| Record
Series Title |
|
Description |
| Academic
Action Notifications |
A |
Communications
notifying students of dismissal, academic probation, etc. |
| Academic
Grievance Files |
|
Files
documenting grievances of students against faculty members. |
| Academic
Records (includes grades, course evaluations, competency assessments, etc.) |
|
Record
of academic work pursued. |
| Academic/Non-Academic
Personnel Inventory - Contract Staff |
|
Annual
printout required by the Ohio Board of Regents documenting full-time equivalent
staffing levels. The summary of the inventory is sent to the Ohio Board
of Regents. |
| Acceptance
Letters and Relevant Admissions Correspondence for Applicants Who Do Matriculate |
|
Student-specific
correspondence relating to admission and enrollment at the institution. |
| Acceptance
Letters for Applicants Who Do Not Matriculate |
|
Letters
notifying students of acceptance or non-acceptance to the institution. |
| Accident
Reports |
|
Reports
created by university or college police for traffic accidents that occur
on campus. |
| Accounts
Payable |
|
Amounts
owed on open account for goods or services received. |
| Accounts
Payable Invoices |
|
Bill
for goods or services received |
| Accounts
Payable Ledgers |
|
Ledgers
of bills for goods or services received |
| Accounts
Payable Vouchers |
|
Vouchers
for goods or services received |
| Accounts
Receivable |
|
Amounts
due from others on open accounts as a result of providing goods or services. |
| Accreditation
Files |
|
University,
college or department files documenting accreditation review by accrediting
agencies. |
| Admission
Correspondence for Applicants Who Do Matriculate |
|
Form
letters regarding admission and/or enrollment at the institution. |
| Advanced
Placement Records for Applicants Who Do Matriculate |
|
Forms
and records supporting consideration for advanced placement in course(s)
where no credit is granted. |
| Advanced
Placement Records for Applicants Who Do Not Matriculate |
|
Forms
and records supporting consideration for advanced placement in course(s). |
| Advertising |
|
|
| Affirmative
Action Plan Files |
|
Procedures
and regulations to be followed, work force analysis, goals, timetables,
statistics. |
| Affirmative
Action Position Applicant Files |
|
Record
of affirmative action procedures followed for university or college position
openings. Files include position request and authorization forms, job descriptions,
appointment activity record, proof of citizenship, chronological data on
search and correspondence. Files divided into faculty, contract and classified
staff headings. The classified staff portion is comprised of statistical
data sent to Affirmative Action Office by Personnel Office. Under these
headings, files are arranged alphabetically by department or office. |
| Alien
Certification Files |
|
Records
of employee requests made to the Department of Labor and Immigration and
Naturalization for work certification. In addition to certification, the
files include transcripts, letters of reference, resume and other pertinent
documentation. Files arranged alphabetically. |
| Annual
Interim Fiscal Operations Reports |
|
Reports
to federal government on expenditures for federal student loan programs. |
| Annuity
Records |
|
Statement
of payroll deduction for employees' annuity plans. |
| Applicant
Flow Data File |
|
Statistical
information, percentages dealing with race, religion, sex, etc. |
| Applicants
Card File - Classified Staff |
|
Reference
card file that lists name, address, telephone number, date of application,
classification of individuals who have applied for classified positions. |
| Application
File - Classified Staff |
|
Includes
application form, resume, test results, referral and interview data. |
| Application
File: Non-Hires - Faculty |
|
Contains
application, correspondence, resumes, etc. from applicants for positions. |
| Applications
for Admission or Readmission (Reentry) for Applicants Who Do Matriculate |
|
Forms
requesting admission or readmission to the institution. |
| Applications
for Admission or Readmission (Reentry) for Applicants Who Do Not Matriculate |
|
Forms
requesting admission or readmission to the institution. |
| Applications
for Graduation |
|
|
| Audit
Authorizations |
|
Approval
forms to audit a class. |
| Audit
Report |
|
Final
report of state or independent auditor. |
| Award
Letters |
|
Summarizes
students' financial aid each year and confirms acceptance or rejection. |
| Awarded
Grants Files |
|
Files
containing proposal, budgets, accounting information on grants received
by faculty members from federal and state agencies and private foundations. |
| Bad
Debt Actions |
B |
Overdue
accounts, such as library fines, parking tickets, loans, payment for services
