Romance and Classical Studies Retention Schedule
BGSU Schedule of Records Retention
Office: Romance and Classical Studies, including Academic Year Abroad and Language Based Learning Communities
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: 09/26/2016
Records Manager: Signed
Date: 09/30/2016
Notes:
- 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 also be sent to the University Records Manager. Confidential paper records must be disposed of through shredding with the University’s approved shredding vendor.
- 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.
- 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.
- Storage of inactive/non-permanent records is available at the University Records Center.
- Other common records that may not be listed on this schedule may be on the university’s General Retention Schedule; offices may use retentions listed on the General Retention Schedule for records not listed on their departmental schedule.
| Romance and Classical Studies, including Academic Year Abroad and Language Based Learning Communities | |||||
|---|---|---|---|---|---|
| Schedule Number | Record Series Title | Main Format(s) | Minimum Retention Period | End of Retention Period Action | Schedule Source |
88-1 | Academic Records – includes grade sheets, final exams (including Graduate Assistant grade calculations), placement exams and correspondence. | Paper | 1 year – final exams, grade sheets Active + 1 year – placement exams, correspondence | Destroy | BGSU Grading Policy IUC-EDU-00-20 |
88-2 | 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. | Paper and/or Electronic | 3 years | Send to University Archives | ADM9910 |
88-3 | Award Letters (non-scholarship) | Paper and/or Electronic | 3 years | Send to University Archives | ADM9910 |
88-4 | Book Orders – mailing slips, publisher cover letters, etc. | Paper and/or Electronic | Until no longer needed | Destroy | IUC pp. ix-x |
88-5 | Chair Evaluations | Paper and/or Electronic | Until next evaluation completed | Destroy | IUC-ADM-00-02 |
88-6 | Conference Files: may include programs, planning files, evaluations, correspondence | Paper and/or Electronic | 3 years | Destroy menus, invoices, receipts and send rest to University Archives to appraise for historical value | IUC-ADM-00-02 |
88-7 | Correspondence, Executive: Deals with significant aspects of the administration of the offices. Includes information on offices, policy, program, fiscal or personnel matters. | Paper and/or Electronic | 3 years | Send to University Archives to appraise for historical value | IUC-ADM-00-01 |
88-8 | Correspondence, General: Includes internal letters and memos; also correspondence from various individuals, companies, and organizations requesting information pertaining to agency and legal interpretations and other miscellaneous inquiries. This correspondence is informative (and does not attempt to influence policy). | Paper and/or Electronic | 1 year | Destroy | IUC-ADM-00-02 |
88-9 | Correspondence, Routine: Referral letters, request for routine information or publications, setting appointments, etc. Most inquiries answers by standard form letters. | Paper and/or Electronic | Until no longer of administrative value | Destroy | IUC pp. ix-x |
88-10 | Course Syllabi | Paper and/or Electronic | 10 years or until no longer of administrative value | Send to University Archives | ADM9910 |
88-11 | Curriculum Development / Modification Files | Paper and/or Electronic | 3 years or until no longer of administrative value (Official copies maintained by Provost’s Office) | Destroy | IUC-EDU-30-01 |
88-12 | Departmental Committee Files – includes agendas, minutes, correspondence, reports for committees and task forces | Paper and/or Electronic | 3 years | Send to University Archives to appraise for historical value | IUC-ADM-00-05 |
88-13 | Departmental Minutes, Policies, Organizational Documents | Paper and/or Electronic | 3 years | Send to University Archives | IUC-ADM-00-05 |
88-14 | Drop / Add / Register Requests – student registration requests sent via e-mail | Electronic | 3 years | Destroy | IUC-ADM-00-01 |
88-15 | Faculty Service Report | Paper and/or Electronic | Active + 6 years | Review for continuing administrative and historical value | IUC-HR-20-27 |
88-16 | Faculty/Staff Personnel Files – includes documentation on employment with department. Official personnel files held at Provost’s office and Human Resources | Paper and/or Electronic | Active + 6 years | Destroy, except send files for “key” faculty to University Archives | IUC-HR-40-20 IUC-HR-40-21 |
88-17 | Faculty / Staff Recruitment Files – includes screening and selection files created for each position | Paper and/or Electronic | 3 years | Destroy | IUC-HR-40-01 IUC-HR-40-04 |
88-18 | Financial Reports – includes vouchers, payment orders, invoices, bills, receipts, monthly reports, etc. | Paper and/or Electronic | 4 years | Destroy | IUC FIN section |
88-19 | Grade Changes / Appeals, Books, Reports | Paper and/or Electronic | Active + 2 years Official copies maintained permanently by Registration and Records | Destroy | IUC-EDU-35-13 |
88-20 | Graduate Assistant Files – includes applications, stipend & scholarship correspondence, and documentation on employment with department. Official personnel files held at Provost’s office and Human Resources | Paper and/or Electronic | Active + 6 years | Destroy | IUC-HR-20-27 |
88-21 | Graduate Student Files – includes transcripts, letters of recommendation, etc. Includes students who have graduated, actively enrolled students, and students who are no longer actively enrolled | Paper and/or Electronic | Active + 1 year | Destroy | IUC-EDU-35-34 |
88-22 | Grant Proposal Forms – departmental project proposal documentation, grand requests, and correspondence | Paper and/or Electronic | Awarded – Active + 5 years Not Awarded – 1 year | Awarded – Send to University Archives Not awarded – Destroy | IUC-EDU-50-10 IUC-EDU-50-11 |
88-23 | Promotion and Tenure Files – guidelines, faculty publications, committee recommendations, faculty service reports, and any documentation pertinent to department initiated promotion and tenure process | Paper and/or Electronic | 5 years | Destroy | IUC-HR-40-31 |
88-24 | Scholarships (internal) | Paper and/or Electronic | Budget files – 4 years Correspondence – permanently | Budget Files – Destroy Correspondence – Send to University Archives | IUC FIN section IUC-ADM-00-01 |
88-25 | SPAT Files – (Salary, Promotion and Tenure) Files maintained in Chair’s Office | Paper | Active + 6 years | Destroy but maintain summary data | IUC-HR-20-27 |
88-26 | Student Employee Files | Paper and/or Electronic | Active + 1 year | Destroy | IUC-HR-40-26 |
88-27 | Teacher Evaluations – student evaluations of teaching used for reappointment, promotion and tenure | Paper and/or Electronic | 5 years, then review for continuing administrative or historical value. Maintain summary data | Destroy, but maintain summary data | IUC-PER-40-32 |
88-28 | Undergraduate Student Advising Files | Paper and/or Electronic | Active + 3 years | Destroy | IUC-EDU-35-34 |
Updated: 04/09/2026 01:30PM