Record Retention

Accreditation Reports

Permanent

Provost’s Office

Academic Action Authorizations

5 Years after graduation or date of last attendance

Registrar

Academic Records (including narrative evaluations, competency assessments, etc.)

Permanent

Registrar

Applications for Graduation

1 year after graduation or date of last attendance

Registrar

Audit Authorizations

1 year after date submitted

Registrar

Change of Course (Add/Drop)

4 years after date submitted

Registrar

Change of Grade Forms (update documents)

Permanent

Registrar

Class lists (original grade sheets)

Permanent

Registrar

Class Schedules

5 Years after graduation or date of last attendance

Registrar

Correspondence with Students

5 Years after graduation or date of last attendance

Registrar

Credit / No Credit Approvals

1 year after date submitted

Registrar

Credit by examination reports / scores

5 Years after graduation or date of last attendance

Registrar

Curriculum Change Authorizations

5 Years after graduation or date of last attendance

Registrar

Degree Audit Records

5 Years after graduation or date of last attendance

Registrar

Disciplinary Action Documents

Maintain While Pending, Unless Otherwise Noted in Document

Registrar

Enrollment Verifications

1 year after date of verification

Registrar

Fee Assessment Forms

5 Years after graduation or date of last attendance

Bursar

Foreign / International Student Records (e.g., I-20)

5 Years after graduation or date of last attendance

Center for Global Engagement

Grade Reports (registrar's copies)

1 year after date distributed

Registrar

Graduation Authorizations

5 Years after graduation or date of last attendance

Registrar

Hold or Encumbrance Authorizations

Until Released

Registrar

Honor Code Hearing Records

If student found not guilty, record destroyed after hearing; if student suspended, 4 years after graduation; if student expelled, permanent retention; all other sanctions, 2 years after graduation

Richmond / Westhampton Dean

Immigration Records for Students

7 years after graduation or last date of attendance

Center for Global Engagement

Name Change Authorizations

5 Years after graduation or date of last attendance

Registrar

Pass /Fail Requests

4 years after date submitted

Registrar

Personal Data Information Forms

1 year after graduation or date of last attendance

Registrar

Registration Records

1 year after date submitted

Registrar

Social Security Authorizations

1 year after certification

Registrar

Student Disciplinary Records

if on conduct probation at time of graduation, for 1 year following graduation; for all other sanctions upon graduation; for serious violations, records maintained for period of time determined by Dean

Richmond / Westhampton Dean

Teacher Certifications

1 year after certification

Registrar

Transcript Requests (student)

1 year after date submitted

Registrar

Transfer Credit Evaluations

5 Years after graduation or date of last attendance

Registrar

Tuition and Fee Charges

5 Years after graduation or date of last attendance

Registrar

Veterans Administration Certifications

3 years after graduation or date of last attendance

Registrar

Withdrawal Authorizations

2 years after graduation or date of last attendance

Registrar

Acceptance letters for Students accepted who do not enroll

Until Deposit Deadline

Vice President, Dean of Admissions

Acceptance letters for students accepted who enroll

5 Years after graduation or date of last attendance

Richmond / Westhampton Deans Office

Application for Admission or Readmission

5 Years after graduation or date of last attendance

Richmond / Westhampton Deans Office

Applications for students who are accepted but do not enroll

Until Deposit Deadline

Vice President, Dean of Admissions

Entrance Exams and Placement Scores

5 Years after graduation or date of last attendance

Registrar

Letters of Recommendation

For Accepted Students who Enroll - Until Matriculated; For all other applicants, Until Deposit Deadline

Registrar / Vice President, Dean of Admissions

Medical Records Provided by Admitted Applicant

5 Years after graduation or date of last attendance

Vice President, Student Development

Military Records

5 Years after graduation or date of last attendance

Registrar

Other Correspondence with Admitted Students

5 Years after graduation or date of last attendance

Richmond / Westhampton Deans Office

Other Correspondence with Students Accepted who do not Enroll

Until Deposit Deadline

Vice President, Dean of Admissions

Recruitment Materials

Until Enrollment

Vice President, Dean of Admissions

Residency Classification Forms

5 Years after graduation or date of last attendance

Registrar

Student Waiver of Right of Access to See Letters of Recommendation for Admission

Until the earlier of: (i) revocation or termination by student; or (ii) destruction of letters of recommendation pursuant to this schedule

