You are here

Community College

Community College

**Academic Affairs**
Title		Major Revision	Previous Schedules	Schedule Item
Accreditation records	for institutional or program accreditation by the Middle States Association of Colleges and Secondary Schools, the National League for Nursing and other organizations responsible for accrediting institutions of higher learning, including but not limited to institutional self-study documents, reports and determinations resulting from onsite visits for evaluation, and the college's response to deficiencies noted		CO2 64; MI1 53	150	a: Significant correspondence, reports, questionnaires, self-study records and reports, guides and related documents transmitted between the community college and accrediting bodies: RETENTION: PERMANENT b: Routine correspondence and transmittal records, drafts of guides and reports, and fiscal records: RETENTION: 6 years after accreditation approved or denied
Curriculum development records,	covering internal development and approval for credit, non-credit, and continuing education programs and courses		CO2 65; MI1 54	151	a: Curriculum and related records describing course of instruction and course content, including transfer status information and course history records: RETENTION: 7 years NOTES: Records prepared as part of curriculum planning may have long-term value meriting continued preservation. Community college officials should evaluate these records for continued, or permanent, preservation. Contact the State Archives for additional advice. b: Approved internal application for curriculum: RETENTION: 7 years c: Denied internal application for curriculum: RETENTION: 1 year d: Curriculum planning records: RETENTION: 0 after no longer needed NOTES: Reports and studies prepared as part of curriculum planning may have long-term value meriting continued preservation. Community college officials should evaluate these records for continued, or permanent, preservation. Contact the State Archives for additional advice.
Academic program proposals,	including proposals for registration of new programs and requests for approval of changes in existing program title, HEGIS (Higher Education General Information Survey) content, credit hours, curricular content, format, and/or resource commitment		CO2 66; MI1 55	152	a: For successful registration of program: RETENTION: PERMANENT b: For failed proposal: RETENTION: 0 after no longer needed
Curriculum/program registration records	including approvals from the State University of New York and registration letters from the State Education Department: RETENTION: PERMANENT		CO2 67; MI1 56	153
Course information records			CO2 70; MI1 59	154	a: Official copy of any literature or other material made available to the public, including college catalogs and student handbooks: RETENTION: PERMANENT b: Detailed course descriptive information, including background materials and supporting documentation: RETENTION: 7 years after course or program discontinued c: Routine internal information records relating to courses, including but not limited to draft descriptions and tentative course schedules: RETENTION: 1 year
Faculty and faculty-student research records,	maintained separate from faculty personnel records and student individual academic records		CO2 1022; MI1 881	156	a: Published books, papers, journal articles, and other materials made available to the public: RETENTION: PERMANENT b: Other records, including but not limited to records summarizing and publicizing research, and research files which are not the personal property of the researchers: RETENTION: 1 year after research concluded or otherwise terminated NOTES: Depending on the nature of the research, some of these files may be valuable for other researchers as well as in documenting research sponsored by and conducted at the college, and should be appraised for potential permanent retention. Appraisals of research files should involve consultation with both members of the faculty and acknowledged professionals in the respective field.
Assignment of Program (AOP) lists	showing cumulative teaching hours and used in the assignment and selection of courses to teach: RETENTION: 0 after superseded or obsolete	2020 (♦)		155

**Alumni**
Title		Major Revision	Previous Schedules	Schedule Item
Alumni contact records	including but not limited to name, address, occupation, degree attained, marital status, and summary records of financial contributions of alumni: RETENTION: 0 after superseded or obsolete		CO2 76; MI1 65	157
Alumni directory	or other master summary record of alumni and all other degree recipients, such as published alumni catalog, providing names of alumni, years of graduation, and other information such as degrees granted and place of residence: RETENTION: PERMANENT		CO2 1023; MI1 882	158

