hyde program, correspondence, graduate applicant attribute summary, evaluation criteria, admissions file, status, personal statements, personal statement essays, letters of recommendation, interview notes, graduate studies, summaries, samples of student writing and work, portfolios

5 years after last day of attendance or graduation

Destroy

Admission

Student

Applications for Graduation

Application forms for students who intend to graduate within 3 academic quarters. Undergraduate, graduate, international, testing, ranking, rating, percentile

5 years after last day of attendance

Destroy

Athletics

Athletic Camps and Clinics

Compliance tracking information about the purpose of the camp or clinic and other criteria, specifically for meeting NCAA requirements. Contracts, approvals, qualification, Camp/Clinic Approval by Administration, Camp/Clinic Description form, Non-Institutional Camp/Clinic Employment form, Camp/Clinic Employee List, Camp/Clinic Individual & Group Discount Policies, Camp/Clinic Individual Discount Record, Camp/Clinic Group Discount Record, MBB IAWRP Verification Form, Local Sports Club Use of DU Facility, Local Sports Club Employment

7 years after conclusion of camps

Destroy

Athletics

Athletic Eligibility

Verification which Athletics provides to NCAA verifying student athletes' academic progress. Squad list, Compliance assistant eligibility checklist, eligibility audit excel file

7 years

Destroy

Athletics

Athletic Injury (catastrophic)

Insurance documentation for NCAA school cases that meet monetary threshold for catastrophic status. NCAA sets monetary threshold, which may change yr over year. Risk management, accident reports, annual insurance questionnaires, accident reports, claim forms, notes, related correspondence

Permanent

Store securely

Athletics

Student

Athletic Participation/ Equity in Athletics Disclosure Act (EADA)

Documentation required by the Equity in Athletics Disclosure Act (EADA). Undergraduate, graduate, international, testing, ranking, rating, percentile

10 years

Destroy

Athletics

Athletics Advising

Academic advising records for prospective and current student athletes, provides records of academic progress while students are involved in athletic programs at the institution to comply with NCAA conference reporting requirements.Transcripts, grade reports, petitions, academic evaluations, advanced standing reports, advisors? report sheets showing progress towards academic degree, program planning sheets, NCAA Progress Reports, disciplinary memoranda, Pioneer Plan, Degree Plans, Midterm Progress Reports

7 years

Destroy

Human Resources & Inclusive Community

Employment

Authorization to Work (Federal Immigration and Naturalization Services Form I-9)

Verification of eligibility for employment, legal work status of all new hires.

3 years after the date of hire, or 1 year after the date employment ends, whichever is later.

Destroy

All Offices

Administrative

Awards and Honors

Recipients, programs, ceremonies, criteria, nominations, faculty, staff, student, alumni, Evans Award, Ammi Hyde Award for Recent Graduate Achievement, Community Service Award, Distinguished Service to the University, Randolph P. McDonough Award for Service to Alumni, Professional Achievement

5 years

Transfer to University Archives

All Offices

Financial

Banking

Bank transactions: deposits, reconciliations, statements, registers, stubs, and canceled checks. Check registers, check copies, check stubs, deposit slips, wire transfers, external, internal, letters of credit, loan agreements, loan applications, mortgages, notes, canceled notes, financing

7 years after the fiscal year created

Destroy

Human Resources & Inclusive Community

Employment

Benefit Plan Annual Reports

Annual benefits reporting to the federal government and supporting information. Worksheets, vouchers, receipts, and resolutions

7 years after the report is filed

Destroy

Human Resources & Inclusive Community

Employment

Benefit Plan Descriptions

Descriptions of health, disability, and insurance plans; descriptions of educational assistance, relocation, retirement, sick leave, and other benefits; summary and full benefit plan descriptions that provide the basis for all required plans and reports; certifications, vouchers, worksheets, receipts, resolutions

7 years after the plan has terminated

Destroy

All Offices

Financial

Bills - Collectible

Information for managing and collecting debts owed to the university. Collections, bad debt, default, defaulted, overdue

7 years after debt was paid

Destroy

All Offices

University Administration

Board of Trustees Documents

Records of the governing body of the university and its committees. Proceedings, committees, internal and external audits, internal accounting, board policy, policies, proposals, purchase of property, sale of property, administration, notices, minutes, proceedings, announcements, member biographical data

Permanent

Transfer an official copy to the University Archives

Enterprise Risk Management

Administrative

Broker Contracts

Contracts with insurance brokers.

5 years after the end of the contract term

Destroy

All Offices

Financial

Budget - Final Approved

Final budget requests and official, approved budgets.

Permanent

Store securely until no longer needed for reference, then transfer an official copy of the approved budget to the University Archives

All Offices

Administrative

Budget Records

Official approved budget documentation

5 years

Destroy

All Offices

Health and Safety

Business Continuity and Emergency Preparedness Documentation

Procedures for continued operation of departments in the event of a disruption. Business interruption, natural disaster, man-made disaster

5 years after inactive

Destroy

All Offices

Administrative

Calendar of Events

Schedules of planned events, activities, holidays and other significant dates.

5 years

Transfer to University Archives

All Offices

Other

Campus Art and Art Collections

Art asset documentation: inventory, valuation, care. Artist, provenance, history of ownership, photographic documentation, paintings, sculptures, photographs, prints, artists, artifacts, installation, catalog

Permanent

Transfer to University Archives

All Offices

Health and Safety

Campus Crime Communication

Reports, warnings, notices, and other communications given in compliance with the Clery Act. Disclosure, federal financial aid, Crime Awareness and Campus Security Act, Annual Security Report, Timely Warnings, Campus Statistics

5 years

Destroy

All Offices

Other

Campus Maps

Maps of the campus showing all structures and infrastructure

5 years after inactive

Transfer a copy to University Archives

Campus Safety

Health and Safety

Campus Safety Programs and Initiative Marketing

Publications documenting safety programs, security procedures for students, faculty, and staff. Brochures, pamphlets, correspondence

5 years after inactive

Transfer a copy to University Archives

Career Services

Student

Career Center Records

Information files on potential employers. Undergraduate, graduate, international, testing, ranking, rating, percentile

5 years

Destroy

Health & Counseling Center

Administrative

Certificates and Licenses

Certificates and licenses related to Health & Counseling Center business operations

10 years after expiration

Destroy

All Offices

Administrative

Certificates of Records Disposal

Risk Management's official form for certifying the destruction of records. This form may be obtained from Risk Management and should be returned to Risk Management upon completion.

