An organization's record retention policy should help to ensure that necessary records and documents are adequately protected and maintained and that records that are no longer needed or are of no value are discarded in the proper manner and at the proper time.
Policy
Appendix A represents Rockhurst University's policy regarding the retention and disposal of physical records and electronic documents.
Administration
The Vice President for Finance & Administration (the "Administrator") is the University officer in charge of the implementation of processes and procedures outlined in the Record Retention Policy, as well as ongoing compliance with and updates to the Policy. The Administrator is authorized to make modifications to the Record Retention Policy from time to time to ensure that it follows local, state, and federal laws and includes the appropriate document and record categories for Rockhurst University.
Suspension of Record Disposal in Event of Litigation or Claims
If Rockhurst University is served with any subpoena or request for documents, or any employee becomes aware of a governmental investigation or audit concerning Rockhurst University or the commencement of any litigation against or concerning Rockhurst University, such employee shall inform the Administrator and any further disposal of documents shall be suspended until shall time as the Administrator, with the advice of counsel, determines otherwise. The Administrator shall take such steps as is necessary to promptly inform all staff of any suspension in the further disposal of documents.
Applicability
This Policy applies to all physical records generated during Rockhurst University's operations, including both original documents and reproductions. It also applies to the electronic documents described in Appendix A.
Appendix A
The following policy outlines the retention period for various Rockhurst University documents and records:
A. Accounting and Finance - Finance Office
• Accounts Payable & Accounts Receivable Subsidiary Ledgers and Supporting Documents: 7 years
• Annual Audit Reports with Financial Statements: Permanent
• Annual Audit Records, including work papers and other documents that relate to the audit: 7 years after completion
• Bank Statements and Canceled Checks: 7 years
• Employee Expense Reports: 7 years
• General Ledgers: Permanent
• Notes Receivable Ledgers and Schedules: 7 years
• Investment Records: 7 years
B. Contracts - Finance Office
• Contracts and Related Correspondence (including any proposal that resulted in the contract and all other supporting documentation): 7 years after expiration or termination
C. Corporate Records - President's Office
• Corporate Records (signed minutes of the Board and all committee meetings, corporate seals, articles of incorporation, bylaws, etc.): Permanent
D. Electronic Documents - Computer Services
• Data Loss Prevention and Data Classification Policy - https://rockhurstedu.freshservice.com/a/solutions/articles/17000146419
• Physical Document and Electronic Media Disposal Policy - https://rockhurstedu.freshservice.com/a/solutions/articles/17000146379
• System Backup Policy - https://rockhurstedu.freshservice.com/a/solutions/articles/17000145745
• eMail Retention Policy - https://rockhurstedu.freshservice.com/a/solutions/articles/17000145760
E. Personnel Records – Human Resources
• Payroll Deductions: Termination + 7 years
• W-2 and W-4 Forms: Termination + 7 years
• Garnishments, Assignments, Attachments: Termination + 7 years
• Payroll Registers: 7 years
• Timecards: 3 years
• Payroll Tax Records: 7 years
• Unclaimed Wage Records: 7 years
• Employee Counseling Center Files: 7 years from last service
• EEO- I /EEO-2 - Employer Information Reports: 2 years after superseded or filing (whichever is longer)
• Employee Earnings Records: Separation + 7 years
• Employee Handbooks: 1 copy kept
• Employee Healthcare Clinic Records: 7 years from last service
• Employee Immunization Records: Separation + 10 years
• Employee Personnel Records (including individual attendance records, application forms, job or status change records, discipline, performance evaluations, termination papers, withholding information, garnishments, test results, training, and qualification records): Separation + 7 years
• Employment Records - Correspondence with employment agencies and advertisement for job openings: 3 years from date of hiring decision
• Employment Records - all non-hired Applicants (including all applications and resumes - whether solicited or unsolicited, results of post-offer, pre-employment physicals, results of background investigations, if any, related correspondence): 1 year
• Employee Requests for Access/Disability Services or Accommodation and Related Materials: 3 years