**Athletics**
Title		Major Revision	Previous Schedules	Schedule Item
Player recruitment/scouting file	concerning recruitment of student athletes for college sports programs, including but not limited to scouting reports, lists of prospects, recruitment proposals, and correspondence		CO2 77; MI1 66	159	a: For student athletes entering college: RETENTION: 3 years after graduation or date of last attendance b: For student athletes who do not enter college: RETENTION: 0 after no longer needed
Athletic scholarship file	including but not limited to applications, recommendations, authorization of awards, financial statements, accounting data, and correspondence: RETENTION: 6 years		CO2 78; MI1 67	160
Athletic program records			CO2 81; MI1 70	161	a: Lists of athletes or participants, records of intercollegiate competitions and intramural athletics, and other records except scouting and training videotapes and other records: RETENTION: 6 years NOTES: Appraise these records for historical significance prior to disposition. Official score and record books, team and action photographs, and videotapes of and programs for intercollegiate competitions may have historical value in documenting intercollegiate student athletics. Records with historical value should be retained permanently. Health-related records are found in the Public Health section of this Schedule. Athletic training records are covered by item no. 164. b: Videotapes, reports and other records used for scouting and training purposes: RETENTION: 0 after no longer needed
Records of gender equity in athletics,	including audit and self-evaluation records for male and female athletes and related records, including any records created pursuant to Title IX of the Education Amendments of 1972, codified in Sections 1681-1688 of 20USC, and Section 106.41 of 34CFR: RETENTION: 6 years NOTES: For related reports and records on athletic program activities, see item no. 196 in the Miscellaneous subsection of this section.		CO2 1024; MI1 883	162
Substance or alcohol abuse testing records	for individual athlete, not included in student health services case record		CO2 1025; MI1 884	163	a: Positive test results and related records: RETENTION: 6 years after last entry b: Negative test results: RETENTION: 3 years
Athletic training records,	including but not limited to records of training provided individual athletes and staff: RETENTION: 6 years after last entry		CO2 1026; MI1 885	164
Athletic health information report	determining student eligibility to participate in campus sports activities: RETENTION: 6 years		CO2 112; MI1 101	165

**Counseling Services**
Title		Major Revision	Previous Schedules	Schedule Item
Student counseling records,	including but not limited to request for assistance relating to emotional, psychological, personal, social, academic, or placement and career planning concerns, and also covering tutoring and mentoring services provided for and received by students: RETENTION: 6 years		CO2 83; MI1 72	166
Academic termination record	containing information about transfer to another college, reason for termination, or future plans of student: RETENTION: 0 after no longer needed		CO2 84; MI1 73	167
List of student appointments	including slips, return cards or counseling schedules: RETENTION: 0 after obsolete		CO2 85; MI1 74	168
Statistical compilation or reports of students served:	RETENTION: 0 after no longer needed		CO2 86; MI1 75	169
Catalogs and related public relations information	received from other academic, vocational or educational institutions: RETENTION: 0 after no longer needed		CO2 87; MI1 76	170
Career placement records,	including but not limited to records of on-campus visits and interviews, job fairs, employer information sessions, and job searches, but not including individual student counseling records: RETENTION: 0 after no longer needed		CO2 1027; MI1 886	171

**Development**
Title		Major Revision	Previous Schedules	Schedule Item
Donor (and prospective donor) information records	containing information on individuals, organizations, foundations, or corporations: RETENTION: 0 after no longer needed NOTES: Detailed records of specific gifts to a community college are covered by item no. 45 in the General Administration section.		CO2 89; MI1 78	172

**Disabled Students**
Title		Major Revision	Previous Schedules	Schedule Item
Student file	including but not limited to information on disability, correspondence with student's sponsoring agency, orders for special equipment, and notes of contacts with counselors: RETENTION: 6 years after graduation or date of last attendance		CO2 90; MI1 79	173
Staff development materials	relating to instructor orientation to disabled students and general disabilities: RETENTION: 0 after obsolete		CO2 92; MI1 81	174

**Financial Aid**
Title		Major Revision	Previous Schedules	Schedule Item
Student financial aid records	including but not limited to Free Application for Federal Student Aid (FAFSA) reports, applications for assistance, financial aid disbursement records, copies of income tax forms, financial aid transcripts from other schools, award and declination notices, verifications for non-taxable income and other tax-related records, instructor requests for work-study student, student work-study job descriptions, copies of work-study time records to verify hours with student schedule, and veteran's service information: RETENTION: 6 years		CO2 95; MI1 84	175
Financial aid reports	(state, federal, and other) covering multiple students, including but not limited to Tuition Assistance Program (TAP) reports: RETENTION: 6 years NOTES: Appraise these records for continuing administrative or historical value prior to disposition. Records with historical value should be retained permanently. Reports containing information showing trends in student financial aid over time may be valuable for planning and other decision-making as well as research purposes.		CO2 1028; MI1 887	176

