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Kansas Records Retention Schedules

Results of Query:

Agency Code: 367 (Kansas State University. )

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Agency Number: 367-001
Kansas State University

SERIES ID 0001-367 
TITLE Academic Transcripts 
DESCRIPTION Records containing the permanent file of all classes attended and grades received by a student, and degrees awarded by institution. 
RETENTION Permanent 
COMMENTS The office of the University Registrar is the office of record. 
DISPOSITION Permanent 
RESTRICTIONS KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

SERIES ID 0003-367 
TITLE Accidental Injury Report 
DESCRIPTION Report prepared following an accidental injury to staff, students or faculty. 
RETENTION See Comments 
COMMENTS Retain 5 years after termination of employee, then destroy. The Division of Human Capital Services is the office of record.  
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

SERIES ID 0084-367 
TITLE Accounts Payable Records 
DESCRIPTION Documents related to payment for goods and services: purchasing and payment forms, including purchase orders, interdepartmental vouchers, interfund vouchers (IFV), payment vouchers (agency payment vouchers (APV) and business procurement card (BPC) vouchers), travel reimbursement documents, and all supplemental documentation, including invoices and vendor certification forms, such as Form W-9, W-8BEN, and W-8BEN-E. Refer to KSU Policies 3433 and 6115 for guidance concerning protected information.  
RETENTION 005 fisc yrs 
COMMENTS Retain 5 fiscal years then destroy, provided all audit requirements have been resolved. Exceptions for grant funded payables documentation are explained in the university's Policies and Procedures Manual, Chapter 7050.120, "Post Award Procedures, Records Retention." The Division of Financial Services is the office of record.  
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(32), (33). 
APPROVED 2016-10-20 
K.A.R. NUMBER 53-2-193 

SERIES ID 0004-367 
TITLE Accounts Receivable Records 
DESCRIPTION Documents related to the collection of payments due to the agency, such as copies of invoices, correspondence, DA-32 forms, and protected personal information. If Social Security Numbers or credit card information are obtained, the data must be protected as required by law. Refer to KSU Policies 3433 and 6115 for guidance concerning protected information.  
RETENTION 005 fisc yrs 
COMMENTS Retain 5 fiscal years then destroy, provided all audit requirements have been resolved. The Division of Financial Services is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1), (30), & KSA 75-3520. 
APPROVED 2016-10-20 
K.A.R. NUMBER 53-2-193 

SERIES ID 0005-367 
TITLE Accreditation Reports and Review Records 
DESCRIPTION Variety of documents relating to the accreditation review process for the separate colleges or professional organizations to ensure that academic or professional standards are met and maintained. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the university archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0006-367 
TITLE Administrative Files 
DESCRIPTION Central files documenting the daily activities of an office. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the university archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0053-367 
TITLE Annual and Special Reports 
DESCRIPTION General and specific reports on agency activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the university archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0007-367 
TITLE Application for Admission Form 
DESCRIPTION Forms submitted by potential students requesting permission to attend Kansas State University. 
RETENTION See Comments 
COMMENTS Retain 5 years after last attendance at KSU, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0008-367 
TITLE Application for Employment Records-Not Hired 
DESCRIPTION Employment applications for those not hired.  
RETENTION 004 cldr yrs 
COMMENTS See employee personnel file for applications of those hired. The Division of Human Capital Services is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2016-10-20 
K.A.R. NUMBER 53-2-193 

SERIES ID 0010-367 
TITLE Architectural Plans, Drawings, Maps, and Specifications 
DESCRIPTION Records documenting the physical plant of the agency. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the university archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(12) 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0011-367 
TITLE Athlete Certification Form 
DESCRIPTION Report filed with the athletic conference and NCAA offices establishing the eligibility of individual students to participate in athletic events. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0012-367 
TITLE Banking Records 
DESCRIPTION Account statements and reconciliations and related records, such as CASHNet deposit slips and receipts. 
RETENTION 005 fisc yrs 
COMMENTS Retain 5 fiscal years then destroy, provided all audit requirements have been resolved. The Division of Financial Services is the office of record.  
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2016-10-20 
K.A.R. NUMBER 53-2-193 

SERIES ID 0013-367 
TITLE Bond Files 
DESCRIPTION Documents relating to new buildings and capital improvements projects financed through bonds. 
RETENTION Permanent 
COMMENTS Retain in office permanently. The Division of Financial Services is the office of record. 
DISPOSITION Permanent 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(32), (33). 
APPROVED 2016-10-20 
K.A.R. NUMBER 53-2-193 