Permanent

Transfer to Risk Management

All Offices

University Administration

Chancellor's Inauguration

All published information related to the ceremonies inaugurating a new Chancellor. Announcements, invitations, guest lists, press, publications, and memorabilia related to the inauguration of a new Chancellor.

5 years

Transfer to University Archives

Registrar

Student

Change of Grade Forms

Forms used to submit grade changes to the Registrar. Undergraduate, graduate, international

5 years

Destroy

Registrar

Student

Change of Grade Record

Record verifying that a grade has been changed. Undergraduate, graduate, international

Permanent

Store securely

All Offices

University Administration

Charters and Bylaws

Formal documentation of the organization of the university, definitions of its rights and privileges, and standing rules for the regulation of university affairs

Keep each official version until superseded

Transfer a copy of each official version to the University Archives

Facilities Management & Planning

Health and Safety

Citations and Fines

All documents related to issuance, dispute, resolution, or payment of citations and fines

1 year after the citation or fine is paid or the dispute is resolved, whichever occurs later

Destroy

Enterprise Risk Management

Administrative

Claim Files

Records related to insurance claims, including workers' compensation claims.

5 years after the claim is closed

Destroy

Academic Units

Student

Class Schedules - Student

Schedules of an individual student's classes each quarter or term. Undergraduate, graduate, international, testing, ranking, rating, percentile

5 years after last date of attendance

Destroy

Human Resources & Inclusive Community

Employment

Collective Bargaining

Agreements with labor unions and supporting documentation. Terms, conditions of employment

Permanent

Store securely

Student Financial Affairs

Student

Colorado Residency Status

Forms or other records documenting students' status as a Colorado resident. Undergraduate, graduate, international, testing, ranking, rating, percentile

5 years after last date of attendance

Destroy

Academic Units

Academic

Commencement

Published record of graduates for public distribution

5 years

Transfer official copy to University Archives

All Offices

Student

Commencement Programs

Printed programs distributed at commencement ceremonies. Undergraduate, graduate, international, testing, ranking, rating, percentile

Permanent

Store securely and transfer a copy to the University Archives

Athletics

Complimentary Admissions to Sporting Events

Compliance tracking information about complimentary passes given by Athletics, specifically for meeting NCAA requirements. Competitions, tickets, passes, pass list, gratis, free, gifted, Community Ticket Pass Lists, Player-Guest Records

7 years after conclusion of event

Destroy

Enterprise Risk Management

University Administration

Conflict of Commitments and Interest

Annual disclosures made pursuant to University policy

5 years

Destroy

All Offices

Research

Conflict of Interest Disclosures

PI and key personnelConflict of Interest (COI)disclosure forms and related management plans. COI disclosure, management summary of COI, management plans, plan cocompliance docs/review, correspondence

5 years

Destroy

Facilities Management & Planning

Facilities and Property

Construction Projects

Documentation of building construction and renovation projects from proposal to completion. Acceptance, changes, bids, bid set, bid stage, bidders, architect of record, proposals, basis for award, cost estimates, schematics, general contractor, preliminary, submittal, close out, record set, capital improvement, as built, as-built, architecture firm, change orders, soils reports, final acceptance, sketches, aerial images, CAD, Revit, pre-qualification, transmittals, prebid, precon, drainage, caisson, rebar, concrete, structural, fireproofing, roofing, surveys, masonry, electrical, mechanical, CATF, corrective action, LEED, Leadership in Environmental and Energy Design, punch list, warranty, warranties, consent of surety, substantial completion

Permanent

Store securely until the structure or entity is no longer in existence, then transfer an official copy to University Archives.

All Offices

Administrative

Contact List

Records of the names and contact information of persons with faculty, staff, vendors and other entities the office needs for business purposes.

5 years

Destroy

All Offices

Administrative

Contracts and Agreements

Documents that demonstrate obligations between the University and another party. Includes signed assumption of risk forms and/or liability waivers.

5 years after termination of contract

Destroy

Academic Units

Student

Course Catalogs

Course catalogs published by the Registrar's Office. Undergraduate, graduate, international, testing, ranking, rating, percentile

Permanent

Transfer to University Archives

Academic Units

Academic

Course Syllabi

Instructor outline of the course requirements. May include information about tests, projects, reading assignments, as well as required textbooks.

1 year or until no longer required

Destroy

Health & Counseling Center

Administrative

Credentialing and Privileging

Records related to the credentials and privileges of Health & Counseling Center medical staff.

10 years after employment/contract termination

Destroy

Campus Safety

Health and Safety

Critical Incident Management

Records describing the procedures to be followed in an emergency.

10 years

Destroy

Academic Units

Student

Curriculum Change Authorizations

Approvals for students to waive or substitute courses in the regular curriculum, or applications to declare or change a degree, major, or minor. Undergraduate, graduate, international, testing, ranking, rating, percentile

5 years after last date of attendance

Destroy

Academic Units

Academic

Curriculum Planning

Records related to Curriculum planning

5 years

Destroy

Academic Units

Student

Degree Audit Records

Records comparing student transcripts with requirements for degrees. Undergraduate, graduate, international, testing, ranking, rating, percentile

5 years after last date of attendance

Destroy

Human Resources & Inclusive Community

Employment

Demotion and Promotion Documentation

Information about demotion or promotion of an employee. All employee job title, classification, description, and pay basis and change records are retained by HR. NOTE: Faculty promotion and tenure decision and background documents are retained by the Provost's Office. Official copy of application/binder(s) evidencing qualifications for promotion or tenure is retained by academic unit/department. Employee relations file

5 years after last date of employment

Destroy

Human Resources & Inclusive Community

Employment

Disciplinary Action

Documentation of hearings related to disciplinary action. Employee Relations File

7 years after hearing

Destroy

Equal Opportunity & Title IX

Employment

Discrimination Charges or Enforcement Action, External

All personnel records relevant to an external charge of prohibited discrimination or enforcement action filed with the EEOC or the Department of Education (ED) Office for Civil Rights. Prohibited discrimination includes discrimination based on factors outlined in DU’s Non-Discrimination Statement, including race, color, national origin, age (40 years and over in the employment context), religion, disability, sexual orientation, gender identity, gender expression, genetic information, marital status, and veterans status.

7 years after disposition of charge or action

Contact University Counsel for release. All records related to a suspected or actual charge of discrimination must be placed under legal hold.

Human Resources & Inclusive Community

Employment

Discrimination Charges or Enforcement Action, External

7 years after disposition of charge or action

Contact University Counsel for release. All records related to a suspected or actual charge of discrimination must be placed under legal hold.