**Fiscal**
Title		Major Revision	Previous Schedules	Schedule Item
Admissions collection record,	including but not limited to record of receipts and log of operations: RETENTION: 6 years		CO2 96; MI1 85	177
Student's individual account records,	covering credit, non-credit, or continuing education courses, housing, food, laboratory and equipment use, and other fees, charges and expenses, and also including tuition waivers: RETENTION: 6 years after last entry NOTES: See item no. 514 in the Fiscal section, General Accounting and Miscellaneous subsection, for other billing records.		CO2 97; MI1 86	178
Fiscal reports submitted to or received from the State University of New York (SUNY)	including operating report (budget) and annual report (year-end): RETENTION: 6 years		CO2 98; MI1 87	179

**Housing**
Title		Major Revision	Previous Schedules	Schedule Item
Residency occupancy records	including but not limited to room and board contracts and room assignment, and records pertaining to damage of dormitory equipment and furnishings: RETENTION: 6 years after expiration of contract or room assignment		CO2 113; MI1 102	180
Off-campus rental records	including lists of landlords and/or listings indicating apartments or rooms available: RETENTION: 0 after superseded or obsolete		CO2 115; MI1 104	181
Fire safety disclosure records for on-campus student housing		2020 (♦)		182	a: Annual fire safety and compliance reports: RETENTION: PERMANENT b: Log of all reported fires: RETENTION: 7 years NOTES: Appraise records relating to significant fires for historic value. c: Fire statistics, including supporting materials: RETENTION: 7 years after the end of the calendar year in which summarized data was first published in a fire safety and compliance report

**Instruction**
Title		Major Revision	Previous Schedules	Schedule Item
Course listing	created for administrative convenience, containing department list of classes: RETENTION: 0 after superseded		CO2 116; MI1 105	183
Instructor's course syllabus or lesson plan:	RETENTION: 0 after no longer needed by community college NOTES: The community college may wish to retain representative or outstanding course syllabi for future reference, as well as any useful class reading lists or bibliographies.		CO2 117; MI1 106	184
Instructor's grade records, test scores, and marking sheets,	including records documenting the evaluation of scientific models, biological specimens, chemical compounds or other objects or materials produced in lab or shop settings: RETENTION: 2 years		CO2 118; MI1 107	185
List of students majoring in a field of study:	RETENTION: 0 after superseded		CO2 119; MI1 108	186
Class schedule	including class title, location, dates, and time of meeting: RETENTION: 6 years		CO2 120; MI1 109	187
Completed examination test papers and answer sheets:	RETENTION: 6 months after course completion		CO2 121; MI1 110	188
Course or laboratory attendance records	necessary to provide documentation for student financial aid or other purposes: RETENTION: 6 years		CO2 1029; MI1 888	189
Records relating to tax-free use of alcohol	for educational purposes: RETENTION: 6 years after expiration of permit or denial of application		CO2 123; MI1 112	190
Evaluations of course instructor:	RETENTION: 3 years		CO2 124; MI1 113	191
Records of hypodermic syringes and needles	acquired for educational use or for administration of vaccines and other controlled substances to students and/or employees		CO2 126; MI1 115	192	a: Certificate of need for educational use: RETENTION: 6 years after certificate expires b: Other records, including records of purchase, inventory, destruction, loss or theft: RETENTION: 6 years