Richmond / Westhampton Deans Office

Transcripts - High School

For Students who enroll, 5 Years after graduation or date of last attendance; For all Other Applicants, Until Deposit Deadline

Richmond / Westhampton Deans Office

Transcripts -- Other Colleges

For Students who enroll, 5 Years after graduation or date of last attendance; For all Other Applicants, Until Deposit Deadline

Registrar / Vice President, Dean of Admissions

Deeds of Gift

5 years from date gift received and performance by University complete

Vice President, Advancement

Endowed Scholarship Agreements

Permanent

Vice President, Advancement

Endowments

Permanent

Vice President, Advancement

Gift Agreements

5 Years from date gift is complete

Vice President, Advancement

Trusts and Bequests

Permanent

Vice President, Advancement

Eligibility Records

6 Years

Athletic Director

Recruitment Records

6 Years

Athletic Director

Squad Lists

6 Years

Athletic Director

Student Athlete Drug Testing Consent Forms

6 Years

Athletic Director

Student Athlete Financial Aid Records

4 years after graduation or date of last attendance

Director of Financial Aid

Summer Camp Records

6 Years

Athletic Director

A-133 Audit Reports and data collection form

7 years after end of fiscal year

Vice President, Business and Finance

Account Ledgers

10 years

Vice President, Business and Finance

Accounts Receivable

4 years after end of fiscal year

Vice President, Business and Finance

Audit Reports (including audited financial records and related correspondence (e.g., management letters))

Permanent

Vice President, Business and Finance

Bank Deposit Records

5 Years after end of fiscal year

Vice President, Business and Finance

Bank Statements

5 Years after end of fiscal year

Vice President, Business and Finance

Budgets

5 Years

Vice President, Business and Finance

Canceled Checks

5 Years after end of fiscal year

Vice President, Business and Finance

Cashiers’ Tapes from Bookkeeping Machines

5 Years

Vice President, Business and Finance

Check Registers

20 years after end of fiscal year

Vice President, Business and Finance

Collection Records

4 years after end of fiscal year

Vice President, Business and Finance

Correspondence with Taxing Agency (e.g., IRS)

6 Years after end of tax year

Vice President, Business and Finance

Depreciation Schedules

Permanent

Vice President, Business and Finance

Federal Income Tax Returns and Schedules

Permanent

Vice President, Business and Finance

Financial Statements

40 years

General Ledger

20 years after end of fiscal year

Vice President, Business and Finance

Gross Receipts Tax

6 Years after end of tax year

Vice President, Business and Finance

Intellectual Property Licensing Agreements

5 years after termination of licensing agreement

Vice President, Business and Finance

Journals

20 years after end of fiscal year

Vice President, Business and Finance

Personal Property Tax

6 Years after end of tax year

Vice President, Business and Finance

Real Property Tax

Permanent

Vice President, Business and Finance

Sales Tax

6 Years after end of tax year

Vice President, Business and Finance

State Income Tax Returns and Schedules

Permanent

Vice President, Business and Finance

Tax-Exempt Bond Financed Property Usage Records (including management contracts and research agreements)

Life of the Bonds, including life of refunding bonds (if any), plus 5 Years

Vice President, Business and Finance

Tax-exempt Bond Issuance and Refinancing Records (including trust indenture, official statement, loan agreements and bond counsel options)

Life of the Bonds, including life of refunding bonds (if any), plus 5 Years

Vice President, Business and Finance

Tax-Exempt Bond Payment or Security Records

Life of the Bonds, including life of refunding bonds (if any), plus 5 years

Vice President, Business and Finance

Tax-exempt Bond Proceed Expenditure Records

Life of the Bonds, including life of refunding bonds (if any), plus 5 Years

Vice President, Business and Finance

Tax-Exempt Bond Proceeds Investment Records

Life of the Bonds, including life of refunding bonds (if any), plus 5 Years

Vice President, Business and Finance

Uncollected Accounts

Until collection - then see collection records

Vice President, Business and Finance

Use Tax

6 Years after end of tax year

Vice President, Business and Finance

Withholding Tax (e.g., FICA)

