| Item_No | RECORD_SERIES | Retention | Authority |
|---|---|---|---|
| 1000-26 GR | CORRESPONDENCE AND INTERNAL MEMORANDA (includes incoming and copies of outgoing correspondence and internal correspondence and memoranda). | ||
| Retention Note: The minimum retention period for correspondence or internal memoranda in categories (a) and (b) directly linked to another record series or group listed in this or other commission schedules is that assigned to the other group or series. For example, a letter from an external auditor regarding an audit of a local government's financial records should be retained for the retention period given under item number 1025-01 (e); a letter concerning a workers compensation claim should be retained for the period given under item number 1050-32, etc. The retention periods that follow are for correspondence and internal memoranda that do not readily fall within other record groups. | |||
| a) Policy and program development - Correspondence and internal memoranda pertaining to the formulation, planning, implementation, modification, or redefinition of the policies, programs, services, or projects of a local government. Includes TX Assoc. Access ane Equity files. | 5 years. | Review before disposal; some correspondence of this type may merit permanent retention for historical reasons. | |
| b) Administrative - Correspondence and internal memoranda pertaining to or arising from the routine administration or operation of the policies, programs, services, and projects of a local government. Includes TX Assoc. of Comm. College HR Professionals, North TX Chpt Coll and Univ Pers Assoc., Coordinating Board Corres. files. | 2 years. | ||
| c) Routine - Correspondence and internal memoranda such as letters of transmittal, requests for publications, internal meeting notices, and similar routine matters. | AV | Exempt from destruction request requirement. | |
| (d) Print-outs verifying data entry. | AV | ||
| (e) E-mail messages (See Retention Note above). | AV | ||
| 1000-40 GR | RECORDS MANAGEMENT RECORDS | ||
| a) Records control schedules (including all successive versions of and amendments to schedules) | PERMANENT. | ||
| b) Records destruction documentation - Records documenting the destruction of records under records control schedules, including requests submitted to the Texas State Library and Archives Commission for authorization to destroy unscheduled records or the originals of permanent records that have been microfilmed. | PERMANENT. | ||
| c) Records inventories - Lists or inventories of the active and inactive records created or received by a local government. | AV | Exempt from destruction request requirement. | |
| d) Records management plans and policy documents - Plans and similar documents establishing the policies and procedures under which a records management program operates. | US + 5 years. | ||
| 1050-10 GR | EMPLOYEE SECURITY RECORDS | ||
| a) Records created to control and monitor the issuance of keys, identification cards, passes, or similar instruments of identification and access. | US, date of expiration, or date of separation + 2 years | ||
| b) Records relating to the issuance of parking permits. | US | ||
| c) Records created to control and monitor the issuance of passwords for SIS access. | US, Date of expiration of access or date of separation + 2 years | ||
| 1050-28 GR | TRAINING AND EDUCATIONAL ATTAINMENT RECORDS (for other records relating to aptitude or skills tests required of job applicants or of current personnel to qualify for promotion or transfer see item number 1050-02) | ||
| Retention Note: If information concerning training or testing (e.g., test scores) is transferred to an Employee Service Record (item number 1050-12). The document from which the information is taken need be retained for only 2 years. | |||
| (b) Staff Development Program Agendas | 3 years. | ||
| c) Training manuals, syllabuses, course outlines, and similar training aids used in in-house training programs. | US | Exempt from destruction request requirement. | |
| (d) Skill or achievement measurement records of a training group or class as a whole (e.g., rosters with scores) (Staff development records) | 2 years. | ||
| 1075-19 GR | SERVICE REQUESTS/WORK ORDERS for repairs and maintenance to facilities, vehicles, or equipment. | 2 years | |
| a) Worklogs for modifications, maintenenace and/or updates to SIS and for reports and labels from SIS. | PERMANENT | ||
| LOCAL SCHEDULE JC | |||
| RECORDS OF PUBLIC JUNIOR COLLEGES | |||
| Retention Notes: a) This schedule should be used by junior college districts in conjunction with Local Schedule GR (Records Common to All Governments) and Local Schedule TX (Records of Property Taxation). In particular, many records maintained by junior college districts are includable among the general administrative, financial, personnel, and support service records series in Local Schedule GR. In any instances of conflict between retention periods established in this schedule and in Local Schedule GR, the retention periods in this schedule shall prevail. b) The retention periods for records listed in this schedule relating to admissions and academic achievement, are applicable to all educational programs of a junior college district to the extent that records of the types described are created for each program. |
|||
| PART I: ADMISSION AND ASSESSMENT RECORDS | |||
