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UNIVERSITY RECORDS SCHEDULEConsistent with the Records Management Policy, schools and divisions that maintainUniversity Records are responsible for establishing an appropriate records managementplan. This University Records Schedule provides timeframes for the retention anddisposal of University Records in accordance with applicablelegal, regulatory,accreditation, and other standards, including recommended best practices.“University Records” means all official materials created in the course of the university’soperations. This includes information created or received in any form, such as email,instant messages, paper documents, enterprise database information, photographs,video, audio, drawings and other electronic form of information.Note: One copy of any record that has a retention period ending with a “*” symbol mustbe transferred to the University Archives upon the expiration of the stated retentionperiod. One copy of any record that has a “permanent*” retention period must betransferred to the University Archives when the record is no longer utilized by theoriginating school, department, or office.RECORDSAccreditation RecordsAdmissions Brochures andAdvertising RecordsCourse EvaluationsProgram Accreditation/CertificationsTuition and Fee RecordsUniversity BulletinUniversity Class Schedules andRostersCUSTODIANACADEMICOffice of the Provost;Originating SchoolOriginating School;University GraduateAdmissions; GraduateEnrollment ManagementRETENTION PERIODPermanent*3 years*Survey Research andAnalysis; OriginatingSchoolOriginating School10 yearsFinanceRegistrar; AcademicPlanning and Assessment5 y Office – privacy@gwu.edu - https://compliance.gwu.edu/privacy-gw1
Conflict of InterestDisclosuresUniversity PoliciesCOMPLIANCEOffice of Complianceand PrivacyOffice of Complianceand Privacy3 years from the date thefinal expenditures report issubmitted to the PHS or,where applicable, fromother dates specified in 45C.F.R. § 74.53(b) and92.42(b) for other contextsPermanent*FACILITIES, OPERATIONS, AND REAL PROPERTYAbove Ground Storage TankOperations5 years or untilRegulatory Compliance andrevisions are receivedSpill Prevention Control andCountermeasure PlansAbstracts for TitlesOperationsPermanent*Agency ApprovalsOperationsPermanent*Building and LandOperations; Comptroller Permanent*InventoryCampus Plan DocumentsOperationsPermanent*Certificates of OccupancyOperationsLife of buildingClean Air Act Titles IV and VOperations5 yearsregulatory compliancedocumentationConstruction and BuildingOperationsLife of buildingPermitsConstruction Bid RecordsOperations5 years after projectConstruction ContractsOperations5 years after projectcompletionConstruction RecordsOperations5 years after projectDocuments for Leases,Operations5 years fromLicenses, Constructionexpiration ofContracts, and otheragreementTemporary Contracts relatedto Real PropertyGWorld Card RecordsGWorld Office5 years from record creationPlats, Surveys, and UtilityLocation MapsOperationsPermanent*Privacy Office – privacy@gwu.edu - https://compliance.gwu.edu/privacy-gw2
Property Deeds, Easements,Licenses, Rights of Way, Rights ofFirst Refusal, Remainder Interests,MortgagesOperationsPermanent*Real Property DispositionOperationsPermanent*Real Property Tax ExemptionApplications and Renewals,Income and Expense FilingsOperationsScan documents anddispose of originalsannuallyStorm Water Management UnitCovenants and As- BuildDrawingsTitle Insurance PoliciesUnderground Storage TankRegulatory ComplianceDocumentation for Fuel Oil TanksOperationsLife of equipmentRisk ManagementOperations10 years after disposal ofRemaining Operating Lifeof the USTVehicle Records, including title,registration, platesWork Order RequestsOperationsLife of the vehicleOperations3 years (all workrequests are maintainedelectronically)FINANCEACCOUNTING AND FINANCIALAccounting Reports(Monthly), DepartmentBalances, StatementsAccounts PayableVouchersAccounts ReceivableStatementsAnnual