6 Years after end of tax year

Vice President, Business and Finance

General Correspondence

Until annual review; 1 year maximum

All University Staff and Faculty

Policies and Procedures

7 years following expiration

Responsible Department Head

Records of Donations to Issues Advocacy Groups

3 Years – per statute

Government Relations

Strategic Planning Information (including plans, reports, studies, forecasts, and analysis)

5 Years

Chief Of Staff

Conference Agreements

7 Years After Effective Date of Agreement

Conferences and Camps Manager

Conference Registration Data

7 Years After Effective Date of Agreement

Conferences and Camps Manager

Insurance Certificates for Conference Sponsors

7 Years After Effective Date of Agreement

Director, Safety and Risk Management

Invoice and Payment Records

7 Years After Effective Date of Agreement

Conferences and Camps Manager

Consulting Agreements

Term of Agreement + 5 years

Vice President, Business and Finance and Responsible Vice President

Government Contracts

Term of Agreement + 5 years

Vice President, Business and Finance

Joint Venture Agreements

Term of Joint Venture + 5 Years

General Counsel

Management and Research Agreements involving Bond Financed Facilities

Life of the Bonds, including life of refunding bonds (if any), plus 5 Years

Vice President, Business and Finance and General Counsel

Miscellaneous Agreements, Contracts, Memoranda of Understanding

Term of Agreement + 5 years

Vice President, Business and Finance and Responsible Department Head

Professional Services Agreements

Term of Agreement + 5 years

Vice President, Business and Finance and Responsible Vice President

Articles of Incorporation

Permanent

Secretary to the Board of Trustees

By-Laws

Permanent

Secretary to the Board of Trustees

Conflict of Interest Disclosure Forms

3 Years following termination of Board or Committee service or employment

Secretary to the Board of Trustees

Insolvency Reorganization Records

Permanent

Vice President Business and Finance

Minutes of Meetings of Committees and Subcommittees of all the Board of Trustees

Permanent

Secretary to the Board of Trustees

Minutes of Meetings of Committees appointed by Trustees or Directors of Corporation

Permanent

Secretary to the Board of Trustees

Minutes of Meetings of Members or Stockholders of all University Corporations, including Agendas and Attachments

Permanent

Secretary to the Board of Trustees

Minutes of Meetings of Trustees, Directors, or Managers of all University Corporations, including Agendas and Attachments

Permanent

Secretary to the Board of Trustees

Records of Liquidation of Subsidiaries

Permanent

Chief Financial Officer, IHS

Records of Mergers and Combinations

Permanent

General Counsel

Absence Reports

5 years from end of employment

AVP, Human Resources

Accrued Retirement Benefit Records

Life of employee or former employee

AVP, Human Resources

Americans with Disabilities Act (ADA) / Virginians with Disabilities Act Self-Evaluations

6 Years

AVP, University Facilities

Applications for Positions - Applicant Hired

3 years from end of employment

AVP, Human Resources

Applications for Positions - Applicant Not Hired

1 Year from notification

AVP, Human Resources

Attendance Records

3 years

AVP, Human Resources

Beneficiary Designations

3 years after employment ends

AVP, Human Resources

Certificates and Notices Required by FLSA

3 years

AVP, Human Resources

Disability Records

Life of employee or former employee

AVP, Human Resources

Disciplinary Actions

3 years after employment ends

AVP, Human Resources

EEO-1 Reports

3 Years

AVP, Human Resources

Employee Background Investigation Results

2 years after employment ends

AVP, Human Resources

Employee Benefit Plans

3 Years after termination of plan

AVP, Human Resources

Employee Educational Records

3 Years

AVP, Human Resources

Employee Evaluations

3 years after employment ends

AVP, Human Resources

Employee Exposure Records (including but not limited to workplace monitoring records, material safety data sheets, chemical inventories)

30 Years

Director, Safety and Risk Management

Employee Health Records

30 Years after end of employment

AVP, Human Resources

Employment Agreements

Term of Agreement + 5 Years

AVP, Human Resources

Employment Files Not Maintained by Human Resources (including faculty files maintained by Dean and/or Provost)

