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

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.
 

Responsible Oversight OfficeRecord TitleSpecific Office/LocationUVM Retention Period
AdmissionsEnrolling students: Admissions application, final high school transcript and college transcript(s)AdmissionsUntil matriculated
AdmissionsNon-enrolling students: Admissions application, high school transcript, college transcript(s)AdmissionsPurged in October 1 year after term of entry
AdmissionsEntrance Exams and Placement ScoresAdmissionsLife of Banner record
AdmissionsAll applicants: Correspondence, letters of recommendation and other application materialsAdmissionsPurged in October 1 year after term of entry
Affirmative ActionGrievance Case FilesAffirmative ActionACT + 3 years
Affirmative ActionAffirmative Action PlanAffirmative ActionCurrent and Prior Year
All DepartmentsEmployment Files Not in Human Resources Inclusive of Conflict of Interest Disclosures (non-officers)Individual DepartmentsACT + 3 years
All DepartmentsTimesheets and Supporting Documentation (if not entered into Peoplesoft)Individual Departments3 years
All DepartmentsEmployment Interview NotesIndividual Departments3 years or 1 year after settlement of litigation
All DepartmentsContracts and Non-Real Property LeasesIndividual DepartmentsACT + 6 Years
All DepartmentsJournal Entry SupportIndividual Departments7 Years - AFYE
All DepartmentsInterdepartmental Billing RecordsIndividual Departments7 Years - AFYE
All DepartmentsBudget Change Orders Support Detail (if not entered into PeopleSoft)Individual Departments1 year - AFYE
All DepartmentsFully-executed contracts requiring Board approvalIndividual DepartmentsACT + 7 years
All DepartmentsSponsored Research DataIndividual Departments5 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 DepartmentsVolunteer RecordsIndividual DepartmentsACT + 3 years
(if volunteer involved in intellectual property creation then ACT + 6 years for Volunteer Services Agreement)
All DepartmentsAffiliated Individual (AI) RecordsIndividual DepartmentsACT + 3 years
(if AI involved in intellectual property creation then ACT + 6 years for AI Services Agreement)
All DepartmentsResearch Records – Sponsored by Industry - contracts and other documents related to clinical trials research. HIPAA patient authorization.Individual Departments10 years or time frame set forth in contract with research sponsor, whichever is longer. HIPAA authorization is maintained for 6 years from the date it was last in effect.
All DepartmentsResearch Records - HIPAA patient authorization - regardless of fundingIndividual Departments6 years from the date it was last in effect
All DepartmentsResearch Records - Sponsored Research Data - FederalIndividual Departments5 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 DepartmentsAccreditation Files - University, college or department files documenting accreditation review by accrediting agenciesIndividual Departments10 years - Archival Review
All DepartmentsAdvertisingIndividual Departments5 years - Archival Review
All DepartmentsAnnual Reports - Annual report of the originating departmentIndividual Departments3 years - Transfer to University Archives
All DepartmentsPublications - Includes newsletters, news releases, brochures, publicity photographs, etc.Individual DepartmentsIndefinite - Transfer to University Archives
All DepartmentsRecruitment Materials, General - Videos, publications, posters, advertisements, etc. used to recruit students to attend the institutionIndividual Departments5 years - Archival Review
All DepartmentsStrategic PlansIndividual DepartmentsACT+1 year - Transfer to University Archives
All DepartmentsOrganizational ChartsIndividual DepartmentsACT + 10 years - Transfer to University Archives
AthleticsRecruitment RecordsAthletics6 years
AthleticsStudent Financial Aid RecordsAthletics6 years
AthleticsEligibility RecordsAthletics6 years
AthleticsSquad ListsAthletics6 years
AthleticsSummer Camp RecordsAthletics6 years
AthleticsStudent Athlete Drug Testing Consent FormsAthletics6 years
Audit ServicesAudit Working PapersAudit Services3 Years - from Audit Complete
Audit ServicesInvestigative Working PapersAudit Services6 Years - from Investigation Complete
Campus PlanningReal Estate Leases, Amendments, Licenses, MOU's, etc.Campus Planning ServicesACT + 6 years (six years from expiration)