Financial ReportsBanking RecordsCapital EquipmentRecordsCash ReceiptsDebt Issuance Records (taxableand tax exempt)Depreciation RecordsDonated Life InsurancePoliciesComptrollerYear-end reports: 5 fullfiscal years;Interim monthly reports:3 full fiscal yearsAccounts Payable5 full fiscal yearsStudent Accounts Office5 full fiscal yearsComptrollerTreasury ManagementComptrollerPermanent*5 full fiscal yearsLife of asset plus 3 yearsComptrollerTreasury Management5 full fiscal yearsLife of debt plus 3 yearsComptrollerComptrollerLife of assetUntil maturity plus 3 yearsPrivacy Office – privacy@gwu.edu - https://compliance.gwu.edu/privacy-gw3
Invoices Generated by Schoolsor DivisionsOriginating Schoolor Division3 year or for purchases onfederally funded projects, 3years from the final report,whichever is longerNew Account Records and SupportingDocumentationP-Card Administration RecordsComptroller5 full fiscal yearsProcurement3 years, or for purchaseson federally fundedprojects, 3 years from thefinal report, whichever islongerP-Card Statements and ReceiptsProcurement3 years, or for purchaseson federally fundedprojects, 3 years from thefinal report, whichever islongerPurchase OrdersProcurement5 years from expiration ofcontract, or for purchaseson federally fundedprojects, 3 years from thefinal report, whichever islongerReconciliations of General LedgerAccountsRequests for Applications (RFAs)Comptroller5 full fiscal yearsProcurement3 years, or for purchaseson federally fundedprojects, 3 years from thefinal report, whichever islongerSplit-Interest AgreementsSubawardee Proposals in Responseto RFAsComptrollerOriginating Schoolor DivisionUntil maturity plus 3 years3 years, or for purchaseson federally fundedprojects, 3 years from thefinal report, whichever islongerSubsidiary LedgersSupplier Registration Records,including W-8s and W-9sComptrollerProcurement5 full fiscal years3 years from the last updateSurveys and Regulatory ReportsComptroller5 yearsPrivacy Office – privacy@gwu.edu - https://compliance.gwu.edu/privacy-gw4
Travel ReimbursementsAccounts Payable5 full fiscal years, or fortravel on federally fundedprojects, 3 years from thefinal report, whichever islongerVendor Applications in Responseto RFAsProcurement3 years, or for purchaseson federally fundedprojects, 3 years from thefinal report, whichever islongerWork Papers Supporting AnnualFinancial StatementsComptroller5 full fiscal yearsUniversity BudgetOffice; SMHS, asapplicable3 years*Budget Changes and ReportsUniversity Budget Office3 yearsBudget Formulation RecordsUniversity Budget Office3 yearsFunding Allocation MemosPlans and ProjectionsUniversity Budget OfficeUniversity BudgetOffice; Schools orDivisions, asapplicable3 years*3 years*Unit Budget SubmissionsYear-End Budget PerformanceReviewOriginating UnitsUniversity Budget Office3 years3 years*BudgetAnnual BudgetsGIFTS AND ALUMNI DEVELOPMENTAlumni RecordsDevelopment andAlumni RelationsClass GiftsDevelopment andAlumni RelationsEndowment MOUs and wment ReportsDevelopment andAlumni rivacy Office – privacy@gwu.edu - https://compliance.gwu.edu/privacy-gw5
Gift AgreementsDevelopment andAlumni RelationsDevelopment andAlumni RelationsDevelopment andAlumni RelationsPermanent*INSURANCEBodily Injury ClaimsRisk Management5 years after claim isadjudicatedCertificates of InsuranceRisk Management1 year after completion ofproject; 10 years forconstruction projectsEmployment-Related ClaimsRisk Management5 years after claim isadjudicatedInsurance PoliciesOSHA recordsRisk ManagementSafety and SecurityOther Insurance ClaimsRisk ManagementPermanent*5 years following thecalendar year in which thecase is closed3 years after claim isadjudicatedWorkers’ Compensation ClaimsRisk ManagementPermanent*TAXNRA Treaty Exemption FormsTax Department5 yearsTax ReturnsTax Department5 yearsWork Papers Relating to TaxReturnsTax Department/Other Originating5 yearsGift RecordsPlanned GiftsBoard of Trustee MinutesBoard ResolutionsBylawsCharterFaculty Senate MinutesFaculty SenateResolutionsSchool Bylaws or OtherGovernance DocumentsPermanent*Permanent*GOVERNANCEPresident's OfficePresident’s OfficePresident's OfficePresident's OfficeFaculty SenateFaculty SenatePermanent*Permanent*Permanent*Permanent*3 years*Permanent*Originating SchoolPermanent*Privacy Office – privacy@gwu.edu - https://compliance.gwu.edu/privacy-gw6
