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Kansas Records Retention Schedules

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Agency Code: 367 (Kansas State University. )

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Agency Number: 367-001
Kansas State University

SERIES ID 0643-367 
TITLE Academic Dismissal 
DESCRIPTION Series includes all records regarding academic dismissals issued by the office of the University Registrar. 
RETENTION Permanent 
COMMENTS The office of the University Registrar is the office of record. 
DISPOSITION Permanent 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0644-367 
TITLE Academic Fresh Start Records 
DESCRIPTION Series includes academic fresh start application form and all supporting documentation. 
RETENTION See Comments 
COMMENTS Retain 5 years from last attendance, then destroy. The office of the University Registrar is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

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 0645-367 
TITLE Admissions - Applicants Enrollment 
DESCRIPTION Series includes records involved in the enrolled applicant phase of admissions. Enrolled Applicants are defined as a contact who has applied and enrolled to the University. Records include, but are not limited to acceptance letters, test scores, applications, letters of recommendation, transcripts from other colleges or from high school. 
RETENTION See Comments 
COMMENTS Retention Period: Applicant Term + 20th day census then transfer to Office of the Registrar for inclusion in Academic Transcripts. Office of Undergraduate Admissions is the office of record for undergraduate records. Office of Graduate Admissions is the office of record for graduate records. College of Veterinary Medicine is the office of record for Vet Med records.  
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(1)(14)(30), 20 U.S.C. 1232g; 34 CFR Part 99. 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0646-367 
TITLE Admissions - Applicants No Enrollment 
DESCRIPTION Series includes records involved in the applicant phase of admissions. Applicants are defined as a contact who has applied to the University but has not enrolled. Records include, but are not limited to acceptance letters, test scores, applications, letters of recommendation, transcripts from other colleges or from high school. 
RETENTION Applicant Term + 2 Calendar Years 
COMMENTS Office of Undergraduate Admissions is the office of record for undergraduate schools. Office of Graduate Admissions is the office of record for graduate schools. College of Veterinary Medicine is the office of record for Vet Med records.  
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(14)(30) 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0647-367 
TITLE Admissions - Prospective Records 
DESCRIPTION Series includes records involved in the Prospective phase of admissions. Prospects are defined as a contact who has shown some interest in K-State, but has not applied to the University. Records include, but are not limited to interactions for the purpose of recruitment, fields of interest, event registrations and campus visit records. 
RETENTION Recruitment Term + 2 Calendar Years 
COMMENTS Office of Undergraduate Admissions is the office of record for undergraduate records. Office of Graduate Admissions is the office of record for graduate records. College of Veterinary Medicine is the office of record for Vet Med records.  
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(14)(30) 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0648-367 
TITLE Affirmative Action Plans 
DESCRIPTION Series contains public portion of the affirmative action plans created by the Office of Institutional Equity (OIE). 
RETENTION See Comments 
COMMENTS Retain for 3 fiscal years plus current, then transfer to the university archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

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 0649-367 
TITLE Application for Graduation Records 
DESCRIPTION Series includes all records related to the application for graduation by students. 
RETENTION 5 years after graduation 
COMMENTS The office of the University Registrar is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0650-367 
TITLE Approved Program/Plan Changes 
DESCRIPTION Series includes student submitted forms to change major or minor. This form is also used to declare a second major or minor. 
RETENTION Permanent 
COMMENTS The office of the University Registrar is the office of record. 
DISPOSITION Permanent 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

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 0651-367 
TITLE Biographical/Demographical Change Form 
DESCRIPTION Series includes change of name, change of gender, and other supporting documentation to change biographical/demographical information. 
RETENTION 50 calendar years 
COMMENTS The office of the University Registrar is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

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 0657-367 
TITLE Class Add/Drop Records 
DESCRIPTION Series includes all records related to the adding or dropping of classes for backdated and current semester. 
RETENTION See Comments 
COMMENTS Retain 5 years from last attendance, then destroy. The office of the University Registrar is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. 
APPROVED 2020-01-16 
K.A.R. NUMBER 53-2-205 

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 0652-367 
TITLE Class Rank Records 
DESCRIPTION Series includes all records regarding class rank at Kansas State University. List of student class ranks by term. 
RETENTION Permanent 
COMMENTS The office of the University Registrar is the office of record. All records pre-2008 are managed in a separate system (ImageNow). 
DISPOSITION Permanent 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0653-367 
TITLE Commencement Programs 
DESCRIPTION Series includes commencement programs for graduation. 
RETENTION Permanent 
COMMENTS The office of the University Registrar is the office of record. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

