Western Kentucky University

WKU Records Management - Quarterly Updates

The Kentucky State University Model Schedule commonly called the General Records Schedule, is a tool for the staff and faculty of the Kentucky's public universities and KCTCS institutions to use when managing the records in their offices. It lists common records series created by most units in the university, gives an assessment of their value by indicating when (and if) those records should be destroyed. The General Records Schedule provides administrative and support staff with the necessary information needed to administer unit records in an efficient and cost-effective manner. The records schedule is maintained, revised and approved by the Kentucky Department for Libraries and Archives in conjunction with the university records officers who meet quarterly. The WKU Archivist and Records Officer is authorized to retain any record that he or she deems to have archival value.

Kentucky State University Model Schedule is available in pdf format. 

Contact the WKU Archivist at archives@wku.edu if you have questions about the records schedule or would like to discuss proposed additions, revisions or deletions.


Revision Date: June 2013. Next review September 4, 2013 by University Records Officers and September 2013 by the State Archives & Records Commission.

Additions:

To be Reviewed 9/2013:

U0137 Training Course Materials in section A.  Destroy when superseded or obsolete, but retain summary schedule documenting training provided to users until any requirements are met. Primary administrative value as it documents active training classes and programs at a public university.

Approved:

U0133 Patent Application File

Revisions:

Approved:

U0247 Invitation for Bid/Request for Proposal File current retention destroy after 3 years or audit, whichever is longer.

Proposed retention:  Destroy successful bid or proposal files after 3 years or audit whichever is longer.  Destroy unsuccessful bid or proposal files after 1 year or audit, whichever is longer.

U1802 Research Files - Human Subjects current retention destroy 3 years after completion of research, unless otherwise specified by terms of the grant contract.

Proposed retention:  Destroy 5 years after completion of research, unless otherwise specified by the terms of the grant contract.  Corresponds with retention of U0120 Research Data.

U2305 Regulatory Testing Report Forms current retention destroy 60 days after report is produced.

Proposed retention: Retain until 2 years after report is produced, then destroy.  Conform to USDA regulations.

To be Reviewed 9/2013:

U0129 Records Destruction Certificate File current retention 
retain permanently

Proposed retention:  Forward one copy to Kentucky Department for Libraries & Archives, Public Records Division.  Retain one copy permanently at university.

Note - individual departments to report destruction to WKU Records Officer.  WKU Records Officer to forward destruction certificates to KDLA and maintain a copy in office.

U0408 Application / Authorization for Graduation File current retention destroy 1 year after graduation or last date of attendance.

Proposed retention:  Retain record copy permanently in appropriate registrar's office.  This may be the University Registrar or the Registrar of the appropriate college, such as medicine or law.  Follows AACRAO guidelines.

U0413 Counseling Files current retention retain 7 years after last date of service, then destroy.

Proposed retention: Retain until 7 years after last date of service, then destroy.  If a cal-log form is completed for a person who does not keep an appointment and is not assigned a counselor, retain for 1 year, then destroy.  This allows for the destruction of incomplete files created for people who do not keep an appointment.

U0415 Course Syllabi current retention destroy 5 years from date last offered by department unless accreditation board requires a longer retention period.

Proposed retention: Destroy 5 years from date last offered by department unless accreditation board requires a longer retention period.  Each course section offered each semester is considered a unique course offering; "date last offered" is the conclusion of that specific offering.  Clarification of the retention period.

U0470 Course Proposal File (Departmental Copy) current retention destroy approved proposals 1 year after notification of approval.  Destroy denied proposals after notification of denial.

Proposed retention:  Destroy approved proposals 1 year after notification of approval.  Destroy denied proposals after notification of denial.  A record copy is maintained permanently in the minutes of the approving body.  Clarification of the retention period and insures a permanent record of all course proposals made to the Curriculum Committee.

U0238 Budget & Audit Workpapers - administrative changes, no change in retention

U0455 Student Worker Time Sheets - administrative changes, no change in retention.

U0647 Periodic Payroll Reports (includes Time Sheets/Time Cards) - administrative changes, no change in retention.

Deletions:

To be Reviewed 9/2013:

U2132 Training Course Information from section U to be replaced by U0137 Training Course Materials in section A

Kentucky State University Model Schedule
Phone:
745-4793
email: archives @wku.edu

Kentucky State University Model Schedule

WKU Records Destruction Form

WKU Records Management 101 & Notes

Faculty Records Management 101

Faculty/Staff:

Suellyn Lathrop, WKU Records Officer

3rd floor Kentucky Building
Hours: Monday - Friday 8 am - 4:30 pm
Summer Hours: Mon-Fri 7:30 am - 3:00 pm

Kentucky State University Model Schedule sections:

U0100 - General records found in most offices
U0200 - Fiscal, see also U1500 & U2200
U0300 - Awards Committee
U0400 - Student / Course
U0500 - Library / Archive / Museum
U0600 - Personnel
U0700 - Physical Plant
U0800 - Student Housing
U0900 - Athletics
U1100 - Food Service
U1200 - Bookstore
U1300 - Police
U1500 - Financial Aid
U1600 - Real Property
U1700 - Medical
U1800 - Sponsored Programs
U2000 - University Attorney
U2100 - Electronic Records
U2200 - Development
U2300 - Animal Diagnostic Laboratories
U2400 - Plant Disease Laboratories

 Last Modified 9/13/13