Equal Opportunity & Title IX

Employment

Discrimination Complaints, Internal

All documentation relevant to a complaint of discrimination of any legally recognized type brought by employees, students, or the public. Legally recognized types of discrimination include those outlined in DU’s Non-Discrimination Statement, including race, color, national origin, age (40 years and over in the employment context), religion, disability, sexual orientation, gender identity, gender expression, genetic information, marital status, and veterans status.

7 years after the date of case closure; or for cases involving Students, 7 years from the completion of all Outcomes

Contact University Counsel for release. All records related to a suspected or actual charge of discrimination must be placed under legal hold.

Human Resources & Inclusive Community

Employment

Discrimination Complaints, Internal

7 years after the date of case closure; or for cases involving Students, 7 years from the completion of all Outcomes

Contact University Counsel for release. All records related to a suspected or actual charge of discrimination must be placed under legal hold.

All Offices

Administrative

Drafts

preliminary stage of a written work in which the author begins to develop a more cohesive product

Keep until no longer needed

Destroy

Human Resources & Inclusive Community

Health and Safety

Drug Free Workplace Act

Information, statements and notices related to the Drug Free Workplace Act. Drug abuse, drug free workplace policy, employee assistance programs, penalties, drug abuse violations, drug conviction, contracting agency, employer, criminal drug conviction, published statement, unlawful controlled substances, drug free awareness program, drug free workplace act, notice to contracting agency, notice to employer from employee, statement to employees, notices to employers of criminal drug convictions, published statement to employees prohibiting unlawful controlled substances

5 years after inactive

Destroy

Athletics

Drug Testing

Drug testing consent forms, lab data, results, and reports. Interpret, positive, negative, Positive Test/Behavior Contracts

7 years

Destroy

Health & Counseling Center

Student

Educational Records Containing Medical Information

Any medical information included in enrolled student's educational records. Undergraduate, graduate, international

5 years after last date of attendance

Destroy

All Offices

Research

Effort Certification Reports

Forms documenting faculty/staff salary expenses charged to grants and contracts cost-sharing activities related to sponsored projects

5 years

Destroy

Health & Counseling Center

Administrative

Electronic Backups

Health & Counseling Center electronic backup records

Up to 1 year

Destroy

Health & Counseling Center

Administrative

Electronic Documents

Health & Counseling Center records that are stored electronically

At least 3 years and working toward 10 years (archived annually)

Destroy

All Offices

Employment

Employee Contracts

Contracts between University staff/faculty

7 years after last date of employment

Destroy

All Offices

Administrative

Employee Time Keeping

Time sheets, time cards, or any other log of time worked, applicable to all employees except work-study students. Absences, vacation, sick leave, allocation of time, projects, attendance, timesheets, timekeeping

5 years after creation

Destroy

Shared Services

Employment

Employer Status Reports - Unemployment Compensation

Reports from the University to the Colorado Dept. of Labor and Employment to determine the University's liability or non-liability for unemployment compensation payment.

5 years after report filed

Destroy

Human Resources & Inclusive Community

Employment

Employment Contracts

Individual employment contracts (where contracts or agreements are not in writing, a written memorandum summarizing the terms). Collective bargaining agreements, plans, trusts, offer letters

5 years after last date of employment

Destroy

Registrar

Student

Entrance, Placement, Aptitude, Language Proficiency test results and exception forms - Enrolled Students

Exam scores or reports including IB or AP test results and ACT, SAT, LSAT, MCAT, GRE score, and Placement Test Exception Forms. Undergraduate, graduate, international, testing, ranking, rating, percentile

1 year

Destroy

Facilities Management & Planning

Facilities and Property

Environmental Health and Safety Inspections

Reports of EHS audits of labs, art studios and performing arts theaters, and of spaces and mechanical rooms maintained by Facilities. EHS, walk-throughs, chemical hygiene plan, lab-specific standard operating procedures, SOPs

5 years after creation

Destroy

Facilities Management & Planning

Facilities and Property

Environmental Health and Safety Licenses and Permits - Institutional or Program

Operating/Fire Permits for Hazardous Materials and Radiation Licensing. EHS, fire protection for occupancy permits

5 years

Destroy

Facilities Management & Planning

Facilities and Property

Environmental Health and Safety Medical Surveillance and Reviews

Monitoring and consultation related to ergonomics and occupational health reviews, primarily for respirator use or animal handling. EHS, audiometric testing

30 years after active

Destroy

Facilities Management & Planning

Facilities and Property

Environmental Health and Safety Training Completion Documentation

Rosters listing required attendees and lists or forms containing signatures which document actual attendance. EHS, audiometric testing

7 years after last date of employment

Destroy

All Offices

Administrative

Event Documents

Booking calendars, catering, and other information about arrangements.

7 years

Destroy

Academic Councils & Committees

Academic

Example Risk Record

Example Risk Record Description

Example Risk Record Period

Example Risk Record Disposition

All Offices

Employment

Faculty Personnel Records

Tenure track, non- tenured, extended appointment, procedure, process, review, dossier, recommendations, evaluations, accomplishments, merit, rank, publications, CV, curriculum vitae, resume

7 years after last date of employment

Destroy

Shared Services

Employment

Fair Credit Reporting Act

Reports from consumer reporting agencies related to sent to employees or applicants. Disclosures, notices

5 years after search is closed

Destroy

Human Resources & Inclusive Community

Employment

Family and Medical Leave Act (FMLA)

Family and Medical Leave Act (FMLA) including employee physical, medical, and leave records.

5 years after leave was taken

Destroy

All Offices

Financial

Federal Taxes - Analysis, Reports, and Workpapers

Supporting materials for federal tax forms, returns, audits, claims, and appeals. Tax accounts, correspondence, tax compliance, audit work papers

7 years after after relevant filing

Store securely

All Offices

Financial

Federal Taxes - Forms, Returns, Tax Audits, Claims, and Appeals

Federal tax documents including Form 990, employment tax returns, income tax returns, and associated workpapers and summary reports. Findings, conclusions, agreements, protests, appeals, refunds

Permanent

Store securely

Registrar

Student

FERPA Release Form

Release form signed by enrolled students allowing 3rd parties to have access to the student's records for educational purposes. Undergraduate, graduate, international

Permanent or until terminated by student

Store securely

Registrar

Student

FERPA Requests and Disclosures

Requests and disclosures of students' personally identifiable information or of other student educational records subject to FERPA. Undergraduate, graduate, international