Campus PlanningLease related financial recordsCampus Planning ServicesACT + 6 years (six years from expiration)
Campus PlanningReal Estate Deeds, Easements, R-O-W AgreementsCampus Planning ServicesPermanent
Center for Health and WellbeingMedical RecordsCenter for Health and Wellbeing10 years
Center for Health and WellbeingCounseling RecordsCenter for Health and Wellbeing10 years
Center for Health and Wellbeing, Vice Provost for Student AffairsDrug Free Schools and Community Act Prevention Program and Certification (for students and employees)Center for Health and Wellbeing3 years - AFYE
Center for Health and WellbeingImmunization RecordsCenter for Health and Wellbeing10 years
ControllerDocumentation of Accounting SystemEASACT
ControllerAccounts Receivable (non-grant related)Accounts Receivable-Controllers4 years - AFYE
ControllerCollection Records (non-grant related)Accounts Receivable-Controllers4 years - AFYE
ControllerUncollected Accounts (non-grant related)Accounts Receivable-ControllersUntil collected then see collection records
ControllerSpace Utilization ReportsCampus Planning/Cost Accounting Services3 years - after F&A proposal submission date (base years)
3 years AFYE (for non-base years)
ControllerCashiers Deposit DocumentationCashiers3 years - AFYE
ControllerAccount LedgersFinancial Reporting and Accounting Services10 Years
ControllerChart Field Values Create DocumentationFinancial Reporting and Accounting ServicesACT
ControllerEndowment Files/Trusts/Unitrusts/AnnuitiesFinancial Reporting and Accounting ServicesPermanent
ControllerForm 941 Quarterly Tax filingsTax and Treasury4 years - AFYE
ControllerFinancial StatementsFinancial Reporting and Accounting Services40 Years
ControllerExternal Audit Reports (non-grant related)Controller7 Years - AFYE
ControllerDepreciation SchedulesCost Accounting Services40 years
ControllerTax Forms (990 or other)Tax and Treasury4 years - AFYE
ControllerEquipment InventoriesCost Accounting ServicesACT + 4 years
ControllerIndirect Cost CalculationsCost Accounting ServicesACT + 7 years
ControllerCancelled ChecksGeneral Accounting7 years
ControllerAbandoned Property ReportsGeneral Accounting10 years
ControllerEffort ReportsCost Accounting Services3 years after final report issued
ControllerArticles of Incorporation 501(c)(3)TreasurerPermanent
ControllerBonding DocumentsTax and TreasuryACT + 6 years
ControllerLicensing Agreements - UVM TrademarksTreasurer - Originals Licensing Program - copiesACT
ControllerForm 1042 - UnivTax and Treasury6 years - AFYE
ControllerForm 1042 - STax and Treasury6 years - AFYE
ControllerEmployee/Independent Contractor FormsPurchasing Services7 years
ControllerPurchase OrdersPurchasing Services7 years
ControllerBid Documents/Support (see exceptions to procurement policy)Purchasing Services7 years
ControllerSole Source DocumentationPurchasing Services7 years
ControllerPurchasing Card ApplicationsDisbursement CenterACT + 3 years
ControllerPurchasing Card Receipt Documentation and ApprovalDisbursement Center7 Years
ControllerInvoicesDisbursement Center7 Years
ControllerVendor Registration Forms (W-9'S)Disbursement CenterACT + 2 years
ControllerTravel and Expense DocumentationDisbursement Center7 years
Controller1099 FormsDisbursement Center4 years - AFYE
ControllerIndividual Wage and Salary HistoryPayrollACT + 4 years
ControllerPayroll DeductionsPayrollACT + 4 years
ControllerTime InputPayroll3 years
ControllerGarnishmentsPayroll7 years after final deductioin
DEA Licensed Researchers for Controlled SubstancesDEA License, purchasing and use logs, inventories, authorized user documentationRegistrant's Laboratory Facility2 years after final disposition of controlled substance
Dean of StudentsDisability Documentation and Records of Services ProvidedCenter for Academic Success - SAS7 years beyond last student contact
Dean of StudentsTrio/SSS Participation Agreement and Log Notes of Services ProvidedCenter for Academic Success - Learning Coop Office5 years
Dean of StudentsTRIO/Upward Bound Program Application, HS Transcript, Release of Information Form, Grade Reports and Log NotesCenter for Academic Success - Upward Bound Program Office5 years
Dean of StudentsPrehealth FilesCareer Center5 years from year of admission
Dean of StudentsStudent Conduct RecordsCenter for Student Conduct

Permanent - for outcomes resulting in dismissal or unconverted "XF"

Sealed upon graduation or 4 year absence - for outcomes of suspension.

