LOCAL SCHEDULE JC …

                        LOCAL SCHEDULE JC

                        Retention Schedule for Records of Public Junior Colleges

                        Effective February 15, 1993




This schedule establishes mandatory minimum retention periods for the records listed. No local
government office may dispose of a record listed in this schedule prior to the expiration of its
retention period. A records control schedule of a local government may not set a retention period
for a record that is less than that established for the record on this schedule. The originals of
records listed in this schedule may be disposed of prior to the expiration of the stated minimum
retention period if they have been microfilmed or electronically stored pursuant to the provisions
of the Local Government Code, Chapter 204 or Chapter 205, as applicable, and rules of the
Texas State Library and Archives Commission adopted under authority of those chapters. Actual
disposal of such records by a local government or an elective county office is subject to the
policies and procedures of its records management program.

Destruction of local government records contrary to the provisions of the Local Government
Records Act of 1989 and administrative rules adopted under its authority, including this
schedule, is a Class A misdemeanor and, under certain circumstances, a third degree felony
(Penal Code, Section 37.10). Anyone destroying local government records without legal
authorization may also be subject to criminal penalties and fines under the Open Records Act
(Government Code, Chapter 552).

INTRODUCTION

The Government Code, Section 441.158, provides that the Texas State Library and Archives
Commission shall issue records retention schedules for each type of local government, including
a schedule for records common to all types of local government. The law provides further that
each schedule must state the retention period prescribed by federal or state law, rule of court,
or regulation for a record for which a period is prescribed; and prescribe retention periods for
all other records, which periods have the same effect as if prescribed by law after the records
retention schedule is adopted as a rule of the commission.

Local Schedule JC sets mandatory minimum retention periods for records series (identified
in the Records Series Title column) commonly found in public junior colleges. If the retention
period for a record is established in a federal or state law, rule of court, or regulation, a citation
to the relevant provision is given; if no citation is given, the authority for the retention period
is this schedule.


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The Local Government Code, Section 202.002, forbids the destruction of a local government
record at the expiration of its retention period if the subject matter of the record is known by
the custodian to be in litigation or if the record is subject to a pending request for disclosure
under the Open Records Act. In addition, a record of a public junior college may not be
destroyed if there is an outstanding request to inspect and review the record under the federal
Family Educational Rights and Privacy Act (FERPA). A record of a public junior college may
also not be destroyed, although its retention period has expired, if it is subject to a pending
audit by a federal or state grantor or subgrantor agency or if questions remain unresolved from
a conducted audit until audit findings are resolved.

The retention period for a record applies to the record regardless of the medium in which it is
maintained. Some records listed in this schedule are maintained electronically in many offices,
but electronically stored data used to create in any manner a record or the functional equivalent
of a record as described in this schedule must be retained, along with the hardware and software
necessary to access the data, for the retention period assigned to the record, unless backup
copies of the data generated from electronic storage are retained in paper or on microfilm for
the retention period.

Unless otherwise stated, the retention period for a record is in calendar years from the date of its
creation. The retention period, again unless otherwise noted, applies only to an official record as
distinct from convenience or working copies created for informational purposes. Where several
copies are maintained, each local government should decide which shall be the official record
and in which of its divisions or departments it will be maintained. Local governments in their
records management programs should establish policies and procedures to provide for the
systematic disposal of copies.

If a record described in this schedule is maintained in a bound volume of a type in which pages
are not designed to be removed, the retention period, unless otherwise stated, dates from the date
of last entry.

If two or more records listed in this schedule are maintained together by a local government and
are not severable, the combined record must be retained for the length of time of the component
with the longest retention period. A record whose minimum retention period on this schedule
has not yet expired and is less than permanent may be disposed of if it has been so badly
damaged by fire, water, or insect or rodent infestation as to render it unreadable, or if portions
of the information in the record have been so thoroughly destroyed that remaining portions are
unintelligible. If the retention period for the record is permanent on this schedule, authority
to dispose of the damaged record must be obtained from the director and librarian of the Texas
State Library. The Request for Authority to Destroy Unscheduled Records (Form SLR 501)
should be used for this purpose.