rendered. |
| Balance
Sheets |
|
A
report of institutional assets, liabilities, and equities. A periodic report,
not the year-end report. |
| Bank
Deposits |
|
Record
of deposits in banking institutions. |
| Bank
Reconciliations |
|
Explanation
of differences between bank statement balance and actual balance. |
| Bank
Statements |
|
Periodic
statement of bank balances. |
| Basic
Education Opportunity Grant (Pell) Files |
|
Includes
eligibility, statement of educational purpose, correspondence, etc. |
| Bids
Accepted |
|
For
purchases. |
| Bids
Rejected |
|
for
purchases. |
| Blueprints |
|
|
| Bond
Registers |
|
Listing
of bonds sold, usually for building projects, showing purchaser, date redeemed,
interest due, etc. |
| Book
Buy-Back Records |
|
Records
of purchases of used books bought from students. |
| Bookstore
Cash Drawer Sign-Out Sheets |
|
Record
of cash drawers signed out to cashiers at the beginning of each shift. |
| Bookstore
Cashier Balancing Form |
|
Used
for daily balancing of each cash drawer |
| Bookstore
Charge Forms |
|
Forms
used in completing MasterCard or VISA transactions. Information posted
to daily cash register tapes and summarized on monthly statements. |
| Bookstore
Mark-Up / Mark-Down Sheets |
|
Monthly
record of price changes of goods already in stock at the bookstore. Used
in annual inventory. |
| Bookstore
Merchandise Return Record |
|
Record
of returns by bookstore to vendors in order to receive credit. |
| Bookstore
Special Orders |
|
Documentation
of special orders made for individuals by the bookstore. Does not document
a financial transaction. |
| Budget
Institutional |
|
Final,
approved, yearly budget for institution, usually in printed form. |
| Budget
Planning Documents |
|
Budget
requests, including program plans for coming year, usually by cost center. |
| Budget
Printout - Periodic |
|
Periodic
reports of expenditures, usually by department or account |
| Canceled
Checks |
C |
|
| Canceled
Position File - Classified Staff |
|
Application
forms, correspondence sent and received concerning positions that have
been canceled. |
| Canceled
Registration Files |
|
Record
of canceled registrations, including amount owed, reason, etc. |
| Cash
Books |
|
Record
of institution's cash transactions showing a running balance |
| Cash
Disbursement Journals |
|
Special
journal used exclusively to record disbursements of cash |
| Cash
Journal |
|
Journal
of cash received |
| Cash
Receipts |
|
Receipts
for cash sales or cash received. |
| Cash
Register Tapes |
|
|
| Catalogs |
|
Official
bulletins of the institution. |
| Category
Summary - Classified Staff |
|
Computer
printout listing breakdown of employment by race, sex, civil service. |
| Certification
File - Classified Staff |
|
Record
of employees who have attained certification in their classification. May
include log book and printouts. |
| Change
in Meal Plan |
|
Records
of changes on board contracts. |
| Change
of Course Schedule (Add / Drop) |
|
|
| Change
of Grade Forms (Update Documents) |
|
|
| Chart
of Accounts |
|
List
of the accounts used by an organization with each account usually assigned
a number or code |
| Check
Register |
|
Book
or original entry for all cash disbursements paid by check. |
| Check
Registers for Federal Loans |
|
Record
of checks sent to students for National Direct Student Loans and Health
Education Assistance Loans. |
| Civil
Service Examinations File - Classified Staff |
|
Old
examinations used for the purpose of devising new testing programs. Also
can include information and materials for Civil Service testing. |
| Class
Schedules (Students) |
|
Lists
of classes student took a given term. |
| Collective
Bargaining Agreements |
|
|
| College
/ Department Office Student Files |
|
Files
maintained in individual college and department offices on students enrolled
in that college or department. Includes transcripts, letters of recommendation,
etc. Includes students who have graduated, actively enrolled students,
and students who are no longer actively enrolled. |
| Commencement
Programs |
|
|
| Complaint
Files |
|
Record
of staff or student grievances based on equal opportunity and affirmative
action regulations. Files arranged alphabetically. |
| Continuing
Education Student Records |
|
Files
include two types of records: students enrolled in special interest courses,
and students enrolled in professional certification programs. |
| Contracts
- General |
|
|
| Correspondence
for Applicants Who Do Not Matriculate |
|
|
| Correspondence,
Relevant |
|
Student-specific
correspondence (other than admissions). |
| Cost
Accounting |
|
Record
analyzing cost for producing certain items or performing certain tasks. |
| Credit
by Examination Form |