Sealed upon graduation or 2 year absence – for all other outcomes.

Deans OfficeSyllabiAcademic Dept5 years
Deans' OfficesFinal Exam MaterialsAcademic Deptone month after start of following semester
Deans' OfficesCourse Evaluation FormsDeans OfficeGreater of time since last RPT decision (up till full professor) or 10 years
Deans' OfficesFaculty Employment Records - Tenure and Non-Tenure TrackDeans OfficeACT + 7 years
Deans' OfficesAdmitted Students: ApplicationsDeans OfficeACT + 5 years
Deans' OfficesStudent Academic RecordsDeans OfficeACT + 7 years
Deans' OfficesGrade Records to Support Semester GradesAcademic DeptUntil grade appeal period has passed
Fleming MuseumAccession RecordsFleming MuseumPermanent
Fleming MuseumCatalog RecordsFleming MuseumPermanent
General CounselLitigation RecordsOffice of the General CounselPermanent
General CounselCentrally Approved Settlement AgreementsOffice of the General CounselPermanent
General CounselResponses to subpoenas and requests for non-public recordsOffice of the General Counsel2 Years
Graduate CollegeAdmitted Applicants that matriculate: (Correspondence, Letters of Recommendation, Entrance Exams- GREs, Transcripts, Application)Graduate AdmissionsUntil matriculated
Graduate CollegeFor Students Who are Accepted, but do Not Enter: (Correspondence, Letters of Recommendation, Entrance Exams- GREs, Transcripts, Application)Graduate Admissions2 years paper; indefinite electronic
Graduate CollegeFor Applicants Who are Denied: (Correspondence, Letters of Recommendation, Entrance Exams- GREs, Transcripts, Application)Graduate AdmissionsOne semester after denial paper; indefinite eletronic
HIPAA Covered ComponentsHIPAA Privacy and Security Rule Documentation (policies, training records, risk assessments, privacy notices)HIPAA Covered Component including Business AssociatesACT + 6 years
Human ResourcesJob Announcements and AdvertisementsHuman Resources3 years or 1 year after settlement of litigation
Human ResourcesHired Applicants - Employment ApplicationsHuman ResourcesACT
Human ResourcesBackground Check ResultsHuman ResourcesACT
Human ResourcesEmployee ResumesHuman ResourcesACT
Human ResourcesEmployee Letters of RecommendationHuman ResourcesACT
Human ResourcesWage TablesHuman Resources3 years
Human ResourcesIndividual Wage and Salary HistoryHuman ResourcesACT + 6 years
Human Resources/ControllerW-2 FormsHuman Resources/Payroll5 years
Human ResourcesIRS Forms 1095C/1094-CHuman Resources4 years
Human Resources/ControllerW-4 FormsHuman Resources/Payroll5 years
Human ResourcesINS Form I-9Human ResourcesACT + 4 years
Human ResourcesEmployment HistoryHuman ResourcesACT + 6 years
Human ResourcesBeneficiary DesignationVendorACT
Human ResourcesRequests for Accommodations - ADAHuman ResourcesACT + 6 years
Human ResourcesAttendance RecordsHuman Resources3 years
Human ResourcesEmployee EvaluationsHuman ResourcesACT + 6 years
Human ResourcesDisciplinary ActionsHuman ResourcesACT + 6 years
Human ResourcesTransfersHuman ResourcesACT + 6 years
Human Resources/PayrollPersonnel ActionsHuman ResourcesACT + 6 years
Human ResourcesTerminationsHuman ResourcesACT + 6 years
Human ResourcesSuperseded Employee Manuals/HandbooksHuman ResourcesACT
Human ResourcesSuperseded Job DescriptionsHuman ResourcesThree years
Human ResourcesExpired Collective Bargaining AgreementsHuman ResourcesThree years after expiration
Human ResourcesRetirement Benefits accruedHuman ResourcesLIFE
Human ResourcesMedical/Sick Leave Benefits AccruedHuman ResourcesACT + 6 years
Human ResourcesDisability RecordsHuman ResourcesACT + 6 years (then Retiree Database)
