| 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 | ||
| 1000-32 GR | MINUTES (STAFF) - Minutes of internal staff meetings. Includes President's Advisory Council, Personnel Task Force, Council on Planning for Institutional Effectiveness and Tracking Task Force. | AV | Exempt from destruction request requirement. |
| 1000-39 GR | PUBLICATIONS - Pamphlets, reports, studies, proposals, and similar material printed by or for a local government or any of its departments, subdivisions, or programs and distributed to or intended for distribution to the public on request and departmental or program newsletters designed for internal distribution. | One copy of each PERMANENT. | |
| Retention Note: The following categories of printed material, whether distributed publicly or internally, are exempted from the retention period and may be disposed of at option; (a) educational or solicitative matter provided by charitable or public awareness organizations (e.g., United Way, American Heart Association); and (b) public service leaflets or flyers prepared by a local government of others whose contents are of a general nature and not specific to the government distributing them, beyond the inclusion of an address, telephone number, office hours, and similar information (e.g., a flyer detailing water conservation tips sent to customers of a municipal water utility; a pamphlet explaining the appraisal review board process sent to taxpayers by an appraisal district). | |||
| 1050-06 GR | COUNSELING PROGRAM FILES | ||
| a) Reports of interviews, analyses, and similar records relating to the counseling of an employee for work-related, personal, or substance abuse problems. | 3 years after termination of counseling. | ||
| b) Records relating to the planning, coordination, implementation, direction, and evaluation of a employee counseling program. | 3 years. | ||
| 1050-15 GR | EMPLOYMENT CONTRACT/COLLECTIVE BARGAINING RECORDS | ||
| a) Contracts and agreements, including collective bargaining agreements, between a local government and an employee or a group of employees, including written acceptances of such contracts. | PERMANENT (scanned). Retain original one year after scanned. | ||
| b) Records relating to the negotiation of collective bargaining agreements or similar group contracts, including reports; correspondence; mediation or arbitration agreements; the proceedings, findings, and awards of arbitration boards; and similar records. | PERMANENT (scanned). Retain original one year after scanned. | ||
| 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. | ||
| 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 | |||
| 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 | ||
| 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 | ||
| PART 9: MISCELLANEOUS RECORDS AND REPORTS | |||
| 3900-01 JC | CURRICULUM DEVELOPMENT FILES - Reports, studies, and similar records documenting the development of new courses and programs. | 5 years. | Review before disposal; some records of this type may merit permanent retention for historical reasons. |
| (a) Course Syllabi | 5 years. | ||
| (b) Curriculum delevopment task force files | 5 years. | ||
| (c) Coordinating Board Curriculum files | 5 years | Review before destroying. | |
| (d) Child development student folders | 5 years after last enrollment. | ||
| 3900-02 JC | DISCIPLINARY RECORDS - Documentation relating to violations and alleged violations of campus rules, codes of conduct, or other institution policies by students, including records relating to suspension, expulsion, or other disciplinary action. | ||
| a) Records relating to violations that result in expulsion. | 3 years. | ||
| b) Records relating to all other disciplinary action and those concerning investigations that do not result in disciplinary action. | AV from the end of the academic term to which the records relate. | Exempt from destruction request requirement. | |
| Retention Note: This record group does not include records relating to academic probation, suspension, or other action arising from a student's academic performance. |