Record Retention Schedule

Records Retention Schedule

Body

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	Active, Employed or Enrolled + 3 years
Affirmative Action	Affirmative Action Plan	Affirmative Action	Current and Prior Year
All Departments	Accreditation Files - University, college or department files documenting accreditation review by accrediting agencies	Individual Departments	10 years - Archival Review
All Departments	Advertising	Individual Departments	5 years - Archival Review
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)
All Departments	Annual Reports - Annual report of the originating department	Individual Departments	3 years - Transfer to University Archives
All Departments	Budget Change Orders Support Detail (if not entered into PeopleSoft)	Individual Departments	1 year - AFYE
All Departments	Contracts and Non-Real Property Leases	Individual Departments	Active, Employed or Enrolled + 6 Years
All Departments	Employment Files Not in Human Resources Inclusive of Conflict of Interest Disclosures (non-officers)	Individual Departments	Active, Employed or Enrolled + 3 years
All Departments	Employment Interview Notes	Individual Departments	3 years or 1 year after settlement of litigation
All Departments	Fully-executed contracts requiring Board approval	Individual Departments	ACT + 7 years
All Departments	Income/Expense Activities: Credit Card Receipts	Department	4 years - AFYE
All Departments	Income/Expense Activities: Deposit Backup	Department	4 years - AFYE
All Departments	Income/Expense Activities: Interdepartmental Billings	Department	7 years
All Departments	Income/Expense Activities: Sales Tax Records and Reports	Department	4 years - AFYE
All Departments	Income/Expense Activities: Support and Calculation of Rates Charged	Department	7 years
All Departments	Interdepartmental Billing Records	Individual Departments	7 years - AFYE
All Departments	Organizational Charts	Individual Departments	ACT + 10 years - Transfer to University Archives
All Departments	Publications - Includes newsletters, news releases, brochures, publicity photographs, etc.	Individual Departments	Indefinite - Transfer to University Archives
All Departments	Recruitment Materials, General - Videos, publications, posters, advertisements, etc. used to recruit students to attend the institution	Individual Departments	5 years - Archival Review
All Departments	Research Records - HIPAA patient authorization - regardless of funding	Individual Departments	6 years from the date it was last in effect
All Departments	Research Records – Sponsored by Industry - contracts and other documents related to clinical trials research. HIPAA patient authorization.	Individual Departments	10 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 Departments	Research Records - Sponsored Research Data - Federal	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	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	Strategic Plans	Individual Departments	ACT+1 year - Transfer to University Archives
All Departments	Timesheets and Supporting Documentation (if not entered into Peoplesoft)	Individual Departments	3 years
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	Waiver of Liability	Individual Departments	5 years
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	6 years - from Investigation Complete
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, Vice Provost for Student Affairs	Drug Free Schools and Community Act Prevention Program and Certification (for students and employees)	Center for Health and Wellbeing	3 years - AFYE
Center for Health and Wellbeing	Immunization Records	Center for Health and Wellbeing	10 years
Controller	Documentation of Accounting System	EAS	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	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	Financial Reporting and Accounting Services	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	Effort Reports	Cost Accounting Services	3 years after final report issued
Controller	Articles of Incorporation 501(c)(3)	Treasurer	Permanent
Controller	Bonding Documents	Tax and Treasury	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	Employee/Independent Contractor Forms	Purchasing Services	7 years
Controller	Purchase Orders	Purchasing Services	7 years
Controller	Bid Documents/Support (see exceptions to procurement policy)	Purchasing Services	7 years
Controller	Sole Source Documentation	Purchasing Services	7 years
Controller	Purchasing Card Applications	Disbursement Center	ACT + 3 years
Controller	Purchasing Card Receipt Documentation and Approval	Disbursement Center	7 years
Controller	Invoices (except bond project)	Disbursement Center	7 years
Controller	Invoices - Bond Project	Disbursement Center	Permanent
Controller	Vendor Registration Forms (W-9'S)	Disbursement Center	ACT + 2 years
Controller	Travel and Expense Documentation	Disbursement Center	7 years
Controller	1099 Forms	Disbursement Center	4 years - AFYE
Controller	Individual Wage and Salary History	Payroll	ACT + 4 years
Controller	Payroll Deductions	Payroll	ACT + 4 years
