General Retention Schedule
General Records Retention Schedule for State Colleges and Universities
Custom Retention Schedules
| Academic Testing Center |
Retention Period | |
| 17594 | Academic Testing Center Files | 2 years, destroy |
| Accessibility and Disability Services | ||
| 15748 | Accessibility and Disability Services Client Records |
7 years from date of last service, destroy |
| Accounts Payable |
||
| 16962 | Certificate of Insurance Records | 5 years, destroy |
| Administrative and Academic Departments |
||
| 15513 | Procurement Card Records | State funds: 3 years, destroy Federal funds: 5 years, destroy |
| Athletics |
||
| 16272 | Compliance Files | 7 years, destroy |
| 16273 | Student Athlete Compliance Files | 7 years after graduation or date of last attendance, destroy |
| 16930 | Student Athlete Random Drug Testing Files | 5 years, destroy |
| Biddle Center (inactive) |
||
| 16276 | Student Mentor Files | 4 years, destroy |
| Center for Global Engagement | ||
| 16069 | Study Abroad Student Files | 3 years after completion of program, destroy |
| 16070 | International Student Files | 10 years after graduation or date of last attendance, destroy |
| Counseling and Psychological Services |
||
| 15747 | Counseling Services Client Records | 10 years from date of last service, destroy |
| Dean of Students (formerly Student Conduct) |
||
| 15696 | Student Discipline Files | 7 years, destroy |
| Enterprise Risk Management & Insurance Services |
||
| 16554 | Insurance Claim Forms | 2 years after case closed, destroy |
| Financial Aid and Scholarships | ||
| 16787 | Student Financial Aid Records | 7 years, destroy |
| Hackler Golf Course | ||
| 16982 | Hackler Golf Course Records | 1 year, destroy |
| Office of Human Resources |
||
| 15077 | Request for Student Services | 5 years, destroy |
| 15302 | Family Medical Leave Act (FMLA) Files | 3 years, destroy |
| 15387 | Classification/Compensation Actions | 3 years after termination, destroy |
| 15443 | Criminal Background Checks/Background Release Forms | Hired: 15 years after termination of employment, destroy Not Hired: 2 years after creation, destroy Release Form Only: 60 days following search closure, destroy |
| 16081 | Employment Eligibility Verification Form (I-9) and E-Verify | I-9 Forms: 3 years from date of hire or 1 year from date of termination, whichever is later, destroy E-Verify Forms: Until no longer needed for reference following positive E-Verify confirmation, destroy |
| 16086 | University Affiliate Forms | 5 years after affiliate assignment ends, destroy |
| 16087 | Volunteer Forms | 5 years after volunteer assignment ends, destroy |
| 16255 | Research Grant Actions | 2 years after conclusion of project or funding, destroy |
| 16256 | Temporary Grant Actions | 2 years after conclusion of project or funding, destroy |
| 16257 | Time-Limited Actions | 2 years after conclusion of project or funding, destroy |
| 16258 | Temporary Work Authorization Records | 5 years after filing a petition for temporary work authorization, destroy |
| 16259 | Permanent Work Authorization Records | 5 years after filing Labor Certification Application with the US Department of Labor, destroy |
| 17629 | Marketplace Exchange Notification | 3 years, destroy |
| 17771 | Affordable Care Act Reports | 3 years, destroy |
| 18535 | Americans with Disabilities Act and Workplace Possibilities Program Accommodation Files | 3 years, destroy |
| 18674 | Employee Relations Files | Records of Individuals No Longer Employed: 7 years from date of resolution, destroy Records of Individuals Still Employed: Upon separation of employee, destroy |
| 18675 | Equal Employment Opportunity Commission (EEOC)/South Carolina Human Affairs Commission (SHAC) Files | Records of Individuals No Longer Employed: 7 years from date of resolution, destroy Records of Individuals Still Employed: Upon separation of employee, destroy |
| Provost's Office |
||
| 15871 | Students' Graded Exams, Papers and Homework | 3 years, destroy |
| 17166 | Syllabi | 6 years after end of academic semester, destroy |
| 17237 | Faculty Credentialing Records | Active Faculty Records: 5 years after inactive, destroy Records of Persons Never Employed by the University: 2 years, destroy |
| 17897 | Field Trip Liability Waiver | 2 years, destroy |
| Public Safety | ||
| 15031 | Vehicle Daily Check Sheet | 6 months, destroy |
| 15032 | Release of Liability | 2 years, destroy |
| 15033 | Security Building Guest Entry Log | 1 year, destroy |
| 16560 | Incident Reports | 10 years after date of incident, destroy |
| Office of the Registrar |
||
| 16334 | Tuition Refund Appeals | 1 year, destroy |
| 16925 | Student Enrollment Files | Office: 7 years, destroy |
| 18416 | Academic Program Evaluation | 75 years, destroy |
| 18633 | External College Transcripts | 10 years, destroy |
| Scheduling and Event Services |
||
| 15024 | Ticket Stubs | 3 years, destroy |
| 15789 | Event Files | 5 years, destroy |
| Student Accounts |
||
| 16181 | Parent Loan For Undergraduate Student (PLUS) Change of Payee Form | 1 year, destroy |
| 16525 | Credit Card Receipts | 18 months, destroy |
| 17246 | Federal Perkins Loan Program Records | 3 years after loan pain in full, satisfied or canceled, destroy |
| Student Engagement | ||
| 16240 | Student Event Files |
5 years, destroy |
| 16271 | Stipend Files |
5 years, destroy |
| 16277 | Student Media Applications |
1 year, destroy |
| 16440 | Civic Engagement Files |
3 years, destroy |
| 16441 | Student Leadership Files |
2 years after graduation or date of last attendance, destroy |
| 16442 | Student Organization Files |
7 years after organization becomes inactive, destroy |
| 16443 | Fraternity and Sorority Organization Files | 5 years, destroy |
| University Counsel |
||
| 16530 | Freedom of Information Act (FOIA) Requests | 7 years after completion of request, destroy |
| 18675 | Equal Employment Opportunity Commission (EEOC)/South Carolina Human Affairs Commission (SHAC) Files |
Records of Individuals No Longer Employed: 7 years from date of resolution, destroy Records of Individuals Still Employed: Upon separation of employee, destroy |
| University Housing |
||
| 13421 | Student Residence Files | 3 years after expiration or termination of contract, destroy |
| 18687 | University Housing Resident Assistant Forms | 5 years after completion or termination of employment, then destroy |
| University Recreation |
||
| 15700 | Accident/Incident Report | 3 years, destroy |