University of Vermont Record Retention Schedule

Note 1: All units must suspend disposal of records if (1) litigation or federal or state investigation has commenced or is threatened (2) General Counsel has determined that urgent circumstance require the preservation of records.

* This table is sortable by Responsible Oversight Office, Record Title, Specific Office/Location or UVM Retention Period.

Responsible Oversight Office	Record Title	Specific Office/Location	UVM Retention Period
Admissions	Enrolling students: Admissions application, final high school transcript and college transcript(s)	Admissions	Until matriculated
Admissions	Non-enrolling students: Admissions application, high school transcript, college transcript(s)	Admissions	Purged in October 1 year after term of entry
Admissions	Entrance Exams and Placement Scores	Admissions	Life of Banner record
Admissions	All applicants: Correspondence, letters of recommendation and other application materials	Admissions	Purged in October 1 year after term of entry
Affirmative Action	Grievance Case Files	Affirmative Action	ACT + 3 years
Affirmative Action	Affirmative Action Plan	Affirmative Action	Current and Prior Year
All Departments	Employment Files Not in Human Resources Inclusive of Conflict of Interest Disclosures (non-officers)	Individual Departments	ACT + 3 years
All Departments	Timesheets and Supporting Documentation (if not entered into Peoplesoft)	Individual Departments	3 years
All Departments	Employment Interview Notes	Individual Departments	3 years or 1 year after settlement of litigation
All Departments	Contracts and Non-Real Property Leases	Individual Departments	ACT + 6 Years
All Departments	Journal Entry Support	Individual Departments	7 Years - AFYE
All Departments	Interdepartmental Billing Records	Individual Departments	7 Years - AFYE
All Departments	Budget Change Orders Support Detail (if not entered into PeopleSoft)	Individual Departments	1 year - AFYE
All Departments	Sponsored Research Data	Individual Departments	5 years after submission of final report (unless longer period required by sponsor), or 3 years after public release when no final report is required
All Departments	Volunteer Records	Individual Departments	ACT + 3 years (if volunteer involved in intellectual property creation then ACT + 6 years for Volunteer Services Agreement)
All Departments	Affiliated Individual (AI) Records	Individual Departments	ACT + 3 years (if AI involved in intellectual property creation then ACT + 6 years for AI Services Agreement)
Athletics	Recruitment Records	Athletics	6 years
Athletics	Student Financial Aid Records	Athletics	6 years
Athletics	Eligibility Records	Athletics	6 years
Athletics	Squad Lists	Athletics	6 years
Athletics	Summer Camp Records	Athletics	6 years
Athletics	Student Athlete Drug Testing Consent Forms	Athletics	6 years
Audit Services	Audit Working Papers	Audit Services	3 Years - from Audit Complete
Audit Services	Investigative Working Papers	Audit Services	3 Years - from Investigation Complete
Campus Planning	Building Plans and Specifications and Campus Mapping	Campus Planning Services	Permanent
Campus Planning	Zoning Permits, Act 250 and Related Land Use Documents	Campus Planning Services	Permanent
Campus Planning	Real Estate Leases, Amendments, Licenses, MOU's, etc.	Campus Planning Services	ACT + 6 years (six years from expiration)
Campus Planning	Lease related financial records	Campus Planning Services	ACT + 6 years (six years from expiration)
Campus Planning	Real Estate Deeds, Easements, R-O-W Agreements	Campus Planning Services	Permanent
Campus Planning	Space Inventories/Space Utilization Records	Campus Planning/Cost Accounting Services	3 years - after F&A proposal submission date (base years) 3 years AFYE (for non-base years)
Center for Health and Wellbeing	Medical Records	Center for Health and Wellbeing	10 years
Center for Health and Wellbeing	Counseling Records	Center for Health and Wellbeing	10 years
Center for Health and Wellbeing	Immunization Records	Center for Health and Wellbeing	Permanent - for records not forwarded to another institution.