Permanent or as long as the record is maintained

Store securely

Financial Aid

FFEL or Direct Loan Program

Records relating to participation in the FFEL or Direct Loan Program, including any related reports or forms. Title IV / HEA requirements, Federal Family Education Loan

5 years after the end of the “award year” (as defined under 34 C.F.R. § 600.2) in which the student last attended the University

Destroy

Health & Counseling Center

Financial

Financial Documents

Financial records related to Health & Counseling Center business operations

At least 3 years, and working toward 10 years

Destroy

All Offices

Financial

Financial Statements and Reports - Annual Financial Statements

Records stating the certified or official financial condition of the University at the end of the fiscal year. Financial reporting, annual, audited, profit statements, loss statements, certified financial statement, external financial audits, bad debts, management, collection, write- off, writing off, financial condition, certified, official, corporate debt analysis, reports, profit and loss statements, reporting

10 years after report

Store securely within department files or system

All Offices

Financial

Financial Statements and Reports - Annual Financial Statements

10 years after reporting

Store securely within department files or system

All Offices

Financial

Financial Statements and Reports - Financial Plans and Forecasts

Reports on the financial status of the University, recent changes, and plans. Financial reporting, analysis

Permanent

Store securely

All Offices

Financial

Financial Statements and Reports - Management Information Reports

Records stating financial condition of the University at the end of the month or quarter. Monthly statements, quarterly statements, annual statements

5 years after the fiscal year created

Destroy

All Offices

Financial

Financial Statements and Reports - Management Information Reports

Information about general administration, facilities management and student enrollment. General administration, facilities management, student enrollment

5 years after fiscal year created

Store securely

All Offices

Financial

Financing

Negotiable credit instruments, applications to borrow money, and documentation of paid off obligations. Repayment terms, conditions, financial institutions, lending institutions, loan

7 years after satisfaction of terms

Destroy

All Offices

Administrative

Fundraising (Non-Advancement Divisions)

Planning, research, donor, and campaign information. Development, advancement, alumni directories, gift processing, gift batch, estate and trust, agreements, pledges, donors, correspondence, briefings, stewardship, proposals, stipulations, provisions, constituents, scholarship, endowments, historical gift records

5 years

Transfer to University Advancement

Athletics

Game Statistics

Practice, playing, and attendance statistics for each sport and each game for each playing yr. Also, recruitment records, player statistics, rankings, final team statistics for each game, and NCAA official scoring summaries. Stats, figures, season player statistics, rankings, awards, media, releases, guides, all-conference nominations, spring, fall, camp, depth charts, numerical rosters, narrative game reports, scrimmages, play-by-play written reports

Keep as needed for reference, then transfer to University Archives.

Transfer an official copy to University Archives.

All Offices

Administrative

General Correspondence

Internal and external correspondence relevant to the unit's operations (email, letters, etc.)

5 years

Destroy

Registrar

Student

Graduation Authorizations

Forms and records showing that students are authorized to graduate

5 years after the date of last attendance

Destroy

All Offices

Research

Grant Contract Awards and Accounting

Official documentation of financial and other terms for awarded proposals. Effort certification, billing, financial reporting, payment records, sponsored projects, programs, foundation, government, private, state required federal forms

5 years after expiration of grant

Destroy

Human Resources & Inclusive Community

Employment

Group Health Insurance Coverage Notification

Documentation of election or rejection of coverage and of written notice of continuing group health insurance and COBRA rights for employees, their spouses, and dependents who have elected coverage. Annual, enrollment, benefits.

7 years after last day of employment

Destroy

Facilities Management & Planning

Facilities and Property

Hazardous Materials Inventories

Inventory of chemicals with quantity, physical state, location, Uniform Fire Codes, and health hazards associated with each substance.

5 years

Destroy

Facilities Management & Planning

Facilities and Property

Hazardous Waste Disposal

Documentation of transport and disposal. EHS, Environmental Health and Safety, manifests, certificates of disposal, chain of custody

Permanent

Store securely

Health & Counseling Center

Administrative

HIPAA Policies

Health & Counseling Center records related to Health Insurance Portability and Accountability Act (HIPAA) policies

10 years of HIPAA policy changes

Destroy

All Offices

Administrative

Historical Items

Any item that is illustrative of the history of the University or one of its component organizations. Scrapbooks, print matter, clippings, still and moving images, photographs, digital images, microfilm, audio, video, digital media, negatives, slides, video, audio, film, recordings

5 years

Transfer to University Archives

Registrar

Student

Hold or Encumbrance Records

Holds or encumbrances placed on student accounts by the library, parking services, etc.

Life of hold or encumbrance

Destroy

All Offices

Research

Indirect Cost Proposals

Indirect cost proposals and data, calculations supporting the proposal

5 years

Destroy

Registrar

Student

Initial Offer Letters of Financial Aid - Enrolled Students

Letters sent to applicants offering aid to attend DU, either with the acceptance letter or soon after.

5 years after last date of attendance

Destroy

All Offices

Research

Institutional Review Committees

Documentation of decisions from all bodies involved in institutional review and approval of research projects. Minutes, applications, assurances, licenses, reports, correspondence, committee procedures, IRB, Institutional Review Board, IACUC, Institutional Animal Care and Use Committee, IBC, Institutional Biosafety Committee, COI, Conflict of Interest, human subject, approved, informed consent master template

5 years after project end date, sponsor requirement, or professional designation; or 7 years after misconduct proceedings, whichever is later

Destroy

Enterprise Risk Management

Administrative

Insurance Records

Each "insurance record" includes: policy documents, applications, communications, loss runs, invoices, deposit/payment records, certificates of insurance (COI), and other similar materials.

10 years after end of policy term

Destroy

Intellectual Property & Technology Transfer

Other

Intellectual Property

Documents governing DU property that results from original creative thought, as patents, copyright material, and trademarks. Agreements, applications, products, exclusive rights, mark, motto, device, logo, emblem, brand

Permanent

Store securely

All Offices

Other

Internal Audit Results

Audit reports or memos outlining findings, recommended actions, and management responses. Conclusions, support, recommendations, management, review, actions

Permanent

Store securely

All Offices

Other

Internal Audit Work Papers

Working and draft information documenting research and supporting conclusions of audit reports.

7 years

Destroy

All Offices

Financial

Investment Records

Records related to University investments. Bonds, futures, options, annual statements, purchase, investment results, proof of ownership, securities funds, brokerages, capital property, capital gains, capital losses

7 years after the fiscal year created

Destroy

All Offices

Financial

Investment Records-Endowments

Records documenting financial endowments. Transfer, property, investment

10 years

Destroy

Human Resources & Inclusive Community

Employment

Job Advertisements

Job postings, internal and external, about openings, promotions, training, and overtime.

