367-001,Kansas State University,,,,,Academic Fresh Start Records,0644-367,Series includes academic fresh start application form and all supporting documentation.,Approved,17-Oct-19,See Comments,Destroy,"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99.","Retain 5 years from last attendance, then destroy. The office of the University Registrar is the office of record.",Agency Schedule,53-2-204,"Paper, Electronic",18-Oct-19

367-001,Kansas State University,,,,,Academic Transcripts,0001-367,"Records containing the permanent file of all classes attended and grades received by a student, and degrees awarded by institution.",Approved,20-Apr-17,Permanent,Permanent,"KSA 45-221(a)(1), 20 U.S.C. § 1232g; 34 CFR Part 99.",The office of the University Registrar is the office of record.,Agency Schedule,53-2-195,"Paper, Electronic",21-Nov-94

367-001,Kansas State University,,,,,Accidental Injury Report,0003-367,"Report prepared following an accidental injury to staff, students or faculty.",Approved,20-Apr-17,See Comments,Destroy,KSA 45-221(a)(3),"Retain 5 years after termination of employee, then destroy.

367-001,Kansas State University,,,,,Accounts Receivable Records,0004-367,"Documents related to the collection of payments due to the agency, such as copies of invoices, correspondence, DA-32 forms, and protected personal information. If Social Security Numbers or credit card information are obtained, the data must be protected as required by law. Refer to KSU Policies 3433 and 6115 for guidance concerning protected information. ",Approved,20-Oct-16,005 fisc yrs,Destroy,"Portions may be restricted per KSA 45-221(a)(1), (30), & KSA 75-3520.","Retain 5 fiscal years then destroy, provided all audit requirements have been resolved. The Division of Financial Services is the office of record.",Agency Schedule,53-2-193,"Paper, Electronic",24-Nov-94

367-001,Kansas State University,,,,,Admissions - Applicants Enrollment,0645-367,"Series includes records involved in the enrolled applicant phase of admissions. Enrolled Applicants are defined as a contact who has applied and enrolled to the University. Records include, but are not limited to acceptance letters, test scores, applications, letters of recommendation, transcripts from other colleges or from high school.",Approved,17-Oct-19,See Comments,See Comments,"KSA 45-221(a)(1)(14)(30), 20 U.S.C. 1232g; 34 CFR Part 99.","Retention Period: Applicant Term + 20th day census then transfer to Office of the Registrar for inclusion in Academic Transcripts.

367-001,Kansas State University,,,,,Application for Employment Records-Not Hired,0008-367,Employment applications for those not hired. ,Approved,20-Oct-16,004 cldr yrs,Destroy,KSA 45-221(a)(4),See employee personnel file for applications of those hired. The Division of Human Capital Services is the office of record.,Agency Schedule,53-2-193,Electronic,21-Nov-94

367-001,Kansas State University,,,,,Application for Graduation Records,0649-367,Series includes all records related to the application for graduation by students.,Approved,17-Oct-19,5 years after graduation,Destroy,"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99.",The office of the University Registrar is the office of record.,Agency Schedule,53-2-204,"Paper, Electronic",18-Oct-19

367-001,Kansas State University,,,,,Approved Program/Plan Changes,0650-367,Series includes student submitted forms to change major or minor. This form is also used to declare a second major or minor.,Approved,17-Oct-19,Permanent,Permanent,"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99.",The office of the University Registrar is the office of record.,Agency Schedule,53-2-204,Electronic,18-Oct-19

367-001,Kansas State University,,,,,Archival Description Records,0698-367,"Series consists of descriptions of archival holdings, finding aids, metadata of digital objects, and supporting documentation.",Approved,21-Apr-22,Permanent,Permanent,"Portions may be restricted per KSA 45-221(a)(1)(4)(7)(8)(30)(34), 20 U.S.C. 1232g; 34 CFR Part 99.",K-State Libraries is the office of record.,Agency Schedule,53-2-213,"Paper, Electronic",21-Apr-22

367-001,Kansas State University,,,,,Archival Processing Metric Records,0699-367,"Series includes records pertaining to measurements of archival processing that include time spent on various tasks (i.e., arrangement and description, data entry, revisions) and qualitative data regarding the collection and the work to make the collection available.",Approved,21-Apr-22,See Comments,Destroy,None,Retain 5 calendar years then destroy. Archives and Special Collections may retain historically relevant metrics about specific collections in archives acquisitions files. K-State Libraries is the office of record.,Agency Schedule,53-2-213,Electronic,21-Apr-22

367-001,Kansas State University,,,,,Banking Records,0012-367,"Account statements and reconciliations and related records, such as CASHNet deposit slips and receipts.",Approved,20-Oct-16,005 fisc yrs,Destroy,None,"Retain 5 fiscal years then destroy, provided all audit requirements have been resolved. The Division of Financial Services is the office of record. ",Agency Schedule,53-2-193,"Paper, Electronic",24-Nov-94

367-001,Kansas State University,,,,,Biographical/Demographical Change Form,0651-367,"Series includes change of name, change of gender, and other supporting documentation to change biographical/demographical information.",Approved,17-Oct-19,50 calendar years,Destroy,"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99.",The office of the University Registrar is the office of record.,Agency Schedule,53-2-204,"Paper, Electronic",18-Oct-19

367-001,Kansas State University,,,,,Bond Files,0013-367,Documents relating to new buildings and capital improvements projects financed through bonds.,Approved,20-Oct-16,Permanent,Permanent,"Portions may be restricted per KSA 45-221(a)(32), (33).",Retain in office permanently. The Division of Financial Services is the office of record.,Agency Schedule,53-2-193,Paper,24-Nov-94

367-001,Kansas State University,,,,,Class Add/Drop Records,0657-367,Series includes all records related to the adding or dropping of classes for backdated and current semester.,Approved,16-Jan-20,See Comments,Destroy,"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99.","Retain 5 years from last attendance, then destroy. The office of the University Registrar is the office of record.",Agency Schedule,53-2-205,Electronic,16-Jan-20

367-001,Kansas State University,,,,,Class Rank Records,0652-367,Series includes all records regarding class rank at Kansas State University. List of student class ranks by term.,Approved,17-Oct-19,Permanent,Permanent,"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99.",The office of the University Registrar is the office of record. All records pre-2008 are managed in a separate system (ImageNow).,Agency Schedule,53-2-204,Electronic,18-Oct-19