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 0626-367 
TITLE Conflict of Interest Records 
DESCRIPTION This series is comprised of Conflict of Interest Records which includes Conflict of Interest Forms and Consulting Forms. In compliance with Kansas Board of Regents (KBOR) policy, Kansas State University (KSU) requires all unclassified faculty and staff with 100% time appointments to annually file Annual Declaration and Disclosure records. Unclassified faculty and staff who hold fractional appointments and have potential conflicts of time or interest are also required to file disclosure records. 
RETENTION Retain for length of employment plus 3 calendar years 
COMMENTS The Division of Human Capital Services is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted under KSA 45-221(a)(4)(6) 
APPROVED 2018-10-25 
K.A.R. NUMBER 53-2-201 

SERIES ID 0624-367 
TITLE Course Content Records 
DESCRIPTION Course content records are comprised of final products shared with students created by instructors or designees to develop an educational interaction or a teaching opportunity. These records may include syllabi, reading lists, instructor-created audiovisual resources, and prepared assessment materials (e.g. blank exams and quizzes). 
RETENTION See Comments 
COMMENTS Retain cloud-based audiovisual recordings of instructional sessions 180 days from the date of creation, then destroy. Retain all other materials 5 fiscal years from the end of term when course is taught, then destroy. Academic units and instructors with infrequently taught courses can contact records management staff for assistance in updating relevant course content. For Unique/Special lectures or audiovisual resources considered historically significant, contact University Archivist for consultation. A random sampling of course syllabi will be culled annually for the University Archives. Each academic unit is responsible for maintaining accreditation records in accordance with their accreditation body; see Accreditation Reports and Review Records 0005-367. Restrictions may also include institutional policy to share course content only to those enrolled and to limit cheating/misuse. Intellectual property of these records will be governed by the University Handbook, Appendix R: Intellectual Property Policy and Institutional Procedures. Academic units and instructors are responsible for keeping and maintaining Course Content Records. K-State Online will be the management platform for electronic Course Content Records. An email notification will be sent to the instructor and department head when the 5-year retention has been met. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(1)(9); 20 U.S.C. § 1232g; 34 CFR Part 99 
APPROVED 2021-01-21 
K.A.R. NUMBER 53-2-208 

SERIES ID 0025-367 
TITLE Coursework Assessment Records 
DESCRIPTION Records created by instructional staff that document students' performance leading to a final grade. These records may include scores from assessment, coursework participation, communications between students and instructors, and other methods of tracking students' performance. 
RETENTION See comments 
COMMENTS Five (5) fiscal years after grade is initially issued. Each academic unit is responsible for maintaining accreditation records in accordance with the accreditation body; see Accreditation Reports and Review Records 0005-367. Academic units interested in retaining records longer for the purpose of research should consult with IT and records management staff. Academic units and instructors are responsible for keeping and maintaining these records. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(9), 20 U.S.C.A. § 1232g; 34 CFR Part 99 
APPROVED 2018-12-15 
K.A.R. NUMBER 53-2-198 

SERIES ID 0658-367 
TITLE Court, Subpoena, and Other Disclosures to Third Party Records 
DESCRIPTION Series includes all court and subpoena records received by the office of the University Registrar. 
RETENTION See Comments 
COMMENTS Retain in accordance with corresponding record retention schedule. In accordance with FERPA requirements all disclosure records should be maintained as long as the associated records are maintained. The office of the University Registrar is the office of record. 
DISPOSITION See Comments 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. 
APPROVED 2020-01-16 
K.A.R. NUMBER 53-2-205 

SERIES ID 0623-367 
TITLE Credit Card Customer Sales Receipts 
DESCRIPTION Credit card receipts generated at the time of a purchase of goods and services from Kansas State University. 
RETENTION See comments 
COMMENTS 1 Calendar year from date of transaction. The division where transaction occurred is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(8)(17)(30) 
APPROVED 2018-04-19 
K.A.R. NUMBER 53-2-199 