School Governance Council orCommittee MinutesOriginating School3 years*School GovernanceResolutionsOriginating SchoolPermanent*Annual Crime ReportsArchived Campus AdvisoriesHEALTH AND SAFETYGWPDOffice ofEmergencyManagement3 years from publication ofArchived advisoriesmaintained onlineAsbestos RecordsHealth and SafetyLife of ownershipCampus AdvisoriesOffice ofEmergencyManagementCurrent advisoriesmaintained onlineChemical Incident RecordsEmergency Operations PlanHealth and SafetyOffice ofEmergencyManagementLife of ownershipCurrent plan maintainedonlineEnvironmental Regulation ViolationsHealth and Safety(chemicals);Operations (oil)5 years for oil violations;Life of ownership forchemical violationsSafety and SecurityGWPDHealth and Safety5 years3 yearsLife of equipmentHealth and Safety3 yearsGWPDHealth and SafetyOffice ofLaboratoryOffice ofLaboratorySafetyOffice ofLaboratorySafety5 yearsEnd of employmentUntil NRC terminates licenseEvaluation Drill RecordsFire and Crime LogsFume Hood Testing Records(Labs)Hazardous Waste Disposal Manifestsand ReportsIncident ReportsOSHA Training RecordsRadiation Dose ReportsRadioactive Materials Licenseand Safety Committee RecordsRadiation Safety Training Records3 YearsUntil Nuclear RegulatoryCommission terminateslicensePrivacy Office – privacy@gwu.edu - https://compliance.gwu.edu/privacy-gw7
Agreements, Contracts, MOUs,Letters of IntentLEGALOriginating Office5 years fromexpiration ofcontract, includingany amendment orrenewalLitigation RecordsOffice of the SeniorVice President andGeneral Counsel20 years from finaldisposition or close ofsettlement obligations,whichever is later (orlonger period ifdetermined by attorney)Nondisclosure andConfidentiality AgreementsOriginating Office5 years from expiration ofcontractPERSONNELBENEFITS/EEOAccommodation RecordsEqualEmploymentOpportunity3 years from making ofrecord or personnel action,or final disposition of thecharge or action, whicheveris laterAffirmative Action PlanEqualEmploymentOpportunity andAffirmativeAction3 yearsBenefit Premium Payment RecordsBenefits AdministrationFederal and State RequiredStatistics and ReportsEqualEmploymentOpportunity andAffirmativeAction10 years after premium duedatePermanent*FMLA RecordsBenefits Administration3 years after close of FMLAperiod, or 3 years afterclose of litigation,whichever is laterPrivacy Office – privacy@gwu.edu - https://compliance.gwu.edu/privacy-gw8
Formal and Informal StaffGrievancesEqualEmploymentOpportunity andAffirmativeAction3 years from finaldisposition, or close oflitigation, whichever islaterSummary Plan Descriptions andRelated ERISA Plan DocumentsBenefits AdministrationPermanent*Faculty Code and HandbookOffice of theProvost; UniversityArchives; or SMHSor SPH, asapplicableOffice of the Provost5 years from conclusion ofemployment, or 3 yearsafter the close oflitigation, whichever islaterPermanent*Faculty Grievances and DisciplineOffice of the Provost5 years from conclusion ofemployment, or 3 yearsfrom the close oflitigation, whichever islaterFaculty I-9sUniversityHumanResources3 years from hire, or 1year from conclusion ofemployment, or 3 yearsafter the close oflitigation, whichever islaterFaculty Policies and Procedures,including school and departmentpolicies and proceduresOffice of theProvost;Originating SchoolPermanent*Faculty Search Committee andRecruitment RecordsOffice of theProvost; SMHS orSPH, as applicable5 years from conclusion ofemployment for successfulcandidate; otherwise 3years after completion ofsearchFACULTYFaculty and Academic AppointeePersonnel Files, includingappointment letters and performanceevaluationsPrivacy Office – privacy@gwu.edu - https://compliance.gwu.edu/privacy-gw9