|
|
| Credit/No
Credit Approvals |
|
|
| Crime
Reports |
|
Reports
created by university or college police on campus criminal activity. |
| Curriculum
Development Files |
|
Files
documenting approval of new programs and degrees. |
| Declinations
File - Faculty |
D |
Contracts,
recommendations, letters of people who have declined positions. |
| Degree
Statistics |
|
|
| Delinquent
Accounts Report |
|
Listing
of students who owe money to university or college. |
| Delivery
Slips |
|
Documents
sent with purchased goods indicating item(s) shipped. |
| Department
Assistance File - Classified Staff |
|
Correspondence
documenting Personnel Office services to university or college departments
regarding classified staff positions. |
| Dorm
Contract Release Files |
|
Includes
application, correspondence, and record of decision reached concerning
request to break contracts for room and board |
| Draft
Registration Compliance Record |
|
Testimony
to draft registration by student in order to receive financial aid. |
| EE-06
Report [EEOC] |
E |
Annual
report required by the federal government, including information on race,
sex, salary, tenure, etc. for different groups of employees. |
| Elevator
Certifications |
|
|
| Employment
Files - Students |
|
Active
and inactive files. Student authorization forms, State and federal withholdings,
P.E.R.S., step increases, termination notices, reclassification forms,
exemptions. |
| Employment
Printouts - Student |
|
Stipend
list, updated social security number reports, 1040 hours report, termination
reports, summer rehires, college work-study awards, changes chart of accounts,
step increases, department summaries, CWS earnings report, time cards by
sequence number. |
| Endowment
Fund Reports - Annual |
|
Annual
report of funds received and expended by endowment accounts. May be in
form of report to donors. |
| Endowment
Fund Reports - Periodic |
|
Periodic
report of funds collected or expended by endowment accounts. |
| Enrollment
Statistics |
|
|
| Entrance
Examination & Placement Test Reports (ACT, CEEB Test Scores) for Applicants
Who Do Matriculate |
|
Standardized
test scores related to admission to the institution and placement test
scores. |
| Entrance
Examination & Placement Test Reports (ACT, CEEB Test Scores) for Applicants
Who Do Not Matriculate |
|
Standardized
test scores related to admission to the institution and placement test
scores. |
| Environmental
Monitoring Records |
|
|
| Faculty
Grade Report (Grade or narrative) |
F |
Copy
of grade reports as submitted to registrar by faculty. |
| Financial
Aid Award Disbursement Records |
|
Statement
by individual of award amounts disbursed. Contains name, type, and amount
of award. |
| Financial
Aid Canceled Check Records |
|
Canceled
checks, check stubs, and check journals showing payments for financial
aid made to students. |
| Financial
Report - Annual |
|
Consolidated
year-end report of financial situation showing assets and liabilities.
Usually broken down by major funding areas, such as academic and students
services areas. May include audit report. |
| Foreign
Student Forms (I-20, etc.) for Applicants Who Do Matriculate |
|
Note:
Since many items included in foreign students' records are to be retained
for at least five years, it is recommended that Immigration and Naturalization
Service documentation also be retained five years. |
| Garnishment
File - Classified Staff |
G |
Contains
copies of court orders, pertinent employee data, computation data, employee
acknowledgement forms, IRS notices of levy, and correspondence regarding
employee garnishment cases. |
| Garnishment
Files - Contract Staff |
|
File
contains copies of court orders, pertinent employee data, computation data,
employee acknowledgement forms, IRS notices of levy, and correspondence
regarding employee garnishment cases. |
| Garnishment
Files - Faculty |
|
File
contains copies of court orders, pertinent employee data, computation data,
employee acknowledgement forms, IRS notices of levy, and correspondence
regarding employee garnishment cases. |
| General
Applicant Files - Contract Staff |
|
Resumes
on file. |
| General
Ledgers |
|
Book
containing a summary or detail of all transactions affecting the accounts
of an institution. |
| Grade
Reports (Registrar's Copies) |
|
Copy
of grade report as sent to student. Grade or narrative. |
| Grade
Statistics |
|
|
| Graduate
Scholarship / Assistantship Awards |
|
Records
sent by colleges to Financial Aid indicating awards to graduate students. |
| Graduation
Authorizations |
|
Documents
certifying completion of degree requirements. |
| Graduation
Lists |
|
|
| Grants
Awarded |
|
Financial
records of grant money awarded for research projects. |
| Grants-In-Aid
Records |
|