367-001,Kansas State University,,,,,Commencement Programs,0653-367,Series includes commencement programs for graduation.,Approved,17-Oct-19,Permanent,Permanent,None,The office of the University Registrar is the office of record.,Agency Schedule,53-2-204,Paper,18-Oct-19

367-001,Kansas State University,,,,,Conflict of Interest Records,0626-367,"This series is comprised of Conflict of Interest Records which includes Conflict of Interest Forms and Consulting Forms. In compliance with Kansas Board of Regents (KBOR) policy, Kansas State University (KSU) requires all unclassified faculty and staff with 100% time appointments to annually file Annual Declaration and Disclosure records. Unclassified faculty and staff who hold fractional appointments and have potential conflicts of time or interest are also required to file disclosure records.",Approved,25-Oct-18,Retain for length of employment plus 3 calendar years,Destroy,Portions may be restricted under KSA 45-221(a)(4)(6),The Division of Human Capital Services is the office of record.,Agency Schedule,53-2-201,"Paper, Electronic",25-Oct-18

367-001,Kansas State University,,,,,Course Content Records,0624-367,"Course content records are comprised of final products shared with students created by instructors or designees to develop an educational interaction or a teaching opportunity. These records may include syllabi, reading lists, instructor-created audiovisual resources, and prepared assessment materials (e.g. blank exams and quizzes).",Approved,21-Jan-21,See Comments,See Comments,KSA 45-221(a)(1)(9); 20 U.S.C. § 1232g; 34 CFR Part 99,"Retain cloud-based audiovisual recordings of instructional sessions 180 days from the date of creation, then destroy. Retain all other materials 5 fiscal years from the end of term when course is taught, then destroy. Academic units and instructors with infrequently taught courses can contact records management staff for assistance in updating relevant course content. For Unique/Special lectures or audiovisual resources considered historically significant, contact University Archivist for consultation. A random sampling of course syllabi will be culled annually for the University Archives. Each academic unit is responsible for maintaining accreditation records in accordance with their accreditation body; see Accreditation Reports and Review Records 0005-367. Restrictions may also include institutional policy to share course content only to those enrolled and to limit cheating/misuse. Intellectual property of these records will be governed by the University Handbook, Appendix R: Intellectual Property Policy and Institutional Procedures. Academic units and instructors are responsible for keeping and maintaining Course Content Records. K-State Online will be the management platform for electronic Course Content Records. An email notification will be sent to the instructor and department head when the 5-year retention has been met.",Agency Schedule,53-2-208,"Paper, Electronic",21-Jan-21

367-001,Kansas State University,,,,,Coursework Assessment Records,0025-367,"Records created by instructional staff that document students' performance leading to a final grade. These records may include scores from assessment, coursework participation, communications between students and instructors, and other methods of tracking students' performance.",Approved,15-Dec-18,See comments,Destroy,"KSA 45-221(a)(1)(9), 20 U.S.C.A. § 1232g; 34 CFR Part 99","Five (5) fiscal years after grade is initially issued.

367-001,Kansas State University,,,,,Diploma Order Records,0659-367,"Series includes diploma orders, mailing addresses, replacement orders, and duplicate diploma orders, and orders returned to the office of the University Registrar due to failed delivery.",Approved,16-Jan-20,2 calendar years,Destroy,"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99.",The office of the University Registrar is the office of record.,Agency Schedule,53-2-205,Electronic,16-Jan-20

367-001,Kansas State University,,,,,Employee Personnel Files,0070-367,"Documents associated with the employment of specific personnel: employee evaluation forms, application for employment, residence status forms, appointment, separation, and change forms, and other personnel materials. ",Approved,21-Oct-16,See Comments,Destroy,KSA 45-221(a)(1)(4) and 45-215 to 45-223,"Retain for person's length of employment, plus 65 calendar years.

367-001,Kansas State University,,,,,Enrollment Verification Request Records,0662-367,"Series includes all requests for enrollment verification records, which reflect what classes students were enrolled in and whether they were in good standing.",Approved,16-Jan-20,1 year after verification,Destroy,"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99.",The office of the University Registrar is the office of record.,Agency Schedule,53-2-205,"Paper, Electronic",16-Jan-20

367-001,Kansas State University,,,,,F-1 or J-1 International Student Records,0691-367,"Series includes F-1 or J-1 international student records and supporting documentation such as: I-20, DS-2019, financial documentation, copies of passports, copies of I-94s, copies of visa stamps, family member documentation for those who accompany as a dependent, Employment Authorization Documentation (EAD), transcripts, Student & Exchange Visitor Information System (SEVIS) transactions, and application records.",Approved,21-Oct-21,See Comments,Destroy,"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g, 34 CFR Part 99, 22 CFR 62.10(g)","Retain until graduation or last enrollment plus 6 calendar years, then destroy. International Student & Scholar Services is the office of record.",Agency Schedule,53-2-211,Electronic,21-Oct-21

367-001,Kansas State University,,,,,Family and Medical Leave Act (FMLA) Records,0617-367,Forms and documentation for FMLA determinations for individual employees. ,Approved,11-Apr-18,003 cldr years,Destroy,KSA 45-221(a)(1)(4)(30) & 29 C.F.R. § 825.500 (g),The department/unit where the employee is employed is the office of record.,Agency Schedule,53-2-193,Electronic,11-Apr-18

367-001,Kansas State University,,,,,Fee Revenue Files,0029-367,"Records of student tuition and fee activity, student refunds and tuition collection, and revenue projection documentation. Refer to KSU Policies 3433 and 6115 for guidance concerning protected information. ",Approved,20-Oct-16,005 fisc yrs,Destroy,Portions may be restricted per KSA 45-221(a)(17).,"Retain 5 fiscal years then destroy, provided all audit requirements have been resolved.The Division of Financial Services is the office of record. ",Agency Schedule,53-2-193,Electronic,24-Nov-94

367-001,Kansas State University,,,,,Final Grade Roster,0663-367,Series includes final grade roster and grades received for each course.,Approved,16-Jan-20,Permanent,Permanent,"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99.",The office of the University Registrar is the office of record.,Agency Schedule,53-2-205,Electronic,16-Jan-20

367-001,Kansas State University,,,,,General Catalogs,0664-367,Series includes the university general course catalogs.,Approved,16-Jan-20,See Comments,See Comments,None,The office of the University Registrar is the office of record for current records. The university archives is the office of record for legacy records. All legacy records prior to 2007 are in paper format and stored in a vault.,Agency Schedule,53-2-205,"Paper, Electronic",16-Jan-20