Requests for Authority to Destroy Unscheduled Records (SLR 501), whose submission to the
director and librarian of the Texas State Library is required by the Local Government Code,
Section 203.045, need not be filed for records shown as exempt from the requirement.


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Certain records listed in this schedule are assigned the retention period of AV (as long as admin-
istratively valuable). This retention period affords local governments the maximum amount of
discretion in determining a specific retention period for the record described. Although AV may
be used as a retention period on a records control schedule of a local government, it is in the best
interests of any records management program that fixed retention periods be assigned for each
records series. AV records tend to accumulate and go unmanaged.




                       ABBREVIATIONS USED IN THIS SCHEDULE

                            AV - As long as administratively valuable
                                CFR - Code of Federal Regulations
                                       FE - Fiscal year end
                                      US - Until superseded




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TABLE OF CONTENTS

Part 1: Admission and Assessment Records

Part 2: Academic Records

Part 3: Financial Aid Records

Part 4: Family Educational Rights and Privacy Act Records

Part 5: Accreditation Records

Part 6: Financial Records

Part 7: Personnel Records

Part 8: General Education Development (GED) Testing Records

Part 9: Miscellaneous Records and Reports




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                       RECORDS OF PUBLIC JUNIOR COLLEGES

Retention Notes: a) This schedule should be used by junior college districts in conjunction
with Local Schedule GR (Records Common to All Governments) and Local Schedule TX
(Records of Property Taxation). In particular, many records maintained by junior college
districts are includable among the general administrative, financial, personnel, and support
service records series in Local Schedule GR. In any instances of conflict between retention
periods established in this schedule and in Local Schedule GR, the retention periods in this
schedule shall prevail.

b) The retention periods for records listed in this schedule relating to admissions and academic
achievement are applicable to all educational programs of a junior college district to the extent
that records of the types described are created for each program.


                  PART 1: ADMISSION AND ASSESSMENT RECORDS

3700-01 ADMISSION AND ASSESSMENT RECORDS - Applications for admission or
readmission; letters or forms evidencing grant or denial of admission, petitions for special
admission or readmission; entrance examination reports (ACT, SAT, TOEFL, etc); TASP
score reports or exemption forms; local assessment test reports; residency status forms and
oaths; Immigration and Naturalization Service forms; health and immunization reports; GED
attainment documentation; and high school or prior college transcripts, transcript waivers, or
statements of good standing. (For letters of recommendation see item number 3700-02.)

a) Transcripts or other admission or assessment documentation received during an admission
period that cannot be matched with an application for admission. RETENTION: End of
admission period + 90 days. (Exempt from destruction request requirement)

b) Records of students denied admission or who were admitted but did not register.
RETENTION: Beginning of academic term for which admission denied or granted + 90 days.
(Exempt from destruction request requirement)

c) Records of students admitted who did register. RETENTION: Termination of enrollment
+ 3 years.

       Retention Note: Transcripts or other documents from institutions in foreign
       countries may be originals and difficult or impossible for the applicant to replace.
       Public junior colleges may want to return these documents to the student or applicant
       rather than destroy them. In such circumstances, the director and librarian of the Texas
       State Library, by authority of the Local Government Code, Section 202.004(a), hereby
       consents to the return as a permitted exception to the statutory prohibition against the
       alienation of local government records.



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3700-02 LETTERS OF RECOMMENDATION - Letters of recommendation or other
correspondence relevant to decisions on admission. RETENTION: Until admission or
denial of admission. (Exempt from destruction request requirement)


                               PART 2: ACADEMIC RECORDS

3725-01 ACADEMIC ACTION NOTIFICATIONS - Copies of documentation notifying
students of dismissal, academic probation, etc. RETENTION: Termination of enrollment
+ 3 years.