SERIES ID 0014-367 
TITLE Class Enrollment Form 
DESCRIPTION Form used by the student and the advisor to determine the classes in which a student will enroll for a given term and to update addresses and other information. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0016-367 
TITLE Committee Records 
DESCRIPTION Agendas, minutes, correspondence, reports, etc. relating to committees, task forces, commissions, and other standing or ad hoc groups. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the university archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0018-367 
TITLE Conference Files 
DESCRIPTION Documents relating to various conferences sponsored by the university. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the university archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0019-367 
TITLE Correspondence - Routine 
DESCRIPTION Incoming and outgoing letters and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures: requests for information, letters of transmittal, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0020-367 
TITLE Curriculum Change Records 
DESCRIPTION Form submitted by a student requesting permission to change academic objectives. 
RETENTION See Comments 
COMMENTS Retain 5 years after last attendance at KSU, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0021-367 
TITLE Drop-Add Form 
DESCRIPTION Form used to change a student's semester class schedule. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0022-367 
TITLE Educational Authorization Form 
DESCRIPTION Form (PER-25) submitted by an individual employee requesting permission to attend college courses during scheduled work time. 
RETENTION See Comments 
COMMENTS Retain 5 years after termination of employee, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0070-367 
TITLE Employee Personnel Files 
DESCRIPTION Documents associated with the employment of specific personnel: employee evaluation forms, application for employment, residence status forms, appointment, separation, and change forms, and other personnel materials.  
RETENTION See Comments 
COMMENTS Microfilm, then destroy hard copy. Retain microfilm 65 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1995-01-12  ; Revised 2016-10-12
K.A.R. NUMBER 53-2-103 

SERIES ID 0071-367 
TITLE Employee Personnel Files - Office Copies 
DESCRIPTION Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, etc.) maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain for length of employee's tenure plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0047-367 
TITLE Employee Position Descriptions 
DESCRIPTION Formal descriptions of duties and other characteristics of particular employment positions and supporting documents. 
RETENTION See Comments 
COMMENTS Retain until superseded plus 3 years. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

SERIES ID 0064-367 
TITLE Employee Time Report Records 
DESCRIPTION Records documenting time worked by individual employees on a daily, weekly, or monthly basis: time sheets, time cards, attendance reports, absence reports, sign-in/out sheets, etc. 
RETENTION 005 fisc yrs 
COMMENTS Internal agency forms. See also Leave Requests. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0024-367 
TITLE Entrance Examination Scores 
DESCRIPTION Examination score report submitted by the national testing agencies maintained to document a student's qualification for admittance to the university. 
RETENTION See Comments 
COMMENTS Retain 5 years after date of last attendance at KSU, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(9) 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0025-367 
TITLE Faculty Grade Books 
DESCRIPTION Documents used by faculty to record class participation, attendance, homework, grades, test grades, and other items concerning students in classes. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(9) 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0026-367 
TITLE Faculty Grade Reports 
DESCRIPTION Reports prepared by faculty members recording the grade each student received for a course. 
RETENTION See Comments 
COMMENTS Retain hard copy 2 years after microfilming, then destroy or transfer to the university archives if microfilm does not meet archival standards. Retain microfilm until no longer useful, then transfer to the university archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(1) 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0027-367 
TITLE Fair Labor Standards Act (FLSA) Records 
DESCRIPTION Departmental policy describing agreement to provide compensation for overtime worked, formal FLSA on-site review questionnaire, and report form regarding departmental compliance with FLSA agreement. 
RETENTION Permanent 
COMMENTS Retain in office permanently. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0028-367 
TITLE Fair Labor Standards Act Agreements 
DESCRIPTION Agreement between an employee and his/her departmental supervisor indicating the type of compensation to be received for overtime worked. 
RETENTION See Comments 
COMMENTS Retain 5 years after termination of employee, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0617-367 
TITLE Family and Medical Leave Act (FMLA) Records 
DESCRIPTION Forms and documentation for FMLA determinations for individual employees.  
RETENTION 003 cld years 
COMMENTS The Division of Human Capital Services is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1), (4), (30) & 29 C.F.R. 825.500 (g) 
APPROVED 2016-10-20 
K.A.R. NUMBER  