Authorizations
from Athletic Department including copies of quarterly billings and payments. |
| Guaranteed
Student Loan Applications |
|
Copy
of student loan application which is forwarded back to potential lending
institution. |
| Hazardous
Exposure Records |
H |
|
| Health
Profession Loan Student Files |
|
Contains
all documents relating to granting of loans, including correspondence,
promissory note, confidential form, etc. |
| HUD
Reports |
|
Annual
reports filed with the federal government concerning operation of residence
halls. |
| I
- 9 Forms - Student |
I |
Federal
employment eligibility verification for on-campus student employees. |
| Index
System - Faculty |
|
Cards
or other reference list for all active and inactive faculty. |
| Injury
/ Ill Person Reports |
|
Reports
created by university or college police on ill or injured persons transported
to local hospitals from campus. |
| Inventory
Control Record |
|
|
| Invoices |
|
Bills
for goods shipped or services rendered. Usually matched to purchase orders
and delivery slips and attached to voucher for payment. |
| IPEDS
Reports (Integrated Postsecondary Education Data System) |
|
|
| Job
Cards - Student |
J |
Job
descriptions for campus and off-campus positions which have been filled
or are no longer offered. |
| Job
Description File - Classified Staff |
|
Master
file of classified job descriptions. Retained for pay-range classification
purposes. |
| Job
Descriptions |
|
|
| Job
Descriptions |
|
|
| Journal
Entries |
|
The
means of entering details of a transaction into the accounting system.
Journal entries are made in a journal and later posted to a ledger. Entry
also includes a brief explanation. |
| Journals |
|
The
record in which financial transactions are first recorded before being
posted as a debt or credit to an account in a ledger. A chronological documentation
of transactions. |
| Land
Purchase Records |
L |
Copies
of deeds, leases, purchase agreements, appraisals, etc. documenting purchase
of land by institution. Original deed maintained by Auditor of State. |
| Layoff
File - Classified Staff |
|
File
contains printouts, rosters, and correspondence documenting university
or college layoffs. Pertinent employee data, date of hire, classification,
department, and retention points (performance) are included. |
| Leave
Record - Classified Staff |
|
Forms
used to document sick leave and vacation leave. Includes hiring date, longevity
date, amount of sick leave and vacation leave accrued. |
| Leave
Record - Faculty |
|
Vacation
and sick leave earned and used. |
| Letters
of Recommendation for Applicants Who Do Matriculate |
|
Letters
of reference supporting application to the institution. |
| Letters
of Recommendation for Applicants Who Do Not Matriculate |
|
Letters
of reference supporting application to the institution. |
| Medical
Records for Applicants Who Do Matriculate |
M |
Medical
records related to application to the institution. |
| Medical
Records for Applicants who Do Not Matriculate |
|
Medical
records related to application to the institution. |
| Monthly
Standardized Report Files - Classified Staff |
|
Periodic
reports including designation by: active classified employee in alphabetical
order; pay range; department listing; social security number for active
employees; social security number for inactive employees; employees whose
hourly wage is above a certain level. |
| Motor
Vehicle Maintenance Records |
|
|
| Motor
Vehicle Records |
|
|
| National
Guard Scholarship Rosters |
N |
Lists
of students receiving scholarships from the Ohio National Guard. |
| National
Merit Scholarship Files |
|
Includes
correspondence and applications by finalists. |
| News
Releases |
|
|
| Newsletters |
|
|
| Non-Recipient
Financial Aid Files |
|
Copy
of FAF for students who did not receive aid or enter the university or
college. |
| Nursing
Loan Student Files |
|
Contains
all documents relating to granting of loans, including correspondence,
confidential information sheet, promissory note, etc. |
| OBOR
Reports (Ohio Board of Regents) |
O |
|
| Official
Class Roster |
|
Lists
of students enrolled for individual classes. |
| Ohio
Academic Scholarship Rosters |
|
Lists
of students receiving scholarships for current academic year. |
| Ohio
Bureau of Vocational Rehabilitation Files |
|
Record
of awards by state agency for handicapped students. |
| Ohio
Instructional Grant Files |
|
Record
submitted by student for payment of fees. Eventually sent to OBOR for payment. |
| Ohio
Instructional Grant Rosters |
|
List
of students receiving grants for current academic year. |
| On-The-Job
Training Records - Classified Staff |
|
Complete
training records for individuals seeking classified positions. Includes