3725-02 ADVANCED PLACEMENT AND CREDIT RECORDS - Transfer credit evaluations,
national or state standardized test scores and reports (e.g., CLEP, AP, CPS), credit by examina-
tion authorizations and reports, military course documentation (e.g., DANTES, USAFI) and
evaluations, non-traditional transcripts and credentials, life experience records, requests for
advanced credit, and similar documentation used by a district to evaluate and determine award
of credit by advanced placement.

a) If credit awarded. RETENTION: Termination of enrollment + 3 years.

b) If credit not awarded. RETENTION: End of academic year in which decision made + 1 year.
(Exempt from destruction request requirement)

3725-03 CONTINUING EDUCATION RECORDS (NON-FUNDED COURSES) - Registration
forms, class lists, and similar records associated with preparation and registration for courses in
continuing education that because of lack of enrollment or other circumstances were not offered
during an academic term. RETENTION: End of the academic term in which the course was to
be offered + 90 days. (Exempt from destruction request requirement)

3725-04 COURSE REGISTRATION AND STATUS RECORDS - Registration forms, class
rosters, and similar records providing information on which courses student are registered for
at the beginning of an academic term, including documentation evidencing the conditions under
which courses are undertaken (e.g., audit, pass/fail, and credit/no credit authorizations or approv-
als) or evidencing changes to registration status during the term (e.g., add/drop forms by student
or instructor). RETENTION: End of academic term + 1 year. (Exempt from destruction request
requirement)

3725-05 DEGREE PLANS. RETENTION: AV after termination of enrollment.

3725-06 GRADE AND COURSE CREDIT RECORDS

a) Grade sheets submitted by instructors, grade change documentation, advanced credit posting
authorizations, and grade rolls or similar input documentation used in posting grades or credit
data to transcripts. RETENTION: End of academic year in which data posted to transcripts
+ 5 years.

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b) Faculty grade books. RETENTION: End of academic term + 1 year. (Exempt from
destruction request requirement)

c) Copies of grade reports provided to students. RETENTION: End of academic term + 1 year.
(Exempt from destruction request requirement)

d) Grade appeals or change requests. RETENTION: 1 year after decision on change request.
(Exempt from destruction request requirement)

3725-07 GRADUATION APPLICATIONS AND AUTHORIZATIONS - Applications for
graduation and authorizations certifying completion of degree requirements. RETENTION:
AV after graduation day. (Exempt from destruction request requirement)

3725-08 GRADUATION LISTS - Lists of students graduating with associate degrees or earn-
ing certifications in district sponsored non-degree programs. RETENTION: PERMANENT.

3725-09 HOLDS AND ENCUMBRANCES - Documents used to place (and remove) holds on
the release of transcripts or other academic data. RETENTION: Until released. (Exempt from
destruction request requirement)

3725-10 PERSONAL DATA UPDATE RECORDS - Change of address forms, name
change authorizations, and similar source documentation used to update personal data
information on transcripts or other student records. RETENTION: AV after student
record updated. (Exempt from destruction request requirement, except those records that
meet the criterion in the retention note)

       Retention Note: If a transcript or other student record is not updated, the source
       document providing the amended information must be retained for the same retention
       period as the record it was meant to update. This record group concerns update infor-
       mation on personal data only and does not include source documentation for updating
       grades and credits earned, as described in item number 3725-07.

3725-11 TRANSCRIPTS - Transcript, or a record equivalent in function, of the academic
achievement of each enrolled student, documenting courses taken, credits granted, grades
received, and any degrees or certifications awarded (including any narrative assessments or
evaluations prepared in lieu of an assigned grade). RETENTION: PERMANENT.

3725-12 WITHDRAWAL AUTHORIZATIONS - Authorizations for a student to withdraw
from classes after calendar deadlines without academics penalty for reasons acceptable to a
district. RETENTION: End of academic term in which enrollment terminated + 3 years.




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                              PART 3: FINANCIAL AID RECORDS

Special Note: For accounting and other fiscal records relating to the administration of grant,
loan, or work-study funds by a junior college district, see item number 3825-02.