Controller	Time Input	Payroll	3 years
Controller	Garnishments	Payroll	7 years after final deduction
Controller	W-2 Forms	Payroll	5 years
DEA Licensed Researchers for Controlled Substances	DEA License, purchasing and use logs, inventories, authorized user documentation	Registrant's aboratory Facility	2 years after final disposition of controlled substance
Dean of Students	Trio/SSS Participation Agreement and Log Notes of Services Provided	Center for Academic Success - Learning Coop Office	5 years
Dean of Students	TRIO/Upward Bound Program Application, HS Transcript, Release of Information Form, Grade Reports and Log Notes	Center for Academic Success - Upward Bound Program Office	5 years
Dean of Students	Prehealth Files	Career Center	5 years from year of admission
Dean of Students	Student Conduct Records	Center 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' Offices	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 Employment Records - Tenure and 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
Environmental Health & Safety	Abatement Project Records	Occupational Health & Safety Office	Permanent
Division of Student Affairs	Bias Incidents	Vice Provost and Dean of Students Office Office	Upon graduation or 2 year absence - for other violation outcomes
Division of Student Affairs	Concerning and/or Risky Events Records (CARE); Student Death Announcements	Vice Provost and Dean of Students Office	Upon graduation or 2 year absence - for other violation outcomes
Division of Student Affairs	HESA Assistantship Recruitment	Vice Provost and Dean of Students Office	3 years - AFYE
Environmental Health & Safety	Abatement Waste Disposal	Occupational Health & Safety Office	Permanent
Environmental Health & Safety	Accidental Injury/Occupational Illness Report/Occupational Health Records	Occupational Health & Safety Office	ACT + 30 years
Environmental Health & Safety	Air /Water Emission Records	Occupational Health & Safety Office	5 years
Environmental Health & Safety	Asbestos & Lead Exposure Measurement Results	Occupational Health & Safety Office	ACT + 30 years
Environmental Health & Safety	Asbestos & Lead Medical Examinations	Occupational Health & Safety Office	ACT + 30 years
Environmental Health & Safety	Asbestos & Lead Training	Occupational Health & Safety Office	ACT + 30 years
Environmental Health & Safety	Exposure Control Plan Records	Occupational Health & Safety Office	ACT + 30 years
Environmental Health & Safety	Fume Hood Certifications	Occupational Health & Safety Office	Permanent
Environmental Health & Safety	Hazardous Waste Records	Occupational Health & Safety Office	Permanent
Environmental Health & Safety	Indoor Air Quality reports	Occupational Health & Safety Office	Permanent
Environmental Health & Safety	Laboratory Hazardous Chemical Survey	Occupational Health & Safety Office	ACT
Environmental Health & Safety	Laboratory Safety	Occupational Health & Safety Office	3 years
Environmental Health & Safety	Lead Inspection Samples	Occupational Health & Safety Office	Life of building (Duration of building ownership + transfer to subsequent owners)
Environmental Health & Safety	Lead Renovation Records including Waste Disposal	Occupational Health & Safety Office	10 years following completion of the renovation
Environmental Health & Safety	Premises Safety Records	Occupational Health & Safety Office	5 years
Environmental Health & Safety	Required notification records(Bulk and air samples)	Occupational Health & Safety Office	Duration of ownership
Environmental Health & Safety	Respiratory Protection Program	Occupational Health & Safety Office	ACT + 30 years
Environmental Health & Safety	Safety Training for PPD Employees	Occupational Health & Safety Office	Permanent
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
General Counsel	Real Estate Leases, Amendments, Licenses, MOU's, etc.	Office of the General Counsel	ACT + 6 years (six years from expiration)
General Counsel	Lease related financial records	Office of the General Counsel	ACT + 6 years (six years from expiration)
Graduate College	Admitted Applicants that matriculate: (Correspondence, Letters of Recommendation, Entrance Exams- GREs, Transcripts, Application)	Graduate Admissions	ACT + 5 years
Graduate College	For Students Who are Accepted, but do Not Enter: (Correspondence, Letters of Recommendation, Entrance Exams- GREs, Transcripts, Application)	Graduate Admissions	2 years from date of decision
Graduate College	For Applicants Who are Denied: (Correspondence, Letters of Recommendation, Entrance Exams- GREs, Transcripts, Application)	Graduate Admissions	2 years from date of decision
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	HIPAA Privacy and Security Rule Documentation for Self-Insured Plans (policies, training records, risk assessments, privacy notices)	Human Resources	ACT + 6 years
Human Resources	Background Check 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 + 6 years
Human Resources	IRS Forms 1095C/1094-C	Human Resources	4 years
Human Resources/Controller	W-4 Forms	Human Resources/Payroll	5 years
Human Resources	INS Form I-9	Human Resources	ACT + 4 years