5 years

Destroy

Human Resources & Inclusive Community

Employment

Job Application Materials - Not Hired Applicants

Online or paper applications, letters of reference, reference contact information, resumes and cover letters.

5 years

Destroy

Human Resources & Inclusive Community

Employment

Job Descriptions

Descriptions of the responsibilities, duties, salary, and qualifications for a position.

5 years after last date of employment

Destroy

Human Resources & Inclusive Community

Employment

Labor Organizations Files

Documentation of transactions with unions, union officials or representatives, labor relations consultant, workers, or other person for the purpose of influencing employees' opinions; and any expenditures to learn about the activities of employees or a union in a labor dispute.

5 years

Destroy

Facilities Management & Planning

Facilities and Property

Land, buildings, structures, and systems - inventory, plans and drawings

Information about university property, architecture, documenting changes over time and actual state of property. Include before and after documentation where illustrative or of practical or historical value. Space allocation, offices, improvements, changes, authorizations, architectural, modifications, floor plans, blueprints, studies, assessments, utility, utilities, maps, layout, designs, schematic, land use, as-built, temporary, legacy, millenium, easement, capital asset records, depreciation schedules, fixed asset valuation, fixed asset acquisitions, property inventory, property detail, roads, boundaries, property lines, monuments, placement, permits, storage tanks, civil surveys, fire protection, drainage

Permanent

Store securely until the structure or entity is no longer in existence, then transfer an official copy to University Archives.

Sturm College of Law

Academic

Law Clinic Client File - Unsatisfied Judgements

Records that come into the possession of the Student Law Office as a result of representation of a client or records that the lawyer creates as a result of of that representation. Includes legal memoranda, briefs, pleadings, drafts, memoranda regarding non-public information about the client, copies of published materials, depositions, notes, client property, litigation, and transactional records.

Retained until judgment is satisfied or can no longer be renewed allowing time for the malpractice statute of limitations to pass after judgment can no longer be renewed. Destruction must be approved by the responsible lawyer per the Clinical Law File Retention/Destruction Policy.

Transfer to a pre-determined party or destroy

Sturm College of Law

Academic

Law Clinic Client Files (general)

Records that come into possession of the Student Law Office as a result of representation of a client or records that the lawyer creates as a result of that representation. Original photographs, stock certificates, wills, promissory notes, deeds, birth certificates, correspondence, pleadings, notes, memorandum, checks and other financial materials such as tax returns, bank statements, financial statements, expense records, inventories; and telephone messages, emails, exhibits, case printouts, research materials

No file shall be closed and scheduled for destruction under a retention schedule until all matters are resolved per the Student Law Office File Retention/Destruction Policy. Retention Periods will be determined by a Lawyer in accordance with requirements laid out in the Policy document.

Transfer to a pre-determined party or destroy

Sturm College of Law

Academic

Law Clinic Client Files - Minor Children

Files involving minor children must be retained until the youngest child involved becomes of age, plus additional time for the statute of limitations to run. Destruction must be approved by the responsible lawyer per the Clinical Law File Retention/Destruction Policy.

Transfer to a pre-determined party or destroy

Sturm College of Law

Academic

Law Clinic Files (closed) - Criminal (Sex Offender, Life Sentence, Death Sentence)

For the life of the client, if the matter resulted in a conviction and a sentence of death, life without parole, or an indeterminate sentence. Destruction must be approved by the responsible lawyer per the Clinical Law File Retention/Destruction Policy.

Transfer to a pre-determined party or destroy

Sturm College of Law

Academic

Law Clinic Files (closed) - Criminal (Sex Offender, Life Sentence, Death Sentence)

Transfer to a pre-determined party or destroy

Sturm College of Law

Academic

Law Clinic Files - Collections

Files should be retained until a judgment is paid or satisfied, or if a judgment is outstanding, see guidelines for â€œUnsatisfied Judgments. Destruction must be approved by the responsible lawyer per the Clinical Law File Retention/Destruction Policy.

Transfer to a pre-determined party or destroy

Sturm College of Law

Academic

Law Clinic Files - Criminal

10 yrs from the date of sentencing, if the matter resulted in a conviction for any other matter, whether the conviction and/or sentence was appealed or not. Destruction must be approved by the responsible lawyer per the Clinical Law File Retention/Destruction Policy.

Transfer to a pre-determined party or destroy

Human Resources & Inclusive Community

Employment

Layoff Selection

Documentation of layoff selections. Staffing reduction

5 years after the date of creation

Destroy

Academic Units

Academic

Learning Management System Content

Course content for specific course offerings, which is stored in an electronic learning management system, such as Canvas.

2 years

Destroy

All Offices

Financial

Ledgers, Journals, Registers, and Balance Sheets

Tracking of charges to individual accounts. Journals, ledger, account ledger, accounts payable, accounts receivable, balance sheets, cash journals, accounts receivable, chart of accounts, yr- end, payroll, subsidiary ledgers, inter-department transactions

7 years

Destroy

All Offices

Financial

Ledgers, Journals, Registers, and Balance Summaries

Summary reports from the general ledger, including fiscal yr-end ledgers. Audit of financial statements, work papers, working papers, workpapers

10 years

Destroy

Office of General Counsel

University Administration

Legal Matters to Which DU is a Party

Litigation case files

Permanent

Retained by University Counsel

Financial Aid

Loans or Grants

Records concerning the amount of a loan or grant, terms of the loan or grant, and student repayment history. Title IV / HEA requirements, student discharge letter

5 years after repayment

Destroy

Marketing & Communications

Administrative

MarComm Google Analytics Data

Data obtained from running Google Analytics on webpages administered by Division of Marketing & Communication

50 months after the user's last activity

Destroy

Facilities Management & Planning

Facilities and Property

Material Safety Data Sheets

Safety guides provided by the materials manufacturer for posting in work area. EHS, Environmental Health and Safety, MSDS

30 years after creation

Destroy

Health & Counseling Center

Health and Safety

Medical and Counseling Records

Records related to medical and counseling services provided by the Health & Counseling Center

10 years after last encounter

Destroy

Registrar

Student

Military and Veterans Documents - Enrolled Students

Any military documents submission by enrolled students, including military transcripts. Also includes records sent to or received from the Veterans Administration, such as G.I. Bill benefit records.

5 years after last date of attendance

Destroy

Registrar

Student

Name Change Request Forms and Authorizations

Forms used to request name changes on official DU documents, as well as related records and authorizations.