3750-01 FINANCIAL AID APPLICATION AND AWARD RECORDS - Including (to the
extent applicable to specific programs) applications, financial aid need analysis and eligibility
forms, financial aid transcripts, selective service registration compliance statements and any
supporting documentation, statements of educational purpose, anti-drug abuse statements,
student aid reports, authorization and award forms, copies of documents submitted by students
or parents for verification of student aid application information, and similar records relating
to the application for and award of grants, scholarships, loans, veterans education benefits, or
opportunities to participate in work-study programs.

a) Records of recipients.

       1) Income Contingent Loan (ICL), Perkins Loan, College Work-Study (CWS), and
       Supplemental Educational Opportunity Grant (SEOG) Programs. RETENTION:
       Submission of annual report for the award year + 5 years. [By regulation - 34 CFR
       673.32(e)(2), 674.19(e)(3)(i), 675.19(c)(2), and 676.19(c)(2).]

       2) Pell Grant Program. RETENTION: End of award year + 5 years. [By regulation -
       34 CFR 690.82(b)(1).]

       3) Stafford (formerly Guaranteed Student Loan) and PLUS Programs. RETENTION:
       End of the period for which the loan was intended + 5 years. [By regulation - 34 CFR
       682.610(d)(1).]

       4) Health profession and nursing student loan programs [including the Health Education
       Assistance Loan (HEAL) Program]. RETENTION: Termination of enrollment as a full-
       time student + 5 years. [By regulation - 42 CFR 57.215(b), 57.315(a)(2), and 60.56(b).]

       5) Veterans Administration educational assistance allowances. RETENTION:
       Termination of enrollment + 3 years. [By regulation - 38 CFR 21.4209(f).]

       6) All other federal or state grant, scholarship, and work-study programs.
       RETENTION: End of award year + 5 years.

       7) All other federal or state loan programs. RETENTION: End of the period
       for which the loan was intended + 5 years.

       8) All local grant, scholarship, loan, or work study programs. RETENTION:
       End of award period + 3 years.



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b) Records of those who applied for but did not receive financial aid. RETENTION: End of
academic period for which aid denied + 1 year. (Exempt from destruction request requirement)

3750-02 FINANCIAL AID DISBURSEMENT AND REPAYMENT RECORDS - Including (to
the extent applicable to specific programs) disbursement and repayment forms; receipts; account
cards; copies of promissory notes; certifications of enrollment status or other data to grantors or
lenders; cancellation, deferment, or payment extension documentation; work-study certifications
and time reports; documentation of entrance and exit interviews; records of contacts concerning
overdue loans; correspondence between the junior college and the borrower, collection agencies,
and credit bureaus; and similar records relating to the disbursement of grants, veterans education
benefits, and work-study funds and the disbursement and repayment of loans.

a) Income Contingent Loan (ICL) and Perkins Loan Programs. RETENTION: Date of final
repayment or cancellation + 5 years. [By regulation - 34 CFR 673.32(e)(3)(iii) and
674.19(e)(3)(ii).]

b) College Work-Study (CWS) and Supplemental Educational Opportunity Grant (SEOG)
Programs. RETENTION: Submission of annual report for the award year + 5 years. [By
regulation - 34 CFR 675.19(c)(2) and 676.19(c)(2).]

c) Pell Grant Program. RETENTION: End of award year + 5 years. [By regulation - 34 CFR
690.82(b)(1).]

d) Stafford (formerly Guaranteed Student Loan) and PLUS Programs. RETENTION: End of
the period for which the loan was intended + 5 years. [By regulation - 34 CFR 682.610(d)(1).]

e) Health profession and nursing student loan programs [excluding the Health Education
Assistance Loan (HEAL) Program]. RETENTION: Date of retirement of loan + 5 years.
[By regulation - 42 CFR 57.215(c) and 57.315(a)(3).]

f) Health Education Assistance Loan (HEAL) Program. RETENTION: Termination of
enrollment as a full-time student + 5 years. [By regulation - 42 CFR 60.56(b).]

g) Veterans Administration educational assistance allowances. RETENTION: Termination of
enrollment + 3 years. [By regulation - 38 CFR 21.4209(f).]

h) All other federal or state grant, scholarship, or work-study programs. RETENTION: End of
award year + 5 years.

i) Local grant, scholarship, or work-study programs. RETENTION: End of award year + 3
years.

j) All other federal or state loan programs whose funds are administered by a district.
RETENTION: Date of final repayment or cancellation + 5 years.


