Kansas Records Retention Schedules

Results of Query:

Agency Code: 367 (Kansas State University. )

Page 1 of 1 showing 145 records of 145 total, starting on record 1

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	0714-367
TITLE	Annual Reports of Research Compliance Committee Meetings
DESCRIPTION	Series contains the annual reports of the Institutional Animal Care and Use Committee (IACUC), Association for Assessment and Accreditation of Laboratory Animal Care International (AAALAC), Office of Laboratory Animal Welfare (OLAW), US Department of Agriculture (USDA), the Institutional Biosafety Committee (IBC), and reports (which are not annual) of the Institutional Review Board (IRB).
RETENTION	3 calendar years
COMMENTS	The University Research Compliance Office is the office of record.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted per KSA 45-221(a)(1)(2)(12)(20)
APPROVED	2022-10-20
K.A.R. NUMBER	53-2-215

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	See Comments
COMMENTS	Retain 5 years from graduation or last enrollment, 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	2023-04-20
K.A.R. NUMBER	53-2-204

SERIES ID	0698-367
TITLE	Archival Description Records
DESCRIPTION	Series consists of descriptions of archival holdings, finding aids, metadata of digital objects, and supporting documentation.
RETENTION	Permanent
COMMENTS	K-State Libraries is the office of record.
DISPOSITION	Permanent
RESTRICTIONS	Portions may be restricted per KSA 45-221(a)(1)(4)(7)(8)(30)(34), 20 U.S.C. 1232g; 34 CFR Part 99.
APPROVED	2022-04-21
K.A.R. NUMBER	53-2-213

SERIES ID	0699-367
TITLE	Archival Processing Metric Records
DESCRIPTION	Series includes records pertaining to measurements of archival processing that include time spent on various tasks (i.e., arrangement and description, data entry, revisions) and qualitative data regarding the collection and the work to make the collection available.
RETENTION	See Comments
COMMENTS	Retain 5 calendar years then destroy. Archives and Special Collections may retain historically relevant metrics about specific collections in archives acquisitions files. K-State Libraries is the office of record.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2022-04-21
K.A.R. NUMBER	53-2-213

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	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	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 Institutional Research and Assessment 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 ; Revised 2023-02-14
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	3 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	2023-04-20
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 Institutional Research and Assessment 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 ; Revised 2023-02-14
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	0715-367
TITLE	Export Controls Form Records
DESCRIPTION	Series contains Technology Control Plans (TCP), export licenses, visiting scholar forms, and international travel forms. Also included are restricted party screening results, curriculum vitae, and other supporting documents.
RETENTION	See Comments
COMMENTS	Retain 5 years after completion of the activity, then destroy. The University Research Compliance Office is the office of record.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted per KSA 45-221(a)(1)(2)(12)(20)
APPROVED	2022-10-20
K.A.R. NUMBER	53-2-215

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 retains records for 10 academic years, then transfers to the university archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2023-04-20
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	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	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	0700-367
TITLE	Honors Program Enrolled Applicants
DESCRIPTION	Series consists of the honors program enrollment records such as: application materials, letters of support, progress toward completion of honors designation, and other supporting documentation.
RETENTION	See Comments
COMMENTS	Retain until graduation or last enrollment plus 3 calendar years, then destroy. The University Honors Program is the office of record.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1), 20 U.S.C. 1232g, 34 CFR Part 99, 22 CFR 62.10(g)
APPROVED	2022-04-21
K.A.R. NUMBER	53-2-213

SERIES ID	0701-367
TITLE	Honors Program Inactive Applicant Records
DESCRIPTION	Series consists of the honors program enrollment records such as: application materials, letters of support, progress toward completion of honors designation, and other supporting documentation. Inactive status is marked when a student has made no progress in the honors program for one academic year.
RETENTION	See Comments
COMMENTS	Retain until graduation or last enrollment plus 3 calendar years, then destroy. The University Honors Program is the office of record.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1), 20 U.S.C. 1232g, 34 CFR Part 99, 22 CFR 62.10(g)
APPROVED	2022-04-21
K.A.R. NUMBER	53-2-213

