Retention and disposition of official records of the SUNY campuses are governed by the New York State Arts and Cultural Affairs Law. Official records must be retained and disposed of in compliance with two schedules:
- State University of New York Records Retention and Disposition Schedule ("the SUNY Schedule") for education and SUNY-specific records
- General Retention and Disposition Schedule ("the general schedule") for New York State government records
Please follow these steps to comply with SUNY's policy on records retention and disposition:
- Understand what materials records are and retain them per the applicable schedules. (You may wish to use the inventory worksheet provided by NYS Archives to determine what records are in your files.)
- On an annual basis, identify records in your area that may be ready for disposition.
- Consult the SUNY Schedule or General Schedule to confirm that disposition is called for. Identify records that have exceeded their minimum retention periods.
- Document the records you plan to dispose of using the Certificate of Destruction and obtain supervisory approval.
- Submit the original Certificate of Destruction to the campus's Records Management Officer and keep a copy for your records. Certificates of Destruction should be submitted by July 15 each year, reflecting records of destruction activities during the preceding academic year.
- Using a permanent method of destruction (shredding), dispose of the records that have exceeded their retention periods. The Office of Property Control and Sustainable Programs can assist with shredding for large quantities of records.
For help in determining whether your records contain archival material that must be maintained permanently, please contact the College Archivist. For other questions about records retention and disposition, please contact the Coordinator for Records Retention and Disposition.
SUNY Records Retention and Disposition Schedule
Academic Affairs and Instruction Schedule
- Academic Affairs
- Accreditation records
- Curriculum development records
- Academic program proposals
- Curriculum/program registration records
- Master plan and related documents
- Course information records
- Faculty and faculty-student research records
- Records of Institutional Review Boards
- Instruction
- Course listing
- Instructor's course syllabus or lesson plan
- Instructor's grade records, test scores, and marking sheets
- List of students majoring in a field of study
- Class schedule
- Completed examination test papers and answer sheets
- Course or laboratory attendance records
- Evaluations of course instructor
- Records relating to tax-free use of alcohol
- Radiation use log
Alumni and Development Schedule
- Alumni
- Alumni Biographical Data
- Development
- Donor (and prospective donor) information records
- Record of gifts and bequests to a college or the University
- Alumni association or foundation file
Athletics Department Schedule
- Player recruitment/scouting file
- Athletic scholarship file
- Athletic program records
- Records of gender equity in athletics
- Substance or alcohol abuse testing records
- Athletic training records
Student Counseling and Career Services
- Student counseling records
- List of student appointments
- Statistical compilation or reports of students served
- Printed resource materials
- Career placement records
Executive Records
- Chancellor's or President's office files
- Executive, manager, or administrator's office files
- Inaugural & Anniversary Records
Financial Aid
- State Student financial aid program records
- State financial aid reports
- Student bankruptcy records
- Federal Student Financial Aid Financial Aid Documents
Student and Staff Housing
- Residency occupancy records
- Damage Records
- Off-campus rental records
Public Safety
- Public Safety: General
- Accreditation records for law enforcement, fire prevention, or emergency medical services unit (if applicable)
- Standard Operating Procedures
- Tape recording of Communications
- Campus safety records
- Incident data summary record
- Law enforcement reports, studies, or data queries
- Arrest Records and Folders
- Incident and investigation records
- Law Enforcement: Firearms
- Campus firearm purchase record
- Individual firearm purchase record
- Records of issuance of firearms or other weapons to law enforcement personnel
- Repair and maintenance records for firearms or other weapons used by law enforcement personnel
- Record of stolen or missing firearms
- Law Enforcement: Motor Vehicles
- Traffic violation records
- Parking violation records
- Vehicle accident case record
- Vehicle history files
- Law Enforcement: Miscellaneous
- Warrant execution and subpoena or summons service records by external law enforcement agency
Student Records
- Student Academic Records
- Admissions Data for Applicants Who Enroll
- Admissions Data for Applicants Not Enrolling (Whether Accepted or Rejected)
