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© Oregon University System, 2007
OAR
166-475-0010
This General Schedule is applicable to the Administrative Records of the Oregon
University System. Retention periods apply to the record copy of all public
records, regardless of medium or physical format, created or stored by the above
specified agencies. Please note the exceptions to this General Schedule listed
in OAR
166-030-0026 before disposing of records.
Administrative Reports
OAR 166-475-0010(1)
This series documents the annual activity of the institution and its
subdivisions. This disposition includes reports prepared for OUS by the president
of the institution. Final annual reports may be printed and bound or they may
be less formal unpublished documents prepared for limited distribution. Report
sections may include but are not limited to: administrative activities; goals
and objectives achieved; fiscal status; project work performed; personnel
activity and accomplishments; facility changes; and related sections. This
series may include but is not limited to periodic statistical reports;
summarized statistical reports; copies of reports from other units; other
working papers; final annual reports; and related documentation and
correspondence.
Retention:
Record Copy: (a) Permanent for final annual reports and periodic and summary statistical reports
not reflected in the final annual report; (b) until superseded or obsolete for all
other records
Other copies:
Until superseded or obsolete
Administrative Rules
Records
OAR 166-475-0010(2)
This series documents reviews of and changes to the institution's
Administrative Rules, including routine three-year reviews as required by
Oregon statute and the annual preparation and authorization of the
institution's administrative fees. Records may include but are not limited to
notices of rule making with hearing notices which are published in the Oregon Bulletin;
documentation of rule change hearings which may include notes, transcriptions,
summaries, and tapes; reports to initiators of changes regarding outcome; final
rules; Reports of Action to the State Administrative Rule Section including
Certificates and Orders for Filing Permanent Administrative Rules with the
Secretary of State; Notices of Proposed Adoption including statements on
statutory authority, need/principle, documents relied upon, and statement of
fiscal impact; lists of proposed fee schedules; reviewers' comments;
administrative review reports; meeting notes from the Secretary of State
Legislative Council about OAR review meetings; check-off lists; text of old
rule with strike outs and changes; indices to OAR revisions; Dept. of Justice
memos; and related correspondence. The Oregon Secretary of State holds
statewide record copy.
Retention: 10
years after repeal of the rule
Advisory Board Records
OAR 166-475-0010(3)
This series documents the activities of boards and councils which function in
an advisory capacity. Boards and councils may have as their charge highly
specific or broad areas of concern and include members from outside the
institution. This series may include but is not limited to: meeting minutes;
agendas; reports; notes; working papers; audio recordings; transcriptions; and
related documentation and correspondence.
Retention: (a) Permanent for minutes, agendas, reports, and correspondence; (b) 3 years for all
other records
Agency Relations Records
OAR 166-475-0010(4)
This series documents the institutional interactions with local, state,
national, and international government agencies, educational institutions,
businesses and groups to gain their assistance with the development and
coordination of institution research and instructional programs. This series
may include but is not limited to: reports; copies of publications; minutes;
background information; and related documentation and correspondence.
Retention: 6
years
Association and
Organization Advisory Records
OAR 166-475-0010(5)
This series documents the relationship and participation of institution units
in professional and educational associations and other organizations. The
unit's role may be one of membership on the advisory or administrative board,
participation in a task force or subcommittee, or one of membership in
consortia. This series may include but is not limited to: promotional
information; rules and regulations; reports; proposals and planning records;
workshop and conference records; surveys and questionnaires; minutes; and
related documentation and correspondence. This series does not include
individual faculty or staff membership information.
Retention: 3
years
Attorney General
Opinions
OAR 166-475-0010(6)
This series documents responses of the State Attorney General's Office to legal
questions posed by the institution's legal advisor and administrative officers
which may have an impact on the institution's operations and policy. This
series may include but is not limited to: opinions and related documentation and
correspondence. The State of Oregon Department of Justice (DOJ) holds statewide
record copy.