SERIES ID	0702-367
TITLE	Honors Program Non-Enrolled Applicants
DESCRIPTION	Series consists of the honors program enrollment application materials and letters of support.
RETENTION	1 academic year
COMMENTS	The University Honors Program is the office of record.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1), 20 U.S.C. 1232g, 34 CFR Part 99, 22 CFR 62.10(g)
APPROVED	2022-04-21
K.A.R. NUMBER	53-2-213

SERIES ID	0716-367
TITLE	IACUC, IBC, and IRB Applications
DESCRIPTION	Series includes applications, consent forms, data collection instruments, recruitment material, and other supporting documents for the Institutional Animal Care and Use Committee (IACUC), Institutional Biosafety Committee (IBC), and the Institutional Review Board (IRB).
RETENTION	See Comments
COMMENTS	Retain 3 calendar years after completion of the study, then destroy. The University Research Compliance Office is the office of record.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted per KSA 45-221(a)(1)(2)(12)(20)
APPROVED	2022-10-20
K.A.R. NUMBER	53-2-215

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	0697-367
TITLE	Internal Operational Audit Files
DESCRIPTION	Internal audit records consist of, but are not limited to, entrance conference notes, field work, investigation findings/notes, exit conference notes, and final audit report.
RETENTION	See Comments
COMMENTS	Retain 7 years after close, then transfer final audit report to University Archives and destroy the remainder. The Internal Audit Department is the office of record.
DISPOSITION	See Comments
RESTRICTIONS	Portions may be restricted per KSA 45-221(a)(1)(4)(15)(25)(30)
APPROVED	2022-02-03
K.A.R. NUMBER	53-2-212

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	0703-367
TITLE	K-State Special Collections Exhibit Files
DESCRIPTION	Research, display, correspondence, loan documentation, and other documents related to the development of an exhibit where the Kansas State University Special Collections is the primary sponsor or contributor.
RETENTION	See Comments
COMMENTS	After exhibit closes retain records with archival value and destroy remainder. K-State Libraries is the office of record.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2022-04-21
K.A.R. NUMBER	53-2-213

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	0717-367
TITLE	Lab Inspection Records
DESCRIPTION	Records include all Institutional Animal Care and Use Committee (IACUC) semiannual inspection records, Institutional Biosafety Committee (IBC) lab inspection records, and US Department of Agriculture (USDA) inspection records of animal housing, procedure rooms, and locations. Includes inspections findings, resolutions, program reviews, letters to the institutional official, and post approval monitoring reports.
RETENTION	3 calendar years
COMMENTS	The University Research Compliance Office is the office of record.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted per KSA 45-221(a)(1)(2)(12)(20)
APPROVED	2022-10-20
K.A.R. NUMBER	53-2-215

SERIES ID	0718-367
TITLE	Labor Union Negotiation Records
DESCRIPTION	Series consists of emails, memoranda of agreement, and addendum for union negotiations with the Kansas Association of Public Employees (KAPE) and the Fraternal Order of Police (FOP).
RETENTION	See Comments
COMMENTS	Retain 6 years after expiration of agreement or final resolution, then destroy. Human Capital Services, Employee Relations and Engagement is the office of record.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted per KSA 45-221(a)(1)(4)
APPROVED	2022-10-20
K.A.R. NUMBER	53-2-215

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	0713-367
TITLE	Library Environmental Readings
DESCRIPTION	Records include data collected by data loggers and monthly reports of environmental conditions of library holdings.
RETENTION	See Comments
COMMENTS	Retain records 5 calendar years then, if no significant event is registered/reported, destroy. K-State Libraries is the office of record.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2022-07-21
K.A.R. NUMBER	53-2-214

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	0719-367
TITLE	Minutes of Research Compliance Committee Meetings
DESCRIPTION	Records include all full committee meeting details from the Institutional Animal Care and Use Committee (IACUC), Institutional Biosafety Committee (IBC), and Institutional Review Board (IRB).
RETENTION	6 calendar years
COMMENTS	The University Research Compliance Office is the office of record.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted per KSA 45-221(a)(1)(2)(12)(20)
APPROVED	2022-10-20
K.A.R. NUMBER	53-2-215

