This table provides information about the retention and disposition of records at Utah State University.
| Record Title | Description | Retention Period | Disposition |
|---|---|---|---|
| Admission and Records | This series contains reports related to the composition of the university's student body and registration statistics. The series includes a spread sheet that documents the number of students by name and school, and then by department. Additional reports document school attendance totals by year, students by their high school, a census of students by county, enrollment of students by state, foreign country or nationality, by department and gender, and a count of students by department and school. Other reports include ROTC selective service reports, a list of Masters of Science students and masters thesis titles, scholarship lists, and a "buzzer listing" report. Files containing official documentation listing student's courses, grades, credits earned, and status achieved. Often referred to as a transcript. | Retain permanently | May Transfer to Archives. |
| Affirmative Action Hearings Files | Official complaint files containing complaints, related correspondence, reports, exhibits, withdrawal notices, copies of decisions, and other records as described in 29 CFR 1613.222. | Retain for 7 year(s) after case is closed | Destroy. |
| Board of Trustees Minutes | The approved agenda and minutes of the Utah State University Board of Trustees are the official record of the meeting. Contained in or with the minutes shall be the substance of all matters proposed, discussed or deleted and votes taken. They contain attendance, approval of minutes, consent and action items, reports and recommendations from Board Committees, and other administrative reports. Supplemental material associated with the consent, action and strategic agenda items and any public materials distributed at the meeting are also included. | Retain permanently | May Transfer to Archives. |
| Catalogs | These are records that list courses offered, give brief descriptions, and list graduation requirements and enrollment information for the university. These records may have been published as a pamphlet or book. Information included may be limited to any combination of the following: tuition costs, entrance requirements, certification requirements, degrees or certificates offered, course descriptions, faculty listings, or institutional policies. | Retain permanently | May Transfer to Archives. |
| Contract and Grant Salary Spreadsheets | These are records that document contract and grant fund employees, their salaries, and the amounts paid from their respective contract or grant. The university uses this information to audit accounts, track personnel expenses, and ensure proper allocation of funding. These records include spreadsheets and other reports that compare budgets with actual expenses for salaries and how much of the budget remains for these expenses. | Retain for 5 year(s) | Destroy. |
| Contract with Grant Funds Salary Spreadsheets | These records document contract and grant fund employees, their salaries, and the amounts paid from respective contract or grant. The university uses this information to audit accounts, track personnel expenses, and ensure proper allocation of funding. These records include spreadsheets and other reports that compare budgets with actual expenses for salaries and how much of the budget remains for these expenses. | Retain for 5 year(s) | Destroy. |
| Contracts and Grants | Accepted proposals and applications, contracts, project reports, studies, certificates, agreements, reports, correspondence and other records supporting research, training, and other activities, which are sponsored by public or private agencies. Records may document equipment purchased and other information regarding services provided during the period of the grant or contract. These records may also include copies of patents resulting from such research, training or other activities. | Retain for 7 year(s) after expiration or completion of grant or contract | Destroy. |
| Extension Service Student Records | This series contains report cards, registration cards, and grades for extension services students. Files containing official documentation listing student's courses, grades, credits earned, and status achieved. Often referred to as a transcript. | Retain permanently | May Transfer to Archives. |
| Library Card Catalog | This series contains the Utah State University Library's card catalog. | Retain for 5 year(s) after switch to automated catalog | May Transfer to Archives or Destroy. |
| Personnel Activity Reports | This series documents the usage of employee work time used by this office. This is in compliance with guidelines which the agency must follow in order to receive federal grants. | Retain for 4 year(s) | Destroy. |
| Printing Department | Job orders for printing projects including estimates and invoices. These records include work orders, proofs, correspondence, reports, specifications, and artwork drafts, or other similar documents relating to printed materials or graphic designs such as posters, brochures, newsletters, advertisements, logos, etc., produced by this university. | Retain for 4 year(s) | Destroy. |
| Publications | These are pamphlets, leaflets, studies, proposals and similar material printed by or for the school and by others about the school. In the case of yearbooks, many of the earlier ones are oversized in format, since they were designed and the photographs taken by a commercial photography company which specialized in yearbook work. | Retain permanently | May Transfer to Archives. |
| Registration Cards | Records used primarily in registering or enrolling students for classes and containing such information as the student's name, address, name of class and instructor, signature of the student and/or the instructor, grade in the class, and credit hours earned. | Retain for 7 year(s) | Destroy. |
| Registration Cards/Records | Records used primarily in registering or enrolling students for classes and containing such information as the student's name, address, name of class and instructor, signature of the student and/or the instructor, grade in the class, and credit hours earned. | Retain for 7 year(s) | Destroy. |
| Student Records and Grades | Files containing official documentation listing student's courses, grades, credits earned, and status achieved. Often referred to as a transcript. | Retain permanently | May Transfer to Archives. |
| Student Records and Report Cards | These records are the University's documentation of individual student's grade and credit status. They include grade reports, transcripts, correspondence, applications for admission and readmission, test scores, letters of acceptance, and copies of degrees or certificates awarded. This series documents the university's academic program and student achievements. | Retain permanently | May Transfer to Archives. |
| Terminated Employee Files | These records document the employment history of terminated university employees, including application, resume or curriculum vitae, oath of office, letter of appointment, correspondence, performance evaluation, and similar documents for individuals who are no longer employed at the university. Superseded by the Statewide Schedule GRS-940 Employee records (terminated employees). | Retain for 65 year(s) after termination or separation | Destroy. |
| University Building Equipment Submittal Reports | This series contains shop drawings and reports which document specific equipment installed in university buildings. These records are used to ensure proper installation and may be used when repairing or replacing the equipment. These records document equipment for the heating, air conditioning, and ventilation systems. | Retain until equipment is replaced | Destroy. |