Retention: 10
years
Audit Records
OAR 166-475-0010(7)
This series documents the unit's response to internal OUS and independent
management, operations, and fiscal audits. This series may include but is not
limited to: audit reports; written responses showing how recommended changes
will be implemented; and related documentation and correspondence.
Retention: 20
years
Awards Records
OAR 166-475-0010(8)
This series documents the process of selecting institutional faculty, staff,
students and alumni to receive awards, fellowships, and scholarships based on
merit or achievement. The series may include but is not limited to:
applications; nomination letters; eligibility terms and selection criteria;
recommendations; transcripts; letters of award notification or denial; letters
accepting or declining awards; summary lists of winners; biographies;
demonstration of need documentation; press releases; award history and
information on funding sources; and related documentation and correspondence.
Retention:
Record Copy: (a) Permanent for eligibility terms and selection criteria, award history and
information on funding sources, award notifications, summary lists of winners,
biographies of winners, and press releases; (b) 1 year for all other records
Other copies:
1 year
Committee Records
OAR 166-475-0010(9)
This series documents the activities of standing and ad hoc committees and councils
made up of members from a variety of units. The committees are charged with
formulating and recommending institutional policies and procedures,
establishing standards and requirements, performing an advisory function, or
reviewing petitions, appeals, and deviations from policy. Types of committees
include administrative committees (those appointed by an administrator) and
faculty senate committees (those created by the faculty senate's executive
committee). They may function as steering committees, activities committees,
standards committees, planning committees, academic committees, awards
committees, councils, etc. Committees may be chaired by the director of a
specific unit or rotate to different chairs on a regular basis. This series may
include but is not limited to: agendas; meeting minutes; reports; notes;
working papers; and related documentation and correspondence.
Retention:
Record Copy: (a) Permanent for agendas, minutes, reports, and correspondence; (b) 10 years for all
other records of Faculty Senate Committees; (c) 2 years for all other records of
other committees
Other copies:
2 years
Cooperative Program
Records
OAR 166-475-0010(10)
This series documents the institution's participation in cooperative and shared
educational or research programs. Such programs may share research facilities
and resources or instructional programs such as programs permitting student
matriculation at member institutions. This series may include but is not
limited to: information on requirements and application procedures;
applications and eligibility certificates; committee minutes; meeting agendas;
working papers; memos of interpretation and understanding; fiscal records; and
related documentation and correspondence.
Retention: (a) Permanent for information on requirements and application procedures, committee
minutes, meeting agendas, and memos of interpretation and understanding; (b) 6
years after expiration for all other records
Correspondence,
Administrative
OAR 166-475-0010(11)
Series documents communications received or sent which contain significant
information about an institution's programs. Records include letters sent and
received, memoranda, notes, enclosures, and attachments.
Retention: 5
years
Correspondence,
Executive
OAR 166-475-0010(12)
This series documents significant events and the development of administrative
structure, policies, and procedures of this office. It may also record the
historical development of the office. Records may include: letters sent and
received; notes; directives; acknowledgments; and memoranda. Correspondence may
be intra-office, within OUS, and with non-OUS agencies, organizations, and
individuals.
Retention:
Record Copy:
Permanent
Other copies:
2 years
Correspondence,
Ephemeral
OAR 166-475-0010(13)
Series documents communications received or sent which do not contain
significant information about an institution's programs (Correspondence,
Administrative), fiscal status (Correspondence, Fiscal), or routine agency
operations (Correspondence, General). Records include, but are not limited to,
advertising circulars, drafts and worksheets, desk notes, memoranda, and other
records of a preliminary or informational nature.
Retention:
until read
Correspondence,
General
OAR 166-475-0010(14)
Series documents communications received or sent which do not contain
significant information about an institution's programs. Records include:
letters sent and received; memoranda; notes; transmittals; acknowledgments;
community affair notices; charity fund drive records; routine requests for
information or publications; enclosures and attachments.
Retention: 1
year
Crisis or Disaster
Records
OAR 166-475-0010(15)
This series documents the events and damages to institutional property due to storms,
riots, fires, droughts, floods, and other events affecting citizens and
facilities within the jurisdiction of the institution. This series may include
but is not limited to: diaries; logs; reports; photographs; notes which
indicate or document what happened, when, and where; and related documentation
and correspondence.