Tenure and Promotion DossiersOffice of theProvost; SMHS orSPH, as applicablePermanent for successfulcandidate; otherwise 3years after denial oftenure/promotion, or 3years after the close oflitigation, whichever is laterNegotiation RecordsOffice of the SeniorVice President andGeneral CounselHuman Resources10 years fromexpiration ofagreement10 years from theexpiration of applicableagreementUnion GrievancesHuman Resources10 years from close ofgrievance or resolution ofmatter, whichever is laterPayroll ServicesPayroll ServicesPayroll ServicesOriginating Officeor DepartmentOriginating Office orDepartment (viaKronos)5355Pay StubsPayroll Adjustments and DeductionAuthorizationsPayroll ServicesPayroll Services5 years5 years from dateauthorization wasterminated, or for effort onfederally funded projects, 3years from the final report,whichever is longerPayroll RecordsPayroll Services5 years from conclusion ofemployment, or for efforton federally fundedprojects, 3 years from thefinal report, whichever islongerPayroll Tax ReturnsPayroll Services5 yearsLABORCollective BargainingAgreementsPAYROLLForm W-2sGarnishment RecordsImputed IncomeLeave Reporting Records (Exempt)Leave Reporting Records (NonExempt)yearsyears from final deductionyearsyears5 yearsPrivacy Office – privacy@gwu.edu - https://compliance.gwu.edu/privacy-gw10
Payroll Unemployment TaxPaymentsTax WithholdingAuthorizationsTime SheetsSTAFFSearch Committee RecordsStaff I-9sPayroll Services5 yearsPayroll Services5 years from expirationPayroll Services5 years, or for effort onfederally funded projects,3 years from the finalreport, whichever is longerUniversity 3 yearsStaff Personnel Files, includingappointment letters, contracts, andperformance evaluationsUniversityHumanResourcesStaff Policies andProceduresUniversityHuman3 years from hire, or 1year from conclusion ofemployment, or 3 yearsafter the close oflitigation, whichever islater5 years from conclusion ofemployment, or 3 yearsafter the close oflitigation, whichever islaterPermanent*RESEARCH AND INTELLECTUAL PROPERTYInvention AssignmentOffice ofPermanentAgreementsTechnologyAnimal Welfare RecordsAnimal Research Facility 3 years from completion ofprojectBiosafety Committee RecordsOffice of ResearchIntegrity andCompliance3 years; biosafetyrecord retentionsvary*Effort CertificationsComptroller5 full fiscal years, or 3years after from finalreport, whichever is longerPrivacy Office – privacy@gwu.edu - https://compliance.gwu.edu/privacy-gw11
Export Control RecordsOffice of ResearchIntegrity andCompliance5 years from the date ofexport, or 3 years fromcompletion of project,whichever is longerGrant and Contract Awards,Agreements 5 years from finalreport, or for periodspecified by sponsor,whichever is longer*Grant and Contract Proposals andApplications r3 years from submission*Indirect Cost RateCalculationsInstitutional Review Board RecordsInvention Disclosure FormsInvention LicensingAgreementsPatent ApplicationCorrespondencePatent Application FilingsRegistered TrademarkCertificatesResearch Misconduct RecordsRoyalty RecordsUSPTO Assignment FormsAcademic Advising RecordsOffice ofHumanResearchOffice ofTechnologyOffice ofTechnologyOffice ofTechnologyOffice ofTechnologyOffice of GeneralCounselOffice of the VicePresident forResearchOffice ofTechnologyOffice ofTechnologySTUDENTOriginating School5 years fromexpiration of3 years after completionof project, or for studiesinvolving minors, untilthe subject reaches 18years of age, whichever rmanent*10 years after completionof the proceeding, or thecompletion of any, PHSproceeding involving theresearch misconduct,whichever is laterLife of technology plus 5yearsPermanent*3 years after graduationPrivacy Office – privacy@gwu.edu - https://compliance.gwu.edu/privacy-gw12
