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

SERIES ID 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 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 
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