SERIES ID 0029-367 
TITLE Fee Revenue Files 
DESCRIPTION Records of student tuition and fee activity, student refunds and tuition collection, and revenue projection documentation. Refer to KSU Policies 3433 and 6115 for guidance concerning protected information.  
RETENTION 005 fisc yrs 
COMMENTS Retain 5 fiscal years then destroy, provided all audit requirements have been resolved.The Division of Financial Services is the office of record.  
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(17). 
APPROVED 2016-10-20 
K.A.R. NUMBER 53-2-193 

SERIES ID 0030-367 
TITLE Financial Reports - Federal 
DESCRIPTION Variety of financial statistics compiled for inclusion in federal reports. 
RETENTION 005 fisc yrs 
COMMENTS Retain 5 fiscal years then destroy, provided all audit requirements have been resolved. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0031-367 
TITLE Financial Reports - State 
DESCRIPTION Variety of financial statistics compiled for inclusion in non-federal reports. 
RETENTION Permanent 
COMMENTS Retain in office permanently. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0032-367 
TITLE Grade Change Form 
DESCRIPTION Form completed by the instructor which is used to change the grade in a particular class. 
RETENTION See Comments 
COMMENTS Retain 5 years after last attendance at KSU, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1) 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0058-367 
TITLE Honorary Society Files 
DESCRIPTION Documents recording the activities of departmental, college and university honorary society chapters. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the university archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0034-367 
TITLE Inventory Records - Federal 
DESCRIPTION Federal excess property records and supporting documentation (form SF-122) maintained for inventory management purposes. 
RETENTION 005 fisc yrs 
COMMENTS Retain 5 fiscal years then destroy, provided all audit requirements have been resolved. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0072-367 
TITLE Inventory Records - Non-Expendable Property 
DESCRIPTION Records related to capital equipment inventory management: DA forms 80 thru 83, computer reports from the Department of Administration, internal documents, correspondence, etc. 
RETENTION See Comments 
COMMENTS Retain until superseded by new inventory plus 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0618-367 
TITLE Land, Buildings, and Infrastructure Financial Records 
DESCRIPTION Financial documents that record the purchase, maintenance, and disposition of land, buildings, and infrastructure.  
RETENTION See comments 
COMMENTS Retain records for the life of asset plus 3 fisc years. The Division of Financial Services is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a) (32), (33). 
APPROVED 2016-10-20 
K.A.R. NUMBER 53-2-193 

SERIES ID 0065-367 
TITLE Leave Requests 
DESCRIPTION Internal forms used to request and authorize the taking of leave by employees. 
RETENTION 005 fisc yrs 
COMMENTS See also Employee Time Report Records. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0036-367 
TITLE Lectures - Visiting 
DESCRIPTION Documents relating to lectures delivered by visiting speakers. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the university archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0037-367 
TITLE Local Agency Group Health Insurance List 
DESCRIPTION List maintained of local agency employees enrolled in group health insurance. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0038-367 
TITLE Minutes 
DESCRIPTION Proceedings of regular or special meetings of committees, commissions, and other standing or ad hoc organizations. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the university archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0039-367 
TITLE Newsletters 
DESCRIPTION Newsletters issued by departments, organizations, etc. regarding various activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer one copy to the university archives, destroy the remainder. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0041-367 
TITLE Organizations - Student 
DESCRIPTION Records documenting activities of student organizations affiliated with university departments. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the university archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0042-367 
TITLE Organizations - Student Government 
DESCRIPTION Records documenting the activities of the Student Governing Association, Student Senate, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the university archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0620-367 
TITLE Paycheck Records 
DESCRIPTION Records of payments to each employee by pay period. Series also includes W-2 records.  
RETENTION See comments 
COMMENTS Retain 50 calendar years plus current. The Division of Human Capital Services is the office of record.  
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

SERIES ID 0622-367 
TITLE Payroll - Federal grant funding records 
DESCRIPTION Records pertaining to payroll funded by federal grants, including payroll payments by account and payroll transfers with federal grants. 
RETENTION Permanent 
COMMENTS The Division of Human Capital Services is the office of record, and is the custodian for the existence of these records.  
DISPOSITION Permanent  
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2017-04-20  ; Revised 2017-04-21
K.A.R. NUMBER 53-2-195 