V.A. approval, progress report, record of trainee-trainer, date started,
hours worked, etc. |
| Organizational
Charts |
|
|
| Parking
tickets - Paid |
P |
|
| Parking
Tickets - Unpaid |
|
|
| Pass/Fail
Request |
|
|
| Patents |
|
|
| Payroll
Change Report - Classified Staff |
|
Bi-weekly
listings of payroll adjustments processed through Personnel Services concerning
full-time or part-time employee status, I.e., new employee, promotion,
reclassification, leave of absence, lateral transfers, and removals. Report
arranged by pay period. |
| Payroll
Checks |
|
Checks
paid employees for services they perform. |
| Payroll
Deduction Authorizations |
|
All
forms used to authorize deductions for charitable organizations, credit
unions, union dues, U.S. Savings Bonds, etc. |
| Performance
Evaluation Forms - Classified Staff |
|
File
contains annual printouts and log books, with such information as name,
Social Security Number, date of hire, classification, supervisory, mid-
and end-probationary dates, and department, and university or college employee
performance evaluations. |
| Personalized
Recruitment Materials for Applicants Who Do Matriculate |
|
Student-specific
letters related to encouraging potential student to attend the institution. |
| Personalized
Recruitment Materials for Applicants Who Do Not Matriculate |
|
Student-specific
letters related to encouraging potential student to attend the institution. |
| Personnel
Card File - Classified Staff |
|
File
card coordinated to classified personnel files. Includes name, Social Security
Number, status, classification, department, anniversary date, pay, resignation,
date, sick leave, performance, etc. |
| Personnel
File - Faculty |
|
Original
faculty contracts and addenda, promotion and tenure documentation, original
transcripts, hiring documentation, resumes, letters of recommendation,
correspondence, teaching schedules, tax forms, sabbatical information,
evaluation forms, STRS forms, promotion and tenure decisions. Includes
part-time and adjunct faculty files. |
| Personnel
Files (Active & Inactive) - Contract Staff |
|
Employment
record maintained for full-time and part-time university or college contract
employees. Files can contain position descriptions, applications, letters
of appointment or change, personnel data, notice of salary rate, copies
of birth certificate, annual contracts, performance evaluations, P.E.R.S.
forms, previous state service forms, Social Security card, reclassification
notices, letters of commendation or reprimand, publications, evidence of
continuing education, transfers, leave of absence requests, payroll forms,
vacation and sick leave reports, resignations, termination notices. |
| Personnel
Files - Classified Staff |
|
Employment
record maintained for full-time and part-time classified employees. Files
may contain applications, copies of driver's license, Social Security card,
birth certificate, payroll, leave or absence requests, letters of commendation
and reprimand, transfer requests, leave forms, evaluations, reclassifications,
certifications, promotions, step increases, longevity, P.E.R.S. forms,
employee's inspection of personnel file form, personnel card, etc. |
| Personnel
Requisition for Classified Staff |
|
Departmental
request placed whenever a position within the department becomes vacant. |
| Petty
Cash Records |
|
|
| Placement
Files |
|
Files
maintained on alumni for purposes of career placement. Includes credentials,
letters of recommendations, etc. Students pay to have credentials maintained. |
| Position
Description File - Faculty |
|
Description
of current positions. |
| Position
Vacancy Announcement - Classified Staff |
|
Job
descriptions for each university or college position posted. |
| President
/ Vice President / Director / Dean / Chair - Subject Files |
|
Files
of correspondence, reports, memoranda, etc., documenting activities of
these offices. |
| Program
Requirement Modification |
|
Change
of major forms; degree requirement waiver or substitution authorization. |
| Promotion
and Tenure File - Faculty |
|
Recommendations,
evaluations, materials submitted for promotion or tenure. Tenure and promotion
recommendations (approval or denial) and pertinent correspondence maintained
in permanent personnel file. |
| Promotion
and Tenure Policy - Faculty |
|
Copy
of departmental guidelines, policies, procedures, notices of guidelines,
administrative memos, lists of eligible faculty. |
| Public
Employees Retirement System File - Contract Staff |
|
Includes
copies of retirement applications documenting pertinent personal, spouse
and beneficiary data. Working papers and correspondence are included. |
| Public
Employees Retirement System Files - Classified Staff |
|
Includes