Human ResourcesRetirement Plans (after expiration)Human ResourcesPermanent
Human ResourcesApplicant Files Who are Not HiredHR & Departments - both (see All departments)3 years or 1 year after settlement of litigation
Income/Expense ActivitiesSupport and Calculation of Rates ChargedDepartment7 years
Income/Expense ActivitiesInterdepartmental BillingsDepartment7 years
Income/Expense ActivitiesDeposit BackupDepartment4 years - AFYE
Income/Expense ActivitiesCredit Card ReceiptsDepartment4 years - AFYE
Income/Expense ActivitiesSales Tax Records and ReportsDepartment4 years - AFYE
Institutional ResearchIPEDS (including supporting data)Institutional Studies3 years
Institutional ResearchApplicant StatisticsInstitutional StudiesPermanent
Institutional ResearchEnrollment StatisticsInstitutional StudiesPermanent
Institutional ResearchGrade StatisticsInstitutional StudiesPermanent
Institutional ResearchDiversity StatisticsInstitutional StudiesPermanent
Institutional ResearchDegree StatisticsInstitutional StudiesPermanent
International EducationForeign Student (F-1) RecordsOIEACT + 7 years
International EducationJ-1 exchange visitors RecordsOIEACT + 7 years
International EducationForeign national employee Immigration Records not listed elsewhereOIEACT + 7 years
International EducationLabor Condition Applications (LCA)OIELCA active date + 1year
International EducationLabor Certification ApplicationsOIE5 years from date of application filing
Luse CenterRecords Related to Sales of Hearing DevicesLuse Center10 years
Luse CenterClinical Records (services or goods provided)Luse Center10 years
Luse CenterHIPAA Disclosure FormsLuse CenterACT + 10 years
Physical Plant Training & Complaince OfficeAsbestos & Lead Medical ExaminationsPPD Training & Complaince OfficeACT + 30 years
Physical Plant Training & Complaince OfficeAsbestos & Lead TrainingPPD Training & Complaince OfficeACT + 30 years
Physical Plant Training & Compliance OfficeAsbestos & Lead Exposure Measurement ResultsPPD Training & Compliance OfficeACT + 30 years
Physical Plant Training & Compliance OfficeRequired notification records(Bulk and air samples)PPD Training & Compliance OfficeDuration of ownership
Physical Plant Training & Compliance OfficeAbatement Project RecordsPPD Training & Compliance OfficePermanent
Physical Plant Training & Compliance OfficeAbatement Waste DisposalPPD Training & Compliance OfficePermanent
Physical Plant Training & Compliance OfficeSafety Training for PPD EmployeesPPD Training & Compliance OfficePermanent
Physical Plant Training & Compliance OfficeLead Inspection SamplesPPD Training & Compliance OfficeLife of building (Duration of building ownership + transfer to subsequent owners)
Physical Plant Training & Compliance OfficeLead Renovation Records including Waste DisposalPPD Training & Compliance Office10 years following completion of the renovation
Physical Plant Training & Compliance OfficeRespiratory Protection ProgramPPD Training & Compliance OfficeACT + 30 years
Planning, Design & ConstructionBuilding Plans and Specifications and Campus MappingPlanning, Design & ConstructionPermanent
Planning, Design & ConstructionZoning Permits, Act 250 and Related Land Use DocumentsPlanning, Design & ConstructionPermanent
Planning, Design & ConstructionSpace Inventories/Space Utilization RecordsPlanning, Design & Construction/Cost Accounting Services3 years - after F&A proposal submission date (base years)
3 years AFYE (for non-base years)
Police ServicesAnnual Campus Safety Report and supporting recordsPolice Services3 years following the publication of the last annual campus security report to which they apply
