| 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 | ||
| 1000-39 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). | |||
| 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. |
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| 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 | ||
| 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 8: GENERAL EDUCATION DEVELOPMENT (GED) TESTING RECORDS | |||
| Retention Notes: a) This part is for the use of junior colleges that, under contract, administer the General Education Development (GED) test. | |||
| b) Junior colleges under contract to administer the ACT, SAT, CLEP, AP, TSI or similar national tests should retain records of testing according to the procedures and requirements established by the national testing services. The disposal of such records is exempt from the destruction notice requirements. | |||
| 3875-01 JC | ANSWER SHEETS | 1 year | Exempt from destruction request requirement. |