University of Vermont

Privacy Services

ACT- active, employed or enrolled
LIFE - life of affected employee
AFYE- After fiscal year end - Unless otherwise noted retention begins from date record created

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 Fully-executed contracts requiring Board approval Individual Departments ACT + 7 years
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 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
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
HIPAA Covered Components HIPAA Privacy Rule Documentation (policies, training records, risk assessments, privacy notices) HIPAA Covered Component including Business Associates ACT + 6 years
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 ACT + 4 years
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 and supporting records Police Services 3 years following the publication of the last annual campus security report to which they apply
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
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
Privacy Services Data Breach Response Documentation Privacy Services 6 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
  1. one year after application term,
  2. 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
Vice President for Executive Operations Policy Statements (Presidentially Approved) Vice President for Executive Operations Permanent
Vice President for Executive Operations Records and Documents Requests Vice President for Executive Operations 6 months
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 July 07 2014 03:59 PM

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