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	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	2023-04-20
K.A.R. NUMBER	53-2-205

SERIES ID	0720-367
TITLE	Occupational Health Form Records
DESCRIPTION	Series contains basic information about individual's animal use activities and will help in assessing occupational hazards or risks that may occur during work activities.
RETENTION	See Comments
COMMENTS	Retain 3 calendar years after employee leaves position, then destroy. The University Research Compliance Office is the office of record.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted per KSA 45-221(a)(1)(2)(12)(20)
APPROVED	2022-10-20
K.A.R. NUMBER	53-2-215

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	0721-367
TITLE	PHS FCOI Form Records
DESCRIPTION	Series contains Financial Conflict of Interest (FCOI) disclosures specifically for Public Health Service (PHS) and, if needed, management plans.
RETENTION	See Comments
COMMENTS	Retain 3 years from date of final expenditures report, then destroy. The University Research Compliance Office is the office of record.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted per KSA 45-221(a)(1)(2)(12)(20)
APPROVED	2022-10-20
K.A.R. NUMBER	53-2-215

SERIES ID	0704-367
TITLE	Physician Assistant Program Academic Advising Records
DESCRIPTION	Records used by academic advisors to monitor student progress through the PA program. Includes notes from meetings with students. Does not include grades.
RETENTION	See Comments
COMMENTS	Retain until graduation plus 3 calendar years, then destroy. The Physician Assistant Program 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	2022-04-21
K.A.R. NUMBER	53-2-213

SERIES ID	0705-367
TITLE	Physician Assistant Program Dismissal Records
DESCRIPTION	Records consist of all documentation relevant to a student?s dismissal from the PA program, such as grades, advisor notes, clinical preceptor notes, etc.
RETENTION	See Comments
COMMENTS	Retain 75 calendar years after dismissal, then destroy. Records are in electronic format while active; paper format becomes the official record at conclusion of cohort term. The Physician Assistant Program 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	2022-04-21 ; Revised 2023-02-14
K.A.R. NUMBER	53-2-213

SERIES ID	0706-367
TITLE	Physician Assistant Program Promotion, Progression, and Professionalism Records
DESCRIPTION	Records consist of documentation of the student as they progress through the program academically, clinically, and professionally. Students are evaluated weekly for each class each semester.
RETENTION	Permanent
COMMENTS	The Physician Assistant Program is the office of record.
DISPOSITION	Permanent
RESTRICTIONS	Portions may be restricted per KSA 45-221(a)(1)(9), 20 U.S.C. 1232g; 34 CFR Part 99.
APPROVED	2022-04-21
K.A.R. NUMBER	53-2-213

SERIES ID	0707-367
TITLE	Physician Assistant Program Remediation Records
DESCRIPTION	Records of students who did not do well in a course and went through remediation to move forward in the program. Remediation occurs immediately when a student does not perform well on one of their weekly exams.
RETENTION	See Comments
COMMENTS	Retain 5 calendar years after last attendance, then destroy. The Physician Assistant Program is the office of record.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted per KSA 45-221(a)(1)(9), 20 U.S.C. 1232g; 34 CFR Part 99.
APPROVED	2022-04-21
K.A.R. NUMBER	53-2-213

SERIES ID	0708-367
TITLE	Physician Assistant Program Results of Selection Interviews
DESCRIPTION	Records consist of questions, feedback to the program, interview notes, and rubric of admitted program applicants.
RETENTION	See Comments
COMMENTS	Retain until graduation plus 1 calendar year, then destroy. Records are retained throughout the entirety of the cohort term even if a student leaves the program. The Physician Assistant Program 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.
APPROVED	2022-04-21
K.A.R. NUMBER	53-2-213