| 3700-01 JC | ADMISSION AND ASSESSMENT RECORDS FOR STUDENTS WHO ADMITTED AND DID REGISTER- Applications for admissions or readmission; letters or forms evidencing grant or denial of admission, petitions for special admission (Concurrent) or readmission; residency status forms and oaths. (For letters of recommendation see item number 3700-02) | Termination of Enrollment + 3 years | Hard Copy Retained |
| a) GED attainment documentation; high school or prior college transcripts. (FOR ALL STUDENTS) | PERMANENT | Store on Optical Disk | |
| (Retention Note) Transcripts or other documents from institutions in foreign countries may be originals an difficult or impossible for the applicnt to replace. Public junior colleges may want to return these documents to the student or applicant rather than destroy them. In such circumstances, the director and librarion of the Texas State Library, by authority of the Local Government Code, 202.004(a), hereby consents to the return as permitted exception to the statutory prohibition against the alienation of local government records. | |||
| b) Local Assessment Test Reports (ESL Tests)* | PERMANENT | Electronic | |
| (c) Entrance examination reports (ACT, SAT, TOEFL, etc.) TASP score reports or exemption form. Texas Success Initiative documentation. | PERMANENT | ||
| (d) Conditional Admissions Contract for transcript waiver. | AV | ||
| *(Retention Note): Hard copies of Local Assessment Test Reports can be destroyed after one year. | |||
| RECORDS OF STUDENTS DENIED ADMISSION OR WHO WERE ADMITTED BUT DID NOT REGISTER. Applications for admissions or readmission, letters or forms evidencing grant or denial of admission, petitions for special admissions or readmissions; residency status forms and oaths. (See "a" above for GED and Transcripts.) | EOT Admitted + 90 days | Exempt from destruction request requirement. | |
| RECORDS OF STUDENTS WHO REGISTERED BUT DROPPED BEFORE CENSUS DATE. (See "a" above for GED and Transcripts.) | EOT Admitted + 90 days | Exempt from destruction request requirement. | |
| Admissions or assessment documentation received during an admission period that cannot be matched with an application for admission. | End of Admission Period + 90 days. | ||
| INTERNATIONAL STUDENTS- All Documents | Termination of enrollment + 5 years | ||
| PART 2: ACADEMIC RECORDS | |||
| 3725-01 JC | ACADEMIC ACTION NOTIFICATIONS - Copies of documentation notifying students of dismissal, academic probation, etc. | Termination of enrollment + 3 years. | |
| (Retention Note)Includes all Dismissal records | |||
| 3725-02 JC | ADVANCED PLACEMENT AND CREDIT RECORDS - National or state standardized test scores and reports (e.g., CLEP, AP, CPS), credit by examination authorizations and reports, (e.g., DANTES, USAFI) and evaluations, non-traditional transcripts and credentials, life experience records, requests for advanced credit, and similar documentation used by a district to evaluate and determine award of credit by advanced placement. | ||
| a) If credit awarded. | Termination of enrollment + 3 years. | ||
| b) If credit not awarded. | End of academic year in which decision made + 1 year. | Exempt from destruction request requirement. | |
| c)Tech Prep Petitions | Termination of Enrollment + 3 years | ||
| CONTINUING EDUCATION STUDENT RECORDS | |||
| 3725-03 JC | CONTINUING EDUCATION RECORDS (NON-FUNDED COURSES) - Registration forms, drop/add forms, and similar records associated with preparations for courses in continuing education. | Three (3) Years. | Destroy after three (3) years. |
| (a) Class Rolls (Official) | PERMANENT | HARD COPY OR SCANNED COPY | |
| (b) Class Lists | PERMANENT (On SIS) | ||
| CREDIT STUDENT RECORDS | |||
| 3725-04 JC | COURSE REGISTRATION AND STATUS RECORDS - Registration forms, and similar records providing information on which courses student are registered for at the beginning of an academic term, including documentation evidencing the conditions under which coursed are undertaken (e.g., audit, pass/fail, and credit/no credit authorizations or approvals) or evidencing changes to registration status during the term (e.g., add/drop forms by student or instructor). | End of academic term + 2 years | |
| a) Lateral changes | End of academic term + 2 years | ||
| b) Permit to Register for someone else | End of academic term + 2 years | ||
| c) Lists of Students not attending class | End of academic term + 2 years | ||
| d) Letters for non-attendance for TASP required students | End of academic term + 2 years | ||
| e) Absence for Religious Holiday | End of academic term + 2 years | ||
| f) Personal Data Update Records - Name Change or Social Security Number Change | End of Semester Record is updated | ||
| g) Student Data Forms | End of Semester Record is updated | ||
| h) CCCCD Student Transcripts | Permanent | Electronic | |
| i) Refund Petitions | End of academic term + 3 years | ||
| 3725-05 JC | DEGREE PLANS AND CHANGE OF MAJOR FORMS | 5 Years | |
| a) Transfer Credit Evaluations | 5 Years | ||
| b) Military Course Documentation and Evaluation | 5 Years | ||
| 3725-06 JC | GRADE AND COURSE CREDIT RECORDS | ||
| a) Grade sheets submitted by instructors, grade change documentation, and grade rolls or similar input documentation used in posting grades or credit data to transcripts. | PERMANENT | ||
| b) Faculty grade books. | End of academic term + 1 year. | Exempt from destruction request requirement. | |
| c) Copies of grade reports provided to students. | End of Term + 1 year. | Exempt from destruction request requirement. | |
| d) Grade appeals or change requests. | PERMANENT | ||