Human Resources	Employment History	Human Resources	ACT + 6 years
Human Resources	Beneficiary Designation	Vendor	ACT
Human Resources	FMLA Certifications	Human Resources	3 years
Human Resources	Attendance Records	Human Resources	3 years
Human Resources	Employee Evaluations	Human Resources	ACT + 6 years
Human Resources	Disciplinary Actions	Human Resources	ACT + 6 years
Human Resources	Transfers	Human Resources	ACT + 6 years
Human Resources/Payroll	Personnel Actions	Human Resources	ACT + 6 years
Human Resources	Terminations	Human Resources	ACT + 6 years
Human Resources	Superseded Employee Manuals/Handbooks	Human Resources	ACT
Human Resources	Superseded Job Descriptions	Human Resources	3 years
Human Resources	Expired Collective Bargaining Agreements	Human Resources	3 years after expiration
Human Resources	Retirement Benefits accrued	Human Resources	LIFE
Human Resources	Medical/Sick Leave Benefits Accrued	Human Resources	ACT + 6 years
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
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	10 years
Luse Center	Clinical Records (services or goods provided)	Luse Center	10 years
Luse Center	HIPAA Disclosure Forms	Luse Center	ACT + 10 years
Luse Center	HIPAA Privacy and Security Rule Documentation (policies, training records, risk assessments, privacy notices)	Luse Center	ACT + 6 years
Office of Accessibility Services	Disability Documentation and Records of Services Provided	Office of Accessibility Services	7 years beyond last student contact
Office of Accessibility Services	Requests for Accommodations - ADA	Office of Accessibility Services	ACT + 6 years
Office of Accessibility Services	Disability Records	Office of Accessibility Services	ACT + 6 years (then Retiree Database)
Office of the Chief Officer of PACE	Admitted Students: Applications	PACE	ACT + 5 years
Office of the Chief Officer of PACE	Course Evaluation Forms	PACE	Greater of time since last RPT decision (up till full professor) or 10 years
Office of the Chief Officer of PACE	Faculty Employment Records - Tenure and Non-Tenure Track	PACE	ACT + 7 years
Office of the Chief Officer of PACE	Final Exam Materials	PACE	one month after start of following semester
Office of the Chief Officer of PACE	Grade Records to Support Semester Grades	PACE	Until grade appeal period has passed
Office of the Chief Officer of PACE	Student Academic Records	PACE	ACT + 7 years
Office of the Chief Officer of PACE	Syllabi	PACE	5 years
Office of Compliance & Privacy Services	Conflict of Interest/Conflict of Commitment Disclosure Forms	Office of the Vice President for Research	Act+3 (for most recent form)
Office of Compliance & Privacy Services	Policy Statements (Presidentially Approved)	Office of Compliance & Privacy Services	Permanent
Office of Compliance & Privacy Services	Records and Documents Requests	Office of Compliance & Privacy Services	6 months
Office of the President	Board Committee Meeting Minutes	Trustee Coordinator	Permanent
Office of the President	Board Meeting Minutes	Trustee Coordinator	Permanent
Office of the President	Board Resolutions	Trustee Coordinator	Permanent
Office of the President	Presentations to the Board	Trustee Coordinator	7 years
Office of the Registrar	Advanced Placement Records	Office of the Registrar	ACT + 5 years
Office of the Registrar	Catalogs	Office of the Registrar	permanent
Office of the Registrar	Change of Course (add/drop)	Office of the Registrar	1 year
Office of the Registrar	Change of Grade Forms	Office of the Registrar	permanent
Office of the Registrar	Class/Grade Lists	Office of the Registrar	permanent
Office of the Registrar	Commencement Programs	Office of the Registrar	permanent
Office of the Registrar	Contested Records	Office of the Registrar	Life of affected record
Office of the Registrar	Credit by Examination Forms	Office of the Registrar	ACT + 5 years
Office of the Registrar	Enrollment Verifications	Office of the Registrar	1 year
Office of the Registrar	Graduation Lists	Office of the Registrar	Permanent
Office of the Registrar	Name Change Authorizations	Office of the Registrar	ACT + 5 years
Office of the Registrar	Pass/Fail Requests	Office of the Registrar	1 year
Office of the Registrar	Permanent Academic Records	Office of the Registrar	permanent
Office of the Registrar	Registration Forms	Office of the Registrar	1 year
Office of the Registrar	Residency Application	Office of the Registrar	ACT + 5 years
Office of the Registrar	Schedule of Courses	Office of the Registrar	Permanent
Office of the Registrar	Student Requests for Non-Disclosure of Information	Office of the Registrar	Academic year
Office of the Registrar	Student Transcript Requests	Office of the Registrar	1 year
Office of the Registrar	Transcripts received for transfer credit review 1) students who apply but do not enter, 2) applicants who enter	Office of the Registrar	1 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
Office of the Registrar	Transcripts and Evaluations Other Colleges - for previously admitted UVM students	Office of the 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