5 years after last date of attendance

Destroy

All Offices

Other

Not Listed

This classification applies to all records not listed on this schedule - whatever the record type.

5 years

Destroy

All Offices

Administrative

Office Administration and Operational Documents

Working and reference documents used in running units

5 years

Destroy

All Offices

Administrative

Office Meeting Agendas, Minutes, and Notes

Agendas, minutes, notes, or summaries of such meetings.

5 years

Destroy

All Offices

University Administration

Official Administration Correspondence

Official internal or external correspondence from University Administration.

5 years

Transfer to University Archives

All Offices

University Administration

Official Statements

Official Statements by University administration

10 years

Transfer copy to University Archives

All Offices

Administrative

Organizational Charts

Diagrams of organizational structure. Division, department, center, school, program, college, unit

5 years

Destroy

Health & Counseling Center

Administrative

OSHA Records

Health & Counseling Center records kept in compliance with Occupational Safety and Health Administration (OSHA) laws and regulations.

10 years after employment/contract termination

Destroy

University Financial Services

Financial

P-card Packets

Reports, statements, receipts, and any other transaction documentation that is included in a monthly P-card Packet.

7 years after the fiscal year created

Destroy

Facilities Management & Planning

Administrative

Parking Citations

All documents related to issuance, dispute, resolution, or payment of parking citations

1 year after the citation is paid or the dispute is resolved, whichever occurs later

Destroy

Athletics

Participation Logs

Documentation for each team listing sport name, opponent names, date, event location, player names and who competed. Used to determine if each student triggered use of a season of competition, which data is included on the NCAA squad list.

7 years

Destroy

Internationalization

Administrative

Passport Information

Includes photocopies of passports and any documents containing information obtained from passports.

Keep until no longer needed; generally, keep until the traveler is no longer traveling abroad with a DU international travel program.

Destroy

Athletics

Payments by Intercollegiate Athletic Insurance

Documentation of medical treatment services that are rendered off campus for practice or game related injuries or illnesses and which are eligible for partial payment by intercollegiate athletic insurance. Accident reports, claim forms

7 years after payment

Destroy

All Offices

Financial

Payroll - Employee Master Data

Comprehensive information about each employee for the purposes of payroll processing, tax withholding and reporting. Master payroll record, wage hour data, unemployment, disability, pay period

7 years after last day of employment

Destroy

All Offices

Financial

Payroll Adjustment Records - IRS

Information related to wage withholdings ordered by the IRS in the form of a federal tax levy, including Forms 668-W, 668-D, etc.

5 years after last date of employment

Destroy

All Offices

Financial

Payroll Automatic Data Processing Records

In addition to retaining machine-readable records required by the Internal Revenue Code, the following records must be kept: written procedures documenting the electronic storage system, documentation of the business processes that create, modify, and maintain records, documentation that the system supports and verifies entries made on the employer's return and determines the correct tax liability, and documentation that shows the authenticity and integrity of the taxpayer's records. Supports, verifies, tax liability, taxpayer's record, integrity

15 years after the fiscal year

Destroy

All Offices

Financial

Payroll Electronic Funds Transfer Records

Employer's banking records showing the date and amount of money transferred for payroll.

5 yrs after the due date of Form 940, or the date the FUTA tax was paid, using the longer retention

Destroy

University Financial Services

Employment

Payroll Records - Basis on Which Wages are Paid

Documentation of the basis on which wages calculated and paid, including benefits and prerequisites. Wages, salary, grade level, pay scales, cost of living tables, salary standards, schedules, earnings calculation, overtime, hourly, competitive, market research, wage rates, tables, merit, incentive programs, seniority systems, personnel actions, job evaluation, market surveys, evidence

10 years after the last date of employment

Destroy

All Offices

Financial

Payroll Records Related to Additional Tax Assessment or Claims for Refund

Employer tax returns and supporting documentation (payroll registers, payroll tax deposits, etc.) for cases where the IRS assesses additional taxes or penalties, or when the employer files a claim for refund after filing the return or paying the tax.

15 years after the current fiscal year

Destroy

All Offices

Financial

Payroll Tax Records

Payroll, withholding, and all pertinent information by pay period, including supporting documentation and forms. Payments, compensation, withholding, federal income tax, social security, Medicare, withheld, statements, reporting, tips, fringe benefits, cumulative methods, wages, adjustments, settlements, tax deposits, social security, Medicare, payroll tax returns

5 years

Destroy

All Offices

Financial

Payroll Taxes - Plan Payments to Employees

Absence, rate of payment, third parties, third party, Form W-4S, Request for Federal Income Tax Withholding from Sick Pay, IRS Form W-4P, Withholding Certificate for Pension or Annuity Payments

5 years

Destroy

Human Resources & Inclusive Community

Employment

Personnel File

Employment history from point of job application, information used to determine employee qualifications, compensation, termination, development opportunities, and formal communication between supervisor and employee about any aspect of employment. Note: employee medical are maintained separately. Leave, Absence, Vacation, Sick, PTO, Attendance, Job Applications for Hired Applicants, Resume, CV, Curriculum Vitae, Vita, Offer, Accept, Reject, Classification, Reclassify, Performance Reviews, Notice, Resignation Letter, Layoff, Data for PEDS, Resume, Curriculum Vitae, CV, Personnel Action, Transfer, Terminate, Termination, Waiver, Waive, Claims, Age, Supervisor, Grievance, Review, Appeal, Written Warning, Reprimand, Acknowledgement, Reference, Cover, Letter, Employment Act, Rights, Health Insurance Coverage Notification, Internal Appeal, Spouse, Dependent, COBRA, Elect, Retirement, Benefit Enrollment, Election, Beneficiary Form, Payroll Direct Deposit Authorization, Sabbaticals

10 years after last date of employment

Destroy

Health & Counseling Center

Employment

Personnel Records

Records related to the employment history of Health & Counseling Center employees.

10 years after employment/contract termination

Destroy

Human Resources & Inclusive Community

Employment

Physical/Medical Records (Non-FMLA)

Physical examination results considered in connection with personnel action, including pre-employment physical examination results.