SERIES ID 0081-367 
TITLE Payroll Adjustment Records 
DESCRIPTION Copies of documents and supporting materials used to make adjustments in agency payroll accounts: forms AR-9, AR-10, DA-10-10A, DA-21 series, DA-171 thru DA177, DA-251 thru 262. 
RETENTION 003 fisc yrs 
COMMENTS This schedule does not apply to copies of these records maintained by the Division of Accounts and Reports. See also Payroll Direct Deposit Authorization Records - General. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0082-367 
TITLE Payroll Deduction Authorization Records - General 
DESCRIPTION Documents used to authorize various deductions from an employee's pay: insurance enrollments, GHI enrollments, KPERS enrollments, KPERS Annual Account Statements, dues deduction forms, etc. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect plus 1 calendar year, then destroy. This schedule does not apply to W-4 forms of Payroll Direct Deposit Authorization Record - General. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0083-367 
TITLE Payroll Direct Deposit Authorization Records 
DESCRIPTION Completed forms used to authorize direct deposits of payroll checks in employee bank accounts. 
RETENTION See Comments 
COMMENTS Retain until no longer in effect plus 2 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0621-367 
TITLE Payroll Records 
DESCRIPTION Records pertaining to payroll, including payroll transfers without federal grants, fringe benefits, garnishments, payroll balance worksheets, payroll interface, employer tax reports, clearing accounts, and additional pay. 
RETENTION 10 fisc yrs 
COMMENTS The Division of Human Capital Services is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

SERIES ID 0045-367 
TITLE Photographic and Video Materials 
DESCRIPTION Photo-prints, negatives, slides, films, and videotapes. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then contact the university archives for appraisal - if not accepted for transfer to the archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0046-367 
TITLE Policy Statements 
DESCRIPTION Original copies of formal explanations of agency policies and procedures issued in individual statement formats. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer to the university archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0048-367 
TITLE Press Releases 
DESCRIPTION Public information issued to the news media. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the university archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0085-367 
TITLE Procedures Manuals 
DESCRIPTION Original copies of agency procedures issued in a collective manual. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer 1 copy to the archives, destroy the remainder. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0049-367 
TITLE Programs and Invitations 
DESCRIPTION Documents related to official department functions. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the university archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0051-367 
TITLE Publications 
DESCRIPTION Books, periodicals, brochures, pamphlets, etc. produced by the university. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer one copy to the university archives, destroy the remainder. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0044-367 
TITLE Purchasing Records 
DESCRIPTION Documents related to the purchase of goods and services using non-federal money: agency purchase orders, interdepartmental vouchers, interfunds, invoices, correspondence, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0043-367 
TITLE Purchasing Records 
DESCRIPTION Documents related to the purchase of goods and services using federal money: agency purchase orders, interdepartmental vouchers, interfunds, invoices, correspondence, etc. 
RETENTION 005 fisc yrs 
COMMENTS Retain 5 fiscal years then destroy, provided all audit requirements have been resolved. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0052-367 
TITLE Recruitment Files 
DESCRIPTION Documents relating to the recruitment process to fill vacant positions. 
RETENTION 004 cldr yrs 
COMMENTS The Division of Human Capital Services is the office of record.  
DISPOSITION Destroy 
RESTRICTIONS Portions per KSA 45-221(a)(4) 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

SERIES ID 0055-367 
TITLE Residence Application Files 
DESCRIPTION Documents submitted by students to provide support for their application to pay in-state/resident tuition. 
RETENTION See Comments 
COMMENTS Retain 5 years after last attendance at KSU, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0074-367 
TITLE STARS Reports: Daily Financial 
DESCRIPTION Computer reports regarding agency financial status issued on a daily basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASE Reports. Includes: DAFR8010, DAFR8120, DAFR 8210, DAFR 8420, DAFR8101, etc. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0075-367 
TITLE STARS Reports: Monthly Financial 
DESCRIPTION Computer reports regarding agency financial status issued on a monthly basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8300, DAFR8280, DAFR8070, DAFR8101, etc. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0076-367 
TITLE STARS Reports: Yearly Financial 
DESCRIPTION Computer reports regarding agency financial status issued on a yearly basis from the Division of Accounts and Reports to the Statewide Accounting and Reporting Systems. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8101, DAFR7680, DAFR8120, DAFR8210, etc. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0056-367 
TITLE Salary Increase Lists 
DESCRIPTION List recording salary increases for university support staff and unclassified employees. 
RETENTION 003 fisc yrs 
COMMENTS The division of Human Capital Services is the office of record.  
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2016-10-20 
K.A.R. NUMBER 53-2-193 

