Sub Schedule FA-2003

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
	PART 3: FINANCIAL AID RECORDS
	Special Note: For accounting and other fiscal records relating to the administration of grant, loan, or work-study funds by a junior college district, see item number 3825-02.
3750-01 JC	FINANCIAL AID APPLICATION AND AWARD RECORDS - Including (to the extent applicable to specific programs) applications, financial aid need analysis and eligibility forms, financial aid transcripts, selective service registration compliance statements and any supporting documentation, statements of educational purpose, anti-drug abuse statements, student aid reports, authorization and award forms, copies of documents submitted by students or parents for verification of student aid application information, and similar records relating to the application for and award of grants, scholarships, loans, veterans education benefits, or opportunities to participate in work-study programs.
	a) Records of recipients.
	1) Income Contingent Loan (ICL), Perkins Loan, College Work-Study (CWS), and Supplemental Educational Opportunity Grant (SEOG) Programs.	Submission of annual report for the award year + 5 years.	34 CFR 673.32(e)(2), 674.19(e)(3)(i), 675.19(c)(2), and 676.19(c)(2).
	2) Pell Grant Program.	End of award year + 5 years.	34 CFR 690.82(b)(1).
	3) Stafford (formerly Guaranteed Student Loan) and PLUS Programs.	End of period for which the loan was intended + 5 years.	34 CFR 682.610(d)(1).
	4) Health profession and nursing student loan programs [including the Health Education Assistance Loan (Heal) Program].	Termination of enrollment as a fulltime student + 5 years.	42 CFR 57.215(b), 57.315(a)(2), and 60.56(b).
	5) Veterans Administration educational assistance allowances.	Termination of enrollment + 5 years.	38 CFR 21.4209(f).
	6) All other federal or state grant, scholarship, and work-study programs.	End of award year + 5 years.
	7) All other federal or state loan programs.	End of the period for which the loan was intended + 5 years.
	8) All local grant, scholarship, loan, or work study programs.	End of award period + 5 years.
	b) Records of those who applied for but did not receive financial aid.	End of academic period for which aid denied + 1 year.	Exempt from destruction request requirement.