Academic Integrity Code ViolationsAcademic Integrity5 years from graduation, orfor the duration specified inthe sanction, whichever islongerAcademic PetitionsCertification RequestsDegree Audit RecordsGME/Resident RecordsOriginating SchoolRegistrarRegistrarOriginating School5 years from date of petition1 year after request5 years after graduationPermanent*Grade Book (faculty)AcademicTechnologies (i.e.,Blackboard);Individual Instructor5 years after coursecompletionGrade Change FormsGraded Student Course WorkRegistrarAcademicTechnologies (i.e.,Blackboard),Individual Instructor;AcademicDepartmentPermanent*1 year from completion ofthe course, throughdeadline for grade change,or until expiration of timeperiod required foraccreditation, whichever islaterMajor/Minor Declarations/ ChangesOriginating School5 years after graduationPersonal Data Change RequestRegistrar1 year after graduationStudent Academic Actions, includingleave of absences, withdrawals, anddismissalsRegistrar; SMHS orSPH, as applicablePermanent*Student Academic Discipline (e.g.,dropping below GPA, hours)Originating School5 years from graduation, orfor the duration specified inthe sanction, whichever islongerStudent Judicial Proceedings andSanctionsOffice of StudentRights andResponsibilities5 years from graduation, orfor the duration specified inthe sanction, whichever islongerStudent Name Change RequestsRegistrar5 years after graduationStudent Transcript, includinggrades and degrees awardedRegistrarPermanent*Privacy Office – privacy@gwu.edu - https://compliance.gwu.edu/privacy-gw13
Thesis/ DissertationOriginating School;Libraries (i.e.,ProQuest forelectronic theses/dissertations)Permanent*Transcript RequestsRegistrar1 year after requestADMISSIONSApplications for Students who donot EnrollAdmissions;Originating School3 years from start ofapplication term forwhich they appliedApplications for Students whoEnrollAdmissions;Originating School5 years from dateof last attendanceInternational Student FormsInternationalServices Office5 years from lastattendance, or 3 years forstudents who do not enrollTransfer CreditEvaluationsAdmissions;Originating School;Registrar5 years from last attendanceATHLETICSActivity WaiversAthletics and Recreation5 years from the date ofstudent’s graduation dateAthletic Scholarship RecordsAthletics and Recreation5 years from creationGame StatisticsIndividual Player StatisticsInsurance RecordsAthletics and RecreationAthletics and RecreationAthletics and RecreationNCAA EligibilityCertificationsRecruiting RecordsStudent Athlete Academic AdvisingRecordsAthletics and RecreationPermanent*Permanent*5 years from the date ofstudent’s graduation date5 years from creation ofrecords5 years from creation of5 years from last enrollmentdateFINANCIAL AIDFinancial Aid RequestsAthletics and RecreationAthletics and RecreationStudentFinancial5 years after loan repaymentPrivacy Office – privacy@gwu.edu - https://compliance.gwu.edu/privacy-gw14
Scholarship and Fellowship Awards,including award letters andsupporting documentsStudent FinancialAssistance;Originating School5 years from dateof last attendanceStudent Loan RecordsStudentFinancial3 years after end of awardyearHousing AssignmentsMeal Plan EnrollmentsGW HousingGW HousingRoom Inventory and InspectionReportsStudent HousingAgreementsGW Housing5 years after residency1 year after residencycontract concludes1 year after residencycontract concludes5 years after residencycontract concludesHOUSINGGW HousingSTUDENT HEALTH SERVICESImmunization RecordsStudent Health ServiceMental Health RecordsStudent Health ServiceMedical RecordsStudent Health Service3 years from dateof last3 years from dateof last3 years after last patientcontact, or for minors, 3years after minor reachesage of majorityUNIVERSITY COUNSELING CENTERStudent Counseling RecordsUniversityCounseling Center10
Leave Reporting Records (Exempt) Originating Office or Department 5 years Leave Reporting Records (Non-Exempt) Originating Office or Department (via Kronos) 5 years Pay Stubs Payroll Services 5 years Payroll Adjustments and Deduction Authorizations Payroll Services 5 years from date authorization was terminated, or foreffort on