367-001,Kansas State University,,,,,Grade Change Records,0665-367,"Series includes all records related to the change of a student's grade. Series includes grade change forms, supporting documentation, and correspondence.",Approved,16-Jan-20,See Comments,Destroy,"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99.","Retain 5 years from last attendance, then destroy. The office of the University Registrar is the office of record.",Agency Schedule,53-2-205,"Paper, Electronic",16-Jan-20

367-001,Kansas State University,,,,,Graduation Honors,0666-367,Series includes graduation honors received by individual students.,Approved,16-Jan-20,Permanent,Permanent,"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99.",The office of the University Registrar is the office of record.,Agency Schedule,53-2-205,Electronic,16-Jan-20

367-001,Kansas State University,,,,,Graduation List,0667-367,Series includes lists of students graduating from the university each semester.,Approved,16-Jan-20,Permanent,Permanent,"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99.",The office of the University Registrar is the office of record.,Agency Schedule,53-2-205,"Paper, Electronic",16-Jan-20

367-001,Kansas State University,,,,,H1B Employee Records,0692-367,"Series includes H1B employee records and supporting documentation such as: biographical data, salary information, position descriptions, documentation of past and/or current immigration status, curriculum vitae/resume, educational documentation, passport/visa copies, labor conditions application, comparable salaries, and family records for dependents.",Approved,21-Oct-21,See Comments,Destroy,"Portions may be restricted per KSA 45-221(a)(1)(4), 20 CFR 655.760(c)","Retain until end date of the H1B plus 5 calendar years, then destroy. International Student & Scholar Services is the office of record.",Agency Schedule,53-2-211,"Paper, Electronic",21-Oct-21

367-001,Kansas State University,,,,,H1B Public Access File Records,0693-367,"Series includes H1B Public Access File records and supporting documentation such as: Labor Conditions Application (LCA), comparable salaries, prevailing wage determination, verification of LCA posting, cover letter, and verification of LCA receipt.",Approved,21-Oct-21,See Comments,Destroy,"Portions may be restricted per KSA 45-221(a)(1)(4), 20 CFR 655.760(c)","Retain until end date of the LCA plus 1 calendar year, then destroy. International Student & Scholar Services is the office of record.",Agency Schedule,53-2-211,Paper,21-Oct-21

367-001,Kansas State University,,,,,Honor and Integrity Sanction Records,0668-367,Series includes determinations of sanctions reported to the office of the University Registrar by the Office of Honor and Integrity related to violations of the University Honor Code.,Approved,16-Jan-20,Permanent,Permanent,"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99.",The office of the University Registrar is the office of record.,Agency Schedule,53-2-205,"Paper, Electronic",16-Jan-20

367-001,Kansas State University,,,,,Honors Program Enrolled Applicants,0700-367,"Series consists of the honors program enrollment records such as: application materials, letters of support, progress toward completion of honors designation, and other supporting documentation.",Approved,21-Apr-22,See Comments,Destroy,"KSA 45-221(a)(1), 20 U.S.C. 1232g, 34 CFR Part 99, 22 CFR 62.10(g)","Retain until graduation or last enrollment plus 3 calendar years, then destroy. The University Honors Program is the office of record. ",Agency Schedule,53-2-213,Electronic,21-Apr-22

367-001,Kansas State University,,,,,Honors Program Inactive Applicant Records,0701-367,"Series consists of the honors program enrollment records such as: application materials, letters of support, progress toward completion of honors designation, and other supporting documentation. Inactive status is marked when a student has made no progress in the honors program for one academic year.",Approved,21-Apr-22,See Comments,Destroy,"KSA 45-221(a)(1), 20 U.S.C. 1232g, 34 CFR Part 99, 22 CFR 62.10(g)","Retain until graduation or last enrollment plus 3 calendar years, then destroy. The University Honors Program is the office of record.",Agency Schedule,53-2-213,Electronic,21-Apr-22

367-001,Kansas State University,,,,,Honors Program Non-Enrolled Applicants,0702-367,Series consists of the honors program enrollment application materials and letters of support.,Approved,21-Apr-22,1 academic year,Destroy,"KSA 45-221(a)(1), 20 U.S.C. 1232g, 34 CFR Part 99, 22 CFR 62.10(g)",The University Honors Program is the office of record.,Agency Schedule,53-2-213,Electronic,21-Apr-22

367-001,Kansas State University,,,,,Institutional Research External Public Report Records,0676-367,"Reports generated for public reference regarding enrollment levels, department profiles, degrees conferred, Graduate Teaching Assistant/Graduate Research Assistant/Graduate Assistant salaries and demographics, and diversity and inclusion reports.",Approved,16-Jul-20,5 academic years,Destroy,None,The Office of Institutional Research is the office of record.,Agency Schedule,53-2-206,Electronic,16-Jul-20

367-001,Kansas State University,,,,,Institutional Research Internal Report Records,0677-367,"Reports generated for internal reference regarding course grade distributions, enrollments by course and major, student demographic profiles (including maps), drop rates, movement between colleges and majors, etc.",Approved,16-Jul-20,5 academic years,Destroy,"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99.",The Office of Institutional Research is the office of record.,Agency Schedule,53-2-206,Electronic,16-Jul-20

367-001,Kansas State University,,,,,Internal Operational Audit Files,0697-367,"Internal audit records consist of, but are not limited to, entrance conference notes, field work, investigation findings/notes, exit conference notes, and final audit report.",Approved,3-Feb-22,See Comments,See Comments,Portions may be restricted per KSA 45-221(a)(1)(4)(15)(25)(30) ,"Retain 7 years after close, then transfer final audit report to University Archives and destroy the remainder. The Internal Audit Department is the office of record.",Agency Schedule,53-2-212,"Paper, Electronic",3-Feb-22

367-001,Kansas State University,,,,,J-1 Scholars and Student Intern Records,0694-367,"Series includes J-1 Scholars and Student Intern records and supporting documentation such as: DS-2019, financial documentation, copies of passports, copies of I-94s, copies of visa stamps, family member documentation for those who accompany as a dependent, Student & Exchange Visitor Information System (SEVIS) transactions, and copies of curriculum vitae/resume.",Approved,21-Oct-21,See Comments,Destroy,"Portions may be restricted per KSA 45-221(a)(1)(4), 20 U.S.C. 1232g, 34 CFR Part 99, 22 CFR 62.10(g)","Retain until end date of the DS-2019 plus 3 calendar years, then destroy. International Student & Scholar Services is the office of record.",Agency Schedule,53-2-211,Paper,21-Oct-21