Retention:
Permanent
Daily Broadcast Logs
OAR 166-475-0010(16)
Series documents daily broadcast activities of the institutional radio station
or television channel. Records include: log sheets showing time signed on and
off; any delays in broadcasting; engineer's name; announcer's name; and
technical difficulties.
Retention: 2
years
Daily Logs
OAR 166-475-0010(17)
This series documents the day-to-day activities of the office. This series may
include but is not limited to: staff member's daily schedules; daily work logs;
appointment information; and desk calendars.
Retention: 1
year
Data Input Forms
OAR 166-475-0010(18)
This series contains several types of paper forms that are used to create the
same record in electronic form. This series may include: service requests, such
as work orders and mailing orders; surveys; instructor evaluations; tests; and
other forms. This series does not include accounting system input documents and
listings.
Retention:
Until input and verified
Election Records
OAR 166-475-0010(19)
This series documents elections held by various faculty and staff
organizations. This series may include but is not limited to: ballots;
tabulations; and related documentation.
Retention: 4
months
Emergency Board Request Records OAR 166-475-0010(20) Records document requests made to the Legislative Emergency Board for additional funds or authority to spend funds between legislative sessions. Records may include but are not limited to requests, schedules and agendas, exhibits, organizational charts, testimony summaries, fiscal analysis, legislative progress reports, revenue projections, reclassification plans, presentation drafts, performance measures, and correspondence. The Emergency Board maintains the official copy of this information. Retention: Record Copy (Chancellor's Office within OUS): 5 years Other Copies (Institutions): 4 years
Faculty Senate Records
OAR 166-475-0010(21)
This series documents the proceedings and actions of an institution's faculty
senate. Discussions and actions of the faculty senate deal with such areas as
curriculum, program development, promotion and tenure, and legislative
relations. This series may include but is not limited to: meeting
notes/minutes; studies; recommendations; resolutions and enactments; reports;
agendas; working papers; and related documentation and correspondence.
Retention:
Record Copy:
Permanent
Other copies:
2 years
Gifts Records
OAR 166-475-0010(22)
This series documents potential or realized private, corporate, or public
agency funding to the institution, including endowments and trusts. This series
may include but is not limited to award guidelines; letters and agreements of
gifts; copies of bequest instruments and wills from individuals or estates;
financial statements and reports, including records of fund disbursements; and
related documentation and correspondence.
Retention:
Record Copy: (a) Permanent for letters and agreements of gift, copies of bequest instruments and
wills from individuals or estates, and related documentation and
correspondence; (b) 5 years for all other records
Other copies:
2 years after execution of contract or estate documents
Grievance Records
OAR 166-475-0010(23)
This series documents grievances brought forward by faculty and staff against
the institution and which are resolved without litigation. (Records of
grievances that are litigated become part of the legal case file.) Grievances
may pertain to personnel policies and procedures; articles contained in the
collective bargaining agreement (classified staff only); departmental issues;
affirmative action and equal opportunity issues; and promotion and tenure
(faculty) issues. Records may include but are not limited to notices of
grievance; informal discussion notes; grievance responses; formal hearing notes
(including audio tapes); final summary statements; appeals documentation; and
related documentation and correspondence.
Retention:
Record Copy:
3 years after resolution
Other copies:
3 years after resolution NOTE: Information may be exempt from public
disclosure per ORS 192.502(2).
Institutional
Accreditation Records
OAR 166-475-0010(24)
This series documents the accreditation process for the institution by the Northwest
Association of Schools and Colleges (NWASC). The series provides a record of
materials compiled for inclusion in a packet report sent to NWASC and provided
to the on-site evaluators. This series may include but is not limited to:
self-evaluation reports; final reports sent to accreditation organization;
statistical data; working papers; NWASC evaluation report; and related
documentation and correspondence.