7 years from end of employment

Deans / Provost

FMLA Records (including requests for FML, dates and/or hours of FML, employee notices, employer notices, policies and procedures, premium payments to employees, documents reflecting disputes)

3 years from end of employment

AVP, Human Resources

Garnishment Records

3 Years

AVP and Controller

Hazard Communication Plans

30 Years

Director, Safety and Risk Management

I-9 Forms

3 years after date of hire or 1 year after date employment ends, whichever is later

AVP, Human Resources

Immigration Records

7 years after employment ends

AVP, Human Resources

Job Announcements and Advertisements

3 years

AVP, Human Resources

Job Classifications

2 Years after superseded

AVP, Human Resources

OSHA Records (including OSHA 300 Log, privacy case list (if any), OSHA 301 Incident Report Forms)

5 Years from end of calendar year that report covers

Director, Safety and Risk Management

Overtime Reports

3 years from end of employment

AVP and Controller

Payroll - Deductions Authorized by Employees

20 years

Vice President, Business and Finance

Payroll & Time Records

3 years from end of employment

AVP and Controller

Payroll Claims

6 years after the claim is filed

AVP and Controller

Payroll Deductions

4 years after employment ends

AVP, Human Resources

Payroll List

20 years

Vice President, Business and Finance

Payroll Tax Records (including all returns, schedules and FUTA records)

6 years after the later of the due date or the date on which tax is paid

AVP and Controller

Pension Plan Actuarial Reports and Financial Records

6 Years

AVP, Human Resources

Pension Plan Participant Records

6 Years

AVP, Human Resources

Pension Plans, Amendments, etc.

Permanent

AVP, Human Resources

Personnel Files (including but not limited to history, application, resumes, performance evaluations, compensation rate and changes)

3 years from end of employment

AVP, Human Resources

Requests for Accommodation - ADA

3 years after employment ends

AVP, Human Resources

Unemployment Insurance

3 Years

AVP, Human Resources

W-2 Forms

4 years after employment ends

AVP, Human Resources

W-4 Forms

4 years after employment ends

AVP, Human Resources

Wage Rate Tables

2 Years after superseded

AVP and Controller

Worker's Compensation Records

7 Years

Director, Safety and Risk Management

Air / Water Emission Records

5 years

Associate Vice President, University Facilities

Blueprints

Permanent

Associate Vice President, University Facilities

Building Plans and Specifications

Permanent

Associate Vice President, University Facilities

Construction Records (including, but not limited to plans, designs, bid awards, change orders, contracts)

20 Years

Associate Vice President, University Facilities

Grounds and Building Inspection, Repair and Maintenance Reports

3 Years

AVP, University Facilities

Faculty Employment Records, Contracts - Non-Tenure Track

7 years after end of employment

Dean's Office

Tenure Track Faculty Files

7 years after end of employment

Dean's Office

Requests and Disclosures of Personally Identifiable Information

Permanent

Registrar

Requests for Formal Hearings

Permanent

Registrar

Student Requests for Nondisclosure of Directory Information

Permanent, unless revoked by student

Registrar

Student's Written Consent for Records Disclosure

Permanent, unless revoked by student

Registrar

Waivers for Rights of Access

Permanent, unless revoked by student

Registrar

Written Decisions of Hearing Panels

Permanent

Registrar

Audit and Program Review Reports

10 years

Director, Financial Aid

Collection Records

3 years from date paid in full

Bursar

Copies of Paid in Full Promissory Notes

3 years from date paid in full

Bursar

Cost of Attendance

10 years

Director, Financial Aid

Federal Perkins Loans Assigned to the US Dept of Education

3 years from the date paid in full

Bursar

Federal Work-Study Records

3 years from end of award year

Director of Financial Aid

Financial Aid Applications

enrolled students - 4 years after graduation or date of last attendance; students who do not enroll after beginning of academic year for which they applied