Conference and Events Services (CAES)	Conference Registration Data	Conference and Events Services (CAES)	7 years
Conference and Events Services (CAES)	Conference Information	Conference and Events Services (CAES)	7 years
Conference and Events Services (CAES)	Summer Housing Conferences	Conference and Events Services (CAES)	5 years
Conference and Events Services (CAES)	Non-academic Reservations	Conference and Events Services (CAES)	5 years
Conference and Events Services (CAES)	Proof of Insurance for Non-UVM Events	Conference and Events Services (CAES)	3 years from end of event - see also Risk Mgmt
Conference and Events Services (CAES)	Deposits for all CAES	Conference and Events Services (CAES)	3 years -AFYE
Controller	Documentation of Accounting System	BPRT	ACT
Controller	Accounts Receivable (non-grant related)	Accounts Receivable-Controllers	4 years - AFYE
Controller	Collection Records (non-grant related)	Accounts Receivable-Controllers	4 years - AFYE
Controller	Uncollected Accounts (non-grant related)	Accounts Receivable-Controllers	Until collected then see collection records
Controller	Space Utilization Reports	Campus Planning/Cost Accounting Services	3 years - after F&A proposal submission date (base years) 3 years AFYE (for non-base years)
Controller	Cashiers Deposit Documentation	Cashiers	3 years - AFYE
Controller	Account Ledgers	ETS	10 Years
Controller	Chart Field Values Create Documentation	Financial Reporting and Accounting Services	ACT
Controller	Endowment Files/Trusts/Unitrusts/Annuities	Financial Reporting and Accounting Services	Permanent
Controller	Form 941 Quarterly Tax filings	Tax and Treasury	4 years - AFYE
Controller	Financial Statements	Financial Reporting and Accounting Services	40 Years
Controller	External Audit Reports (non-grant related)	Controller	7 Years - AFYE
Controller	Depreciation Schedules	Cost Accounting Services	40 years
Controller	Tax Forms (990 or other)	Tax and Treasury	4 years - AFYE
Controller	Equipment Inventories	Cost Accounting Services	ACT + 4 years
Controller	Indirect Cost Calculations	Cost Accounting Services	ACT + 7 years
Controller	Cancelled Checks	General Accounting	7 years
Controller	Abandoned Property Reports	General Accounting	10 years
Controller	Interdepartmental Billing Records	General Accounting	1 year - AFYE Supporting documentation kept in charging department (see Income/Expense Activities)
Controller	Bank Statements	General Accounting	7 years - AFYE
Controller	Petty Cash Forms	General Accounting	1 year - AFYE
Controller	Travel Advance	General Accounting	1 year - AFYE
Controller	A-133 Audit Report and Data Collection Form	Sponsored Project Administration	7 Years - AFYE
Controller	Effort Reports	Cost Accounting Services	3 years after final report issued
Controller	Articles of Incorporation 501(c)(3)	Treasurer	Permanent
Controller	Bonding Documents	Treasurer	ACT + 6 years
Controller	Licensing Agreements - UVM Trademarks	Treasurer - Originals Licensing Program - copies	ACT
Controller	Form 1042 - Univ	Tax and Treasury	6 years - AFYE
Controller	Form 1042 - S	Tax and Treasury	6 years - AFYE
Controller	Peoplesoft Transactional Drop-Box Files	Tax and Treasury	1 year - AFYE
Controller	Employee/Independent Contractor Forms	Procurement Services	7 years
Controller	Purchase Orders	Procurement Services	7 years
Controller	Bid Documents/Support	Procurement Services	7 years
Controller	Sole Source Documentation	Procurement Services	7 years
Controller	Purchasing Card Applications	Procurement Services	ACT + 3 years
Controller	Purchasing Card Receipt Documentation and Approval	Procurement Services	7 Years
Controller	Invoices	Procurement Services	7 Years
Controller	Vendor Registration Forms (W-9'S)	Procurement Services	ACT + 2 years
Controller	Travel Expense Documentation	Procurement Services	7 years
Controller	1099 Forms	Procurement Services	4 years - AFYE
Dean of Students	Drug Free Schools and Community Act Prevention Program and Certification (for students and employees)	Dean of Students	3 years - AFYE
Dean of Students	HESA Assistantship Recruitment	Dean of Students	3 years - AFYE
Dean of Students - Academic Support Programs	Disability Documentation and Records of Services Provided	ACCESS Office	7 years beyond last student contact
Dean of Students - Academic Support Programs	Trio/SSS Participation Agreement and Log Notes of Services Provided	Learning Coop Office	5 years
Dean of Students - Academic Support Programs	TRIO/Upward Bound Program Application, HS Transcript, Release of Information Form, Grade Reports and Log Notes	Upward Bound Program Office	5 years
Dean of Students - Career Services	Credential Files	Career Services	5 years following graduation date or last use
Dean of Students - Career Services	Prehealth Files	Career Services	5 years from year of admission
Dean of Students - Center for Student Ethics and Standards	Student Disciplinary Records	Center for Student Ethics and Standards	Permanent - for outcomes resulting in suspension, dismissal or unconverted "XF" Upon graduation or 2 year absence - for other violation outcomes.