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 0654-367 
TITLE Degree Statistics 
DESCRIPTION Series includes statistics related, but not limited to, number of degrees by college, race, gender, etc. 
RETENTION Permanent 
COMMENTS The office of the University Registrar is the office of record. 
DISPOSITION Permanent 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0659-367 
TITLE Diploma Order Records 
DESCRIPTION Series includes diploma orders, mailing addresses, replacement orders, and duplicate diploma orders, and orders returned to the office of the University Registrar due to failed delivery. 
RETENTION 2 calendar years 
COMMENTS The office of the University Registrar is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. 
APPROVED 2020-01-16 
K.A.R. NUMBER 53-2-205 

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 Retain for person's length of employment, plus 65 calendar years. The Division of Human Capital Services is the office of record, and is the custodian for the existence of these records.  
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(4) and 45-215 to 45-223 
APPROVED 2016-10-21 
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 0660-367 
TITLE Enrollment Count by Date 
DESCRIPTION Series includes all records regarding class enrollment counts for a particular term. 
RETENTION 10 calendar years 
COMMENTS The office of the University Registrar is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2020-01-16 
K.A.R. NUMBER 53-2-205 

SERIES ID 0661-367 
TITLE Enrollment Summary By Section 
DESCRIPTION Series includes all records regarding enrollment summaries by course section. Summaries may include various statistical breakdowns of each course by section. 
RETENTION See Comments 
COMMENTS Retain 5 years from last attendance, then destroy. The office of the University Registrar is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. 
APPROVED 2020-01-16 
K.A.R. NUMBER 53-2-205 

SERIES ID 0662-367 
TITLE Enrollment Verification Request Records 
DESCRIPTION Series includes all requests for enrollment verification records, which reflect what classes students were enrolled in and whether they were in good standing. 
RETENTION 1 year after verification 
COMMENTS The office of the University Registrar is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. 
APPROVED 2020-01-16 
K.A.R. NUMBER 53-2-205 

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 0691-367 
TITLE F-1 or J-1 International Student Records 
DESCRIPTION Series includes F-1 or J-1 international student records and supporting documentation such as: I-20, DS-2019, financial documentation, copies of passports, copies of I-94s, copies of visa stamps, family member documentation for those who accompany as a dependent, Employment Authorization Documentation (EAD), transcripts, Student & Exchange Visitor Information System (SEVIS) transactions, and application records. 
RETENTION See Comments 
COMMENTS Retain until graduation or last enrollment plus 6 calendar years, then destroy. International Student & Scholar Services is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g, 34 CFR Part 99, 22 CFR 62.10(g) 
APPROVED 2021-10-21 
K.A.R. NUMBER 53-2-211 

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 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 0617-367 
TITLE Family and Medical Leave Act (FMLA) Records 
DESCRIPTION Forms and documentation for FMLA determinations for individual employees.  
RETENTION 003 cldr years 
COMMENTS The department/unit where the employee is employed is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(4)(30) & 29 C.F.R. § 825.500 (g) 
APPROVED 2018-04-11 
K.A.R. NUMBER 53-2-193 

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 0663-367 
TITLE Final Grade Roster 
DESCRIPTION Series includes final grade roster and grades received for each course. 
RETENTION Permanent 
COMMENTS The office of the University Registrar is the office of record. 
DISPOSITION Permanent 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. 
APPROVED 2020-01-16 
K.A.R. NUMBER 53-2-205 

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 0664-367 
TITLE General Catalogs 
DESCRIPTION Series includes the university general course catalogs. 
RETENTION See Comments 
COMMENTS The office of the University Registrar is the office of record for current records. The university archives is the office of record for legacy records. All legacy records prior to 2007 are in paper format and stored in a vault. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2020-01-16 
K.A.R. NUMBER 53-2-205 

SERIES ID 0665-367 
TITLE Grade Change Records 
DESCRIPTION Series includes all records related to the change of a student's grade. Series includes grade change forms, supporting documentation, and correspondence. 
RETENTION See Comments 
COMMENTS Retain 5 years from last attendance, then destroy. The office of the University Registrar is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. 
APPROVED 2020-01-16 
K.A.R. NUMBER 53-2-205 

SERIES ID 0666-367 
TITLE Graduation Honors 
DESCRIPTION Series includes graduation honors received by individual students. 
RETENTION Permanent 
COMMENTS The office of the University Registrar is the office of record. 
DISPOSITION Permanent 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. 
APPROVED 2020-01-16 
K.A.R. NUMBER 53-2-205 