• Job Descriptions: 3 years after superseded
• Personnel Count Records: 3 years
• 1-9 Forms: Later of 3 years after hiring, or Separation + 1 year
F. Property Records - Finance Office
• Correspondence, Property Deeds, Assessments, Licenses, Rights of Way: Permanent
• Accessibility/ADA facilities plans: 3 years
G. Tax Records - Finance Office
• Tax-Exemption Documents and Related Correspondence: Permanent
• IRS Rulings: Permanent
• Tax Bills, Receipts, Statements: 7 years
• IRS Filings (Form 990, 990-T, 5500 and 990): Permanent
• Tax Workpaper Packages - Originals: 7 years
• Sales/Use Tax Records: 7 years
• Annual Information Returns - Federal and State: Permanent
• IRS or other Government Audit Records: Permanent
H. Contribution Records - Advancement Office
• Records of Contributions < $5,000: 3 years
• Records of Contributions > $5,000: Permanent
• Documents Evidencing Terms, Conditions or Restrictions on Gifts: Permanent
I. Student Records - Office of the Registrar
I. Data Documents:
• Academic action authorizations (probation, etc.): 3 years after graduation or last date of attendance (LDA)
• Academic action authorizations (Final dismissal): Permanent
• Academic records (evaluations, competency assessments, etc.): 5 years after graduation or LDCA
• Academic records (Student Transcripts): Permanent
• Acceptance Letters: 5 years after graduation or LDA
• Applications for graduation: 5 years after graduation or LDA
• Applications for admission or reentry: 5 years after graduation or LDA
• Audit authorizations: 1 year after submission
• Drop/Add forms: 3 years after graduation or LDA
• Change of grade forms: 3 years after graduation or LDA
• Class Lists and grade sheets: 3 years after graduation or LDA
• Class schedules: 3 years after graduation or LDA
• Relevant correspondence (dismissal, etc.): 5 years after graduation or LDA
• Credit/no credit approvals, audit, pass/no pass etc.: 1 year after submission
• Curriculum (Major declarations) change authorizations: 3 years after graduation or LDA
• Degree audit: 3 years after graduation or LDA
• FERPA documents: Permanent
• Grade reports: 1 year after submission
• Grade data (electronic): Permanent
• Graduation Lists: Permanent
• Graduation authorizations: 5 years after graduation or LDA
• Holds: Until released
• Independent Study Contracts: 3 years after graduation or LDA
• KCASE documents: 7 years after graduation or LDA
• Military documents: 5 years after graduation or LDA
• Name change authorizations: 5 years after graduation or LDA
• Registration forms: 3 years after submission
• Test scores (AP, CLEP, Placement, etc.): 5 years after graduation or LDA
• Transcript requests: 1 year after submission
• Transcripts from HS and other colleges: 5 years after graduation or LDA
• Transfer credit evaluations: 5 years after graduation or LDA
• Total Withdrawal from classes: 5 years after graduation or LDA
II. Publications, Statistical Data/Documents, and institutional Reports:
• Catalogs: Permanent
• Commencement Program: Permanent
• Degree statistics: Permanent (electronic)
• Enrollment statistics: Permanent (electronic)
• Grade statistics: Permanent (electronic)
• Race/ethnicity statistics: Permanent (electronic)
• Schedule of classes (institutional): Permanent (electronic)
III. FERPA Documents:
• Requests for formal hearings: Permanent
• Requests and disclosure of personally identifiable information: Permanent
• Student requests for nondisclosure: Until student terminates
• Student statements on content of records regarding hearing panel decisions: Permanent
• Student’s written consent for records disclosure: Until student terminates
• Waivers for rights of access: Until student terminates
• Written decisions of hearings: Permanent
IV. Student Records - Student Accounts Office
• Federal Perkins Loan Program, including Promissory note and borrower correspondence: 3 years
• Veterans Affairs, including enrollment certification and application for benefits: 3 years
• Accounts Receivable Collections, including return Copy of bills, payment records, copies of scholarship checks: 3 years
• Residence Life Housing Contracts: 6 years from completion of payment
V. Student Records - Financial Aid Office
• Student Financial Aid File Award letter, tax forms, other supporting documents: 3 years
• FAFSA - Permanent
J. NCAA/Athletic Records - Financial Aid Office
• NCAA Records - Student: 5 Years
• NCAA Records, General: 10 Years
All records and documents not specifically listed will be kept for a period of 5 years after graduation or LDA, unless otherwise specified by law or by the university's policies and procedures.
Upon expiration of the retention period, all documents and records shall be destroyed or permanently deleted