copies of retirement applications documenting pertinent personal, spouse,
and beneficiary data. Working papers and correspondence are included. |
| Public
Employees Retirement System Log - Classified Staff |
|
Record
of university or college classified employees and their date of retirement
and address. |
| Public
Employees Retirement System Log - Contract Staff |
|
Record
of university or college employees, address and date of retirement. |
| Publicity
Photographs |
|
|
| Purchase
Orders |
|
Purchasing
Office's copy of order to a supplier authorizing purchase of goods. |
| Racial/Ethnic
Statistics |
R |
|
| Real
Estate Records |
|
Copies
of deeds and leases, documenting real property purchased or leased by the
university or college. |
| Receipts |
|
|
| Reclassification
Files - Classified Staff |
|
Record
of university or college employee reclassification with accompanying job
audit reviews, audit appeals, position description questionnaires, correspondence
and final decision documentation. |
| Records
Destruction Records |
|
|
| Recruitment
/ Search Files - Contract Staff |
|
Contract
staff search files. May contain position authorization forms, job descriptions,
minutes , applicants' credentials, search chronologies, authorization to
hire forms, correspondence. |
| Recruitment
Materials, General |
|
Videos,
publications, posters, advertisements, etc. used to recruit students to
attend the institution. |
| Registers |
|
|
| Registration/Enrollment
Forms |
|
|
| Reports
(Administrative - State - Civil Service - Personnel - Accounting) - Classified
Staff |
|
Monthly
and annual reports listing information on classified employees such as
promotions, training, classifications, new hires, pay range / step, suspensions,
terminations, etc. |
| Requests
and Disclosures of Personally Identifiable Information |
|
|
| Requests
for Formal Hearings |
|
Relates
to privacy documentation. |
| Requisitions |
|
Forms
used to order goods and services. |
| Residence
Hall Advisor Files |
|
Files
on candidates selected for employment as residence hall advisors. |
| Residence
Hall Advisors - Unselected |
|
Files
on candidates not selected as residence hall advisors. |
| Royalty
Payments |
|
|
| Sales
Receipts |
S |
|
| Schedule
of Classes (Institutional) |
|
Schedule
of classes offered each term by the institution. |
| Search
Committee Files - Faculty |
|
Records
of individuals who applied or interviewed for positions for which a committee
was formed. Files contain position authorization forms, job descriptions,
search committee minutes, applicant credentials, correspondence, authorization
to hire forms. |
| Selection
Criteria Form - Classified Staff |
|
Form
providing an explanation as to why a person was or was not hired for a
university or college position. |
| Service
Reports / Activity Reports - Faculty |
|
Records
for the academic year and each term listing teaching and advisory assignments,
research, administrative duties and public service. Data is included for
full-time and part-time faculty and graduate assistants. Reports printed
either alphabetically by name of faculty member or by department. |
| Sponsored
Student Account Files |
|
Record
of students sponsored by corporations and special scholarships, including
authorizations, transactions, account numbers, etc. |
| State
Classification File - Classified Staff |
|
Lists
of classification by pay range as directed by the State Department of Administrative
Services. |
| Statement
of Educational Progress |
|
Confirms
individual student's progress toward degree to maintain federal financial
aid. |
| Student
Account Files |
|
Files
on individual students' paid and unpaid accounts, including loan applications,
correspondence, account activity record, etc. |
| Student
Aid Accounting Billing |
|
Concerns
students who withdrew or reduced credit hours and were billed for the return
of surplus aid money. |
| Student
Disciplinary Files |
|
Files
maintained by student affairs on students who have been accused of disciplinary
violations. |
| Student
Dorm Contracts |
|
Actual
agreement between students and residence halls governing room and board
and fee payment agreements. Includes meal plan authorizations. |
| Student
Financial Aid Files |
|
Files
on recipients, including award notices, FAF's, and FAF need analysis reports. |
| Student
Insurance Records |
|
Record
of students enrolled in university or college health program. |
| Student
Requests for Nondisclosure of Directory Information |
|
|
| Student
Statements on Content of Records Regarding Hearing Panel Decisions |
|
|
| Student
Time Reports |
|
Record
of hours worked by student employees. |
| Student
Waivers for Rights of Access To See Letters of Recommendation for Admission
for Applicants Who Do Matriculate |
|