**Miscellaneous**
Title		Major Revision	Previous Schedules	Schedule Item
Chartering documents and establishment plan	concerning the community college's corporate status and degree-granting authority, including background materials: RETENTION: PERMANENT		CO2 69; MI1 58	193
Fire safety inspection reports prepared pursuant to Section 807-b, Education Law:	RETENTION: 3 years NOTES: Although Section 807-b of Education Law authorizes community college officials to destroy these reports after 3 years, the State Archives strongly urges that the "official" or "record" copies of these reports be retained for 21 years to meet possible legal needs, including personal injury litigation that may involve minors.		CO2 129; MI1 118	194
Special event file			CO2 80; MI1 69	195	a: Official copy of any program or promotional literature or photograph of events or games: RETENTION: PERMANENT b: Background materials and supporting documentation: RETENTION: 6 years
Institutional information/reports which must be sent or made available	to enrolled and prospective students and the public, under Sections 668.41, et seq. of 34CFR, including related records, exclusive of campus security records required under Section 668.46 of 34CFR NOTES: For campus security records see item no. 198, as well as items found in the Public Safety section of this Schedule.		CO2 1030; MI1 889	196	a: Financial assistance information, institutional information, completion or graduation rate information, completion or graduation rates for student-athletes report, and athletic program participation rates and financial support data report: RETENTION: 6 years after issued, superseded or obsolete, whichever is later NOTES: Institutional information and reports may have long-term value to document college policies and the status of various college programs, especially if that information is not readily available in catalogs or other sources. For that reason, officials may wish to retain these records permanently to document these policies and programs. b: Notice of availability of information/reports as distributed or made available to enrolled and prospective students: RETENTION: 3 years after issued, superseded or obsolete, whichever is later c: Designation of employee(s) authorized to assist enrolled and prospective students obtain the information/reports: RETENTION: 3 years after superseded
Commencement records			CO2 1031; MI1 890	197	a: Official copy of commencement program or other publication: RETENTION: PERMANENT b: Other commencement records, including but not limited to copies of speeches, press clippings and press releases, and event planning and logistics records: RETENTION: 6 years NOTES: Appraise these records for historical significance prior to disposition. Records such as speeches and photographs may have continuing value for historical or other research and should be retained permanently. Contact the State Archives for additional advice.
Campus safety records	NOTES: College security units should use the Public Safety section of this Schedule whether or not they have been recognized as accredited law enforcement agencies. This item covers records that must be maintained under Section 668.46 of 34CFR (Institutional Security Polices and Crime Statistics). Sexual offense or alcohol or drug abuse investigation records are covered by item no. 1222 in the Public Safety section, Law Enforcement: General subsection. Lists and other records of parolees and sex offenders are covered by item nos. 1274 and 1275 in the Public Safety section, Law Enforcement: Miscellaneous subsection. Accident or incident reports that are not crime related are covered by item nos. 31 and 32 in the General Administration section. For building security records and video recordings maintained for security purposes, see item nos. 811 and 846 in the Public Property and Equipment section.	2020 (♦)	CO2 1032; MI1 891	198	a: Annual security report: RETENTION: PERMANENT b: Notice of availability of the annual security report and related records as distributed or made available to enrolled and prospective students and current and prospective employees: RETENTION: 6 years after issued, superseded or obsolete, whichever is later c: Designation of employee(s) authorized to assist enrolled and prospective students obtain the annual security report and related records: RETENTION: 3 years after superseded d: Crime statistics, including lists of crimes by location and relevant maps, other than those statistics included in the annual security report: RETENTION: 3 years e: Crime logs, crime reports, records of arrests and referrals for disciplinary action, timely warnings of threats to campus safety, and other records used to compile annual security report: RETENTION: 6 years f: Missing student notification policy and procedures, including supporting materials: RETENTION: 6 years after policy and procedures are superseded g: Emergency response and evacuation policy and procedures, including supporting materials: RETENTION: 6 years after policy and procedures are superseded
College-related reports, studies or data queries,	including their supporting documentation, covering subjects such as institutional research, graduation rates, enrollment projections, ethnicity and other student profiles, faculty-student class ratios, honors lists, and fiscal matters		CO2 135; MI1 124	199	a: Annual or semester reports submitted to the U.S. Department of Education, State University of New York (SUNY), or local sponsor(s), including the institutional profile, other reports, studies or queries having legal or fiscal value, and verifications of data following submission by the college: RETENTION: 6 years NOTES: Appraise these records for historical significance prior to disposition. Some of these reports and studies, including their detailed documentation, may contain significant information valuable for long-term planning as well as historical and other research. Contact the State Archives for additional advice. b: Reports, studies or queries having no legal or fiscal value, such as daily activity or other routine internal reports: RETENTION: 0 after no longer needed

Pages