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k) Local loan programs. RETENTION: Date of final repayment or cancellation + 3 years.

l) All other federal or state loan programs whose funds are administered by agencies other than
a district. RETENTION: End of the period for which the loan was intended + 5 years.

3750-03 TUITION EXEMPTION RECORDS - Applications for and supporting documentation
evidencing the grant of tuition exemptions or remissions. RETENTION: FE + 3 years.


                       PART 4: FAMILY EDUCATIONAL RIGHTS AND
                                 PRIVACY ACT RECORDS

3775-01 ACCESS POLICIES - Written policies and procedures demonstrating how a district
meets the requirements of the Family Educational Rights and Privacy Act of 1974, as amended,
and federal rules adopted under the act. RETENTION: US. (Exempt from destruction request
requirement)

3775-02 ACCESS TO INFORMATION, RECORDS OF - Record of each request for access to and
each disclosure of personally identifiable information from the educational records of a student.

a) Documentation of requests from and disclosures to the student, to an official of the district
for what the district has determined are legitimate educational interests, to a party with written
consent from the student, or to a party seeking directory information. RETENTION: 2 years.

b) Documentation of requests from and disclosures to any party not included in (a).
RETENTION: PERMANENT. [By regulation - 34 CFR 99.32(a)(2).]

c) Written consents from the student for information disclosure. RETENTION: PERMANENT.

d) Written refusals from the student to the disclosure of directory information.

       1) If requests are valid as long as the student is enrolled. RETENTION: AV after
       termination of enrollment. (Exempt from destruction request requirement)

       2) If requests must be renewed each academic year or each academic term.
       RETENTION: US or AV after termination of enrollment, as applicable. (Exempt
       from destruction request requirement)

3775-03 ACCESS WAIVER RECORDS - Waivers of access by students to confidential letters
and confidential statements of recommendation and revocations of such waivers. RETENTION:
For as long as the record to which access waiver documentation applies is maintained. (Exempt
from destruction request requirement)




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3775-04 PROTEST OF RECORD STATEMENTS - Statements by students commenting on
contested information in a student record, or stating why he or she disagrees with a district's
decision not to amend a record, or both. RETENTION: For as long as the record containing
the contested information is maintained. [By regulation - 34 CFR 99.21(c)(1).]

3775-05 RECORD AMENDMENT REQUESTS AND RELATED DOCUMENTATION -
Requests from students to amend student records, notices by a district of denial or consent to
amendments, requests for hearings on denied requests, hearing notices, and written decisions
by hearing examiners. RETENTION: 2 years.


                             PART 5: ACCREDITATION RECORDS

3800-01 ACCREDITATION REPORTS - Final self study evaluation reports and investigative
and final accreditation reports from accrediting agencies relating to the accreditation status of
a junior college. RETENTION: PERMANENT.

3800-02 PLANNING RECORDS - Preliminary self studies; planning documents used to
establish goals and indicators; achievement reports; documentation evidencing community,
staff, and student involvement in the establishment of performance objectives; and similar
records created in districts to plan for and monitor progress during interims between visits
from accrediting agencies. RETENTION: AV after subsequent accreditation. (Exempt from
destruction request requirement. Review before disposal; some records of this type may merit
permanent retention for historical reasons.)


                              PART 6: FINANCIAL RECORDS

Retention Note: This part supplements, and should be used by districts in conjunction with,
Part 2 of Local Schedule GR.

3825-01 FEE ASSESSMENT AND COLLECTION RECORDS - Records evidencing the
assessment and collection of tuition and fees charged to and collected from each student.
RETENTION: Termination of enrollment + 3 years, but see retention note. [By regulation -
38 CFR 21.4209(f).]