Office of the Registrar	Withdrawal Authorizations	Office of the Registrar	ACT + 2 years
Planning, Design & Construction	Building Plans and Specifications and Campus Mapping	Planning, Design & Construction	Permanent
Planning, Design & Construction	Real Estate Deeds, Easements, R-O-W Agreements	Planning, Design & Construction	Permanent
Planning, Design & Construction	Space Inventories/Space Utilization Records	Planning, Design & Construction/Cost Accounting Services	3 years - after F&A proposal submission date (base years) 3 years AFYE (for non-base years)
Planning, Design & Construction	Zoning Permits, Act 250 and Related Land Use Documents	Planning, Design & Construction	Permanent
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 years
Police Services	Police Officer Training Records	Police Services	ACT + 3 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
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
Risk Management	Training (Lab Safety and Driver Safety)	Risk Management	ACT + 3 years
Risk Management	Loss Control Records	Risk Management	10 years
Risk Management	Motor Vehicle Records of employees and students	Risk Management	ACT
Risk Management	Insurance Claims	Risk Management	10 years
Risk Management	Insurance Policies	Risk Management	30 years for liability and workers compensation policies, 10 years for others
Risk Management	Workers Comp Claims	Risk Management	30 years from incident
Risk Management	Certificates of Insurance	Risk Management	10 years of proof of insurance from outside parties
Risk Management	Employee Exposure Records	Risk Management	ACT + 30 years
Risk Management	Exposed Employee Medical Records	Risk Management	ACT + 30 years
Sponsored Project Administration	Subawards	Sponsored Project Administration (SPA)	3 years after final report issued
Sponsored Project Administration	Award and Contracts Documents	Sponsored Project Administration (SPA)	Permanent
Sponsored Project Administration	Award Related Sponsor Correspondence	Sponsored Project Administration (SPA)	3 years after final report issued
Sponsored Project Administration	Closeout Documents	Sponsored Project Administration (SPA)	3 years after final report issued
Sponsored Project Administration	Proposal on Awarded Grants and Contracts	Sponsored Project Administration (SPA)	3 years after final report issued
Sponsored Project Administration	Non-Funded grant application and proposal files	Sponsored Project Administration (SPA)	Paper file upon notification from PI or Sponsor that the project will not be funded Electronic files indefinitely
Sponsored Project Administration	Letter of Credit Files	Sponsored Project Administration (SPA)	Indefinitely
Sponsored Project Administration	Investigators Statement of Related Significant Financial Interest for Sponsored Awards	Sponsored Project Administration (SPA)	3 years after disclosure
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	Audit and Program Review 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	USPTO.gov	ACT
Technology Commercialization	Invention Disclosures and Relevant Correspondence	Office of Technology Commercialization	ACT + 3 years
Technology Commercialization	Patent Copies, Patent Applications and prosecution correspondence	Office of Technology Commercialization	ACT + 5 years
Technology Commercialization	Marketing Correspondence including Confidential Disclosure Agreements (CDA) related to inventions	Office of Technology Commercialization	ACT + 5 years
Technology Commercialization	License Agreements and related correspondence	Office of Technology Commercialization	ACT + 5 years
Technology Commercialization	Material Transfer Agreements	Office of Technology Commercialization	ACT + 5 years
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	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 & arking (for TPS dept vehicles)	Depreciation Schedules	Controller	40 years
University Event Services (UES)	Conference Registration Data	University Event Services (UES)	7 years
University Event Services (UES)	Conference Information	University Event Services (UES)	7 years
University Event Services (UES)	Summer Housing Conferences	University Event Services (UES)	5 years
University Event Services (UES)	Non-academic Reservations	University Event Services (UES)	5 years
University Event Services (UES)	Proof of Insurance for Non-UVM Events	University Event Services (UES)	3 years from end of event - see also Risk Mgmt
University Event Services (UES)	Deposits for all CAPS	University Event Services (UES)	3 years -AFYE

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Abbreviations

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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.

Additional Resources

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Legal Information

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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.

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Record Retention Schedule

Records Retention Schedule

Records Retention Schedule

Abbreviations

Additional Resources

Legal Information