OAR 166-475-0020
This General Schedule is applicable to the Contracts 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.
Author's
and Artist's Contracts and Agreements Records
OAR 166-475-0020(1)
This series provides documentation
of the duly executed and binding contractual agreements between the institution and authors and artists concerning
subjects such as royalties, pricing agreements, and copyright. Information in individual contracts or agreements
may include but is not limited to: terms and conditions; provisions; amendments; exhibits and addenda; and authorizing
signatures. Retention:
(a) Permanent for authors' contracts and agreements
with university presses and artists agreements;
(b) 6 years after expiration for all other authors' contracts and agreements
Contracts and Agreements Records
OAR 166-475-0020(2)
Series documents the negotiation,
execution, completion, and termination of legal agreements between an agency and other parties. Series does not
include contracts or agreements made for personal services or leases. Records include a copy of the official contract
or agreement, amendments, exhibits, and addenda.
Retention:
Record Copy:
(a) Contracts or Agreements documenting building construction, alterations, or repair: 10 years after
substantial completion as defined by ORS 12.135;
(b) Other Contracts
and Agreements: 6 years after expiration.
Caution: Agencies who enter into contracts
with the federal government must ensure that their contracts and agreements meet federal requirements specified
in the Code of Federal Regulations.
Other copies: 2 years after expiration for all records
Defense Base Act
(DBA) Records
OAR 166-475-0020(3)
This series documents insurance coverage
for institutional employees in foreign countries who are not covered by the State Accident Insurance Fund (SAIF).
These records include one year contracts with a mandated insurance carrier. This series may include but is not
limited to: liability claims against the institution that are both open and completed; legal files with affidavits;
accident reports; estimates for repairs; police reports; suit status reports; disbursement records; settlements;
and related correspondence.
Retention: 10 years after all claims are settled
Hold Harmless, Liability Waiver, and Release Records
OAR 166-475-0020(4)
This series documents the release of the institution or administrative unit
from liability related to various activities involving students, faculty, or
staff. Activities may include events such as sponsored field trips and physical
education classes. Records include but are not limited to hold harmless, waiver,
and release forms, related documentation, and correspondence. Information
includes a statement from the participant that he/she assumes personal
responsibility and holds the institution or administrative unit blameless for
any accident or injury that may occur while participating, information about
college insurance, description of the activity, and signatures of the
participant.
Retention:
Record Copy (Sponsoring
unit/office/department): 6 years after the end of the event or activity
for which the waiver was signed
Other copies (Other than
sponsoring unit/office/department): 2 years
Insurance
Fund Claims
OAR 166-475-0020(5)
Series documents requests for payment
of insurance claims from the Oregon Department of Administrative Services Risk Management Division. Records may
include: Auto/Liability/ Property Claim Reports; estimates of repairs; accident reports; police reports; and correspondence.
(Department of Administrative Services Risk Management Division maintains statewide record copy).
Retention: 5 years after claim paid or denied
Insurance
Policy Records
OAR 166-475-0020(6)
This series documents insurance policies
written to cover all state property, automobiles, liability, and special events. Records may include but are not
limited to: copies of insurance policies, riders, and endorsements; records of payment; and related documentation
and correspondence.Retention:
(a) 10 years after policy expiration for liability,
motor vehicle, special event and employee group insurance policies;
(b) 5 years after policy expiration for state motor
vehicle insurance, non-employee medical, and bonds policies;
(c) 2 years after policy expiration for fire, theft, or
extended coverage policies;
(d) 1 year after final claim payment for any policy with an outstanding claim against it
when the retention period expires.
Intramural
Sports Waivers
OAR 166-475-0020(7)
This series documents the legally
and medically informed status of students, faculty, and staff participating in intramural sports activities. This
form affirms that participants have been informed that they are not covered by the institution for injury or other
medical situations and have been advised to seek private insurance.
Retention: 3 years after the conclusion of the intramural
sports season
Leases
OAR 166-475-0020(8)
Series documents agreements made
by an agency for the transfer of the right to possession and use (but not sale) of goods or property for a specified
term. Series includes copies of lease agreements and amendments or addenda. Leases are typically for office space,
equipment, real estate, or facilities.
Retention: 4 years after expiration
Personal/Professional Services Contracts Records
OAR 166-475-0020(9)
This series provides a record of
Personal/Professional Services Contracts between the institution and independent contractors for professional,
specialized, educational, research, creative, or custodial services. The contracts may be for any length of time,
for a one-time performance of services, or for services provided on a continuing basis. Contracts are not personal
services contracts if they are primarily for a tangible product, even if professional services are needed to design
or install the product; if the services are for trade-related activities; or if the services are of the type that
can be performed by any competent worker in the field. This series may include but is not limited to: Personal/Professional
Services Contracts (OSBHE form CO-190) with terms and provisions; addenda and exhibits; selection and justification
statements; input forms (Executive Department form number 1405m); authorized signature sheets; contractor selection
statements; certificates of compliance with tax laws; statements as to availability of local service; statements
as to whether minority services available; contract change orders; bids and agreements; performance bonds; instructions
to bidders; advertisements for bids; working papers; expense claim records; and related documentation and correspondence. Retention:Record Copy: 6 years after expiration of contract
Other copies: 2 years after expiration of contract
Real
Property Records
OAR 166-475-0020(10)
This series documents the real property
acquired and sold by the institution. This series does not include leases. This series may include but is not limited
to: purchase agreements; title abstracts; easement details; public hearing notices and minutes; county recorder's
plat descriptions; memoranda of understanding; earnest money receipts; sales agreements; property deeds; working
papers; and related documentation and correspondence.
Retention: 6 years after property is sold
Student Housing Contracts Appeals Records
OAR 166-475-0020(11)This series provides a record of the disposition of appeals
made by residents who have been assessed the standard penalties for failing to follow the terms of their housing/food
service contracts. These records consist of: students' appeals stating their reasons for seeking modification of
contract terms; decisions from the director of housing, including instructions for further appeal if students have
additional relevant information and desire to proceed; and related documentation and correspondence.
Retention: 2 years after resolution
Student Housing Contracts Records
OAR 166-475-0020(12)This series provides a record of occupancy in all institution
administered housing -- residence halls, family housing, and cooperative housing. This series may include but is
not limited to: residence hall/cooperative house/student family housing applications and contracts; proof of admission
records; and related documentation and correspondence.
Retention: 6 years after expiration of contract
Trademarks
Licensing Records
OAR 166-475-0020(13)
This series documents the legal authority
for non-system agencies to use the logos and other symbols constituting the registered trademarks of the institution,
such as "Benny the Beaver," "Donald Duck", and other institutional seals/logos. The records
consist of folders for each vendor or individual seeking legal use of institutional trademarks for any reason.
This series may include but is not limited to: names and addresses of approved licensees; their annual gross dollar
sales of Institutionally trademarked items; invoices showing royalties paid to the institution for use of the trademarks;
licensing agreements; samples of the requesting licensees' art work; and related documentation and correspondence. Retention:Record Copy: 6 years after expiration of licensing agreement
Other copies: 2 years
Return
to OUS Records Schedule Main Page
Last Update:
01 July 2003
Maintained by OUS Records Management Services ryan_hagemann@ous.edu
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