Deans Office	Syllabi	Academic Dept	5 years
Deans' Offices	Final Exam Materials	Academic Dept	one month after start of following semester
Deans' Offices	Course Evaluation Forms	Deans Office	Greater of time since last RPT decision (up till full professor) or 10 years
Deans' Offices	Faculty Records - Tenure Track Faculty	Deans Office	ACT + 7 years
Deans' Offices	Faculty Employment Records - Non-Tenure Track	Deans Office	ACT + 7 years
Deans' Offices	Admitted Students: Applications	Deans Office	ACT + 5 years
Deans' Offices	Student Academic Records	Deans Office	ACT + 7 years
Deans' Offices	Grade Records to Support Semester Grades	Academic Dept	Until grade appeal period has passed
Fleming Museum	Accession Records	Fleming Museum	Permanent
Fleming Museum	Catalog Records	Fleming Museum	Permanent
General Counsel	Policy Statements (Presidentially Approved)	Office of the General Counsel	Permanent
General Counsel	Litigation Records	Office of the General Counsel	Permanent
General Counsel	Centrally Approved Settlement Agreements	Office of the General Counsel	Permanent
General Counsel	Responses to subpoenas and requests for non-public records	Office of the General Counsel	2 Years
General Counsel	Fully-executed contracts requiring Board approval	Office of the General Counsel	ACT + 7 years
Graduate College	Admitted Applicants that matriculate: (Correspondence, Letters of Recommendation, Entrance Exams- GREs, Transcripts, Application)	Graduate Admissions	Until matriculated
Graduate College	For Students Who are Accepted, but do Not Enter: (Correspondence, Letters of Recommendation, Entrance Exams- GREs, Transcripts, Application)	Graduate Admissions	1 year
Graduate College	For Applicants Who are Denied: (Correspondence, Letters of Recommendation, Entrance Exams- GREs, Transcripts, Application)	Graduate Admissions	One semester after denial
Human Resources	Job Announcements and Advertisements	Human Resources	3 years or 1 year after settlement of litigation
Human Resources	Hired Applicants - Employment Applications	Human Resources	ACT
Human Resources	Employee Background Investigation Results	Human Resources	ACT
Human Resources	Employee Resumes	Human Resources	ACT
Human Resources	Employee Letters of Recommendation	Human Resources	ACT
Human Resources	Wage Tables	Human Resources	3 years
Human Resources	Individual Wage and Salary History	Human Resources	ACT + 4 years
Human Resources	Payroll Deductions	Human Resources	ACT + 4 years
Human Resources	Time Input	Human Resources	3 years
Human Resources	W-2 Forms	Human Resources	ACT + 4 years
Human Resources	W-4 Forms	Human Resources	ACT + 4 years
Human Resources	Garnishments	Human Resources	7 years after final deductioin
Human Resources	INS Form I-9	Human Resources	ACT + 4 years
Human Resources	Employment History	Human Resources	ACT + 4 years
Human Resources	Beneficiary Designation	Vendor	ACT
Human Resources	Medical Records (non-OSHA)	Human Resources	ACT + 4 years)
Human Resources	Employee Exposure Consent Forms (OSHA)	Human Resources	ACT + 30 years
Human Resources	Requests for Accommodations - ADA	Human Resources	1 year
Human Resources	Attendance Records	Human Resources	3 years
Human Resources	Employee Evaluations	Human Resources	ACT + 4 years
Human Resources	Disciplinary Actions	Human Resources	ACT + 4 years
Human Resources	Transfers	Human Resources	ACT + 4 years
Human Resources	Personnel Actions	Human Resources	ACT + 4 years
Human Resources	Terminations	Human Resources	ACT + 4 years
Human Resources	Superseded Employee Manuals/Handbooks	Human Resources	10 years after expiration
Human Resources	Superseded Job Descriptions	Human Resources	Three years
Human Resources	Expired Collective Bargaining Agreements	Human Resources	Three years after expiration
Human Resources	Retirement Benefits accrued	Vendor	LIFE
Human Resources	Medical Leave Benefits Accrued	Human Resources	ACT + 4 years
Human Resources	Disability Records	Human Resources	ACT + 4 years (then Retiree Database)