SERIES ID 0667-367 
TITLE Graduation List 
DESCRIPTION Series includes lists of students graduating from the university each semester. 
RETENTION Permanent 
COMMENTS The office of the University Registrar is the office of record. 
DISPOSITION Permanent 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. 
APPROVED 2020-01-16 
K.A.R. NUMBER 53-2-205 

SERIES ID 0692-367 
TITLE H1B Employee Records 
DESCRIPTION Series includes H1B employee records and supporting documentation such as: biographical data, salary information, position descriptions, documentation of past and/or current immigration status, curriculum vitae/resume, educational documentation, passport/visa copies, labor conditions application, comparable salaries, and family records for dependents. 
RETENTION See Comments 
COMMENTS Retain until end date of the H1B plus 5 calendar years, then destroy. International Student & Scholar Services is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1)(4), 20 CFR 655.760(c) 
APPROVED 2021-10-21 
K.A.R. NUMBER 53-2-211 

SERIES ID 0693-367 
TITLE H1B Public Access File Records 
DESCRIPTION Series includes H1B Public Access File records and supporting documentation such as: Labor Conditions Application (LCA), comparable salaries, prevailing wage determination, verification of LCA posting, cover letter, and verification of LCA receipt. 
RETENTION See Comments 
COMMENTS Retain until end date of the LCA plus 1 calendar year, then destroy. International Student & Scholar Services is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1)(4), 20 CFR 655.760(c) 
APPROVED 2021-10-21 
K.A.R. NUMBER 53-2-211 

SERIES ID 0668-367 
TITLE Honor and Integrity Sanction Records 
DESCRIPTION Series includes determinations of sanctions reported to the office of the University Registrar by the Office of Honor and Integrity related to violations of the University Honor Code. 
RETENTION Permanent 
COMMENTS The office of the University Registrar is the office of record. 
DISPOSITION Permanent 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. 
APPROVED 2020-01-16 
K.A.R. NUMBER 53-2-205 

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 0676-367 
TITLE Institutional Research External Public Report Records 
DESCRIPTION Reports generated for public reference regarding enrollment levels, department profiles, degrees conferred, Graduate Teaching Assistant/Graduate Research Assistant/Graduate Assistant salaries and demographics, and diversity and inclusion reports. 
RETENTION 5 academic years 
COMMENTS The Office of Institutional Research is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2020-07-16 
K.A.R. NUMBER 53-2-206 

SERIES ID 0677-367 
TITLE Institutional Research Internal Report Records 
DESCRIPTION Reports generated for internal reference regarding course grade distributions, enrollments by course and major, student demographic profiles (including maps), drop rates, movement between colleges and majors, etc. 
RETENTION 5 academic years 
COMMENTS The Office of Institutional Research is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. 
APPROVED 2020-07-16 
K.A.R. NUMBER 53-2-206 

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 0694-367 
TITLE J-1 Scholars and Student Intern Records 
DESCRIPTION Series includes J-1 Scholars and Student Intern records and supporting documentation such as: DS-2019, financial documentation, copies of passports, copies of I-94s, copies of visa stamps, family member documentation for those who accompany as a dependent, Student & Exchange Visitor Information System (SEVIS) transactions, and copies of curriculum vitae/resume. 
RETENTION See Comments 
COMMENTS Retain until end date of the DS-2019 plus 3 calendar years, then destroy. International Student & Scholar Services is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1)(4), 20 U.S.C. 1232g, 34 CFR Part 99, 22 CFR 62.10(g) 
APPROVED 2021-10-21 
K.A.R. NUMBER 53-2-211 

SERIES ID 0687-367 
TITLE K-State Global Campus Agreements 
DESCRIPTION Series includes agreements between K-State Global Campus and any other entity for the purpose of conducting business such as: memorandum of understanding (MOU) and memorandum of agreement (MOA). Records related to financial agreements can be found in the Division of Financial Services. 
RETENTION See Comments 
COMMENTS Retain until agreement is superseded or ended, then contact the University Archives for appraisal - if not accepted for transfer to the Archives, then destroy. K-State Global Campus is the office of record. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2021-01-21 
K.A.R. NUMBER 53-2-208 

SERIES ID 0688-367 
TITLE K-State Global Campus Course Catalogs 
DESCRIPTION Series includes records related to the non-credit courses offered by K-State Global Campus and UFM Community Learning Center. 
RETENTION See Comments 
COMMENTS Annually transfer records to the University Archives. The University Archives retains both a physical and webcrawled version of records. K-State Global Campus is the office of record. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2021-01-21 
K.A.R. NUMBER 53-2-208 