- General Records Related to Admissions and the Admissions Process
- Non-credit and Continuing Education Records
- Student Information System
- Records of Compliance with the Family Educational Rights and Privacy Act of 1974 (FERPA) and Related Legislation
- Student Advising Records
- Proof of Residence Records
- College-related Reports, Studies, or Data Queries
- Scholarship Records
- Records of Gifts and Prizes Awarded Students
- Student Degree and Grade Audit Records
- Student Disciplinary Records
- Student Complaint Records
- Student complaints filed under the provisions of the Americans with Disabilities Act (ADA), Rehabilitation Act of 1973
- Recruitment Records
- Records relating to individual prospective students who do not apply for admission
- Parental consent record
- Nursing education program
- Institutional information & reports
- Commencement records
- Student activity or organization records
- Records of international students who enroll
- Records of international students who do not enroll
- Disabled student file
- Disabled student emergency evacuation plan
- Staff development materials for disabled student
- International Program/Overseas Academic Program Records
Student Accounts
- Student Accounts Folders and Correspondence (student-specific records)
- General Administrative Records (not specific to any student)
- Credit Card Receipts and Records
- Cumulative Payment Listings & Cumulative Transaction Listings
General Administrative and Operational Schedules
Fiscal Administration
- Purchasing/Claims and Payments
- Revenue and Collections
- Accounting Records
- Bank Transactions.
General Administration
- General administration
- Affirmative Action, Reasonable Accommodation, and Human Rights
- Budget Presentation
- Employee Relations
- Equipment, Supplies, and Motor Vehicle Management
- Facilities Management
Information Technology Records
Information Technology
- General Administration
- Systems and Application Development
- Computer Operations and Technical Support
- Data Administration
- IT Support
- Network/Data Communication Services
Personnel Administration Records
Personnel
- Personnel Administration
- Civil Service Administration
- Benefits and Health Insurance Administration.
Frequently Asked Questions (F.A.Q.)
1. Q: How long should student academic records be retained?
A: According to the retention and disposition schedule, student academic records should be retained for a minimum of six years after graduation or separation from the institution.
2. Q: Can student transcripts be retained electronically?
A: Yes, student transcripts can be retained electronically as long as they meet the legal and technical requirements for authenticity and accessibility.
3. Q: Are there any specific guidelines for the retention of student course registration records?
A: Yes, the retention and disposition schedule provides specific guidelines for the retention of student course registration records. It is important to follow these guidelines to ensure compliance.
4. Q: How long should student disciplinary records be retained?
A: The retention and disposition schedule provides guidelines for the retention period of student disciplinary records. Typically, these records should be retained for a specified number of years after the disciplinary action is taken.
5. Q: Can student academic records be shared with other institutions?
A: Student academic records can be shared with other institutions when necessary, but proper consent and compliance with privacy laws and regulations must be ensured.
6. Q: Are there any specific guidelines for the retention of student financial aid records?
A: Yes, the retention and disposition schedule provides specific guidelines for the retention of student financial aid records. It is important to follow these guidelines to ensure compliance.
7. Q: Can student records be accessed by faculty and staff members?
A: Access to student records should be restricted to authorized faculty and staff members who have a legitimate educational interest in the records. Privacy laws and regulations must be followed.
8. Q: How long should student enrollment records be retained?
A: The retention and disposition schedule provides guidelines for the retention period of student enrollment records. Typically, these records should be retained for a specified number of years after the student's enrollment ends.
9. Q: Can student records be transferred to another institution within the SUNY system?
A: Yes, student records can be transferred to another institution within the SUNY system if there is a legitimate educational purpose and proper consent is obtained.
10. Q: Are there any specific guidelines for the retention of student health records?
A: Yes, the retention and disposition schedule provides specific guidelines for the retention of student health records. It is important to follow these guidelines to ensure compliance with privacy regulations.