367-001,Kansas State University,,,,,K-State Global Campus Agreements,0687-367,Series includes agreements between K-State Global Campus and any other entity for the purpose of conducting business such as: memorandum of understanding (MOU) and memorandum of agreement (MOA). Records related to financial agreements can be found in the Division of Financial Services.,Approved,21-Jan-21,See Comments,See Comments,None,"Retain until agreement is superseded or ended, then contact the University Archives for appraisal - if not accepted for transfer to the Archives, then destroy. K-State Global Campus is the office of record.",Agency Schedule,53-2-208,Electronic,21-Jan-21

367-001,Kansas State University,,,,,K-State Global Campus Course Catalogs,0688-367,Series includes records related to the non-credit courses offered by K-State Global Campus and UFM Community Learning Center.,Approved,21-Jan-21,See Comments,Archives,None,Annually transfer records to the University Archives. The University Archives retains both a physical and webcrawled version of records. K-State Global Campus is the office of record.,Agency Schedule,53-2-208,"Paper, Electronic",21-Jan-21

367-001,Kansas State University,,,,,K-State Special Collections Exhibit Files,0703-367,"Research, display, correspondence, loan documentation, and other documents related to the development of an exhibit where the Kansas State University Special Collections is the primary sponsor or contributor.",Approved,21-Apr-22,See Comments,See Comments,None,After exhibit closes retain records with archival value and destroy remainder. K-State Libraries is the office of record.,Agency Schedule,53-2-213,"Paper, Electronic",21-Apr-22

367-001,Kansas State University,,,,,KSU Official Transcript Request Records,0678-367,Series includes all records regarding requests for official university transcripts.,Approved,16-Jul-20,3 fiscal years,Destroy,"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99.",Office of the University Registrar is the office of record.,Agency Schedule,53-2-206,Electronic,16-Jul-20

367-001,Kansas State University,,,,,"Land, Buildings, and Infrastructure Financial Records",0618-367,"Financial documents that record the purchase, maintenance, and disposition of land, buildings, and infrastructure. ",Approved,20-Oct-16,See comments,Destroy,"Portions may be restricted per KSA 45-221(a) (32), (33).",Retain records for the life of asset plus 3 fisc years. The Division of Financial Services is the office of record.,Agency Schedule,53-2-193,Paper,

367-001,Kansas State University,,,,,Library Environmental Readings,0713-367,Records include data collected by data loggers and monthly reports of environmental conditions of library holdings.,Approved,21-Jul-22,See Comments,Destroy,None,"Retain records 5 calendar years then, if no significant event is registered/reported, destroy. K-State Libraries is the office of record.",Agency Schedule,53-2-214,Electronic,21-Jul-22

367-001,Kansas State University,,,,,Library Outreach Tracking Records,0679-367,"Records containing general information about in-person or virtual events whose primary purpose is to promote library services and collections. Information includes time, place, and purpose of the event, number of attendees, name or organizer, partners involved, and resources required to develop the event.",Approved,16-Jul-20,3 calendar years,Destroy,None,K-State Libraries is the office of record.,Agency Schedule,53-2-206,Electronic,16-Jul-20

367-001,Kansas State University,,,,,Library Patron Records,0695-367,"Records containing general information about library patrons such as name, K-State E-ID number, outstanding balance, and checkouts.",Approved,21-Oct-21,See Comments,Destroy,KSA 45-221(a)(7)(23)(30),"Retain until inactive plus 1 calendar year, then destroy unless outstanding balance or checked out items. K-State Libraries is the office of record. Patrons include: current enrolled students, current staff/faculty, emeritus status faculty, community patrons, and visiting scholars. ",Agency Schedule,53-2-211,"Paper, Electronic",21-Oct-21

367-001,Kansas State University,,,,,Library Reference Requests,0680-367,"Series consists of reference requests received by library employees, transcriptions of electronic communications, and reference information provided to patrons. ",Approved,16-Jul-20,2 academic calendar years,Destroy,Portions may be restricted per KSA 45-221(a)(7)(23)(30)(49),K-State Libraries is the office of record.,Agency Schedule,53-2-206,Electronic,16-Jul-20

367-001,Kansas State University,,,,,McCain Complimentary Ticket Records,0675-367,"Record series includes complimentary tickets list, personal contact information, show title, and list of criteria for receipt of tickets.",Approved,16-Jul-20,See Comments,Destroy,KSA 45-221(a)(30),"Retain 5 fiscal years then destroy, provided all audit requirements have been resolved. McCain Auditorium is the office of record.",Agency Schedule,53-2-206,Electronic,16-Jul-20

367-001,Kansas State University,,,,,McCain Show Box Office Report Records,0681-367,"Records relating to show sales statistics, including sales numbers, discounts, attendance, number of complimentary tickets, method of purchase, etc.",Approved,16-Jul-20,5 fiscal years,Destroy,None,McCain Auditorium is the office of record.,Agency Schedule,53-2-206,Electronic,16-Jul-20

367-001,Kansas State University,,,,,McCain Show Summary Report Records,0682-367,"Series includes summaries of show events, attendees, and incident reports.",Approved,16-Jul-20,3 fiscal years,Destroy,None,McCain Auditorium is the office of record.,Agency Schedule,53-2-206,Paper,16-Jul-20

367-001,Kansas State University,,,,,McCain Volunteer List Records,0683-367,"Records relating to the activities of McCain volunteers, including lists of ticket credits, shows worked, show work requests, and personal contact information.",Approved,16-Jul-20,2 fiscal years,Destroy,KSA 45-221(a)(30),McCain Auditorium is the office of record.,Agency Schedule,53-2-206,Electronic,16-Jul-20

367-001,Kansas State University,,,,,NCAA Academic Progress Reporting Records,0669-367,"Series includes records required by the NCAA to chart student athlete academic progress: Academic Progress Rate, Graduation Success Rate, and Big 12 Certifications.",Approved,16-Jan-20,10 calendar years,Destroy,"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99.",The office of the University Registrar is the office of record.,Agency Schedule,53-2-205,"Paper, Electronic",16-Jan-20

367-001,Kansas State University,,,,,Non-Disclosure Request Records,0670-367,"Series includes all records related to non-disclosure requests and releases, which students submit to ensure directory information is not shared or released.",Approved,16-Jan-20,See Comments,See Comments,"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99.","Retain non-disclosure records permanently or until student removes hold. Once disclosure release forms are received, retain all records 1 calendar year then destroy.