Police ServicesIncident FilesPolice Services7 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 ServicesMVR Tapes - Minor IncidentsPolice Services90 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 ServicesMVR Tapes - Major IncidentsPolice Services3 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 ServicesPolice Services Use of Force ReportsPolice Services7 years
Police ServicesPolice Services Evidence and Property LogsPolice Services1 year
Police ServicesPolice Services Radio/Telephone LogsPolice Services1 year
Police ServicesVermont Civil Violation Complaints/Traffic TicketsPolice Services5 years
Police Services9-1-1 RecordingsPolice Services7 years
Police ServicesInternal Investigations/Citizens ComplaintsPolice ServicesACT + 5
Police ServicesPolice Officer Training RecordsPolice ServicesACT + 3
Presidents OfficeOfficer of Administration Conflict of Interest Disclosure Forms (annual)Presidents OfficeACT+3 (for most recent form)
Presidents OfficeBoard Meeting MinutesTrustee CoordinatorPermanent
Presidents OfficeBoard Committee Meeting MinutesTrustee CoordinatorPermanent
Presidents OfficeBoard ResolutionsTrustee CoordinatorPermanent
Presidents OfficePresentations to the BoardTrustee Coordinator7 years
Print & Mail CtrPrint OrdersPrint & Mail Ctr7 years
Print & Mail CtrEquipment WarrantiesPrint & Mail CtrLife of equipment
Print & Mail CtrMetered Postage TransactionsPrint & Mail Ctr7 years
Print & Mail CtrCopyright PermissionsPrint & Mail Ctr7 years
Privacy ServicesData Breach Response DocumentationPrivacy Services6 Years
Radiation Safety OfficeDecommissioning PlanningRadiation Safety OfficeFor Lifetime of License
Radiation Safety OfficeAuthorized Users - Applications by InvestigatorsRadiation Safety OfficeFor Lifetime of License
Radiation Safety OfficeAuthorized Users - Personnel Files (secondary users)Radiation Safety OfficeFor Lifetime of License
Radiation Safety OfficeAuthorized Users - Provisional Approval / Final Approval LettersRadiation Safety OfficeFor Lifetime of License
Radiation Safety OfficeBioassays - Thyroid Detector QCRadiation Safety OfficeFor Lifetime of License
Radiation Safety OfficeBioassays - Thyroid UptakesRadiation Safety OfficeFor Lifetime of License
Radiation Safety OfficeDetectors - Air Sample AnalysisRadiation Safety Office3 years
Radiation Safety OfficeDetectors - Annual Calibration RecordsRadiation Safety Office3 years
Radiation Safety OfficeDosimeters - ALARA - Quarterly / Annual ReportsRadiation Safety OfficeFor Lifetime of License
Radiation Safety OfficeDosimeters - Determination of Prior DoseRadiation Safety OfficeFor Lifetime of License
Radiation Safety OfficeDosimeters - Follow-up with Individuals Exceeded Action LevelRadiation Safety OfficeFor Lifetime of License
Radiation Safety OfficeDosimeters - Monthly Reports from Landauer-by Account (series)Radiation Safety OfficeFor Lifetime of License
Radiation Safety OfficeDosimeters - Pregnancy ReportsRadiation Safety OfficeFor Lifetime of License
Radiation Safety OfficeDosimeters - Whole Body/Ring/Pregnancy Reports-Individual-AnnualRadiation Safety OfficeFor Lifetime of License
Radiation Safety OfficeLab - Contamination Survey Reports - by Labs (Summary Data)Radiation Safety Office3 years
Radiation Safety OfficeLab - Contamination Survey Reports - by SurveyorsRadiation Safety Office3 years
Radiation Safety OfficeLab - DecommissioningRadiation Safety Office3 years
Radiation Safety OfficeLab - Incident ReportsRadiation Safety Office3 years
Radiation Safety OfficeLab - Inspection Reports and Annual ReportRadiation Safety Office3 years
