OAR 166-475-0075
This General Schedule is applicable to the Institutional Services 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.
Authorization
Code Ordering and Assignment Forms
OAR 166-475-0075(1)
This series documents the assignment of long distance authorization codes to institution employees. This series
consists of: authorization code ordering and assignment forms which list an activity code; user/function name;
account number; FRL code; and authorization code number for each employee assigned a code.
Retention:
Record Copy: 2 years after superseded or revoked
Other copies: Until all information on the form is superseded
or becomes obsolete
Automatic
Call Distribution Vector Records
OAR 166-475-0075(2)
This series documents the technical programming for each automatic call distribution (ACD) account on campus. This
programming, known as vector instructions, electronically routes phone calls coming in to a given phone number
account, known as a split, to available phones or message systems. This series also contains the names of staff
members and extension numbers that are appropriate to each account. This series may include but is not limited
to: vector instructions sheets; announcement scripts; lists of supervisor extensions of each split; lists of ACD
member extensions of each split; and related documentation and correspondence.
Retention: 2 years
Bicycle
Licenses/Permits Records
OAR 166-475-0075(3)
This series documents the registration of bicycles on campus. This series includes registration cards completed
by institution students, faculty, and staff for use of bicycles on campus. Information on the cards includes: owner/user
names; social security numbers; addresses; telephone numbers; bicycle frame serial numbers; bicycle models; and
permit numbers.
Retention: 2 years
Calling
Card Records
OAR 166-475-0075(4)
This series documents the assignment to and use of calling cards issued to institution employees. This series may
include but is not limited to: credit card order forms; account change documentation; and related documentation
and correspondence.
Retention:
Record Copy: 2 years after superseded or revoked
Other copies: Until all information on the form is superseded
or becomes obsolete
Child
and Youth Program Participant Records
OAR 166-475-0075(5)
This series documents the participation of children and youth in programs sponsored by the
institution, including 4-H programs. The series
may include but is not limited to: applications; enrollment records; progress reports and assessments; immunization records; parental
consent forms; activity records; lists of attendees; and related correspondence.
Retention:
Record copy: 3 years
Other copies: 2 years
NOTE: Information may be exempt from public disclosure per ORS 192.501(1) and (3). ORS
192.502(2).
Child
Care Facility Client Records
OAR 166-475-0075(6)
This series provides a record of enrollment,
admission, attendance, and activities of children at child care facilities
operated by OUS institutions and documents compliance with applicable state
agency requirements. Records may include but are not limited to applications for
admission; emergency notification forms; attendance records including sign-in
sheets; authorizations to administer medications; records documenting permission
to obtain emergency medical treatment; records documenting permission to
participate in field trips or other activities; immunization records; learning
and motor skills assessments; and release forms. The series may also include a
record of suspected or reported child abuse and accident reporting including
narratives, notes, record of contact with state Child and Family Services
representatives and law enforcement officials; records verifying staff training
in child abuse recognition; and accident reporting forms.
Retention:
Record Copy (Child Care Center): 2 years after participant
leaves program
NOTE 1: Portions may be exempt from public disclosure per ORS
192.502(2).
NOTE 2: Complies with Oregon Child Care Division
(OCCD) and Child and Family Services (CFS) requirements.
NOTE 3: OCCD requires that records be kept in
paper format
Child Care Facility Food/Nutrition Service Program Records
OAR 166-475-0075(7)
Records document the
administration of child care food programs which provide meals to children at
institution child care facilities operated by OUS institutions. Typically,
application is made annually to the U.S. Department of Agriculture for
assistance in running food service programs. Records may include but are not
limited to meal production records, menus, and attendance forms; applicants
income statements; enrollment rosters; operational reports; nutrition program
reviews; food supply inventories; sanitation inspection reports; and related
documentation and correspondence.
Retention:
Record Copy (Child Care Center): 4 years
NOTE 1: Complies with 7 CFR 210 and 225 (U.S. Department of Agriculture)
NOTE 2: For grant fiscal records, see Grant and Contracts Accounting Records in
the Grants and Research section.
Child Care Facility License Records
OAR 166-475-0075(8)
Records document the licensing of school child
care facilities by the Oregon Child Care Division or other licensing agencies.
Records may include but are not limited to sanitation inspections, fire safety
reports, fire and other emergency drill records, staff development and training
records, staff criminal history checks, staff qualification forms, time sheets,
staff first aid cards, staff driving records, staff orientation records,
official license, Child Care Division inspection reports and certification and
related correspondence.
Retention:
Record Copy (Child Care Center):
(a) Time sheets 4 years
(b) Staff first aid cards, licenses, certifications, and inspections, 2 years
after superseded, expiration, or obsolete
(c) All other records, 2 years
Department
of Motor Vehicles (DMV) Lists
OAR 166-475-0075(9)
This series is used to trace ticketed vehicles
to owners who have not satisfied parking citations. This series contains computer reports from the Oregon Department
of Motor Vehicles. Information in the reports may include but is not limited to: car license plate number; name
of registered owner; address of owner; and related data elements.