367-001,Kansas State University,,,,,Office of Institutional Equity: Case Files,0656-367,"Series contains records related to investigations conducted by the Office of Institutional Equity (OIE). Series may contain, but is not limited to: correspondence, initial complaints, investigative notes, responses from parties, decisions, and attorney confidential information. ",Approved,17-Oct-19,See Comments,See Comments,KSA 45-221(a)(1)(2)(4)(10)(11)(25)(30),"Retain 5 fiscal years after respondent's separation from the university, subject to the release of all legal holds, then transfer high profile or precedent setting cases as directed by OIE Director to the university archives for purging, destroy the remainder.",Agency Schedule,53-2-204,"Paper, Electronic",18-Oct-19

367-001,Kansas State University,,,,,Out of State Appeals Board Records,0684-367,"Correspondence, student application packets, and decision letters sent by the office of the University Registrar to the Out of State Appeals Board, which hears student appeals for in-state tuition consideration. ",Approved,16-Jul-20,See Comments,Destroy,"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99.","Retain 5 calendar years from last attendance, then destroy. The office of the University Registrar is the office of record.",Agency Schedule,53-2-206,"Paper, Electronic",16-Jul-20

367-001,Kansas State University,,,,,Patron Suggestions and Comments Form,0625-367,"This form is used by K-State Libraries staff to record patron comments and suggestions. Libraries staff will submit complaints, suggestions, and compliments into the form and generate reports from the data received.",Approved,25-Oct-18,5 calendar years,Destroy,Portions may be restricted under KSA 45-221(a)(4)(8)(23),Libraries Office of Planning and Assessment is the office of record.,Agency Schedule,53-2-201,Electronic,25-Oct-18

367-001,Kansas State University,,,,,Paycheck Records,0620-367,Records of payments to each employee by pay period. Series also includes W-2 records. ,Approved,20-Apr-17,See comments,Destroy,KSA 45-221(a)(4),"Retain 50 calendar years plus current.

367-001,Kansas State University,,,,,Payroll Records,0621-367,"Records pertaining to payroll, including payroll transfers without federal grants, fringe benefits, garnishments, payroll balance worksheets, payroll interface, employer tax reports, clearing accounts, and additional pay.",Approved,20-Apr-17,10 fisc yrs,Destroy,KSA 45-221(a)(4),The Division of Human Capital Services is the office of record.,Agency Schedule,53-2-195,Electronic,

367-001,Kansas State University,,,,,Physician Assistant Program Academic Advising Records,0704-367,Records used by academic advisors to monitor student progress through the PA program. Includes notes from meetings with students. Does not include grades.,Approved,21-Apr-22,See Comments,Destroy,"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99.","Retain until graduation plus 3 calendar years, then destroy. The Physician Assistant Program is the office of record.",Agency Schedule,53-2-213,Electronic,21-Apr-22

367-001,Kansas State University,,,,,Physician Assistant Program Dismissal Records,0705-367,"Records consist of all documentation relevant to a student’s dismissal from the PA program, such as grades, advisor notes, clinical preceptor notes, etc.",Approved,21-Apr-22,See Comments,Destroy,"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99.","Retain 75 calendar years after dismissal, then destroy. Records are in electronic format while active; paper format becomes the official record at conclusion of cohort term. The Physician Assistant Program and the office of the University Registrar are the offices of record.",Agency Schedule,53-2-213,"Paper, Electronic",21-Apr-22

367-001,Kansas State University,,,,,"Physician Assistant Program Promotion, Progression, and Professionalism Records",0706-367,"Records consist of documentation of the student as they progress through the program academically, clinically, and professionally. Students are evaluated weekly for each class each semester.",Approved,21-Apr-22,Permanent,Permanent,"Portions may be restricted per KSA 45-221(a)(1)(9), 20 U.S.C. 1232g; 34 CFR Part 99.",The Physician Assistant Program is the office of record.,Agency Schedule,53-2-213,Electronic,21-Apr-22

367-001,Kansas State University,,,,,Physician Assistant Program Remediation Records,0707-367,Records of students who did not do well in a course and went through remediation to move forward in the program. Remediation occurs immediately when a student does not perform well on one of their weekly exams.,Approved,21-Apr-22,See Comments,Destroy,"Portions may be restricted per KSA 45-221(a)(1)(9), 20 U.S.C. 1232g; 34 CFR Part 99.","Retain 5 calendar years after last attendance, then destroy. The Physician Assistant Program is the office of record.",Agency Schedule,53-2-213,Electronic,21-Apr-22

367-001,Kansas State University,,,,,Physician Assistant Program Results of Selection Interviews,0708-367,"Records consist of questions, feedback to the program, interview notes, and rubric of admitted program applicants.",Approved,21-Apr-22,See Comments,Destroy,"Portions may be restricted per KSA 45-221(a)(1)(4), 20 U.S.C. 1232g; 34 CFR Part 99.","Retain until graduation plus 1 calendar year, then destroy. Records are retained throughout the entirety of the cohort term even if a student leaves the program. The Physician Assistant Program is the office of record.",Agency Schedule,53-2-213,Electronic,21-Apr-22

367-001,Kansas State University,,,,,Physician Assistant Program Student Health Records,0709-367,"Records consist of the following: proof of health insurance, immunization records, and results of physical exams, drug screenings, and tuberculosis testing.",Approved,21-Apr-22,See Comments,Destroy,"Portions may be restricted per KSA 45-221(a)(1)(3), 20 U.S.C. 1232g; 34 CFR Part 99.","Retain until graduation plus 5 calendar years, then destroy. The Physician Assistant Program is the office of record.",Agency Schedule,53-2-213,Electronic,21-Apr-22

367-001,Kansas State University,,,,,Physician Assistant Program Student Performance in Program,0710-367,"Records consist of student grades, clinical rotation preceptor evaluations, volunteer work documentation, periodic presentation evaluations, etc.",Approved,21-Apr-22,See Comments,Destroy,"Portions may be restricted per KSA 45-221(a)(1)(9), 20 U.S.C. 1232g; 34 CFR Part 99.","Retain until last enrollment plus 3 calendar years, then destroy. The Physician Assistant Program is the office of record.",Agency Schedule,53-2-213,Electronic,21-Apr-22

367-001,Kansas State University,,,,,Physician Assistant Program Supervised Clinical Practice Experience (SCPE) Assignments,0711-367,"Records related to the sites students go to for their clinical rotations, the providers they work with, and input from the providers and students.",Approved,21-Apr-22,See Comments,Destroy,"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99.","Retain 5 calendar years after graduation, then destroy. The Physician Assistant Program is the office of record.",Agency Schedule,53-2-213,Electronic,21-Apr-22