Human Resources	Retirement Plans (after expiration)	Human Resources	Permanent
Human Resources	Applicant Files Who are Not Hired	HR & Departments - both (see All departments)	3 years or 1 year after settlement of litigation
Human Resources	Emergency Contacts	Human Resources	ACT + 4 years
Income/Expense Activities	Support and Calculation of Rates Charged	Department	7 years
Income/Expense Activities	Interdepartmental Billings	Department	7 years
Income/Expense Activities	Deposit Backup	Department	4 years - AFYE
Income/Expense Activities	Credit Card Receipts	Department	4 years - AFYE
Income/Expense Activities	Sales Tax Records and Reports	Department	4 years - AFYE
Institutional Research	IPEDS (including supporting data)	Institutional Studies	3 years
Institutional Research	Applicant Statistics	Institutional Studies	Permanent
Institutional Research	Enrollment Statistics	Institutional Studies	Permanent
Institutional Research	Grade Statistics	Institutional Studies	Permanent
Institutional Research	Diversity Statistics	Institutional Studies	Permanent
Institutional Research	Degree Statistics	Institutional Studies	Permanent
International Education	Foreign Student (F-1) Records	OIE	ACT + 7 years
International Education	J-1 exchange visitors Records	OIE	ACT + 7 years
International Education	Foreign national employee Immigration Records not listed elsewhere	OIE	ACT + 7 years
International Education	Labor Condition Applications (LCA)	OIE	LCA active date + 1year
International Education	Labor Certification Applications	OIE	5 years from date of application filing
Luse Center	Records Related to Sales of Hearing Devices	Luse Center	7 years
Luse Center	Clinical Records (services or goods provided)	Luse Center	7 years
Luse Center	HIPAA Disclosure Forms	Luse Center	ACT + 6
Physical Plant Training & Complaince Office	Asbestos & Lead Medical Examinations	PPD Training & Complaince Office	ACT + 30 years
Physical Plant Training & Complaince Office	Asbestos Training	PPD Training & Complaince Office	ACT + 30 years
Physical Plant Training & Complaince Office	Asbestos Exposure Measurement Results	PPD Training & Complaince Office	ACT + 30 years
Physical Plant Training & Complaince Office	Required notification records(Bulk and air samples)	PPD Training & Complaince Office	Duration of ownership
Physical Plant Training & Complaince Office	Abatement Project Records	PPD Training & Complaince Office	Permanent
Physical Plant Training & Complaince Office	Safety Training for PPD Employees	PPD Training & Complaince Office	Permanent
Physical Plant Training & Complaince Office	Lead Inspection Samples	PPD Training & Complaince Office	Life of building (Duration of building ownership + transfer to subsequent owners)
Physical Plant Training & Complaince Office	Lead Renovation Records including Waste Disposal	PPD Training & Complaince Office	10 years following completion of the renovation
Police Services	Annual Campus Safety Report	Police Services	4 years
Police Services	Incident Files	Police Services	7 years with the following exceptions: homicide - permanent arson (death resulting)- permanent kidnapping - permanent arson (non-fatal) - 11 years aggravated sexual assault - permanent fatal motor vehicle accidents - permanent sexual assault, lewd & lascivious conduct with a child - 24 years unless prosecuted under Title 13, section 4501(c)
Police Services	MVR Tapes - Minor Incidents	Police Services	90 days after final judgment, if no civil or criminal action filed, no earlier than 90 days after the date the MVR tape was made. (Minor incidents include casual police contact, civil traffic offenses and other tapes not considered Major incidents)
Police Services	MVR Tapes - Major Incidents	Police Services	3 years (Major incidents include major motor vehicle incidents, traffic collisions involving department vehicles resulting in injury or death; any use of force incident or other event that results in complaints made against an officer.)