SERIES ID	0709-367
TITLE	Physician Assistant Program Student Health Records
DESCRIPTION	Records consist of the following: proof of health insurance, immunization records, and results of physical exams, drug screenings, and tuberculosis testing.
RETENTION	See Comments
COMMENTS	Retain until graduation plus 5 calendar years, then destroy. The Physician Assistant Program is the office of record.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted per KSA 45-221(a)(1)(3), 20 U.S.C. 1232g; 34 CFR Part 99.
APPROVED	2022-04-21
K.A.R. NUMBER	53-2-213

SERIES ID	0710-367
TITLE	Physician Assistant Program Student Performance in Program
DESCRIPTION	Records consist of student grades, clinical rotation preceptor evaluations, volunteer work documentation, periodic presentation evaluations, etc.
RETENTION	See Comments
COMMENTS	Retain until last enrollment plus 3 calendar years, then destroy. The Physician Assistant Program is the office of record.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted per KSA 45-221(a)(1)(9), 20 U.S.C. 1232g; 34 CFR Part 99.
APPROVED	2022-04-21
K.A.R. NUMBER	53-2-213

SERIES ID	0711-367
TITLE	Physician Assistant Program Supervised Clinical Practice Experience (SCPE) Assignments
DESCRIPTION	Records related to the sites students go to for their clinical rotations, the providers they work with, and input from the providers and students.
RETENTION	See Comments
COMMENTS	Retain 5 calendar years after graduation, then destroy. The Physician Assistant Program 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	2022-04-21
K.A.R. NUMBER	53-2-213

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	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 incoming graduate students, the Office of Admissions for incoming undergraduate students, and the K-State College of Veterinary Medicine for their incoming students. Once the student is enrolled, ownership transfers to the Registrar's Office.
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 ; Revised 2023-02-14
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	0712-367
TITLE	Special Collections Acquisition Records
DESCRIPTION	Series includes records related to communications with donors, transferring units, or vendors; condition reports; preservation and/or conservation documentation; deeds of gift or transfer forms; donor-generated descriptions; formats list; and any other supporting documentation.
RETENTION	Permanent
COMMENTS	K-State Libraries is the office of record.
DISPOSITION	Permanent
RESTRICTIONS	Portions may be restricted per KSA 45-221(a)(1)(3)(7)(8)(9)(20)(30)(32)(34)(49)
APPROVED	2022-04-21
K.A.R. NUMBER	53-2-213

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

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	0686-367
TITLE	Transfer Transcripts for Current/Enrolled Students
DESCRIPTION	Documents recording the course work completed at other institutions which are used to support admission or graduation qualifications.
RETENTION	5 years after last attendance
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. Once a student is enrolled, 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	0674-367
TITLE	Tuition/Fee Waiver Records
DESCRIPTION	Series includes all records related to residency tuition/fee waivers. Records include, but are not limited to, completed forms, intern lists from departments, and application papers for Graduate Teaching Assistants (GTAs), Graduate Research Assistants (GRAs), staff, and faculty. This series also includes State Reciprocal Agreement records.
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	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	0722-367
TITLE	University Support Staff Appeal Hearing Packet Records
DESCRIPTION	Series includes letters from Employee Relations and Engagement (ER&E) Director proposing action (if disciplinary) or performance management forms (if evaluation); written appeals from employees; employee letters and department letters signed by ER&E staff regarding appeal times, documentation sheets, witness tip sheets, and panel members; department and employee documentation; committee signature sheets; hearing checklists; PPM Chapter 4030 used during hearings; hearing statements; facilitator guides; committee letters; and associated records.
RETENTION	See Comments
COMMENTS	Retain 7 years after all appeals are exhausted, then destroy. Human Capital Services, Employee Relations and Engagement is the office of record.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted per KSA 45-221(a)(3)(4)(6)(9)(30)
APPROVED	2022-10-20
K.A.R. NUMBER	53-2-215

SERIES ID	0689-367
TITLE	Web Archiving Administrative Records
DESCRIPTION	Records containing information about the administration of the K-State Special Collections web-crawling practices. Series includes policy, procedures, crawl reports, KAIC agreements, and correspondence.
RETENTION	See Comments
COMMENTS	Retain until superseded, then contact the University Archives for appraisal - if not accepted for transfer to the Archives, then destroy. K-State Libraries is the office of record.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2021-07-15
K.A.R. NUMBER	53-2-210