Radiation Safety OfficeLeak Tests - ResultsRadiation Safety Office3 years
Radiation Safety OfficeLicensed Materials - Inventory - by InvestigatorRadiation Safety Office3 years
Radiation Safety OfficeLicensed Materials - Log Sheets - by InvestigatorRadiation Safety Office3 years
Radiation Safety OfficeLicensed Materials - Possession Limit - CampusRadiation Safety Office3 years
Radiation Safety OfficeLicensed Materials - Purchase ApprovalRadiation Safety Office3 years
Radiation Safety OfficeLicensed Materials - Receiving Info / Leak TestingRadiation Safety Office3 years
Radiation Safety OfficeLicensed Materials - Shipping Records - to other licenseesRadiation Safety Office3 years
Radiation Safety OfficeLicensed Materials - Transportation Within CampusRadiation Safety Office3 years
Radiation Safety OfficeLicenses - Non-UVMRadiation Safety Office3 years
Radiation Safety OfficeNRC - Applications and CommunicationsRadiation Safety OfficeFor Lifetime of License
Radiation Safety OfficeNRC - Financial Assurance - Decommissioning FundRadiation Safety OfficeFor Lifetime of License
Radiation Safety OfficeRadioactive Waste Disposal - User Waste ManifestRadiation Safety OfficeFor Lifetime of License
Radiation Safety OfficeRadioactive Waste Disposal - Shipping ManifestsRadiation Safety OfficeFor Lifetime of License
Radiation Safety OfficeRadioactive Waste Disposal - DIS Records (by labs and RSO)Radiation Safety OfficeFor Lifetime of License
Radiation Safety OfficeRSC - Annual Report by RSORadiation Safety Office3 years
Radiation Safety OfficeRSC - Meetings - Agenda / MinutesRadiation Safety Office3 years
Radiation Safety OfficeRSO - Letter of AuthorityRadiation Safety OfficeFor Lifetime of License
Radiation Safety OfficeSecurity - National Alerts and Reminders to LabsRadiation Safety Office3 years
Radiation Safety OfficeTraining - Completed Certification Renewal FormsRadiation Safety OfficeFor Lifetime of License
Radiation Safety OfficeTraining - Completed Safety Exam - Individual ResultsRadiation Safety OfficeFor Lifetime of License
Radiation Safety OfficeTraining - Custodians - Attendance recordsRadiation Safety OfficeFor Lifetime of License
Radiation Safety OfficeTraining - DocumentationRadiation Safety OfficeFor Lifetime of License
Radiation Safety OfficeTraining - Pregnancy CounselingRadiation Safety OfficeFor Lifetime of License
Radiation Safety OfficeX-Ray Sources - InventoryRadiation Safety OfficeFor Lifetime of License
RegistrarAdvanced Placement RecordsRegistrarACT + 5
Registrar/Provost's OfficeCatalogsRegistrar/Provost's Officepermanent
RegistrarChange of Course (add/drop)Registrar1 year
RegistrarChange of Grade FormsRegistrarpermanent
RegistrarClass/Grade ListsRegistrarpermanent
RegistrarCommencement ProgramsRegistrarpermanent
RegistrarContested RecordsRegistrarLife of affected record
RegistrarCredit by Examination FormsRegistrarACT + 5
RegistrarEnrollment VerificationsRegistrar1 year
RegistrarGraduation ListsRegistrarPermanent
RegistrarName Change AuthorizationsRegistrarACT + 5
RegistrarPass/Fail RequestsRegistrar1 year
RegistrarPermanent Academic RecordsRegistrarpermanent
RegistrarRegistration FormsRegistrar1 year
RegistrarResidency ApplicationRegistrarACT + 5
RegistrarSchedule of CoursesRegistrarPermanent
RegistrarStudent Requests for Non-Disclosure of InformationRegistrarAcademic year
RegistrarStudent Transcript RequestsRegistrar1 year
RegistrarTranscripts received for transfer credit review 1) students who apply but do not enter, 2) applicants who enterRegistrar
  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