Director, Financial Aid

Financial Aid Assistance Records

4 years after graduation or date of last attendance

Director of Financial Aid

Financial Aid Awards

4 years after graduation or date of last attendance

Director, Financial Aid

Financial Aid Records

3 Years After Annual audit has been accepted by US Dept. of Education

Director of Financial Aid

Fiscal Operations Reports

3 years from end of award year report submitted

Director, Financial Aid

Private Lender Loan Applications / Award Documentation

4 years after graduation or date of last attendance

Director, Financial Aid

Loans Receivable

3 years after loans are paid in full

Bursar

National Student Loan Data System Records

3 years from end of award year

Registrar

Original Promissory Notes

Until paid in full

Bursar

Required Records Relating to Factors of Financial Responsibility and Standards of Administrative Capacity

5 years

Director, Financial Aid

State Agency Reports

5 years

Institutional Student Information Records

4 years after graduation or date of last attendance

Director, Financial Aid

Uncollected Account Records

until collected and then 3 years after paid in full

Bursar

Work-Study Student Authorization Forms

4 years after graduation or date of last attendance

Director of Financial Aid

Government Licenses and Permits

Permanent

Responsible Department Head

Government Licenses and Permits

Permanent

Responsible Department Head

Reports of Government (including State and Federal) Investigations

20 Years

General Counsel

Settlement Agreements with Government Agencies

20 Years

General Counsel

Grant Award Agreements, Governmental and Private

Term of Grant Award + 5 years

Office of Foundation, Corporation and Government Relations

CAPS Counseling Records

For adult patients, 5 years from termination of counseling relationship; for minor patients, 5 years after 18th birthday or 10 years, whichever is longer

Director, CAPS

Student Health Medical Records

6 Years from date of last patient encounter or date patient turned 18, whichever is longer

Director, Student Health Services

Licensing Agreement Work Papers

6 years from termination of licensing agreement

Manager Collegiate Licensing

Original Executed Invention Disclosure Forms

Permanent

Director, Foundation, Corporate and Government Relations

Original Executed Licensing Agreements

Permanent

Manager Collegiate Licensing

Original Executed USPTO Assignment Forms

Permanent

Director, Foundation, Corporate and Government Relations

Original Letters - Patents

Permanent

Director, Foundation, Corporate and Government Relations

Original Registered Trademarks

Permanent

Manager Collegiate Licensing

Royalty Records

life of technology / patent plus 6 years

Director, Foundation, Corporate and Government Relations

Trademark Related Work Papers

Permanent

Manager Collegiate Licensing

US Patent Application / Correspondence Records

Permanent

Director, Foundation, Corporate and Government Relations

Professional and General Liability Litigation Pleadings and Settlement Agreements

20 Years

General Counsel

Other Litigation Pleadings and Settlement Agreements (including commercial, employment and other litigation)

20 Years

General Counsel

Consent Forms for Photographs

4 years from later of date photo taken or published -- 10 years in the case of minors

AVP, Communications

Internal Publications

5 Years from date of publication

AVP, Communications

Press Releases

5 Years from date issued

AVP, Communications

Printed Brochures and Other Materials Distributed to the Public

5 Years from date of publication

AVP, Communications

Accession Records

Permanent

Executive Director, University of Richmond Museums

Catalog Records

Permanent

Executive Director, University of Richmond Museums

Accreditation Report

15 years

Chief of Police

Accreditation Supporting Documentation

3 years following accreditation survey

Chief of Police

Annual Campus Safety Report

4 years

Chief of Police

Other Police Records

Follow retention schedule set forth in Library of Virginia Records Retention and Disposition Schedule, Schedule 17

Chief of Police

Silent Witness Reports

If no action taken, 2 years, otherwise retained as part of case file

Chief of Police

Catalogs

Permanent

Registrar

Commencement Programs

Permanent

Registrar

Invoices

5 years

Director, University Services

Packing Slips

5 Years or product warranty period, whichever is longer

Director, University Services

Purchase Agreements

Term or Delivery Date + 5 Years

Director, University Services

Purchase Orders

5 Years

Director, University Services

Purchase Requisitions

5 Years

Director, University Services

Receiving Report

5 Years

Director, University Services

Returned Goods Credit

5 Years

Director, University Services

Sales Tax

6 Years after end of tax year

Director, University Services

Appraisals

20 Years

Vice President, Business and Finance

Real Property Records (Deeds, Leases, Easements, etc)