|
| Student's
Written Consent for Records Disclosure |
|
|
| Subsidiary
Ledgers |
|
A
book of accounts of an institution. |
| Summer
Contracts - Student |
|
Flyers
for on- and off-campus employment opportunities. |
| Summer
Employment File - Classified Staff |
|
Record
of employees with alternate summer job responsibilities usually in dining
halls, union, health center, residence halls and custodial. |
| Surplus
Property Records |
|
|
| Suspension
File - Classified Staff |
|
Record
of suspended university or college employees including name, classification,
department, reason for suspension and duration of suspension, pertinent
supporting documentation. |
| Tax
Files |
T |
Copies
of parents' 1040 tax form used to prove student's dependency. |
| Telephone
Expense Records |
|
Periodic
reports of long distance and local phone charges. |
| Time
Cards |
|
Record
of time worked by employees. |
| Trade
Mark Registrations |
|
|
| Transcript
Requests -- Other Than Student Requested |
|
|
| Transcripts
- High School for Applicants Who Do Matriculate |
|
Applicants
high school transcripts. (Some documents from institutions in other countries
may be originals and therefore difficult or impossible for the applicant
to replace. The records custodian may want to return these documents to
the applicant.) |
| Transcripts
- High School for Applicants Who Do Not Matriculate |
|
Applicant's
high school transcripts. (Some documents from institutions in other countries
may be originals and therefore difficult or impossible for the applicant
to replace. The records custodian may want to return these documents to
the applicant.) |
| Transcripts
- Other Colleges for Applicants Who Do Matriculate |
|
Records
of courses taken at other post-secondary institutions and documents supporting
prior learning, including credit for military training. (Some documents
from institutions in other countries may be originals and therefore difficult
or impossible for the applicant to replace. The records custodian may want
to return these documents to the applicant.) |
| Transcripts
- Other Colleges for Applicants Who Do Not Matriculate |
|
Records
of courses taken at other post-secondary institutions and documents supporting
prior learning. (Some documents from institutions in other countries may
be originals and therefore difficult or impossible for the applicant to
replace. The records custodian may want to return these documents to the
applicant.) |
| Transfer
Credit Evaluations |
|
|
| Travel
Expenses |
|
Record
of expenses incurred on official travel. Used to receive reimbursement. |
| Tuition
and Fee Schedule |
|
Listing
of fee charges for each term by an institution. |
| Tuition
Remission Applications |
|
Record
of tuition waivers for employees and dependents. |
| Unawarded
Grants Files |
U |
Applications
and proposals by faculty for grants that were not funded. |
| Unemployment
Compensation Files |
|
Consolidated
file listing all employees (classified, contract and faculty) for whom
an unemployment claim has been filed. This includes copies of claim forms,
correspondence, costs for the institution and amount of unemployment compensation
paid. |
| Unemployment
Compensation Log |
|
Record
of unemployment compensation cases. |
| Unemployment
Insurance Payments |
|
|
| Union
Dues Membership List - Classified Staff |
|
Copy
of biweekly listing of university or college employees paying dues to unions,
including pertinent personal data, classification and department. |
| University
Governance Files |
|
Files
of boards / committees / governance groups documenting official actions
of governing bodies. |
| Vending
Commission Income Records |
V |
Record
of money received as commission on vending contracts |
| Veterans
Administration Records and Correspondence |
|
|
| Viewbooks |
|
A
recruitment document. |
| Voucher
Register |
|
Journal
in which accounts payable and their payments are recorded. |
| Vouchers |
|
A
record of cash disbursement used to establish control over expenditures
and ensuring appropriate approval for each transaction. |
| W-2
Forms |
W |
Federal
form reporting salaries, wages, and tips for each employee to the IRS. |
| W-4
Forms |
|
Forms
completed by employee showing federal tax withholding exemptions. |
| Wage
and Fringe Benefit Surveys - Classified Staff |
|
Surveys
conducted by the university or college with area organizations in an effort
to acquire comparative data regarding wage and fringe benefit programs. |
| Withdrawal
Authorizations |
|
|
| Work-Study
Student Files |
|
Contains
application, PERS exemption form, and evaluations of students employed
under Work-Study Program. |
| Workers
Compensation Payments |
|
|
| Written
Decisions of Hearing Panels |
|
Relates
to privacy documentation. |