RegistrarTranscripts and Evaluations Other Colleges - for previously admitted UVM studentsRegistrar5 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
RegistrarWithdrawal AuthorizationsRegistrarACT + 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)6 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)3 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)3 years after the protocol is terminated with the RPO, unless there is a longer requirement by the sponsor or regulatory agency
Risk Management and SafetyHazardous Waste RecordsRisk Management and SafetyPermanent
Risk Management and SafetyLaboratory SafetyRisk Management and Safety3 years
Risk Management and SafetyTraining (Lab Safety and Driver Safety)Risk Management and SafetyACT + 3 years
Risk Management and SafetyLaboratory Hazardous Chemical SurveyRisk Management and SafetyACT
Risk Management and SafetyOccupational Health RecordsRisk Management and Safety30 Years
Risk Management and SafetyIndoor Air Quality reportsRisk Management and SafetyPermanent
Risk Management and SafetyFume Hood CertificationsRisk Management and SafetyPermanent
Risk Management and SafetyAir /Water Emission RecordsRisk Management and Safety5 years
Risk Management and SafetyPremises Safety RecordsRisk Management and Safety5 years
Risk Management and SafetyLoss Control RecordsRisk Management and Safety10 years
Risk Management and SafetyMotor Vehicle Records of employees and studentsRisk Management and SafetyACT
Risk Management and SafetyInsurance ClaimsRisk Management and Safety10 years
Risk Management and SafetyInsurance PoliciesRisk Management and Safety30 years for liability and workers compensation policies, 10 years for others
Risk Management and SafetyWorkers Comp ClaimsRisk Management and Safety30 years from incident
Risk Management and SafetyCertificates of InsuranceRisk Management and Safety10 years of proof of insurance from outside parties
Risk Management and SafetyEmployee Exposure RecordsRisk Management
CHWB
OH+R
ACT + 30 years
Risk Management and SafetyExposed Employee Medical RecordsRisk Management
CHWB
OH+R
ACT + 30 years
Risk Management and SafetyExposure Control Plan RecordsRisk Management and SafetyACT + 30 years
Risk Management and SafetyAccidental Injury/Occupational Illness Report/Occupational Health RecordsRisk Mgmt/CHWBACT + 30 years
Sponsored Project AdministrationSubawardsSponsored Project Administration (SPA)3 years after final report issued
Sponsored Project AdministrationAward and Contracts DocumentsSponsored Project Administration (SPA)3 years after final report issued
Sponsored Project AdministrationAward Related Sponsor CorrespondenceSponsored Project Administration (SPA)3 years after final report issued
Sponsored Project AdministrationCloseout DocumentsSponsored Project Administration (SPA)3 years after final report issued
Sponsored Project AdministrationProposal on Awarded Grants and ContractsSponsored Project Administration (SPA)3 years after final report issued
Sponsored Project AdministrationNon-Funded grant application and proposal filesSponsored Project Administration (SPA)

Paper file upon notification from PI or Sponsor that the project will not be funded

Electronic files indefinitely

Sponsored Project AdministrationLetter of Credit FilesSponsored Project Administration (SPA)Indefinitely
Sponsored Project AdministrationInvestigators Statement of Related Significant Financial Interest for Sponsored AwardsSponsored Project Administration (SPA)3 years after disclosure
Student Financial ServicesWork-Study Student Authorization FormsStudent Financial Services3 years from the end of the last award year that the student was enrolled.