| e) Incomplete Contracts | PERMANENT | ||
| f) Tests | 5 years. | ||
| g) Study Skills seminar attendance | 5 years. | ||
| 3725-07 JC | GRADUATION APPLICATIONS AND AUTHORIZATIONS - Applications for graduation and authorizations certifying completion of degree/certificate requirements. | 5 Years | Exempt from destruction request requirement. |
| 3725-08 JC | GRADUATION LISTS - Lists of students graduating with associate degrees or earning certifications in district sponsored non-degree programs. | PERMANENT. | |
| 3725-10 JC | PERSONAL DATA UPDATE RECORDS - Change of address forms, name change authorizations, and similar source documentation used to update personal data information on transcripts or other student records. | AV after student record updated. | Exempt from destruction request requirement, except those records that meet the criterion in the retention note. |
| Retention Note: If a transcript or other student record is not updated, the source document providing the amended information must be retained for the same retention period as the record it was meant to update. This record group concerns update information on personal data only and does not include source documentation for updating grades and credits earned, as described in item number 3725-07. | |||
| 3725-11 JC | TRANSCRIPTS - Transcripts, or a record equivalent in function, of the academic achievement of each enrolled student, documenting courses taken, credits granted, grades received, and any degrees or certifications awarded (including any narrative assessments or evaluations prepared in lieu of an assigned grade). | PERMANENT. | |
| PART 4: FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT RECORDS | |||
| 3775-01 JC | ACCESS POLICIES - Written policies and procedures demonstrating how a district meets the requirements of the Family Educational Rights and Privacy Act of 1974, as amended, and federal rules adopted under the act. | US | Exempt from destruction request requirement. |
| 3775-02 JC | ACCESS TO INFORMATION, RECORDS OF - Record of each request for access to and each disclosure of personally identifiable information from the educational records of a student. | ||
| a) Documentation of requests from and disclosures to the students, to an official of the district for what the district has determined are legitimate educational interests, to a party with written consent from the student, or to a party seeking directory information. | 2 years. | ||
| (1) Transcript Requests from students | AV after processed | ||
| (2) Enrollment Verifications | 2 Years | ||
| (3) Athletic Eligibility Certification | 3 Years | ||
| (4) Subpoenas for Student Records | PERMANENT | ||
| (5) Permit to Receive a PIN for another student | PERMANENT | ||
| b) Documentation of requests from and disclosures to any party not included in (a) above. | PERMANENT. | 34 CFR 99.32(a)(2). | |
| c) Written consents from the student for information disclosure. | PERMANENT. | ||
| d) Written refusals from the student to the disclosure of directory information. (DIRECTORY RESTRICTION) | PERMANENT | ||
| 3775-03 JC | ACCESS WAIVER RECORDS - Waivers of access by students to confidential letters and confidential statements of recommendation and revocations of such waivers. | For as long as the record to which access waiver documentation applies is maintained. | Exempt from destruction request requirement. |
| 3775-04 JC | PROTEST OF RECORD STATEMENTS - Statements by students commenting on contested information in a student record, or stating why he or she disagrees with a district's decision not to amend a record, or both. | For as long as the record containing the contested information is maintained. | 34 CFR 99.21(c)(1). |
| 3775-05 JC | RECORD AMENDMENT REQUESTS AND RELATED DOCUMENTATION - Requests from students to amend student records, notices by a district of denial or consent to amendments, requests for hearings on denied requests, hearing notices, and written decisions by hearing examiners. | 2 years. | |
| 3900-03 JC | ENROLLMENT CENSUS REPORTS - Census day reports used as source documentation for enrollment reports submitted to the Texas Higher Education Coordinating Board. STATE REPORTS | PERMANENT | Additional copies stored in Institutional Research. |
| (a) Annual Reports | PERMANENT | ||
| (b) Monthly Reports | 3 years | ||
| (c) Daily or weekly Reports | 1 year | ||
| 3900-05 JC | RECRUITMENT RECORDS - Advertisement tearsheets, direct mail pieces, promotional literature, and similar material used to recruit students, including any training materials or manuals used to instruct recruitment representatives of a junior college. | One copy of each for 3 years. | 38 CFR 21.4209(f). |
| Retention Note: Publications such as college catalogs, course schedules, descriptive brochures or viewbooks, posters, and videotapes serve a direct or indirect promotional or recruitment function. One copy of each must be retained permanently because these publications are subject to the records descriptions and retention periods under item numbers 1000-37 (Photographs, Recordings, and other Non-Textual Media) and 1000-39 (Publications) in Local Schedule GR. | PERMANENT | ||
| 3900-07 JC | STATISTICAL REPORTS - Annual statistical reports of enrollment, grades, graduates, racial/ethnic composition, student-pupil ratios, and other education-related matters submitted to the governing body, state or federal agencies, or accrediting organizations. | PERMANENT. | |
| (a) CB-116 (Vo-Tech Reports) | PERMANENT. |