Police Services	Police Services Use of Force Reports	Police Services	7 years
Police Services	Police Services Evidence and Property Logs	Police Services	1 year
Police Services	Police Services Radio/Telephone Logs	Police Services	1 year
Police Services	Vermont Civil Violation Complaints/Traffic Tickets	Police Services	5 years
Police Services	9-1-1 Recordings	Police Services	7 years
Police Services	Internal Investigations/Citizens Complaints	Police Services	ACT + 5
Police Services	Police Officer Training Records	Police Services	ACT + 3
Presidents Office	Officer of Administration Conflict of Interest Disclosure Forms (annual)	Presidents Office	ACT+3 (for most recent form)
Presidents Office	Board Meeting Minutes	Trustee Coordinator	Permanent
Presidents Office	Board Committee Meeting Minutes	Trustee Coordinator	Permanent
Presidents Office	Board Resolutions	Trustee Coordinator	Permanent
Presidents Office	Presentations to the Board	Trustee Coordinator	7 years
Presidents Office	Records and Documents Requests	Presidents Office/Vice President for Executive Operations	6 months
Print & Mail Ctr	Print Orders	Print & Mail Ctr	7 years
Print & Mail Ctr	Equipment Warranties	Print & Mail Ctr	Life of equipment
Print & Mail Ctr	Metered Postage Transactions	Print & Mail Ctr	7 years
Print & Mail Ctr	Copyright Permissions	Print & Mail Ctr	7 years
Radiation Safety Office	Decommissioning Planning	Radiation Safety Office	For Lifetime of License
Radiation Safety Office	Authorized Users - Applications by Investigators	Radiation Safety Office	For Lifetime of License
Radiation Safety Office	Authorized Users - Personnel Files (secondary users)	Radiation Safety Office	For Lifetime of License
Radiation Safety Office	Authorized Users - Provisional Approval / Final Approval Letters	Radiation Safety Office	For Lifetime of License
Radiation Safety Office	Bioassays - Thyroid Detector QC	Radiation Safety Office	For Lifetime of License
Radiation Safety Office	Bioassays - Thyroid Uptakes	Radiation Safety Office	For Lifetime of License
Radiation Safety Office	Detectors - Air Sample Analysis	Radiation Safety Office	3 years
Radiation Safety Office	Detectors - Annual Calibration Records	Radiation Safety Office	3 years
Radiation Safety Office	Dosimeters - ALARA - Quarterly / Annual Reports	Radiation Safety Office	For Lifetime of License
Radiation Safety Office	Dosimeters - Determination of Prior Dose	Radiation Safety Office	For Lifetime of License
Radiation Safety Office	Dosimeters - Follow-up with Individuals Exceeded Action Level	Radiation Safety Office	For Lifetime of License
Radiation Safety Office	Dosimeters - Monthly Reports from Landauer-by Account (series)	Radiation Safety Office	For Lifetime of License
Radiation Safety Office	Dosimeters - Pregnancy Reports	Radiation Safety Office	For Lifetime of License
Radiation Safety Office	Dosimeters - Whole Body/Ring/Pregnancy Reports-Individual-Annual	Radiation Safety Office	For Lifetime of License
Radiation Safety Office	Lab - Contamination Survey Reports - by Labs (Summary Data)	Radiation Safety Office	3 years
Radiation Safety Office	Lab - Contamination Survey Reports - by Surveyors	Radiation Safety Office	3 years
Radiation Safety Office	Lab - Decommissioning	Radiation Safety Office	3 years
Radiation Safety Office	Lab - Incident Reports	Radiation Safety Office	3 years
Radiation Safety Office	Lab - Inspection Reports and Annual Report	Radiation Safety Office	3 years
Radiation Safety Office	Leak Tests - Results	Radiation Safety Office	3 years
Radiation Safety Office	Licensed Materials - Inventory - by Investigator	Radiation Safety Office	3 years
Radiation Safety Office	Licensed Materials - Log Sheets - by Investigator	Radiation Safety Office	3 years
Radiation Safety Office	Licensed Materials - Possession Limit - Campus	Radiation Safety Office	3 years
