VCOM Institutional Policy and Procedure Manual

Property Records

Business Office, Operations

Retain in Office

Deeds and Easements

Permanent

Proposals, bids, quotes, contracts, agreements, purchase orders, requisitions

7 years

Purchase or Sale Documentation

Business Office, Operations

Confidential Destruction Confidential Destruction

Affairs

Leases

5 years after expiration

Financial Aid Records

General records related to the administration of financial aid and financial aid policies. See also Fiscal Records. Individual student files related to application, verification, deferrals, and disbursement of loans, from the US Department of Education. Individual student files related to application, verification, deferrals, and disbursement of loans. Individual student files related to application, verification, and disbursement of scholarships and grants A record of applicants awarded grant, contract or other assistantships or fellowships. May include applications, recommendations, correspondence, etc. A student's cost of attendance (COA) includes tuition and fees, books and educational supplies, room and board expenses while attending school, costs related to a disability, and other miscellaneous expenses Vehicles, Building Hours, Maps, Alarm Codes & Keys, Door Locks, Building Counters, Assets, Housekeeping, Maintenance, Space Usage, Pest Control Invoices, Catering, Construction, Building Values, Utilities, Landscaping, work orders, maintenance and inspections. Hard copies and digital copies of drawings for constructed buildings; Includes associated engineering studies and reports, change orders, certificates of occupancy, etc. Equipment service and inventory records showing maintenance and repair histories and final disposition (e.g. lost, stolen, transferred). Equipment general operating information, specifications, correspondence, worksheets, warranty information, manuals Key database with faculty, staff, student key records. Includes correspondence from faculty and staff re: key assignments and authorizations, key deposit receipts. May also include badge requests, access requests for staff, faculty, affiliates. Permits may include various permits such as occupancy permits, elevator permits, special use permits, and food service permits Zoning permits will pertain to building usage and need to be kept while building is being used Video recordings used to monitor or record activity in a specific area or location on campus. A formal written document prepared by a lawyer that provides their professional legal opinion on a specific matter. Records related to threatened or actual litigation or government investigation. Records documenting the legal compliance in accordance with College, State, and Federal regulations, unless noted elsewhere. A legal document that orders an individual or organization to appear in court, provide testimony, or produce specific evidence or documents related to a legal case. A formal document that contains details about an individual's arrest history. It typically includes information such as the date and location of the arrest, the charges or offenses for which the individual was arrested, the arresting agency, and the outcome of the arrest (e.g., whether the individual was released on bail or remained in custody). Includes personal services contacts, contracts with vendors for special events, clinical affiliation sites and departments, obligations under contracts for services, purchases and sales Records including licenses or permits required to conduct activities such as library database subscriptions, other academic program licenses, etc. Property and real estate files (College property, including deeds, transactions, taxes, engineering studies and reports, and legal descriptions) Records from/concerning complainant concerning potential or actual discrimination including correspondence, copies of docs from Legal Advisory Services, EEOC Reports, Intake forms, departmental complaint forms, and summaries of actions taken. Correspondence, working papers, hearing records, final disposition papers for grievances and/or hearings both pending and completed, filed by employees. All records related to Title IX matters, such as incident reports, supportive measures, formal complaints, grievance procedures, investigations, informal resolutions, and trainings. Disposable of hazardous waste materials

3 years after student separation

Financial Aid

Confidential Destruction

Financial Aid

Financial Aid Files – Government Loans

4 years after student separation

Financial Aid

Confidential Destruction

Financial Aid Files - Private Loan

5 years after student separation

Financial Aid

Confidential Destruction

Financial Aid Files - Scholarships and Grants awarded by Financial Aid Scholarships/Assistantship/Research Award/Student Award by department

6 years after student separation

Financial Aid

Confidential Destruction

7 years after student separation

Financial Aid, Student Affairs

Confidential Destruction

Cost of Attendance

5 years after cohort graduation

Financial Aid, Business Office

Confidential Destruction

Facilities Records

Building and Grounds Routine Maintenance and Inspection

Active + 6 years

Operations

Confidential Destruction

Building Drawings, Design Plans, and Construction Project Records

Permanent

Operations

Retain in Office

Equipment Maintenance, Service And Inventory Records

Active + 6 years

Operations

Confidential Destruction

Key Records

Active + 3 years

Operations

Confidential Destruction

Operations, Medical Education, Research

Hazardous Waste Records

Active + 7 years

Confidential Destruction

Operating Permits

3 years after expiration of permit

Operations

Confidential Destruction

Zoning Permits

3 years after sale of building or end of lease

Operations

Confidential Destruction

Surveillance Video

30 days

Operations

Confidential Destruction

Legal Records

Vice President for Institutional Policy and Administrative Law Vice President for Institutional Policy and Administrative Law

Attorney Opinion Letters

Permanent

Retain in Office

Claims/Litigation

Permanent

Retain in Office

Vice President for Institutional Policy and Administrative Law

Compliance Records

Permanent

Retain in Office

Vice President for Institutional Policy and Administrative Law Vice President for Institutional Policy and Administrative Law, Clincial Affairs

Subpoenas

Permanent

Retain in Office

Copies of Hearings

Permanent

Retain in Office

Vice President for Institutional Policy and Administrative Law, Student Affairs Vice President for Institutional Policy and Administrative Law Vice President for Institutional Policy and Administrative Law, Various Departments Vice President for Institutional Policy and Administrative Law, Various Departments Vice President for Institutional Policy and Administrative Law, Various Departments Vice President for Institutional Policy and Administrative Law, Human Resources Vice President for Institutional Policy and Administrative Law, Human Resources Vice President for Institutional Policy and Administrative Law, Human Resources Vice President for Institutional Policy and Administrative Law, Human Resources

Arrest Records

Permanent

Retain in Office

Forensic Evaluations

Permanent

Retain in Office

Contracts and Agreements

Permanent

Retain in Office

License Agreements/Permits

Term of the contract or until superseded

Confidential Destruction or Retain in Office

Property and Real Estate Files

Permanent

Retain in Office

Discrimination Records

7 years after employment separation

Confidential Destruction

Employee Grivance Records

8 years after employment separation

Confidential Destruction

Title IX Records

7 years

Confidential Destruction

All records related to Title IX hearing records, disciplinary sanctions, remedies, appeals.

Title IX Hearing and Post Hearing Records

7 years

Confidential Destruction