SERIES ID	0690-367
TITLE	Web Archiving Data
DESCRIPTION	Records include web-based resources preserved through Department of Special Collections web archiving practices, as well as associated descriptions. Series includes web crawl seeds, reports, and metadata, along with collection groups and preserved public webpages.
RETENTION	Permanent
COMMENTS	K-State Libraries is the office of record.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2021-07-15
K.A.R. NUMBER	53-2-210

Agency Number: 367-001
Kansas State University
University Police

SERIES ID	0627-367
TITLE	Adult Offender Felony Arrest Records (Major Felonies and Violent Crime)
DESCRIPTION	Records related to the arrest of adults suspected of major felonies and violent crimes. Records contain date of birth, crime, details of crime.
RETENTION	Permanent
COMMENTS	KSU Police Department is the office of record.
DISPOSITION	Permanent
RESTRICTIONS	KSA 45-221(a)(1)(10)(30) & KSA 75-3520
APPROVED	2019-04-25
K.A.R. NUMBER	53-2-203

SERIES ID	0628-367
TITLE	Adult Offender Felony Arrests (Other)
DESCRIPTION	Records related to the arrest of adults suspected of felonies, but not in the category of major/violent crimes. Records contain date of birth, crime, and details of crime.
RETENTION	See Comments
COMMENTS	Retain records for 25 years from the date of the arrest then review for outstanding warrants, unsolved, or litigation hold. If none, then destroy. KSU Police Department is the office of record.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(10)(30) & KSA 75-3520
APPROVED	2019-04-25
K.A.R. NUMBER	53-2-203

SERIES ID	0629-367
TITLE	Adult Offender Misdemeanors
DESCRIPTION	Records related to the arrest of adults suspected of misdemeanor crimes. Records contain date of birth, crime, and details of crime.
RETENTION	See Comments
COMMENTS	Retain 15 years then review records for outstanding warrants or litigation holds. If none, then destroy. KSU Police Department is the office of record.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(10)(30) & KSA 75-3520
APPROVED	2019-04-25
K.A.R. NUMBER	53-2-203

SERIES ID	0630-367
TITLE	Case Files - Major Crimes
DESCRIPTION	Records related to major crimes where KSU Police Department conducted the investigation. Records include but are not limited to: arson, aggravated assault, homicides, kidnapping, deaths, missing persons, robbery, forgery, theft of public funds, and traffic fatalities.
RETENTION	Permanent
COMMENTS	KSU Police Department is the office of record.
DISPOSITION	Permanent
RESTRICTIONS	KSA 45-221(a)(1)(10)(30)(47) & KSA 75-3520
APPROVED	2019-04-25
K.A.R. NUMBER	53-2-203

SERIES ID	0631-367
TITLE	Case Files - Misdemeanor Cases, Petty Offenses, and Traffic Offenses
DESCRIPTION	Series includes detailed reports and other records related to misdemeanor cases, petty offenses, and traffic offenses.
RETENTION	See Comments
COMMENTS	Retain 1 calendar year from filing of report, then destroy if no pending investigation. KSU Police Department is the office of record.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(10)(30)(47) & KSA 75-3520
APPROVED	2019-04-25
K.A.R. NUMBER	53-2-203

SERIES ID	0632-367
TITLE	Case Files - Sex Offenders
DESCRIPTION	Records related to the case report and supporting documentation for sex offenses on the KSU Campus. Records give detailed reports of Sex Offender cases.
RETENTION	Permanent
COMMENTS	KSU Police Department is the office of record.
DISPOSITION	Permanent
RESTRICTIONS	KSA 45-221(a)(1)(10)(30)(47) & KSA 75-3520
APPROVED	2019-04-25
K.A.R. NUMBER	53-2-203

