Psychology Department Retention Schedule

BGSU Schedule of Records Retention

Office: Psychology Department 

In accordance with ORC Section 149.33 and the Bowling Green State University Board of Trustees, a schedule for Records Retention and Disposition for the following records is hereby established. This schedule supersedes any and all previous schedules for these records. The records covered by this schedule, upon expiration of the listed retention periods, shall be destroyed unless otherwise specified.1 No record shall be destroyed, however, that pertains to any pending, claim, action, litigation, or request.

Approvals: 

Department Official: Signed
Date: 10/06/2021

Records Manager: Signed
Date: 10/08/2021 

Notes:

  1. A Certificate of Records Disposal (CRD) should be prepared prior to the disposal of any records listed on this schedule and retained by the office/department for 10 years after the date of disposal. A copy of the CRD should be sent to the University Records Manager. Confidential paper records must be disposed of through shredding with the University’s approved shredding vendor.
  2. University records include all information, regardless of format (paper, electronic, microform, etc.), created or received by a university office that documents the functions, policies, procedures, decisions, operations or other activities of the office. Retention periods apply to all records regardless of format.
  3. The University Archives will only collect those record series listed on the attached schedule as transferrable to the Archives that at its discretion have continuing historical value. Other historic items listed on the attached schedule or on the university’s General Retention Schedule may also be collected, at the discretion of the Archives. 
  4. Storage of inactive/non-permanent records is available at the University Records Center.
  5. Forms, the General Records Retention Schedule, and other records management information can be found at the Records Management website. 
Schedule NumberRecord Series TitleMain Format(s)Minimum Retention PeriodEnd of Retention Period ActionSchedule Source

46-1

Annual Report Reports/Program Reviews/Self-Studies: Annual self-study of the department or a program that encompasses at least some or all of the following: activities, outreach events, personnel changes, logistical information, future goals, etc. Also any special reports/publications of the department, including strategic plans. 

Electronic/Paper

10 years

Send to University Archives to appraise for historical value

Local rule

46-2

Budget/Financial Files: includes invoices, vouchers, travel documentation, bills, purchase orders, monthly financial reports, etc.

Electronic/Paper

4 years

Destroy

IUC Accounting section

46-3

Departmental Committee Files: includes agendas, minutes, correspondence, reports for committees and task forces

Electronic/Paper

3 years

Send to University Archives to appraise for historical value

IUC-ADM-00-05

46-4

Graduate Student Files: includes transcripts, letters of recommendation, correspondence, evaluations, applications, course waivers, etc. Includes students who have graduated, actively enrolled students, and students who are no longer actively enrolled

Electronic/Paper

Retain transcripts, applications, and course waivers for ACT + 1

Indefinite for all other documents

Securely destroy transcripts, applications, and course waivers

IUC-EDU-35-34

Local rule

46-5

Departmental SPAT Files [Committee Files]: 

    (a) Ballots for Committee

    (b) Reappointment Ballots

    (c) Correspondence

Electronic/Paper

(a) One year after date of election

(b) Until after tenure is achieved; once tenured 1 year after balloting

(c) Permanent

Destroy, except (c) send to University Archives to appraise for historical value

IUC-ADM-00-02 

IUC-ADM-00-05

Local rule

46-6

Course Evaluations

Electronic/Paper

Electronic documents in Faculty 180

10 years

Destroy

IUC-HR-40-31

Local rule

46-7

Psychological Services Center Files: Includes clinical and other files

Electronic/Paper

7 years after treatment terminated

Securely destroy

IUC-HR-30-01

The General Records Retention Schedule includes, but is not limited to, the following categories of records: 

  • Academic Petitions 
  • Add-Drops 
  • Annual or Occasional Reports – Academic 
  • Awards 
  • Ballots/Election Results 
  • By-laws 
  • Committee, Cabinet, Working Group, and Task Forces 
  • Contracts and Agreements 
  • Correspondence and Memoranda/General Subject Files, Upper Administration 
  • Correspondence and Memoranda/General Subject Files 
  • Correspondence – Routine and Transient 
  • Course Evaluations 
  • Course Preparation Materials 
  • Course Work, Student 
  • Curriculum Development Documentation  
  • Duplicate Copies 
  • Evaluations, Personnel 
  • Events/Special Project Files 
  • Faculty Criteria and Procedures – RPT and Merit 
  • Grade Changes 
  • Grades 
  • Organization Charts 
  • Personnel Records – Local Copies 
  • Policies, Procedures, and Rules 
  • Publications 
  • Reappointment, Promotion and Tenure Files 
  • Reports – Annual or Major 
  • Search and Hiring Records 
  • Student Worker/Assistant Personnel Files 
  • Student Worker Timekeeping Forms and Reports 
  • Transcripts

Updated: 02/20/2026 01:25PM