Retention:
Record Copy:
Permanent
Other copies:
20 years
Institutional
Addresses and Statements Records
OAR 166-475-0010(25)
This series documents speeches and statements written and delivered by
institutional faculty and staff in connection with institutional business. This
series may include but is not limited to: final copies; audio or video recordings
of the speech presentation; drafts; source materials; and working papers.
Retention:
Record Copy: (a) 5 years for drafts, source material, and working papers; (b) Permanent for all
other records
Other copies:
2 years
Institutional
Cooperation and Relations Records
OAR 166-475-0010(26) This
series documents the coordination and interaction between units for the
cooperative administration of programs within the institution. This series is
used for monitoring, planning, and coordinating research, instructional, or
administrative programs of common concern to two or more institutional units.
This series may include but is not limited to: copies of budget reports;
activity reports; proposals; planning documents; agreements and memoranda of
understanding; publicity and newspaper clippings; policy statements; working
papers; and related documentation and correspondence.
Retention: (a) Permanent for proposals, planning documents, activity reports, policy
statements, publicity and; (b) 6 years after expiration for all other records
Institutional Planning
Records
OAR 166-475-0010(27) This
series documents the college or unit's role in the development of short-term or
long-term plans for the institution. This series may include but is not limited
to: instructions from the president; provosts; and/or vice provosts explaining
the nature and purpose of the requested strategic planning effort; internal
planning committee materials; statements of objectives and goals as developed
by college or unit chairs and administrators; proposals; strategic planning
reports; surveys; activity reports; informational materials; working papers;
and related documentation and correspondence.
Retention:
Record Copy: (a) Permanent for final planning reports, proposals, goal and objective statements,
and instructions and explanations of process; (b) 20 years for internal planning
committee materials, surveys, activity reports, working papers, informational
materials, and correspondence
Other copies:
10 years
Institutional Survey and Reporting Records
(HEGIS and IPEDS) OAR 166-475-0010(28) This series documents
compliance with U.S. Department of Education reporting requirements by
verifying figures on financial, student, institutional, and faculty salary data
as reported to OUS by individual OUS institutions and reporting those findings
to the U.S. Department of Education. The series may also be used to provide
information to the administrators and legislators, and to create other
statistical reports. Records may include HEGIS (Higher Education General Information
Survey) and IPEDS (Integrated Post-Secondary Education Data System) completed
forms for Salary, Tenure, and Fringe-Benefit of Full Time Instructional
Faculty, Financial Statistics of Institutions of Higher Education (IPEDS-F-1),
Finance FY (G50-14P-F), Salaries of Full Time Instructional Faculty
(G50-14P-SA), IPEDS Total Institutional Activity (G50-14P-EA), Institutional
Characteristics Form (G50-14P-IC), Enrollment in Occupationally Specific
Programs (G50-14P-IF), Completions for the Year reports (program ICR), AAUP
(MEA-22), Degrees and Other Formal Awards Conferred (NC form 2300-2.1A), Fall
Enrollment in Institutions of Higher Education (NC form 2300-2.3A), OCCD
Degrees Granted in Post-Secondary Institutions in Oregon reports, Degrees
Awarded by Oregon's Degree Granting Colleges and Universities reports, AAUP
summary reports, and related working papers and correspondence.
Retention: Record
Copy (Chancellor's Office and institution Institutional Research Offices) (a) Permanent for final reports including the HEGIS/IPEDS
survey forms; (b)10 years, all other records
Lectures and Lecture Series
Records
OAR 166-475-0010(29)
This series documents the development and history of special lectures and
continuing lectureships devoted to a variety of topics and disciplines sponsored
by the institution. This series may include but is not limited to: lecture
committee notes; memoranda and planning materials; information on funding;
financial support and honoraria records; patron information; programs and
announcements; information on catering arrangements; news releases; recordings
and transcripts; photographs; and related documentation and correspondence.
