Kansas Records Retention Schedules

85 Schedule Entries Found:

Agency Number: 367-001
Kansas State University

SERIES ID	0001-367
TITLE	Academic Database
DESCRIPTION	Electronic record containing the permanent file of all classes attended and grades received by a student.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the university archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(1)
APPROVED	1995-01-12
K.A.R. NUMBER	53-2-103

SERIES ID	0002-367
TITLE	Academic Record
DESCRIPTION	Microfilm copy of permanent file containing data on all classes attended and grades received by a student.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the university archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(1)
APPROVED	1995-01-12
K.A.R. NUMBER	53-2-103

SERIES ID	0003-367
TITLE	Accidental Injury Report
DESCRIPTION	Report (form PER-17) prepared following an accidental injury to staff, students or faculty.
RETENTION	See Comments
COMMENTS	Retain 5 years after termination of employee, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1995-01-12
K.A.R. NUMBER	53-2-103

SERIES ID	0084-367
TITLE	Accounts Payable Records
DESCRIPTION	Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc.
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	0004-367
TITLE	Accounts Receivable Records
DESCRIPTION	Documents related to the collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc.
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	0005-367
TITLE	Accreditation Reports and Review Records
DESCRIPTION	Variety of documents relating to the accreditation review process for the separate colleges or professional organizations to ensure that academic or professional standards are met and maintained.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the university archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1995-01-12
K.A.R. NUMBER	53-2-103

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

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

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

SERIES ID	0008-367
TITLE	Application for Employment Records
DESCRIPTION	Employment applications with continuation sheet and Governor's Trainee Program recruitment applications.
RETENTION	004 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1995-01-12
K.A.R. NUMBER	53-2-103

SERIES ID	0009-367
TITLE	Appointment and Termination Records
DESCRIPTION	Classified, unclassified, hourly and student employees appointment and termination records including forms PER-38-42, I-9.
RETENTION	See Comments
COMMENTS	Retain 5 years after termination of employee, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1995-01-12
K.A.R. NUMBER	53-2-103

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

SERIES ID	0011-367
TITLE	Athlete Certification Form
DESCRIPTION	Report filed with the athletic conference and NCAA offices establishing the eligibility of individual students to participate in athletic events.
RETENTION	010 cldr yrs
COMMENTS
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	Bank statements, deposit books and slips, check registers, and canceled checks.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-01-12
K.A.R. NUMBER	53-2-103

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.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1995-01-12
K.A.R. NUMBER	53-2-103

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

SERIES ID	0015-367
TITLE	Classified Salary Summary Records
DESCRIPTION	Reports providing information on classified employee salaries, title codes, and the application process.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-01-12
K.A.R. NUMBER	53-2-103

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

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

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

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

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

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

SERIES ID	0023-367
TITLE	Employee Evaluation Form
DESCRIPTION	Form (DA-228) documenting an individual employee's work progress or problems.
RETENTION	See Comments
COMMENTS	Retain 5 years after termination of employee, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
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, applications for employment, INS Residence Status forms, and other personnel materials.
RETENTION	See Comments
COMMENTS	Microfilm, then destroy hard copy. Retain microfilm 65 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1995-01-12
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: DA forms 281-2 and supporting documents.
RETENTION	See Comments
COMMENTS	Retain until superseded plus 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-01-12
K.A.R. NUMBER	53-2-103

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

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

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

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

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

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

SERIES ID	0029-367
TITLE	Fee Fund Files
DESCRIPTION	Enrollment fees, refunds, estimates, receipts, and supporting documentation relating to fees collected on behalf of the university.
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	0030-367
TITLE	Financial Reports - Federal
DESCRIPTION	Variety of financial statistics compiled for inclusion in federal reports.
RETENTION	005 fisc yrs
COMMENTS	Retain 5 fiscal years then destroy, provided all audit requirements have been resolved.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-01-12
K.A.R. NUMBER	53-2-103

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

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

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

SERIES ID	0033-367
TITLE	I-20 Immigration Authorization Form
DESCRIPTION	Form granting foreign students the eligibility to study in the United States.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-01-12
K.A.R. NUMBER	53-2-103

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

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

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

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

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

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

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

SERIES ID	0040-367
TITLE	Notification of Retirement Form
DESCRIPTION	Form (PER-37) used to notify the department and supervisor of an intended retirement date.
RETENTION	See Comments
COMMENTS	Retain 2 years after termination of employee, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-01-12
K.A.R. NUMBER	53-2-103

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

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

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

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

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

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

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

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

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

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

SERIES ID	0050-367
TITLE	Promotion/Transfer Opportunities Files
DESCRIPTION	Promotion and transfer list (PER-3 & 3a) notifying students and employees of job opportunities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-01-12
K.A.R. NUMBER	53-2-103

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

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

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

SERIES ID	0052-367
TITLE	Recruitment Files
DESCRIPTION	Documents relating to the recruitment process to fill vacant positions including forms PER-5, PER-10, AA-28.
RETENTION	004 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	Portions per KSA 45-221(a)(4)
APPROVED	1995-01-12
K.A.R. NUMBER	53-2-103

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

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

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

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

SERIES ID	0056-367
TITLE	Salary Increase Lists
DESCRIPTION	List recording salary increases for classified and unclassified employees.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-01-12
K.A.R. NUMBER	53-2-103

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

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

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

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

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

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

SERIES ID	0063-367
TITLE	Supplemental Pay Files
DESCRIPTION	Documents notifying employees of wages to be paid for shift differential, overtime, or leave without pay.
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	0035-367
TITLE	Supply Requests - Internal
DESCRIPTION	Documents used by subordinate organizations to order expendable supplies from central supply rooms.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-01-12
K.A.R. NUMBER	53-2-103

SERIES ID	0066-367
TITLE	Training Files
DESCRIPTION	Documents relating to staff training and development programs including requests for enrollment (form PER-1) and publications describing training opportunities and resources available.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-01-12
K.A.R. NUMBER	53-2-103

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

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

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

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

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

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

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

Agency Number: 367-001
Kansas State University
University Police

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

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

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