SERIES ID 0057-367 
TITLE Scrapbooks and Albums 
DESCRIPTION Collection of miscellaneous documents regarding agency activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then contact the university archives for appraisal - if not accepted for transfer to the archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0059-367 
TITLE Special Observances Files 
DESCRIPTION Documents commemorating anniversaries, centennials, inaugurations, etc. sponsored by the university or organizations. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the university archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0060-367 
TITLE Speeches and Writings 
DESCRIPTION Notes, drafts, and final versions of agency related speeches, articles, talks, and other formal public communications published or given at meetings and conferences. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the university archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0054-367 
TITLE Statistical Reports 
DESCRIPTION Reports based on various student characteristics written for the total university community. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the university archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0061-367 
TITLE Student ID Card Receipt Lists 
DESCRIPTION Reports listing students who have had replacement IDs made and have paid the replacement fee. 
RETENTION 003 fisc yrs 
COMMENTS Retain 3 fiscal years then destroy, provided all audit requirements have been resolved. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0062-367 
TITLE Student Loan Records 
DESCRIPTION Documents maintained on delinquent student loans which are used for collection efforts. 
RETENTION See Comments 
COMMENTS Retain 5 calendar years after loan is paid in full, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1) 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0063-367 
TITLE Supplemental Pay Files 
DESCRIPTION Documents covering wages to be paid for shift differential, overtime, or leave without pay, or other payments not included in usual payroll to individual employees. 
RETENTION See comments 
COMMENTS Retain 5 fiscal years then destroy, provided all audit requirements have been resolved. The Division of Human capital Services is the office of record.  
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2016-10-20 
K.A.R. NUMBER 53-2-193 

SERIES ID 0035-367 
TITLE Supply Requests - Internal 
DESCRIPTION Documents used by subordinate organizations to order expendable supplies from central supply rooms. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0066-367 
TITLE Training Files 
DESCRIPTION Documents relating to staff training and development programs including requests for enrollment and publications describing training opportunities and resources available. 
RETENTION 005 cldr yrs 
COMMENTS The Division of Human Capital Services is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2016-10-20 
K.A.R. NUMBER 53-2-193 

SERIES ID 0067-367 
TITLE Transcript Order Form 
DESCRIPTION Form completed by students to request that a copy of their permanent record be forwarded to another agency or school. 
RETENTION 003 fisc yrs 
COMMENTS Retain 3 fiscal years then destroy, provided all audit requirements have been resolved. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0068-367 
TITLE Transfer Transcript Files 
DESCRIPTION Documents recording the course work completed at other institutions which are used to support admission or graduation qualifications. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1) 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0080-367 
TITLE Travel Request and Authorization Records 
DESCRIPTION Records related to employee travel: DA forms 25 (Request for Out of State Travel) and various internal documents. 
RETENTION 003 fisc yrs 
COMMENTS Retain 3 fiscal years then destroy, provided all audit requirements have been resolved. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0069-367 
TITLE Unclaimed Paychecks 
DESCRIPTION Payroll warrant checks issued to staff or student employees which have not been claimed. 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0619-367 
TITLE Unemployment Compensation Records 
DESCRIPTION Reports and requests regarding unemployment compensation.  
RETENTION See comments 
COMMENTS Retain 5 cld years past payment or quarterly report date. The Division of Human Capital Services is the office of record.  
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2016-10-20 
K.A.R. NUMBER 53-2-193 

SERIES ID 0077-367 
TITLE Vouchers - Purchase 
DESCRIPTION Copies of documents used to order and pay for goods and services: DA forms 100 thru 109 and DA-120. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0078-367 
TITLE Vouchers - Receipts 
DESCRIPTION Copies of documents used to transfer funds received by agencies from individuals and organizations into their particular accounts: forms DA-3 series. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0079-367 
TITLE Vouchers - Travel 
DESCRIPTION Copies of documents used to certify the validity of claims for the reimbursement of travel expenses: DA forms 121, 122, and 123. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

Agency Number: 367-001
Kansas State University
University Police

SERIES ID 0086-367 
TITLE Criminal Reports 
DESCRIPTION Reports compiled by university police regarding possible criminal activities which occurred on campus and maintained for convenience of reference. 
RETENTION 010 cldr yrs 
COMMENTS Does not include homicide cases. 
DISPOSITION Destroy 
RESTRICTIONS FERPA 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0087-367 
TITLE Traffic Reports 
DESCRIPTION Reports compiled by university police regarding traffic violations or accidents which occurred on campus and maintained for reference. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS FERPA 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

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