       Retention Note: The U.S. Department of Veterans Affairs requires that records as
       described above must be retained for 3 years from the termination of enrollment for
       all students, whether veterans or not. If fee statements and collection receipts are used
       as source documentation for entry of data on an account card or report maintained for
       each student, the statements and receipts may be treated as accounts receivable records
       and subject to the retention period given for item number 1025-27 in Local Schedule GR.
       If the statements and receipts are the only documentation of the assessment and collection




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       of tuition and fees, they must be retained 3 years beyond termination of enrollment.
       If the enrollment period for a student is less than a year, fee assessment and collection
       records relating to the student must be retained for FE + 3 years, not termination of
       enrollment + 3 years.

3825-02 FINANCIAL AID FUND ACCOUNTING RECORDS - Ledgers; journals; journal
vouchers; banking records; applications and reports (including any non-fiscal performance
evaluations or studies that may be required by terms of the program) submitted to federal, state,
or other funding agencies; and similar records relating to the fiscal administration by a district
of federal, state, or local grant, scholarship, loan, or work-study funds. (For records involving
the application by students for financial aid see item number 3750-01; for disbursement and
repayment records maintained on each recipient see item number 3750-02.)

a) Income Contingent Loan (ICL), Perkins Loan, College Work-Study (CWS), and Supplemental
Educational Opportunity Grant (SEOG) Programs. RETENTION: Submission of annual report
for the award year + 5 years. [By regulation - 34 CFR 673.32(e)(2), 674.19(e)(3)(i),
675.19(c)(2), and 676-19(c)(2).]

b) Pell Grants. RETENTION: End of award year + 5 years. [By regulation - 34 CFR
690.82(b)(1).]

c) Health profession and nursing student loan programs. RETENTION: Submission of periodic
report + 3 years. [By regulation - 45 CFR 74.21(a).]

       Retention Note: See retention note (b) on page 15 of Local Schedule GR for an
       explanation of this 3-year retention standard used by most federal agencies, including
       the U.S. Department of Health and Human Services, which administers the health
       profession and nursing student loan programs.

d) All other federal or state grant, scholarship, loan, and work-study programs whose funds are
administered by a district. RETENTION: Submission of annual report for the award year + 5
years; or, if no report required, end of award year + 5 years.

e) Local grant, scholarship, loan, and work-study programs. RETENTION: FE + 3 years.


                              PART 7: PERSONNEL RECORDS

Retention Note: This part supplements, and should be used by districts in conjunction with,
Part 3 of Local Schedule GR.

3850-01 ACADEMIC GRIEVANCE RECORDS - Records concerning the review of complaints
and grievances of students against faculty members or district staff. RETENTION: Closure of
review of complaint + 2 years.


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3850-02 FACULTY ACTIVITY AND ASSIGNMENT RECORDS - Reports and similar records
documenting teaching, student advisory, committee, administrative, and committee assignments
of faculty members. RETENTION: 3 years.

3850-03 FACULTY DEVELOPMENT LEAVE RECORDS - Applications for faculty develop-
ment leaves of absence, evaluations of and recommendations on leave requests, and associated
records documenting a faculty development leave program. RETENTION: Approval or denial
of application + 3 years.

3850-04 FACULTY GRANT RECORDS - Records providing an accounting of grants received
by faculty while on authorized development leave as provided by Section 51.105(b), Education
Code, and similar records of grants received from any source by faculty in residence if the terms
of the grant or district policy require that an accounting of faculty grants be submitted to the
governing body or district administrative officers. RETENTION: Receipt of grant + 3 years.

3850-05 SUBMINIMAL WAGE RECORDS - Full-time student and student-learner certificates
and copies of applications or reports required under terms of the certificates relating to the
employment by a district of students or student-learners at less than the minimum wage.

a) Full-time students. RETENTION: 3 years. [By regulation - 29 CFR 519.17(c).]

b) Student learners. RETENTION: Last date of employment of student learner + 3 years.
[By regulation - 29 CFR 520.7(b).]

3850-06 PROMOTION AND TENURE RECORDS - Evaluations, recommendations, and
similar documentation relating to the review process for promotion or tenure for all faculty or
staff in tenure track positions. RETENTION: 2 years from date of grant or denial of promotion
in the tenure track. [By regulation - 29 CFR 1602.49.]