Student Financial ServicesFederal Work-Study RecordsStudent Financial Services/ Human Resources3 years from the end of the last award year that the student was enrolled
Student Financial ServicesProgram Participation AgreementPresidents Office/ Student Financial Services5 years
Student Financial ServicesAccrediting and Licensing Agency Reviews, Approvals and ReportsPresidents Office/ Student Financial Services5 years
Student Financial ServicesFinancial Aid ApplicationsStudent Financial Services3 years from the end of the last award year that the student was enrolled
Student Financial ServicesFinancial Aid AwardsStudent Financial Services3 years from the end of the last award year that the student was enrolled
Student Financial ServicesNSLDS Records (National Student Loan Data System)Student Financial Services3 years from the end of the last award year that the student was enrolled
Student Financial ServicesLender's Name and AddressStudent Financial Services3 years from the end of the last award year that the student was enrolled
Student Financial ServicesStudent Aid Reports ISIR's (Institutional Student Individual Aid Record)Student Financial Services3 years from the end of the last award year that the student was enrolled
Student Financial ServicesCost of AttendanceStudent Financial Services3 years from the end of the last award year that the student was enrolled
Student Financial ServicesFISAP Reports (Fiscal Operations Report)Student Financial Services3 years from the end of the last award year that the student was enrolled
Student Financial ServicesAudit and Program Review ReportsStudent Financial Services5 years
Student Financial ServicesOther records as specified in regulation that pertain to factors of financial responsibility and standards of administrative capabilityStudent Financial Services5 years
Student Financial ServicesLoans ReceivableStudent Loan Repayment3 years after loans are paid in full
Student Financial ServicesOriginal Promissory NotesStudent Loan RepaymentUntil paid in full
Student Financial ServicesCopies of Paid In Full Promissory NotesStudent Loan Repayment3 years from paid in full date
Student Financial ServicesCollection RecordsStudent Loan Repayment3 years from paid in full date
Student Financial ServicesFederal Perkins Loans Assigned to the US Dept of EducationStudent Loan Repayment3 years from paid in full date
Student Financial ServicesUncollected AccountsStudent Loan RepaymentUntil collected then 3 years from paid in full date
Technology CommercializationOriginal Patents in the Name of the University of Vermont and State Agricultural CollegeCollege of Medicine Financial OfficeRetained for life of patent
If developed from Federally sponsored project then maintained per 35 USC 200 et seq.
Technology CommercializationInvention Disclosures and Relevant CorrespondenceOffice of Technology CommercializationIndefinitely
Technology CommercializationPatent Copies, Patent Applications and prosecution correspondenceOffice of Technology CommercializationIndefinitely
Technology CommercializationMarketing Correspondence including Confidential Disclosure Agreements (CDA) related to inventionsOffice of Technology CommercializationIndefinitely
Technology CommercializationLicense Agreements and related correspondenceOffice of Technology CommercializationOne 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 CommercializationMaterial Transfer AgreementsOffice of Technology CommercializationACT
Transportation & ParkingDaily LogsTransportation & Parking3 years
Transportation & ParkingParking permit applications (faculty, staff, students, vendors)Transportation & Parking3 years
Transportation & ParkingParking citation appeal documentationTransportation & Parking3 years
Transportation & ParkingBus inspection reportTransportation & ParkingACT
Transportation & ParkingInternal accident/incident reportTransportation & Parking5 years
Transportation & ParkingWaiver of LiabilityTransportation & Parking5 years
Transportation & ParkingTow Slip/Vehicle ReleaseTransportation & Parking3 years
Transportation & Parking (for TPS dept vehicles)Vehicle maintenance recordsTransportation & Parking (for TPS dept vehicles)ACT
Transportation & Parking (for TPS dept vehicles)State Accident formTransportation & Parking (for TPS dept vehicles)5 years
Transportation & Parking (for TPS dept vehicles)Depreciation SchedulesController40 years
University Event Services (UES)Conference Registration DataUniversity Event Services (UES)7 years
University Event Services (UES)Conference InformationUniversity Event Services (UES)7 years
University Event Services (UES)Summer Housing ConferencesUniversity Event Services (UES)5 years
University Event Services (UES)Non-academic ReservationsUniversity Event Services (UES)5 years
University Event Services (UES)Proof of Insurance for Non-UVM EventsUniversity Event Services (UES)3 years from end of event - see also Risk Mgmt
University Event Services (UES)Deposits for all CAPSUniversity Event Services (UES)3 years -AFYE
Vice President for Executive OperationsPolicy Statements (Presidentially Approved)Vice President for Executive OperationsPermanent
Vice President for Executive OperationsRecords and Documents RequestsVice President for Executive Operations6 months
Vice Provost for Student AffairsConcerning and/or Risky Events Records (CARE); Student Death AnnouncementsDean of Students OfficeUpon graduation or 2 year absence - for other violation outcomes
Vice Provost for Student AffairsBias IncidentsDean of Students OfficeUpon graduation or 2 year absence - for other violation outcomes
Vice Provost for Student AffairsHESA Assistantship RecruitmentVice Provost for Student Affairs3 years - AFYE

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.