Retention:
Record Copy: (a) Permanent for lecture committee notes, memoranda and planning materials,
programs and announcements, news releases, and transcripts, and photographs; (b) 10
years for all other records
Other copies:
2 years
Legal Case Records
OAR 166-475-0010(30)
Series documents legal actions brought against the institution. Series contains
case files pertaining to: Affirmative Action conflicts; salary disputes;
differences in interpretation of contract language; risk management
controversies; and tenure relinquishment disagreements.
Retention: (a) Permanent for records of cases resulting in major policy modification,
non-confidential components (pleadings, final decisions, copies of records of
the courts) of cases considered historical, and summary statements; (b) 6 years
after final decision for all other records NOTE: Portions may be exempt
from public disclosure during specific periods of the case per ORS 192.501(1),
192.502(2).
Legislative Relations
Records
OAR 166-475-0010(31)
The series may be used to review and plan institutional positions on impacting
legislative actions. This series may include but is not limited to: OUS Bill
Review and Tracking forms; bill tracking reports; notes; copies of pending or
approved legislation; working papers; and related documentation and
correspondence. The OUS Chancellor's Office maintains the record copy.
Retention:
Record Copy:
12 years
Other copies:
6 years
Lobbyist Records
OAR 166-475-0010(32)
This series documents the activities of OUS employees who engage in lobbying
the state government. Records may include: Lobbyist Registration Statement
forms; Lobbyist Termination forms; Lobbyist Expenditure Report forms; the
Oregon Government Standards & Practices Commission's Guide to Lobbying in
Oregon; lobbyist listings and salary information and related documentation. The
OUS Chancellor's Office maintains the system-wide record copy.
Retention:
Record copy (OUS
Government Relations Office):
5 years after last activity
Other copies
(Other OUS or institution offices) :
3 years after last activity
Notary Public Records OAR 166-475-0010(33) Records documenting notarial transactions
completed by a notary public employed by OUS. OUS may retain log books by
agreement with the notary public after their separation from OUS employment. OUS
institutions retaining notary public log books without notary agreements should
consult their attorney and/or the Secretary of State, Corporation Division for
retention instruction.
Retention: Record
Copy (Employee): 7 years after date of commission expiration
OUS and OSBHE
Relations Records
OAR 166-475-0010(34)
This series documents the coordination and interaction between institutional
administrative units and OUS and the OSBHE which have ultimate authority over
both academic and fiscal programs. This series may include but is not limited
to: minutes; agendas; dockets; notes; activity reports; proposals; newsletters;
memos; and related documentation and correspondence.
Retention: (a) Permanent for minutes and agendas; (b) 1 year for notes, memos, and
correspondence; (c) until superseded or obsolete for all other
records
Policies and
Procedures Records
OAR 166-475-0010(35)
This series provides a record of internal development and documents guidelines
for consistency and continuity in the operation of the unit. This series may
include but is not limited to: mission and policy statements; planning
documents outlining responsibilities and goals; organizational charts;
publications preparation guidelines; emergency procedures; job descriptions;
guides for office procedures which often include completed samples of all
forms; handbooks; desk manuals; and related documentation and correspondence.
Retention:
Record Copy: (a) Retain
1 copy of (final) policy and/or procedure permanently (b)Retain all other records 1 year after
policy and/or procedure adopted
Other copies:
Retain 1 copy of final policy and/or procedure until superceded
Professional
Accreditation Records
OAR 166-475-0010(36)
This series documents the accreditation process for the colleges, units, and
related programs. The series provides a record of materials compiled for
inclusion in a report packet sent to the appropriate professional accreditation
board for the specific program or service and usually includes statements on
mission, finance, educational programs and departments/divisions make up. Most
accreditation organizations produce an evaluation report based on the packet
and on-site inspection which is used to determine accreditation for the units
and their programs. This series may include but is not limited to:
self-evaluation reports; final reports sent to accreditation organization;
statistical data; working papers; accreditation organization evaluation report;
and related documentation and correspondence.