Permanent

Director of Administrative Services

Zoning permits

Permanent

Vice President, Business and Finance

Animal Care and Use Committee Records (including minutes, agenda, membership lists, inspection records, assurances and agreements, research protocols and IACUC review, noncompliance records, annual and semi-annual reports)

3 years

Director, Research Compliance

IRB Meeting Records (including meeting minutes, continuing review activities, correspondence with investigators, IRB member lists, IRB procedures, communication of significant findings to subjects)

3 years

Director, Research Compliance

Research proposals, consent forms, progress reports, injury or SAE reports

3 years following termination or conclusion of study

Director, Research Compliance

Sponsored Research Data

3 years after submission of final report (unless longer period required by sponsored research agreement) or 3 years after public release if no final report required

Principal Investigator / Department Chair

Accidental Injury / Occupational Illness Reports / Occupational Health Records

30 years

Director Safety and Risk Management

Correspondence concerning policies

4 years

Director of Safety Services and Risk Management

Exposed Employee Medical Records

30 years

Director Safety and Risk Management

Fume Hood Certifications

30 years

Director Safety and Risk Management

Hazardous Waste Records

3 years

Director Safety and Risk Management

Indoor Air Quality Reports

30 years

Director Safety and Risk Management

Insurance Claims

10 years

Director Safety and Risk Management

Insurance Policies

30 years

Director Safety and Risk Management

Insurance Policies

Director of Safety Services and Risk Management

Laboratory Hazardous Chemical Survey

3 years

Director Safety and Risk Management

Laboratory Safety Records

5 years

Director Safety and Risk Management

Loss Control Records

10 years

Director Safety and Risk Management

Motor Vehicle Records

2 years after disposal of vehicle

University Services

NRC Financial Assurance

Lifetime of License

Radiation Safety Officer

Premises Safety Records

5 years

Director Safety and Risk Management

Radiation Safety - Authorized User Records

Lifetime of License

Radiation Safety Officer

Radiation Safety - bioassays - thyroid detector QC and thyroid uptakes

Lifetime of License

Radiation Safety Officer

Radiation Safety - Detectors -- Air Sample Analysis and Annual Calibration Records

3 years

Radiation Safety Officer

Radiation Safety - Dosimeter Records

Lifetime of License

Radiation Safety Officer

Radiation Safety - Lab Records (including contamination survey reports, incident reports, inspection and annual reports, leak test results)

3 years

Radiation Safety Officer

Radiation Safety - Licensed Materials Records (including inventory, log sheets, possession limit, purchase approval, receiving information, shipping records, transportation within campus, third party licenses)

As long as material possessed and then 3 years

Radiation Safety Officer

Radiation Safety - Nuclear Regulatory Commission (NRC) application and communications

Lifetime of License

Radiation Safety Officer

Radiation Safety Office Letter of Authority

Lifetime of License

Radiation Safety Officer

Radiation Safety Office Training and Certification Records

Lifetime of License

Radiation Safety Officer

Radioactive Waste Disposal Shipping Manifest

Lifetime of License

Radiation Safety Officer

Radioactive Waste Disposal User Waste Manifest

Lifetime of License

Radiation Safety Officer

Required Safety Training Records

5 years after end of employment or date of last attendance

Director Safety and Risk Management

Third Party Certificates of Insurance (including vendors and licensees)

6 years following termination of contract or license

Director Safety and Risk Management

Athletic Participation / EADA Documents

3 Years from Date of Required Disclosure

Registrar, Athletic Director

Crime Statistics / Security Report

3 Years from Date of Required Disclosure

University Police Chief

Degree Statistics

Permanent

Registrar

Enrollment Statistics

Permanent

Registrar

Grade Statistics

Permanent

Registrar

Other Required Reports or Statistical Compilations

3 Years from Date of Required Disclosure

Registrar

Schedule of Classes (institutional)

Permanent

Registrar

SRK Graduation / Completion, Transfer-Out Data

3 Years from Date of Required Disclosure

Registrar

Student Body Demographics (racial and ethnic diversity)

Permanent

Registrar