367-001,Kansas State University,,,,,Recruitment Files,0052-367,"Documents relating to the recruitment process to fill vacant positions. These records include all search committee materials uploaded to applicant tracker, application, resume, and supporting documentation.",Approved,19-Apr-18,004 cldr yrs,Destroy,Portions per KSA 45-221(a)(4),"Departments are responsible for maintaining all recruitment materials in the applicant tracking system in accordance with KSU Policy and Procedure Manual Chapter 4410, .090.",Agency Schedule,53-2-199,Electronic,7-Mar-18

367-001,Kansas State University,,,,,Registrar Hold Records,0671-367,Series includes all records related to placing a hold on student records for various administrative purposes.,Approved,16-Jan-20,Retain until hold is released,Destroy,"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99.",The office of the University Registrar is the office of record.,Agency Schedule,53-2-205,Electronic,16-Jan-20

367-001,Kansas State University,,,,,Reinstatement Records,0672-367,Series includes forms and related records completed by dismissed students seeking to re-enroll at the university.,Approved,16-Jan-20,5 years after last attendance,Destroy,"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99.","The office of the University Registrar and the Office of Undergraduate Admissions are the offices of record. Office of Undergraduate Admissions retains the record through enrollment + 20th day census, then the office of the University Registrar is the office of record.",Agency Schedule,53-2-205,"Paper, Electronic",16-Jan-20

367-001,Kansas State University,,,,,Residency Tuition Records,0673-367,Documents submitted by students to provide support for their application to pay in-state/resident tuition.,Approved,16-Jan-20,5 years after last attendance,Destroy,"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99.","Offices of Record: the office of the University Registrar for continuing students, Graduate School for graduate students, Office of Admissions for incoming students.",Agency Schedule,53-2-205,"Paper, Electronic",16-Jan-20

367-001,Kansas State University,,,,,Salary Increase Lists,0056-367,List recording salary increases for university support staff and unclassified employees.,Approved,20-Oct-16,003 fisc yrs,Destroy,None,The division of Human Capital Services is the office of record. ,Agency Schedule,53-2-193,Paper,24-Nov-94

367-001,Kansas State University,,,,,Semester Honors List,0685-367,Series includes the semester honors list recognizing students for academic achievement.,Approved,16-Jul-20,Permanent,Permanent,"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99.",The office of the University Registrar is the office of record.,Agency Schedule,53-2-206,Electronic,16-Jul-20

367-001,Kansas State University,,,,,Special Collections Acquisition Records,0712-367,"Series includes records related to communications with donors, transferring units, or vendors; condition reports; preservation and/or conservation documentation; deeds of gift or transfer forms; donor-generated descriptions; formats list; and any other supporting documentation.",Approved,21-Apr-22,Permanent,Permanent,Portions may be restricted per KSA 45-221(a)(1)(3)(7)(8)(9)(20)(30)(32)(34)(49),K-State Libraries is the office of record.,Agency Schedule,53-2-213,"Paper, Electronic",21-Apr-22

367-001,Kansas State University,,,,,Student Access Center Case Files,0696-367,"Case File records consist of all case notes, student documentation and correspondence, needed accommodations, testing records, etc.",Approved,21-Oct-21,See Comments,Destroy,"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99.","Retain 5 academic years since the last date student is active with the University, then destroy. The Student Access Center is the office of record.",Agency Schedule,53-2-211,Electronic,21-Oct-21

367-001,Kansas State University,,,,,Supplemental Pay Files,0063-367,"Documents covering wages to be paid for shift differential, overtime, or leave without pay, or other payments not included in usual payroll to individual employees.",Approved,20-Oct-16,See comments,Destroy,KSA 45-221(a)(4),"Retain 5 fiscal years then destroy, provided all audit requirements have been resolved. The Division of Human capital Services is the office of record. ",Agency Schedule,53-2-193,Electronic,24-Nov-94

367-001,Kansas State University,,,,,Training Files,0066-367,Documents relating to staff training and development programs including requests for enrollment and publications describing training opportunities and resources available.,Approved,20-Oct-16,005 cldr yrs,Destroy,None,The Division of Human Capital Services is the office of record.,Agency Schedule,53-2-193,Electronic,24-Nov-94

367-001,Kansas State University,,,,,Transfer Transcripts for Current/Enrolled Students,0686-367,Documents recording the course work completed at other institutions which are used to support admission or graduation qualifications.,Approved,16-Jul-20,5 years after last attendance,Destroy,"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99.","Office of Undergraduate Admissions is the office of record for undergraduate records. Office of Graduate Admissions is the office of record for graduate records. Once a student is enrolled, the Office of the University Registrar is the office of record.",Agency Schedule,53-2-206,"Paper, Electronic",16-Jul-20

367-001,Kansas State University,,,,,Tuition/Fee Waiver Records,0674-367,"Series includes all records related to residency tuition/fee waivers. Records include, but are not limited to, completed forms, intern lists from departments, and application papers for Graduate Teaching Assistants (GTAs), Graduate Research Assistants (GRAs), staff, and faculty. This series also includes State Reciprocal Agreement records.",Approved,16-Jan-20,See Comments,Destroy,"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99.","Retain 5 years from last attendance, then destroy. The office of the University Registrar is the office of record.",Agency Schedule,53-2-205,"Paper, Electronic",16-Jan-20

367-001,Kansas State University,,,,,Unemployment Compensation Records,0619-367,Reports and requests regarding unemployment compensation. ,Approved,20-Oct-16,See comments,Destroy,KSA 45-221(a)(4),Retain 5 cld years past payment or quarterly report date. The Division of Human Capital Services is the office of record. ,Agency Schedule,53-2-193,Electronic,

367-001,Kansas State University,,,,,Web Archiving Administrative Records,0689-367,"Records containing information about the administration of the K-State Special Collections web-crawling practices. Series includes policy, procedures, crawl reports, KAIC agreements, and correspondence.",Approved,15-Jul-21,See Comments,See Comments,None,"Retain until superseded, then contact the University Archives for appraisal - if not accepted for transfer to the Archives, then destroy. K-State Libraries is the office of record.",Agency Schedule,53-2-210,Electronic,15-Jul-21