Retention:
Record Copy: (a) Permanent for self-evaluation reports, final accreditation reports, and
accreditation organization evaluation reports; (b) 2 accreditation cycles for
statistical reports, working papers, correspondence, and all remaining records
Other copies:
2 accreditation/review cycles
Professional
Membership Records
OAR 166-475-0010(37)
This series documents institutional-paid individual memberships and activities
in professional organizations. These records may include but are not limited
to: applications for membership; certification of membership; documentation of
activities; and related correspondence.
Retention: 6
years
Radio and Television
License Records
OAR 166-475-0010(38)
This series provides a record of licensing of OUS campus radio stations and
television channels (including distance education) with the Federal
Communications Commission. Records may include: FCC applications; licenses and
contracts; and related correspondence. Federal regulations state that TV and
radio licenses will ordinarily be renewed for 8 years unless the public
interest, convenience and necessity will be served by an initial license or a
renewal for a lesser term.
Retention:
Record copy:
10 years after expiration of license
Other copies:
Upon expiration
Signature
Authorizations
OAR 166-475-0010(39)
This series documents the certification of the institution's employees who are
authorized to sign fiscal and contractual documents. These documents serve as
an aid for management control over expenditures. This series may include but is
not limited to: authorization date; name; sample signature; position data;
remarks; and conditions.
Retention:
Record Copy:
6 years after authorization expires
Other copies:
Until superseded
Special Activity
Records
OAR 166-475-0010(40)
This series documents the activities of an office which are performed in
addition to its regular or main functions. Examples may include the completion
of surveys and questionnaires, compilation of special studies for professional
or academic associations, and special mailings. This series may include but is
not limited to: arrangements documentation; working papers; questionnaires;
survey forms; study designs; reports; and related documentation and
correspondence.
Retention:
Record Copy: (a) Permanent for final reports and study designs; (b) 3 years for all other records
Other copies:
2 years
Special Event Records
OAR 166-475-0010(41)
This series documents the efforts of a college or unit to provide informative
sessions, short-courses, workshops, training programs, excursions, and
celebratory events for members of the institution and the communities it
serves. This series may include but is not limited to: materials on planning
and arrangements; reports; promotional and publicity materials; press releases
and news clippings; photographs; presentation materials and handouts; schedules
of speakers and activities; registration and attendance lists; participant
evaluations; and related documentation and correspondence.
Retention:
Record Copy: (a) Permanent for planning materials, reports, promotional and publicity materials,
press releases, photographs, and schedules of speakers and activities; (b) 2 years
for all other records
Other copies:
2 years
Staff Meeting Records
OAR 166-475-0010(42)
This series documents the meetings of the faculty and/or staff of a college,
department, or office which sets policy and procedures for the unit.
Participants at meetings may be composed exclusively of a mixture of faculty,
staff, administrators, and managers; specialized and task oriented
sub-committees composed of unit personnel are also documented as part of this
record series. These meetings may concern routine matters of procedure and
topics such as program development, planning, administrative and personnel
management, and assessments of future needs. This series may include but is not
limited to: meeting notes/minutes; reports; working papers; agendas; and
related documentation and correspondence.
Retention:
Record Copy: (a) Permanent for meeting notes/minutes, agendas, and reports; (b) 4 years for all
other records
Other copies:
2 years
Vehicle Use
Authorization and Request Records
OAR 166-475-0010(43)
This series documents permission for employees to use their private automobiles
for official use and authorization of non-employees and students to use
state-owned cars. Records may include but are not limited to: private vehicle
safety certification forms; private vehicle certificate lists; driver
authorizations for students and non-employees; and related documentation and
correspondence.
Retention: 1
year after superseded or obsolete
Visiting Scholar
Program Records
OAR 166-475-0010(44)
This series documents a program which allows one or more visiting scholars to assume
residence on campus for an academic year or a shorter duration. This series may
include but is not limited to: advertisements; applicant data; arrangements and
schedules; publicity and news clippings; presentation transcripts or published
works; scholars activities documentation including audio recordings; and
related documentation and correspondence.
Retention: (a) Permanent for applicant data, publicity, presentation transcripts, and scholars
activities documentation; (b) 4 years for all other records