Kansas Records Retention Schedules

Results of Query:

Agency Code: 367 (Kansas State University. )

Page 2 of 2 showing 45 records of 145 total, starting on record 101
1 | 2

Agency Number: 367-001
Kansas State University

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

1 | 2