Radiation Safety Office	Licensed Materials - Purchase Approval	Radiation Safety Office	3 years
Radiation Safety Office	Licensed Materials - Receiving Info / Leak Testing	Radiation Safety Office	3 years
Radiation Safety Office	Licensed Materials - Shipping Records - to other licensees	Radiation Safety Office	3 years
Radiation Safety Office	Licensed Materials - Transportation Within Campus	Radiation Safety Office	3 years
Radiation Safety Office	Licenses - Non-UVM	Radiation Safety Office	3 years
Radiation Safety Office	NRC - Applications and Communications	Radiation Safety Office	For Lifetime of License
Radiation Safety Office	NRC - Financial Assurance - Decommissioning Fund	Radiation Safety Office	For Lifetime of License
Radiation Safety Office	Radioactive Waste Disposal - User Waste Manifest	Radiation Safety Office	For Lifetime of License
Radiation Safety Office	Radioactive Waste Disposal - Shipping Manifests	Radiation Safety Office	For Lifetime of License
Radiation Safety Office	Radioactive Waste Disposal - DIS Records (by labs and RSO)	Radiation Safety Office	For Lifetime of License
Radiation Safety Office	RSC - Annual Report by RSO	Radiation Safety Office	3 years
Radiation Safety Office	RSC - Meetings - Agenda / Minutes	Radiation Safety Office	3 years
Radiation Safety Office	RSO - Letter of Authority	Radiation Safety Office	For Lifetime of License
Radiation Safety Office	Security - National Alerts and Reminders to Labs	Radiation Safety Office	3 years
Radiation Safety Office	Training - Completed Certification Renewal Forms	Radiation Safety Office	For Lifetime of License
Radiation Safety Office	Training - Completed Safety Exam - Individual Results	Radiation Safety Office	For Lifetime of License
Radiation Safety Office	Training - Custodians - Attendance records	Radiation Safety Office	For Lifetime of License
Radiation Safety Office	Training - Documentation	Radiation Safety Office	For Lifetime of License
Radiation Safety Office	Training - Pregnancy Counseling	Radiation Safety Office	For Lifetime of License
Radiation Safety Office	X-Ray Sources - Inventory	Radiation Safety Office	For Lifetime of License
Registrar	Advanced Placement Records	Registrar	ACT + 5
Registrar	Catalogs	Registrar	permanent
Registrar	Change of Course (add/drop)	Registrar	1 year
Registrar	Change of Grade Forms	Registrar	permanent
Registrar	Class/Grade Lists	Registrar	permanent
Registrar	Commencement Programs	Registrar	permanent
Registrar	Contested Records	Registrar	Life of affected record
Registrar	Credit by Examination Forms	Registrar	ACT + 5
Registrar	Enrollment Verifications	Registrar	1 year
Registrar	Graduation Lists	Registrar	Permanent
Registrar	Name Change Authorizations	Registrar	ACT + 5
Registrar	Pass/Fail Requests	Registrar	1 year
Registrar	Permanent Academic Records	Registrar	permanent
Registrar	Registration Forms	Registrar	1 year
Registrar	Residency Application	Registrar	ACT + 5
Registrar	Schedule of Courses	Registrar	Permanent
Registrar	Student Requests for Non-Disclosure of Information	Registrar	Academic year
Registrar	Student Transcript Requests	Registrar	1 year
Registrar	Transcripts received for transfer credit review 1) students who apply but do not enter, 2) applicants who enter	Registrar	one year after application term, 5 years after receipt when purging, check student status, if graduated, destroy if not graduated, hold for 5 years beyond date of last attendance, if irregular activity and less than 30 credits to graduate, hold till graduation
Registrar	Transcripts and Evaluations Other Colleges - for previously admitted UVM students	Registrar	5 years after receipt unless earlier purge is required by space limitations, 5 years, purge only if graduated (oldest record first) 5 years, purge full set of documents for that student
Registrar	Withdrawal Authorizations	Registrar	ACT + 2 years