SERIES ID 0678-367 
TITLE KSU Official Transcript Request Records 
DESCRIPTION Series includes all records regarding requests for official university transcripts. 
RETENTION 3 fiscal years 
COMMENTS Office of the University Registrar is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. 
APPROVED 2020-07-16 
K.A.R. NUMBER 53-2-206 

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 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 0679-367 
TITLE Library Outreach Tracking Records 
DESCRIPTION Records containing general information about in-person or virtual events whose primary purpose is to promote library services and collections. Information includes time, place, and purpose of the event, number of attendees, name or organizer, partners involved, and resources required to develop the event. 
RETENTION 3 calendar years 
COMMENTS K-State Libraries is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2020-07-16 
K.A.R. NUMBER 53-2-206 

SERIES ID 0695-367 
TITLE Library Patron Records 
DESCRIPTION Records containing general information about library patrons such as name, K-State E-ID number, outstanding balance, and checkouts. 
RETENTION See Comments 
COMMENTS Retain until inactive plus 1 calendar year, then destroy unless outstanding balance or checked out items. K-State Libraries is the office of record. Patrons include: current enrolled students, current staff/faculty, emeritus status faculty, community patrons, and visiting scholars.  
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(7)(23)(30) 
APPROVED 2021-10-21 
K.A.R. NUMBER 53-2-211 

SERIES ID 0680-367 
TITLE Library Reference Requests 
DESCRIPTION Series consists of reference requests received by library employees, transcriptions of electronic communications, and reference information provided to patrons.  
RETENTION 2 academic calendar years 
COMMENTS K-State Libraries is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(7)(23)(30)(49) 
APPROVED 2020-07-16 
K.A.R. NUMBER 53-2-206 

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 0675-367 
TITLE McCain Complimentary Ticket Records 
DESCRIPTION Record series includes complimentary tickets list, personal contact information, show title, and list of criteria for receipt of tickets. 
RETENTION See Comments 
COMMENTS Retain 5 fiscal years then destroy, provided all audit requirements have been resolved. McCain Auditorium is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(30) 
APPROVED 2020-07-16 
K.A.R. NUMBER 53-2-206 

SERIES ID 0681-367 
TITLE McCain Show Box Office Report Records 
DESCRIPTION Records relating to show sales statistics, including sales numbers, discounts, attendance, number of complimentary tickets, method of purchase, etc. 
RETENTION 5 fiscal years 
COMMENTS McCain Auditorium is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2020-07-16 
K.A.R. NUMBER 53-2-206 

SERIES ID 0682-367 
TITLE McCain Show Summary Report Records 
DESCRIPTION Series includes summaries of show events, attendees, and incident reports. 
RETENTION 3 fiscal years 
COMMENTS McCain Auditorium is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2020-07-16 
K.A.R. NUMBER 53-2-206 

SERIES ID 0683-367 
TITLE McCain Volunteer List Records 
DESCRIPTION Records relating to the activities of McCain volunteers, including lists of ticket credits, shows worked, show work requests, and personal contact information. 
RETENTION 2 fiscal years 
COMMENTS McCain Auditorium is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(30) 
APPROVED 2020-07-16 
K.A.R. NUMBER 53-2-206 

SERIES ID 0669-367 
TITLE NCAA Academic Progress Reporting Records 
DESCRIPTION Series includes records required by the NCAA to chart student athlete academic progress: Academic Progress Rate, Graduation Success Rate, and Big 12 Certifications. 
RETENTION 10 calendar years 
COMMENTS The office of the University Registrar is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. 
APPROVED 2020-01-16 
K.A.R. NUMBER 53-2-205 

SERIES ID 0670-367 
TITLE Non-Disclosure Request Records 
DESCRIPTION Series includes all records related to non-disclosure requests and releases, which students submit to ensure directory information is not shared or released. 
RETENTION See Comments 
COMMENTS Retain non-disclosure records permanently or until student removes hold. Once disclosure release forms are received, retain all records 1 calendar year then destroy. The office of the University Registrar is the office of record. 
DISPOSITION See Comments 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. 
APPROVED 2020-01-16 
K.A.R. NUMBER 53-2-205 