367-001,Kansas State University,,,,,Web Archiving Data,0690-367,"Records include web-based resources preserved through Department of Special Collections web archiving practices, as well as associated descriptions. Series includes web crawl seeds, reports, and metadata, along with collection groups and preserved public webpages.",Approved,15-Jul-21,Permanent,Permanent,None,K-State Libraries is the office of record. ,Agency Schedule,53-2-210,Electronic,15-Jul-21

367-001,Kansas State University,,University Police,,,Adult Offender Felony Arrest Records (Major Felonies and Violent Crime),0627-367,"Records related to the arrest of adults suspected of major felonies and violent crimes. Records contain date of birth, crime, details of crime.",Approved,25-Apr-19,Permanent,Permanent,KSA 45-221(a)(1)(10)(30) & KSA 75-3520,KSU Police Department is the office of record.,Agency Schedule,53-2-203,Electronic,25-Apr-19

367-001,Kansas State University,,University Police,,,Adult Offender Felony Arrests (Other),0628-367,"Records related to the arrest of adults suspected of felonies, but not in the category of major/violent crimes. Records contain date of birth, crime, and details of crime.",Approved,25-Apr-19,See Comments,Destroy,KSA 45-221(a)(1)(10)(30) & KSA 75-3520,"Retain records for 25 years from the date of the arrest then review for outstanding warrants, unsolved, or litigation hold. If none, then destroy.

367-001,Kansas State University,,University Police,,,"Case Files - Misdemeanor Cases, Petty Offenses, and Traffic Offenses",0631-367,"Series includes detailed reports and other records related to misdemeanor cases, petty offenses, and traffic offenses.",Approved,25-Apr-19,See Comments,Destroy,KSA 45-221(a)(1)(10)(30)(47) & KSA 75-3520,"Retain 1 calendar year from filing of report, then destroy if no pending investigation.

367-001,Kansas State University,,University Police,,,Evidence Records,0634-367,Records pertaining to the collection and storage of evidence collected at crime scenes and during police investigations.,Approved,25-Apr-19,See Comments,See Comments,KSA 45-221(a)(1)(10)(30)(47) & KSA 75-3520,"County and City Attorney assigns retention length and authorizes destruction on a case by case basis.

367-001,Kansas State University,,University Police,,,Felony Cases and Special Investigations,0636-367,"Records related to felony cases and special investigations. Records include, but are not limited to, comprehensive reports detailing felony cases and special investigations conducted by the department. ",Approved,25-Apr-19,See Comments,Destroy,KSA 45-221(a)(1)(10)(30)(47) & KSA 75-3520,"Retain records for 25 years then review for ongoing investigation, unsolved, or litigation hold. If case is closed, then destroy.

367-001,Kansas State University,,University Police,,,Law Enforcement Social Media Records,0638-367,Series includes social media posts created/shared by the KSU Police Department on all of their platforms.,Approved,25-Apr-19,Permanent,Permanent,None,KSU Police Department is the office of record.,Agency Schedule,53-2-203,Electronic,25-Apr-19

367-001,Kansas State University,,University Police,,,Operating Procedure Records,0639-367,"Records related to the operating procedure of the KSU Police Department. Records include, but are not limited to: general orders, operating procedural documents, and special orders received from the police chief.",Approved,25-Apr-19,See Comments,Destroy,None,"Retain until superseded or obsolete.

367-001,Kansas State University,,,,,Administrative Files,0006-367,Central files documenting the daily activities of an office.,Approved,12-Jan-95,See Comments,Archives,None,"Retain until no longer useful, then transfer to the university archives for purging.",Agency Schedule,53-2-103,Unknown,21-Nov-94

367-001,Kansas State University,,,,,Application for Admission Form,0007-367,Forms submitted by potential students requesting permission to attend Kansas State University.,Approved,12-Jan-95,See Comments,Destroy,None,"Retain 5 years after last attendance at KSU, then destroy.",Agency Schedule,53-2-103,Unknown,21-Nov-94

367-001,Kansas State University,,,,,Athlete Certification Form,0011-367,Report filed with the athletic conference and NCAA offices establishing the eligibility of individual students to participate in athletic events.,Approved,12-Jan-95,010 cldr yrs,Destroy,KSA 45-221(a)(3),,Agency Schedule,53-2-103,Unknown,24-Nov-94

367-001,Kansas State University,,,,,Class Enrollment Form,0014-367,Form used by the student and the advisor to determine the classes in which a student will enroll for a given term and to update addresses and other information.,Approved,12-Jan-95,See Comments,Destroy,None,"Retain until no longer useful, then destroy.",Agency Schedule,53-2-103,Unknown,24-Nov-94

367-001,Kansas State University,,,,,Conference Files,0018-367,Documents relating to various conferences sponsored by the university.,Approved,12-Jan-95,See Comments,Archives,None,"Retain until no longer useful, then transfer to the university archives.",Agency Schedule,53-2-103,Unknown,24-Nov-94

367-001,Kansas State University,,,,,Curriculum Change Records,0020-367,Form submitted by a student requesting permission to change academic objectives.,Approved,12-Jan-95,See Comments,Destroy,None,"Retain 5 years after last attendance at KSU, then destroy.",Agency Schedule,53-2-103,Unknown,24-Nov-94

367-001,Kansas State University,,,,,Educational Authorization Form,0022-367,Form (PER-25) submitted by an individual employee requesting permission to attend college courses during scheduled work time.,Approved,12-Jan-95,See Comments,Destroy,None,"Retain 5 years after termination of employee, then destroy.",Agency Schedule,53-2-103,Unknown,24-Nov-94

367-001,Kansas State University,,,,,Employee Personnel Files - Office Copies,0071-367,"Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, etc.) maintained for convenience of reference.",Approved,12-Jan-95,See Comments,Destroy,KSA 45-221(a)(4),"Retain for length of employee's tenure plus 5 calendar years, then destroy.",General Schedule,53-2-103,Unknown,14-Dec-94

367-001,Kansas State University,,,,,Entrance Examination Scores,0024-367,Examination score report submitted by the national testing agencies maintained to document a student's qualification for admittance to the university.,Approved,12-Jan-95,See Comments,Destroy,KSA 45-221(a)(1)(9),"Retain 5 years after date of last attendance at KSU, then destroy.",Agency Schedule,53-2-103,Unknown,24-Nov-94

367-001,Kansas State University,,,,,Fair Labor Standards Act Agreements,0028-367,Agreement between an employee and his/her departmental supervisor indicating the type of compensation to be received for overtime worked.,Approved,12-Jan-95,See Comments,Destroy,None,"Retain 5 years after termination of employee, then destroy.",Agency Schedule,53-2-103,Unknown,24-Nov-94