5 years after last date of employment

Destroy

Athletics

Playing and Practice Season

Declaration of Playing Season and documentation of practice time for athletic teams and to comply with NCAA and conference rules and regulations. Team rosters showing time spent in practices, meetings, training and conditioning, and competition, CARA, Countable Athletically Related Activities, Proposed Season form, Countable Athletically Related Activities Form, Men's Basketball Missed Class Time, Occassional Meal Tracking Log, Awards Log

7 years

Destroy

Health & Counseling Center

Administrative

Policies and Procedures

Health & Counseling Center policies and procedures

10 years of Policy and Procedure manual changes

Destroy

Enterprise Risk Management

Administrative

Pollution Insurance Records

Records related to pollution insurance policies and pollution insurance claims

Permanent

Store securely

Financial Aid

Program Eligibility

Documentation educational programs eligibility, its administration of programs, financial responsibility, applications for program funds and its disbursement and delivery of program funds. Title IV / HEA requirements, receipt or expenditure of program funds in accordance with GAAP for each program transaction, separated from other DU financial activity, any other detailed financial records sufficient to enable DOE to conduct an annual audit of the institution as to its financial condition and a compliance audit with regard to funds from DOE or from a student/parent who has a loan guaranteed by the DOE

5 years after award

Destroy

Internationalization

Academic

Program Participation

Records related to students' participation in DU's international travel programs.

5 years

Destroy

All Offices

Research

Project or Research Data

Data generated from research, project or other departmental sponsored or unsponsored project related documents. Reports, research data, consent forms, lab notes, correspondence, IRB, IACUC, IBC, protocols

5 years after project end date, sponsor requirement, or professional designation

Transfer research data to the University Archives and destroy all other materials

Marketing & Communications

Administrative

Publications

Marketing, public relations, and advertising materials published and made publicly available to the appropriate audiences. Student orientation, handbooks, posters, flyers, booklets, newsletters, magazines, reports, directories, manuals, surveys, brochures, recruiting materials, news, announcements, press releases, publicity, brand marketing, bulletins, campaigns

Keep until no longer needed

Transfer a copy to University Archives

Facilities Management & Planning

Facilities and Property

Radioactive Material Receiving

Documentation verifying that leak testing has occurred prior to delivery to end user. EHS, Environmental Health and Safety, visual inspection, survey metering, radioactive materials receipt form, inventory form

30 years after creation

Destroy

All Offices

Financial

Real Estate

Instruments showing ownership of lands and of all appurtenances to lands, such as buildings, or mineral rights owned by the university. Property titles, easements, deeds, evidence of legal rights, real property, possession, Purchase, sale, leases, terms, conditions, transfer, corporation, partnership, ownership

Permanent

Store securely

Athletics

Recreation Department

Membership, dues, fees, and assumption of risk information for DU Recreation programs.

5 years after membership

Destroy

Athletics

Recruiting Documents

Documentation of recruiting activities for the intercollegiate athletics program. Provides a record of the recruitment of prospective players in compliance with NCAA conference rules and regulations. Information request cover sheets, grade transcripts, copies of admissions forms and materials, performance reports, telephone and conversation notes, mailing lists, contact and evaluation logs, official and unofficial visit info, recruiting schedules, institutional questionnaire forms, Off-Campus Recruiting Calendar, Recruiting Service Processing Form, Official Visit Approval form, Official Visit Student Host Conduct form, Official Visit Expense form, Official Visit Student Host Receipt, Academic Recruitment Sheet with transcripts and test scores, Telephone Log, Contact-Evaluation Reporting, Recruiting Summary - Individual, Unofficial Visit Approval Form for Students that did noe Matriculate, Preliminary Core Evaluation

7 years after last date of employment

Destroy

All Offices

Administrative

Reference/ Convenience Copy

Files maintained for the convience, use or reference of the author. May contain copies of correspondence or information that has been transferred or transmitted to the Primary Owner or others.

Keep until no longer needed

Destroy

All Offices

Research

Rejected Proposals

Documentation of unfunded proposals. Rejected, lapsed, research, grant, sponsored program, unawarded

5 years

Destroy

Human Resources & Inclusive Community

Employment

Requests for Reasonable Accommodation

Records pertaining to employee requests for reasonable accommodation for a disability. Medical condition, chronic, temporary, illness, equipment, provisions, accommodation

5 years after last date of employment

Destroy

Financial Aid

Scholarship and other Institutional Financial Aid Program Files

Documentation about scholarships and financial aid activities at DU. Notifications to donors and financial aid requirements for recipients, summaries of scholarship and other related information. Until IRS requirements met

15 years

Destroy

All Offices

Administrative

Self-Study Statistics

Copies of surveys, course evaluations, reports and activities related to the statistical information published yearly. Profiles, research, external, internal

5 years

Destroy

Admission

Student

Special Status Applications

Applications to attend graduate program classes as a special status student.

5 years

Destroy

All Offices

University Administration

Speeches

Copies of speeches given by the Chancellor, Provost, Vice Chancellors, and Deans

Keep until no longer needed for reference

Transfer a copy to University Archives

Financial Aid

Stafford, SLS or PLUS Loans

For each Stafford, SLS or PLUS loan, a copy of the loan certification or data electronically submitted to the lender and for loans delivered electronically a copy of borrower?s written authorization to deliver disbursement of each FFEL program loan, documentation of any MPN confirmation process used. Title IV / HEA requirements, Federal Family Education Loan, amount of the loan, period of enrollment for which the loan was intended, costs of attendance, estimated financial assistance and estimated family contribution used to calculate the loan amount, the date the school endorsed each loan check it received, dates of delivery of loan proceeds by the school to the borrower, Parent PLUS Loan, Supplemental Loan to Students, Master Promissary Note

5 years after submission

Destroy

All Offices

Financial

State and Local Taxes

State and local income tax or franchise tax returns; property tax returns; Sales and Use tax returns.

Permanent

Store securely

All Offices

Administrative

Strategic Plans

Descriptions of long range goals and methods for reaching them. Strategy, feasibility, cost-benefit analysis

Permanent

Store securely

Financial Aid

Student Aid Reports (SARs), Institutional Student Information Records (ISIRs)

SARs or ISIRs, application data submitted by DU, documentation of the student?s or parent?s eligibility including enrollment status, details of the award, initial and exit loan records, reports and forms used by DU in its participation. Title IV / HEA requirements

5 years after award

Destroy

Academic Units

Student

Student Assessment Records

Exams, Quizzes, Essays, Projects(includes paper copies, electronic copies, and items stored on canvas/blackboard)