SERIES ID	0633-367
TITLE	Crime Log
DESCRIPTION	Records included in this series describe the crime, time, date, and case number assigned to the report.
RETENTION	Permanent
COMMENTS	No personal identifiable information is included in this series.
DISPOSITION	Permanent
RESTRICTIONS	Portions may be restricted under KSA 45-221(a)(10)
APPROVED	2019-04-25
K.A.R. NUMBER	53-2-203

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	0634-367
TITLE	Evidence Records
DESCRIPTION	Records pertaining to the collection and storage of evidence collected at crime scenes and during police investigations.
RETENTION	See Comments
COMMENTS	County and City Attorney assigns retention length and authorizes destruction on a case by case basis. KSU Police Department is the office of record.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(1)(10)(30)(47) & KSA 75-3520
APPROVED	2019-04-25
K.A.R. NUMBER	53-2-203

SERIES ID	0635-367
TITLE	Expungement Records
DESCRIPTION	Records series includes purged arrest information sealed from all disclosure.
RETENTION	Permanent
COMMENTS	KSU Police Department is the office of record.
DISPOSITION	Permanent
RESTRICTIONS	KSA 21-6614 et seq.
APPROVED	2019-04-25
K.A.R. NUMBER	53-2-203

SERIES ID	0636-367
TITLE	Felony Cases and Special Investigations
DESCRIPTION	Records related to felony cases and special investigations. Records include, but are not limited to, comprehensive reports detailing felony cases and special investigations conducted by the department.
RETENTION	See Comments
COMMENTS	Retain records for 25 years then review for ongoing investigation, unsolved, or litigation hold. If case is closed, then destroy. KSU Police Department is the office of record.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(10)(30)(47) & KSA 75-3520
APPROVED	2019-04-25
K.A.R. NUMBER	53-2-203

SERIES ID	0637-367
TITLE	Handling and Storage of Evidence Records
DESCRIPTION	Records series includes logs documenting the receipt, transfer, and release of materials taken into evidence, including property, reports, release records, evidence tags, and similar records.
RETENTION	Permanent
COMMENTS	KSU Police Department is the office of record. Handled by Investigations.
DISPOSITION	Permanent
RESTRICTIONS	KSA 45-221(a)(1)(10)(47) & KSA 75-3520
APPROVED	2019-04-25
K.A.R. NUMBER	53-2-203

SERIES ID	0638-367
TITLE	Law Enforcement Social Media Records
DESCRIPTION	Series includes social media posts created/shared by the KSU Police Department on all of their platforms.
RETENTION	Permanent
COMMENTS	KSU Police Department is the office of record.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2019-04-25
K.A.R. NUMBER	53-2-203

SERIES ID	0639-367
TITLE	Operating Procedure Records
DESCRIPTION	Records related to the operating procedure of the KSU Police Department. Records include, but are not limited to: general orders, operating procedural documents, and special orders received from the police chief.
RETENTION	See Comments
COMMENTS	Retain until superseded or obsolete. KSU Police Department is the office of record.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2019-04-25
K.A.R. NUMBER	53-2-203

SERIES ID	0640-367
TITLE	Ride-Along Records - Approved
DESCRIPTION	Records included in this series are all approved ride-along program applications.
RETENTION	3 years plus current
COMMENTS	KSU Police Department is the office of record.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(10) & KSA 75-3520
APPROVED	2019-04-25
K.A.R. NUMBER	53-2-203

SERIES ID	0641-367
TITLE	Ride-Along Records - Denied
DESCRIPTION	Records included in the series are all applications for the ride-along program that were denied by the department.
RETENTION	3 years plus current
COMMENTS	KSU Police Department is the office of record.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(10) & KSA 75-3520
APPROVED	2019-04-25
K.A.R. NUMBER	53-2-203

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

SERIES ID	0642-367
TITLE	Training Records
DESCRIPTION	Series includes correspondence, reports, and other records relating to the operation of KSU Police Department sponsored training programs and to employee participation in training programs sponsored by the department.
RETENTION	See Comments
COMMENTS	Retain 5 years after employee is separated from the University. KSU Police Department is the office of record.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted under KSA 45-221(a)(4)(6)
APPROVED	2019-04-25
K.A.R. NUMBER	53-2-203