11. Q: How should student records be securely stored and protected?
A: Student records should be securely stored and protected to prevent unauthorized access or disclosure. This may include physical security measures and appropriate digital safeguards.
12. Q: Can student records be accessed by the students themselves?
A: Yes, students have the right to access their own records under the Family Educational Rights and Privacy Act (FERPA). Proper procedures must be followed to ensure privacy and security.
13. Q: Can student records be used for research purposes?
A: Yes, student records can be used for research purposes, but proper consent and compliance with privacy laws and regulations must be ensured.
14. Q: How often should the retention and disposition schedule for student records be reviewed and updated?
A: The retention and disposition schedule for student records should be reviewed and updated regularly to reflect changes in recordkeeping practices, legal requirements, and institutional needs.
15. Q: Where can I find specific guidelines for implementing the retention and disposition schedule for student records?
A: The designated records management officer or department at your institution can provide you with specific guidelines for implementing the retention and disposition schedule for student records.
1. Q: How long should student enrollment records be retained?
A: According to the retention and disposition schedule, student enrollment records should be retained for a minimum of six years after the student graduates or leaves the institution.
2. Q: Can student disciplinary records be accessed by faculty and staff members?
A: Access to student disciplinary records should be restricted to authorized faculty and staff members who have a legitimate educational or administrative interest in the records. Privacy laws and regulations must be followed.
3. Q: Are there any specific guidelines for the retention of student financial aid records?
A: Yes, the retention and disposition schedule provides specific guidelines for the retention of student financial aid records. It is important to follow these guidelines to ensure compliance.
4. Q: How long should student health records be retained?
A: The retention and disposition schedule provides guidelines for the retention period of student health records. Typically, these records should be retained for a specified number of years after the student's last visit to the health center.
5. Q: Can student disciplinary records be shared with other institutions?
A: Student disciplinary records can be shared with other institutions when necessary, but proper consent and compliance with privacy laws and regulations must be ensured.
6. Q: Can student counseling records be accessed by the students themselves?
A: Generally, student counseling records are confidential and can only be accessed by the student themselves with proper consent, unless there are specific circumstances where disclosure is required by law.
7. Q: How long should student academic records be retained?
A: The retention and disposition schedule provides guidelines for the retention period of student academic records. Typically, these records should be retained for a specified number of years after the student graduates or leaves the institution.
8. Q: Can student financial aid records be used for auditing purposes?
A: Yes, student financial aid records can be used for auditing purposes, but proper consent and compliance with privacy laws and regulations must be ensured.
9. Q: Are there any specific guidelines for the retention of student employment records?
A: Yes, the retention and disposition schedule provides specific guidelines for the retention of student employment records. It is important to follow these guidelines to ensure compliance.
10. Q: Can student academic records be transferred to another institution within the SUNY system?
A: Yes, student academic records can be transferred to another institution within the SUNY system if there is a legitimate educational purpose and proper consent is obtained.
11. Q: How should student records be securely stored and protected?
A: Student records should be securely stored and protected to prevent unauthorized access or disclosure. This may include physical security measures and appropriate digital safeguards.
12. Q: Can student employment records be accessed by potential employers?
A: Student employment records may be accessed by potential employers with the student's consent, but privacy laws and regulations must be followed.
13. Q: How often should the retention and disposition schedule for student records be reviewed and updated?
A: The retention and disposition schedule for student records should be reviewed and updated regularly to reflect changes in recordkeeping practices, legal requirements, and institutional needs.
14. Q: Can student records be used for research purposes?
A: Yes, student records can be used for research purposes, but proper consent and compliance with privacy laws and regulations must be ensured.
15. Q: Where can I find specific guidelines for implementing the retention and disposition schedule for student records?
A: The designated records management officer or department at your institution can provide you with specific guidelines for implementing the retention and disposition schedule for student records.