Sub Schedule INST-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
1000-42 GR WAIVERS OF LIABILITY (including statements signed by volunteers acknowledging non-entitlement to benefits, agreeing to abide by local government policies, etc.) (For field trips.) 3 years from date of cessation of activity for which the waiver was signed.
1025-04 GR BUDGETS AND BUDGET DOCUMENTATION

a) Annual budgets (including amendments). PERMANENT in Business Office
b) Special budgets (includes budgets for capital improvement projects, grant-funded projects, or other projects prepared on a special or emergency basis and not included in an annual budget). PERMANENT.
c) Working papers created exclusively for the preparation of budgets, including budget requests, justification statements, and similar documents. 2 years.
d) Encumbrance and expenditure reports (status reports showing expenditures and encumbrances against a budget). 2 years.
e) Budget change documentation, including line item or contingency/reserve fund transfers and supplemental budget requests. 2 years.
1025-27 GR ACCOUNTS RECEIVABLE RECORDS - Bill copies or stubs, statements, billing registers, account cards, deposit warrants, cash receipts, receipt books, cash transfers, daily cash reports, cash drawer reconciliations, and similar records that serve to document money owed to or received by local government and its collection or receipt except (a) - (d). Includes theatre/music ticket sale receipts. FE of date of receipt + 3 years for other governments.
a) Accounts receivable records documenting the receipt of any monies by any local government other than a school district that are remittable to the State Comptroller of Public Accounts (e.g., court costs in criminal cases, sales tax). Remittance due date + 5 years for other governments.
b) Account card or similar record documenting payments to a local government in which the government holds a property lien until the debt is satisfied (e.g., liens arising from demolition, lot cleaning), including original liens and lien releases. FE of date of final payment and release of lien + 3 years.
c) Account card of similar record relating to the receipt of cash deposits as sureties for the delivery of services (e.g., water and wastewater). FE of termination of service or refund of deposit + 3 years.
d) Records of accounts deemed uncollectable, including write-off authorizations. FE of write-off date + 3 years for other governments.
Retention Note: for accounts receivable records associated with the collection of property taxes, all local governments, including school districts, should use Local Schedule TX.

1050-21 GR JOB EVALUATIONS (PERFORMANCE APPRAISALS)

a) Evaluations of all other local government employees. 3 years 29 CFR 1620.32(c).
b) Faculty Excellence Application Packets 2 years following awarding or not of multi-year contract
c) Classroom visits of part-time faculty and student evaluations of faculty End of Academic year + 2 years
d) Full-time and Part-time staff evaluations. End of Academic year + 2 years
1075-41 GR TELEPHONE LOGS OR ACTIVITY REPORTS - Registers or logs of telephone calls made and similar telephone activity reports. Includes student messages to deans and professors.

a) If the log, report, or similar record is used for cost allocation purposes. FE + 3 years.
b) If the log, report, or similar record is used for internal control purposes other than cost allocation. 3 years.
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
3725-06 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.
PART 7: PERSONNEL RECORDS

Retention Note: This part supplements, and should be used by districts in conjunction with, Part 3 of Local Schedule GR.

3850-01 JC ACADEMIC GRIEVANCE RECORDS - Records concerning the review of complaints and grievances of students against faculty members or districts staff. Closure of review of complaint + 2 years.
3850-02 JC FACULTY ACTIVITY AND ASSIGNMENT RECORDS - Reports and similar records documenting teaching, student advisory, committee, administrative, and committee assignments of faculty members. 5 years.
(a) College Task Force Assignments. 5 years.
(b) Minutes of Task Force Meetings. 5 years.
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.
SECTION 4-4: TRAINING RECORDS

Retention Note: This part supplements and should be used in conjunction with Part 3 of Local Schedule GR (Records Common to All Governments).

4525-01 PS EMERGENCY MEDICAL SERVICE TRAINING RECORDS - Records relating to the training (including continuing education) of emergency medical personnel sufficient to document who was trained and when, in what subject, and by whom; scores received in academic achievement and performance tests (including copies of all written tests), and similar records of the training and achievement of individual students. 5 years.
(a) All Fire Academy student files. 5 years.
Retention Note: It is an exception to the retention periods given in this record group, that records documenting the training and educational achievement of employees as described in item number 1050-28(a) of Local Schedule GR (Records Common to All Governments) must be retained for date of separation + 5 years for emergency medical personnel employed by the local government that conducts the training.