Research Protections Office (RPO)	Institutional Review Board Documents including: Minutes and Agenda Memberships Rosters Assurances & Agreements Research Protocols and IRB Review Documentation Noncompliance Cases	Research Protections Office (RPO)	7 years after the protocol is terminated with the RPO, unless there is a longer requirement by the sponsor or regulatory agency
Research Protections Office (RPO)	Animal Care and Use Committee (IACUC) Committee Documents including: Minutes and Agenda Memberships Rosters Inspection Records Assurances and Agreements Research Protocols and IACUC Review Documentation Noncompliance Cases Annual and Semi-Annual Reports	Research Protections Office (RPO)	7 years after the protocol is terminated with the RPO, unless there is a longer requirement by the sponsor or regulatory agency
Research Protections Office (RPO)	Institutional Biosafety Committee (IBC) Committee Documents including: Minutes and Agenda Memberships Rosters Inspection Records Assurances and Agreements Research Protocols and IBC Review Documentation Noncompliance Cases Annual and Semi-Annual Reports	Research Protections Office (RPO)	7 years after the protocol is terminated with the RPO, unless there is a longer requirement by the sponsor or regulatory agency
Risk Management and Safety	Hazardous Waste Records	Risk Management and Safety	Permanent
Risk Management and Safety	Laboratory Safety	Risk Management and Safety	3 years
Risk Management and Safety	Training	Risk Management and Safety	ACT + 3 years
Risk Management and Safety	Laboratory Hazardous Chemical Survey	Risk Management and Safety	ACT
Risk Management and Safety	Indoor Air Quality reports	Risk Management and Safety	Permanent
Risk Management and Safety	Fume Hood Certifications	Risk Management and Safety	Permanent
Risk Management and Safety	Air /Water Emission Records	Risk Management and Safety	5 years
Risk Management and Safety	Premises Safety Records	Risk Management and Safety	5 years
Risk Management and Safety	Loss Control Records	Risk Management and Safety	10 years
Risk Management and Safety	Motor Vehicle Records	Risk Management	ACT
Risk Management and Safety	Insurance Claims	Risk Management and Safety	10 years
Risk Management and Safety	Insurance Policies	Risk Management and Safety	30 years for liability and workers compensation policies, 10 years for others
Risk Management and Safety	Leases/Contracts (copies reviewed by Risk Management)	Risk Management and Safety	ACT
Risk Management and Safety	Certificates of Insurance	Risk Management and Safety	10 years of proof of insurance from outside parties
Risk Management and Safety	Employee Exposure Records	Risk Management CHWB OH+R	ACT + 30 years
Risk Management and Safety	Exposed Employee Medical Records	Risk Management CHWB OH+R	ACT + 30 years
Risk Management and Safety	Exposure Control Plan Records	Risk Management and Safety	ACT + 30 years
Risk Management and Safety	Accidental Injury/Occupational Illness Report/Occupational Health Records	Risk Mgmt/CHWB	ACT + 30 years
Sponsored Project Administration	Non-Funded grant application and proposal files	Sponsored Project Administration	one year after the date proposal is declined
Sponsored Project Administration	Sponsored Award Files	Sponsored Project Administration	3 years after final report issued
Sponsored Project Administration	Letter of Credit Files	Sponsored Project Administration	ACT + 4 years
Sponsored Project Administration	Investigators Statement of Related Significant Financial Interest for Sponsored Awards	Sponsored Project Administration	3 years after end of sponsored award or any action related to award
Student Financial Services	Work-Study Student Authorization Forms	Student Financial Services	3 years from the end of the last award year that the student was enrolled.