                   PART 8: GENERAL EDUCATION DEVELOPMENT
                             (GED) TESTING RECORDS

Retention Notes: a) This part is for the use of junior colleges that, under contract, administer
the General Education Development (GED) test.

b) Junior colleges under contract to administer the ACT, SAT, CLEP, AP, or similar national tests
should retain records of testing according to the procedures and requirements established by the
national testing services. The disposal of such records is exempt from the destruction notice
requirement.

3875-01 ANSWER SHEETS. RETENTION: 30 days after posting to test score reports.
(Exempt from destruction request requirement)



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3875-02 APPLICATIONS FOR TESTING AND RESULT DOCUMENTATION - Applications
to take the GED test and applications for GED certificates. RETENTION: FE + 3 years.

3875-03 TEST BOOKLET INVENTORY LOGS - Inventory logs or similar records of test
booklets or other testing instruments over which control is necessary to the security and integrity
of the test. RETENTION: 2 years.

3875-04 TEST SCORES - Record of each person taking the GED test and the score received.
RETENTION: PERMANENT. [By regulation - 19 TAC 89.112(b).]

       Retention Note: Do not confuse the test scores described here, which result from
       the administration of the GED test by a junior college, with GED test scores or copies
       of certificates that may be present among the admission and assessment records described
       in item number 3700-01.


                 PART 9: MISCELLANEOUS RECORDS AND REPORTS

3900-01 CURRICULUM DEVELOPMENT FILES - Reports, studies, and similar records
documenting the development of new courses and programs. RETENTION: 5 years. (Review
before disposal; some records of this type may merit permanent retention for historical reasons.)

3900-02 DISCIPLINARY RECORDS - Documentation relating to violations and alleged
violations of campus rules, codes of conduct, or other institution policies by students, including
records relating to suspension, expulsion, or other disciplinary action.

a) Records relating to violations that result in expulsion. RETENTION: 3 years.

b) Records relating to all other disciplinary action and those concerning investigations that
do not result in disciplinary action. RETENTION: AV from the end of the academic term
to which the records relate. (Exempt from destruction request requirement)

       Retention Note: This record group does not include records relating to academic
       probation, suspension, or other action arising from a student's academic performance.

3900-03 ENROLLMENT CENSUS REPORTS - Attendance reports prepared by faculty on
class census day and used as source documentation for enrollment reports submitted to the Texas
Higher Education Coordinating Board. RETENTION: FE + 3 years. (Exempt from destruction
request requirement)

3900-04 PARKING DECAL AND PERMIT RECORDS - Applications for parking decals,
permits, or parking lot security entry cards submitted by faculty, staff, and students, and related
records of issuance.

a) If parking is free and applications are used to determine eligibility and allocation of space and

14
for control purposes only. RETENTION: AV after termination of employment or enrollment
or expiration of instrument. (Exempt from destruction request requirement)

b) If a fee is levied for parking. RETENTION: The retention period in (a) or FE + 3 years,
whichever later.

3900-05 RECRUITMENT RECORDS - Advertisement tearsheets, direct mail pieces,
promotional literature, and similar material used to recruit students, including any training
materials or manuals used to instruct recruitment representatives of a junior college.
RETENTION: One copy of each for 3 years. [By regulation - 38 CFR 21.4209(f).]

       Retention Note: Publications such as college catalogs, course schedules, descriptive
       brochures or viewbooks, posters, and videotapes serve a direct or indirect promotional
       or recruitment function. One copy of each must be retained permanently because these
       publications are subject to the records descriptions and retention periods under item
       numbers 1000-37 (Photographs, Recordings, and Other Non-Textual Media) and 1000-39
       (Publications) in Local Schedule GR.

3900-06 ROOM SCHEDULING RECORDS. RETENTION: AV. (Exempt from destruction
request requirement)

3900-07 STATISTICAL REPORTS - Annual statistical reports of enrollment, grades, graduates,
racial/ethnic composition, student-pupil ratios, and other education-related matters submitted to
the governing body, state or federal agencies, or accrediting organizations. RETENTION:
PERMANENT.




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