1 year after completion of course

Destroy

Athletics

Student Athlete File

History of each athlete who has competed at the institution: academic and financial aid information, recruitment and eligibility data, awards, and related documentation and correspondence. NCAA Student-Athlete Satement, NCAA Drug Testing Consent, General Amateurism and Eligibility form for International and Select Student-Athletes, HIPPA/Buckley Amendment Consent/Waiver, Change of Status, Grant Renewal form, NLI Request Form, Summer/5th yr Aid Application, Male Practice Player Form, Outside Financial Aid Disclosure form, Summer Basketball League Request form, Transfer Eligibility Confirmation form, Sun Belt Conference Medicial Exemption form, Eligibility Waivers, University of Denver Department of Athletics & Recreation Alcohol & Drug Policy Administration Student-Athlete Acknowledgement Form, University of Denver Award & Benefit Compliance Form, University of Denver Pre-Enrollment Amatuerism Questionnaire, University of Denver Certification of Recruited Status, University of Denver Amatuerism Questiionnaire for Returning Student-Athletes, Opportunity Fund Application Form, Financial Aid Estimate Award Letter, Last Quarter - Less Than Full-Time Exception Form, Signed Athletic Grant, Signed National Letter of Intent, Permission to Contact Release, Outside Competition Approval, Transfer Tracer, Student-Athlete Employment form, NCAA Eligibility Center Eligibility Report, Academic Recruitment Approval with transcripts and test scores

5 years after the last date of employment

Destroy

Athletics

Student Athlete Medical

Medical history of each athlete before and during his/her attendance at the institution. Annual health appraisals, accident reports, diagnostic test results and reports, prescription records, off campus treatment source records, insurance, Assumption of Risk form, Medical History packet, Annual Physical exam documents, Treatment records questionnaires, psychological counseling records, information forms, treatment consent forms, assumption of risk forms and related documentation and correspondence

30 years after the last date of employment

Destroy

All Offices

Student

Student Conduct Records

Record of actions such as hearings, academic probation, leave of absence, or dismissal from the University. Includes records related to Equal Opportunity & Title IX cases. Includes undergraduate, graduate, and international student records.

7 years after the date of the most recent incident

Destroy

Admission

Student

Student Correspondence, Relevant to Admissions or Application

Correspondence to and from students that is material to the application or admissions process.

5 years after last date of attendance

Destroy

Admission

Student

Student Correspondence, Relevant to Admissions or Application

Correspondence to and from students that is material to the application or admissions process.

5 years after last date of attendance

Destroy

Admission

Student

Student Enrollment Verifications

Records created when verifying a student's enrollment at the University.

5 years

Destroy

Registrar

Student

Student Information Requests, Consent, and Waivers

Records related to the disclosure of student information covered by FERPA, including student requests for non-disclosure of directory information; student's written consent for records disclosure; and student waivers for rights of access to certain records (such as letters of recommendation).

Permanent or until terminated by student

Store securely

Financial Aid

Student Loan Cash Input Transactions List

Daily listing of loan payments received. Loan servicing, daily, students, financial aid

5 years

Destroy

Financial Aid

Student or Parent Eligibility

Records relating to a student or parent borrower?s eligibility and participation in the FFEL or Direct Loan Program. Title IV / HEA requirements, Federal Family Education Loan

5 years after the end of the “award year” (as defined under 34 C.F.R. § 600.2) in which the student last attended the University

Destroy

Registrar

Student

Student Registration Records

Forms authorizing students to add or drop classes, audit classes, take classes pass/fail or for no credit, et

5 years

Destroy

Academic Units

Academic

Theses and Dissertations

Any thesis or dissertation produced as part of the degree requirement for a master's or doctoral program.

Permanent

Transfer to University Archives

Human Resources & Inclusive Community

Employment

Training Logs

Lists of employees selected to participate in training. Training rosters

5 years

Destroy

Registrar

Student

Transcript Order Form

Student or alumni requests for copies of official transcripts.

5 years

Destroy

Registrar

Student

Transcript Payment Receipts

Documentation for payments received for transcripts.

5 years

Destroy

Registrar

Student

Transcript Request Record

A log of all requests made for a student's transcripts is kept permanently with the official transcript.

As long as the academic record is maintained

Store securely

Registrar

Student

Transcripts from Other Institutions

Transcripts from other institutions (high schools or colleges) for enrolled students.

5 years after last date of attendance

Destroy

Registrar

Student

Transfer Credit Records

Documents verifying credits from another institution used to fulfill DU credit requirements.

5 years after last date of attendance

Destroy

All Offices

Financial

Unclaimed Wages

Reports and other records related to abandoned wages remitted to the state.

5 years after the fiscal year the wages were abandoned

Destroy

Human Resources & Inclusive Community

Administrative

Unemployment Compensation Records

Reports to the Colorado Department of Labor and Employment. Claim records, correspondence

5 years after report submitted

Destroy

Registrar

Student

University of Denver Transcript

Official transcript constituting the student's permanent academic record at the University of Denver.

Permanent

Store securely

Facilities Management & Planning

Facilities and Property

Vehicle Operation and Maintenance

Tracking university owned vehicle use and maintenance. Vehicle inspection reports, vehicle accident reports, mileage logs, maintenance schedules, travel, driving logs

5 years after the disposition of the vehicle

Destroy

All Offices

Financial

Vendor Bids

Proposals from outside vendors that indicate the terms and conditions under which they will supply goods or services. Request for Proposal, RFP, Request for Information, RFI, Request for Tender, RFT, Request for Quotation, RFQ

7 years

Destroy

Human Resources & Inclusive Community

Employment

Veteran Military Leave

Leaves of absence granted to perform military obligations. Deployment, armed services.

5 years after conclusion of leave

Destroy

Financial Aid

Veterans Educational Benefits

Documentation of veterans or eligible persons who received veterans educational benefits. Title IV / HEA requirements, Evidence of tuition, fees, charged, received, compliance with the DOE's 85-15 rule

5 years after enrollment period

Destroy

Human Resources & Inclusive Community

Employment

Vets 100 Reports

Supporting data and VETS-100 report that includes the minimum and maximum number of employees by job category and veteran category and the number of vets hired during the prior 12 months. War veterans, combat, military service

5 years

Destroy

Registrar

Student

Withdrawal Forms and Authorizations

Forms, checklists, authorizations for students withdrawing from the University.

5 years after last date of attendance

Destroy

Financial Aid

Work Study Program

Documents required for administration of the Federal Work Program

5 years after last date of employment

Destroy

Financial Aid

Work Study Program Administration

For Work Study, records showing that each student has worked and earned the amount being paid (including payroll vouchers, time records and certification signed by official of college or off-campus agency). Title IV / HEA requirements, Fiscal Operations Reports

5 years after last date of employment

Destroy

Academic Units

Academic

Workshop and Seminar Content Materials

Files concerning conferences, workshops, or seminars(letters, brochures, presentation materials).

5 years

Destroy

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