367-001,Kansas State University,,,,,Fair Labor Standards Act (FLSA) Records,0027-367,"Departmental policy describing agreement to provide compensation for overtime worked, formal FLSA on-site review questionnaire, and report form regarding departmental compliance with FLSA agreement.",Approved,12-Jan-95,Permanent,Permanent,None,Retain in office permanently.,Agency Schedule,53-2-103,Unknown,24-Nov-94

367-001,Kansas State University,,,,,Financial Reports - Federal,0030-367,Variety of financial statistics compiled for inclusion in federal reports.,Approved,12-Jan-95,005 fisc yrs,Destroy,None,"Retain 5 fiscal years then destroy, provided all audit requirements have been resolved.",Agency Schedule,53-2-103,Unknown,24-Nov-94

367-001,Kansas State University,,,,,Financial Reports - State,0031-367,Variety of financial statistics compiled for inclusion in non-federal reports.,Approved,12-Jan-95,Permanent,Permanent,None,Retain in office permanently.,Agency Schedule,53-2-103,Unknown,24-Nov-94

367-001,Kansas State University,,,,,Honorary Society Files,0058-367,"Documents recording the activities of departmental, college and university honorary society chapters.",Approved,12-Jan-95,See Comments,Archives,None,"Retain until no longer useful, then transfer to the university archives.",Agency Schedule,53-2-103,Unknown,24-Nov-94

367-001,Kansas State University,,,,,Inventory Records - Federal,0034-367,Federal excess property records and supporting documentation (form SF-122) maintained for inventory management purposes.,Approved,12-Jan-95,005 fisc yrs,Destroy,None,"Retain 5 fiscal years then destroy, provided all audit requirements have been resolved.",Agency Schedule,53-2-103,Unknown,24-Nov-94

367-001,Kansas State University,,,,,Lectures - Visiting,0036-367,Documents relating to lectures delivered by visiting speakers.,Approved,12-Jan-95,See Comments,Archives,None,"Retain until no longer useful, then transfer to the university archives.",Agency Schedule,53-2-103,Unknown,24-Nov-94

367-001,Kansas State University,,,,,Local Agency Group Health Insurance List,0037-367,List maintained of local agency employees enrolled in group health insurance.,Approved,12-Jan-95,002 cldr yrs,Destroy,None,,Agency Schedule,53-2-103,Unknown,24-Nov-94

367-001,Kansas State University,,,,,Organizations - Student,0041-367,Records documenting activities of student organizations affiliated with university departments.,Approved,12-Jan-95,See Comments,Archives,None,"Retain until no longer useful, then transfer to the university archives for purging.",Agency Schedule,53-2-103,Unknown,24-Nov-94

367-001,Kansas State University,,,,,Organizations - Student Government,0042-367,"Records documenting the activities of the Student Governing Association, Student Senate, etc.",Approved,12-Jan-95,See Comments,Archives,None,"Retain until no longer useful, then transfer to the university archives for purging.",Agency Schedule,53-2-103,Unknown,24-Nov-94

367-001,Kansas State University,,,,,Payroll Adjustment Records,0081-367,"Copies of documents and supporting materials used to make adjustments in agency payroll accounts: forms AR-9, AR-10, DA-10-10A, DA-21 series, DA-171 thru DA177, DA-251 thru 262.",Approved,12-Jan-95,003 fisc yrs,Destroy,None,This schedule does not apply to copies of these records maintained by the Division of Accounts and Reports. See also Payroll Direct Deposit Authorization Records - General.,General Schedule,53-2-103,Unknown,14-Dec-94

367-001,Kansas State University,,,,,Purchasing Records,0043-367,"Documents related to the purchase of goods and services using federal money: agency purchase orders, interdepartmental vouchers, interfunds, invoices, correspondence, etc.",Approved,12-Jan-95,005 fisc yrs,Destroy,None,"Retain 5 fiscal years then destroy, provided all audit requirements have been resolved.",Agency Schedule,53-2-103,Unknown,24-Nov-94

367-001,Kansas State University,,,,,Scrapbooks and Albums,0057-367,Collection of miscellaneous documents regarding agency activities.,Approved,12-Jan-95,See Comments,See Comments,None,"Retain until no longer useful, then contact the university archives for appraisal - if not accepted for transfer to the archives, then destroy.",General Schedule,53-2-103,Unknown,24-Nov-94

367-001,Kansas State University,,,,,Special Observances Files,0059-367,"Documents commemorating anniversaries, centennials, inaugurations, etc. sponsored by the university or organizations.",Approved,12-Jan-95,See Comments,Archives,None,"Retain until no longer useful, then transfer to the university archives.",Agency Schedule,53-2-103,Unknown,24-Nov-94

367-001,Kansas State University,,,,,Statistical Reports,0054-367,Reports based on various student characteristics written for the total university community.,Approved,12-Jan-95,See Comments,Archives,None,"Retain until no longer useful, then transfer to the university archives for purging.",Agency Schedule,53-2-103,Unknown,24-Nov-94

367-001,Kansas State University,,,,,Student ID Card Receipt Lists,0061-367,Reports listing students who have had replacement IDs made and have paid the replacement fee.,Approved,12-Jan-95,003 fisc yrs,Destroy,None,"Retain 3 fiscal years then destroy, provided all audit requirements have been resolved.",Agency Schedule,53-2-103,Unknown,24-Nov-94

367-001,Kansas State University,,,,,Student Loan Records,0062-367,Documents maintained on delinquent student loans which are used for collection efforts.,Approved,12-Jan-95,See Comments,Destroy,KSA 45-221(a)(1),"Retain 5 calendar years after loan is paid in full, then destroy.",Agency Schedule,53-2-103,Unknown,24-Nov-94

367-001,Kansas State University,,,,,Transcript Order Form,0067-367,Form completed by students to request that a copy of their permanent record be forwarded to another agency or school.,Approved,12-Jan-95,003 fisc yrs,Destroy,None,"Retain 3 fiscal years then destroy, provided all audit requirements have been resolved.",Agency Schedule,53-2-103,Unknown,24-Nov-94

367-001,Kansas State University,,,,,Unclaimed Paychecks,0069-367,Payroll warrant checks issued to staff or student employees which have not been claimed.,Approved,12-Jan-95,001 fisc yr,Destroy,None,,Agency Schedule,53-2-103,Unknown,24-Nov-94