SERIES ID 0655-367 
TITLE Office of Institutional Equity Annual Reports 
DESCRIPTION Series contains annual reports created by the Office of Institutional Equity (OIE). 
RETENTION See Comments 
COMMENTS Retain 3 fiscal years plus current, then transfer to the university archives. The Office of Institutional Equity is the office of record. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0656-367 
TITLE Office of Institutional Equity: Case Files 
DESCRIPTION Series contains records related to investigations conducted by the Office of Institutional Equity (OIE). Series may contain, but is not limited to: correspondence, initial complaints, investigative notes, responses from parties, decisions, and attorney confidential information.  
RETENTION See Comments 
COMMENTS Retain 5 fiscal years after respondent's separation from the university, subject to the release of all legal holds, then transfer high profile or precedent setting cases as directed by OIE Director to the university archives for purging, destroy the remainder. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(1)(2)(4)(10)(11)(25)(30) 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

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 0684-367 
TITLE Out of State Appeals Board Records 
DESCRIPTION Correspondence, student application packets, and decision letters sent by the office of the University Registrar to the Out of State Appeals Board, which hears student appeals for in-state tuition consideration.  
RETENTION See Comments 
COMMENTS Retain 5 calendar years from last attendance, then destroy. The office of the University Registrar is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. 
APPROVED 2020-07-16 
K.A.R. NUMBER 53-2-206 

SERIES ID 0625-367 
TITLE Patron Suggestions and Comments Form 
DESCRIPTION This form is used by K-State Libraries staff to record patron comments and suggestions. Libraries staff will submit complaints, suggestions, and compliments into the form and generate reports from the data received. 
RETENTION 5 calendar years 
COMMENTS Libraries Office of Planning and Assessment is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted under KSA 45-221(a)(4)(8)(23) 
APPROVED 2018-10-25 
K.A.R. NUMBER 53-2-201 

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 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 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 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 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. These records include all search committee materials uploaded to applicant tracker, application, resume, and supporting documentation. 
RETENTION 004 cldr yrs 
COMMENTS Departments are responsible for maintaining all recruitment materials in the applicant tracking system in accordance with KSU Policy and Procedure Manual Chapter 4410, .090. 
DISPOSITION Destroy 
RESTRICTIONS Portions per KSA 45-221(a)(4) 
APPROVED 2018-04-19 
K.A.R. NUMBER 53-2-199 

SERIES ID 0671-367 
TITLE Registrar Hold Records 
DESCRIPTION Series includes all records related to placing a hold on student records for various administrative purposes. 
RETENTION Retain until hold is released 
COMMENTS The office of the University Registrar is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. 
APPROVED 2020-01-16 
K.A.R. NUMBER 53-2-205 

SERIES ID 0672-367 
TITLE Reinstatement Records 
DESCRIPTION Series includes forms and related records completed by dismissed students seeking to re-enroll at the university. 
RETENTION 5 years after last attendance 
COMMENTS The office of the University Registrar and the Office of Undergraduate Admissions are the offices of record. Office of Undergraduate Admissions retains the record through enrollment + 20th day census, then the office of the University Registrar is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. 
APPROVED 2020-01-16 
K.A.R. NUMBER 53-2-205 

SERIES ID 0673-367 
TITLE Residency Tuition Records 
DESCRIPTION Documents submitted by students to provide support for their application to pay in-state/resident tuition. 
RETENTION 5 years after last attendance 
COMMENTS Offices of Record: the office of the University Registrar for continuing students, Graduate School for graduate students, Office of Admissions for incoming students. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. 
APPROVED 2020-01-16 
K.A.R. NUMBER 53-2-205 

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 0685-367 
TITLE Semester Honors List 
DESCRIPTION Series includes the semester honors list recognizing students for academic achievement. 
RETENTION Permanent 
COMMENTS The office of the University Registrar is the office of record. 
DISPOSITION Permanent 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. 
APPROVED 2020-07-16 
K.A.R. NUMBER 53-2-206 

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 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 0696-367 
TITLE Student Access Center Case Files 
DESCRIPTION Case File records consist of all case notes, student documentation and correspondence, needed accommodations, testing records, etc. 
RETENTION See Comments 
COMMENTS Retain 5 academic years since the last date student is active with the University, then destroy. The Student Access Center is the office of record. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99. 
APPROVED 2021-10-21 
K.A.R. NUMBER 53-2-211 

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 
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