DISPOSAL CODE
RECORD DESCRIPTION
RETENTION PERIOD
CUSTODIAN
1990
enrollment
Services
g. Application for VA Education Benefits, VA 22- 5490
3 years from last active enrollment 3 years from last active enrollment
Military and Veterans Services Military and Veterans Services Student Supportive Services Office
2
h. Military Orders
2
Supportive Services Records (accommodation request and letters; supporting documentation and files) WORKFORCE DEVELOPMENT AND CONTINUING EDUCATION Instructor Contracts
7 years after creation/receipt
2
5 years 5 years 5 years 5 years 5 years 5 years 7 years
Workforce Division Workforce Division Workforce Division Workforce Division Workforce Division Workforce Division Workforce Division
2 2 2 2 2 2 2
Class Evaluations
Daily and Overall Class Attendance Records
Course Outlines
Certificates of Completion
Municipal Police Academy Transcripts Municipal Police Academy Records FINANCIAL AID Official accounts and supporting data
3 years after the close of the fiscal year in which the transaction took place or until notified of a Commonwealth audit of the account, whichever is later, but not more than 7 years
Financial Aid
2
a. Current records of the student’s admission to and enrollment status at the institution, and his/her prior receipt of financial aid b. Financial and other records as necessary to determine "the institutional eligibility, financial responsibility and administrative capability" of the institution c. All records required under applicable program regulations d. Detailed financial records that are subject to review by the Depart. of Ed.
7 years
Financial Aid
2
5 years
Financial Aid
2
5 years
Financial Aid
2
5 years; records relating to expenditures that are under review by DOE shall be maintained until final agreement is reached 5 years after the end of the grant for which the aid was awarded and disbursed 5 years
Financial Aid
2
Financial Records - Annual Audit
Financial Aid Financial Aid
2 2
Specific Higher Education Assistance (HEA) Programs – Records relating to administration of the: - Federal Work Study (FWS) - FSEOG - Federal Pell Grant
FFEL, Direct Loan Program
5 years after the end of the award year for which the aid was awarded
Financial Aid
2
EMPLOYEE / HUMAN RESOURCE RECORDS Pre-Employment Records a. Applications/resumes/interview notes: Not hired b. Applications/resumes/interview notes: Hired c. Background checks, driving records, employment
3 years
Human Resources Human Resources Human Resources Human Resources
2 2 2 2
2 years after hiring date for position 3 years following separation 5 years after date of separation
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