Student Financial Services	Federal Work-Study Records	Student Financial Services/ Human Resources	3 years from the end of the last award year that the student was enrolled
Student Financial Services	Program Participation Agreement	Presidents Office/ Student Financial Services	5 years
Student Financial Services	Accrediting and Licensing Agency Reviews, Approvals and Reports	Presidents Office/ Student Financial Services	5 years
Student Financial Services	Financial Aid Applications	Student Financial Services	3 years from the end of the last award year that the student was enrolled
Student Financial Services	Financial Aid Awards	Student Financial Services	3 years from the end of the last award year that the student was enrolled
Student Financial Services	NSLDS Records (National Student Loan Data System)	Student Financial Services	3 years from the end of the last award year that the student was enrolled
Student Financial Services	Lender's Name and Address	Student Financial Services	3 years from the end of the last award year that the student was enrolled
Student Financial Services	Student Aid Reports ISIR's (Institutional Student Individual Aid Record)	Student Financial Services	3 years from the end of the last award year that the student was enrolled
Student Financial Services	Cost of Attendance	Student Financial Services	3 years from the end of the last award year that the student was enrolled
Student Financial Services	FISAP Reports (Fiscal Operations Report)	Student Financial Services	3 years from the end of the last award year that the student was enrolled
Student Financial Services	State Agency Reports	Student Financial Services	5 years
Student Financial Services	Audit and Program Review Reports	Student Financial Services	5 years
Student Financial Services	Self-Evaluation Reports	Student Financial Services	5 years
Student Financial Services	Other records as specified in regulation that pertain to factors of financial responsibility and standards of administrative capability	Student Financial Services	5 years
Student Financial Services	Loans Receivable	Student Loan Repayment	3 years after loans are paid in full
Student Financial Services	Original Promissory Notes	Student Loan Repayment	Until paid in full
Student Financial Services	Copies of Paid In Full Promissory Notes	Student Loan Repayment	3 years from paid in full date
Student Financial Services	Collection Records	Student Loan Repayment	3 years from paid in full date
Student Financial Services	Federal Perkins Loans Assigned to the US Dept of Education	Student Loan Repayment	3 years from paid in full date
Student Financial Services	Uncollected Accounts	Student Loan Repayment	Until collected then 3 years from paid in full date
Technology Commercialization	Original Patents in the Name of the University of Vermont and State Agricultural College	College of Medicine Financial Office	Retained for life of patent If developed from Federally sponsored project then maintained per 35 USC 200 et seq.
Technology Commercialization	Invention Disclosures and Relevant Correspondence	Office of Technology Commercialization	Indefinitely
Technology Commercialization	Patent Copies, Patent Applications and prosecution correspondence	Office of Technology Commercialization	Indefinitely
Technology Commercialization	Marketing Correspondence including Confidential Disclosure Agreements (CDA) related to inventions	Office of Technology Commercialization	Indefinitely
Technology Commercialization	License Agreements and related correspondence	Office of Technology Commercialization	One year after license agreement is terminated then paper copy is archived (filed). PDF signed copy maintained in OTT share drive If developed from Federally sponsored project then maintained per 35 USC 200 et seq.
Technology Commercialization	Material Transfer Agreements	Office of Technology Commercialization	ACT
Transportation & Parking	Daily Logs	Transportation & Parking	3 years
Transportation & Parking	Parking permit applications (faculty, staff, students, vendors)	Transportation & Parking	3 years
Transportation & Parking	Parking citation appeal documentation	Transportation & Parking	3 years
Transportation & Parking	Bus inspection report	Transportation & Parking	ACT
Transportation & Parking	Internal accident/incident report	Transportation & Parking	5 years
Transportation & Parking	Waiver of Liability	Transportation & Parking	5 years
Transportation & Parking	Tow Slip/Vehicle Release	Transportation & Parking	3 years
Transportation & Parking (for TPS dept vehicles)	Vehicle maintenance records	Transportation & Parking (for TPS dept vehicles)	ACT
Transportation & Parking (for TPS dept vehicles)	State Accident form	Transportation & Parking (for TPS dept vehicles)	5 years
Transportation & Parking (for TPS dept vehicles)	Depreciation Schedules	Controller	40 years

Premature or improper disposal or destruction of records may have serious legal consequences! All units must immediately suspend all disposal and destruction of records, including e-mail messages and other electronic records, in the following situations: In these instances all involved staff must consult with the General Counsel's Office for direction relative to the preservation of records.

- litigation has been commenced or threatened
- a state of federal investigation has commenced or threatened

In these instances all involved staff must consult with the General Counsel's Office for direction relative to the preservation of records.

Last modified January 28 2013 10:18 AM