Retention: Until superseded or
obsolete
Events
Administration Records
OAR 166-475-0075(10)
This series documents facilities, services
and other accommodations provided by the institution for events on campus. Records may include: facilities reservation
agreements; room reservation lists; customer and room occupancy lists; catering services orders; purchase and supply
records; financial and billing records; customer evaluations; summary reports; and related correspondence.
Retention:
Record copy: 6 years after expiration for agreements; 2
years for all other records
Other copies: 1 year
Facsimile
(Fax) Records
OAR 166-475-0075(11)
This series documents the sending and receiving
of fax messages for institution business purposes. This series may include but is not limited to: logs of messages
sent and received and fax cover sheets.
Retention:
(a) 1 month for fax cover sheets
(b) 1 year for all other
records
Identification
Cards Records
OAR 166-475-0075(12)
This series documents the issuance of
identification cards to university students, staff and faculty. Records may include: signature cards; monthly detail
reports; and related correspondence.
Retention:
(a) Until not valid for signature cards
(b) 5 years all
other records
Key
Issuance Records
OAR 166-475-0075(13)
This series documents key assignments and
deposits (if applicable) for institutional faculty, staff, students, and others using the institution's facilities.
The series may include but is not limited to: key pinning sequence records; key issue approval forms; return forms;
key inventories; hall directors' sign out forms; deposit books; bank statements; refund forms; key logs; and related
documentation and correspondence.
Retention:
Record Copy: 1 year after key is checked in
Other copies: Until key is turned in
Menus
OAR 166-475-0075(14)
This series is used to provide a record of approved menus to be cycled on a monthly basis in each food service
location. It is also used for cost planning and ordering of food and supplies. Information on the individual menus
may include but is not limited to the foods to be served and the dates, times and locations of service.
Retention:
Record Copy: 3 years
Other copies: 1 year
Oregon
Liquor Control Commission Records
OAR 166-475-0075(15)
This series is used to provide a record of
annual and temporary event licensing by the Oregon Liquor Control Commission for dispensing and serving alcoholic
beverages. The series may also be used to document the training certification of employees. This series may include
but is not limited to: applications for licensing; applications for server permits; purchase orders for training
costs; and related documentation and correspondence.
Retention:
Record Copy: 4 years after termination of license and server
permit
Other copies: 1 year after termination of license and server
permit
Parking
Citations Records
OAR 166-475-0075(16)
This series documents the regulation of on-campus
parking. This series may include but is not limited to: citations; appeal petitions; and related documentation
and correspondence.
Retention: 2 years after resolution
Parking
Permits Records
OAR 166-475-0075(17)
This series documents the issuance of permits
for on-campus parking. This series may include but is not limited to: annual permit cards; temporary permits; parking
permits reports; and related documentation and correspondence.
Retention: 2 years
Postal
and Shipping Records
OAR 166-475-0075(18)
This series provides a record of items that
are mailed by the department via UPS, U.S. Postal Service, Federal Express, or another carrier. Records may be
used for billing and/or tracing. These records include: printing and mailing shipping forms; parcel mailing order
forms; postage forms; and related correspondence.
Retention:
Record Copy: 3 years
Other copies: 1 year
Quality
Control Inspection Records
OAR 166-475-0075(19)
This series is used to monitor the quality
of services provided by a unit. This series may include but is not limited to: narrative reports; inspection forms;
and related documentation and correspondence.
Retention: 2 years
Telephone
Complaints/Fraud Records
OAR 166-475-0075(20)
This series documents the investigation of
complaints of telephone misuse, primarily regarding student telephones and long distance bills that are reportedly
not legitimate charges. This series may include but is not limited to: memos; notes; copies of long distance bills;
and related documentation and correspondence.
Retention: 5 years after resolution
Utility
Locate Requests
OAR 166-475-0075(21)
This series documents the notification of
persons anticipating digging on campus property who need to know the locations of underground utility lines. Request
information may include but is not limited to: the date and location of the work; miscellaneous instructions; contact
person; and related documentation and correspondence.
Retention: 2 years
Work
Orders Records
OAR 166-475-0075(22)
This series documents requests and authorizations
for needed services and/or repairs to institutional property and equipment. It may also be used as a cost reference
for future jobs. This series may include but is not limited to: copy center work orders; printing orders; photographic
work orders; display preparation orders; microfilming orders; telephone service/installation requests and change
orders; maintenance and repair authorizations; library materials preparation authorizations; and related documentation
and correspondence.
Retention:
Record Copy: 4 years
Other copies: 2 years
Maintained by OUS Records Management Services
ryan_hagemann@ous.edu
Page Top
