1[618] Program approvals for center and/or program operation, including approvals from State University of New York (SUNY) and New York State Education Department (SED)

RETENTION: PERMANENT

2[619] Establishment records for educational opportunity center or former urban center

RETENTION: PERMANENT

3[620] Annual or other summary statistical report relating to enrollment, graduations, terminations, student finances, ethnicity, and grades

RETENTION: PERMANENT

4[621] Director’s office files, including but not limited to correspondence, memoranda, reports, studies, publicity items, contracts, and other legal documents

a. Where file documents a significant subject or major policy-making or program-development process

RETENTION: PERMANENT

b. Where file documents routine activity

RETENTION: 6 years

5[622] Course informational program file

a. Official copy of any literature or other material made available to the public

RETENTION: PERMANENT

b. File on each instructional course or program

RETENTION: 1 year after course or program discontinued

6[623] Curriculum development records, including but not limited to course worksheets, evaluations, and recommendations

RETENTION: 7 years

7[624] Official copy of course listing

RETENTION: PERMANENT

8[625] Course outline

RETENTION: 6 years

9[626] Class record, including class number and title, location, date and time class meets, and student attendance

RETENTION: PERMANENT

10[627] Admissions data, including but not limited to acceptance letter, application, income eligibility records, placement testing records, letters of recommendation, and transcripts from schools

a. For applicants who enter (when not included in student folder)

RETENTION: 6 years after graduation or date of last attendance

b. For applicants who do not enter, whether accepted or not

RETENTION: 2 years after date of admission or exclusion

11[628] Student folder

a. Basic documentation, including but not limited to course or program application or registration, income eligibility records, graduation report, reports of grades (including change of grade records), summary attendance information, termination records, name change records, Social Security number change records, application for veterans’ benefits, student counseling records, and student summary disciplinary records

RETENTION: 6 years after graduation or date of last attendance

NOTE: Appraise these records for historical significance prior to disposition. Records with historical value should be retained permanently. Educational opportunity center student records covered by part “a” may be valuable in documenting EOC services to economically and educationally disadvantaged persons in the center’s service area. Contact your Records Management Coordinator for additional advice.

b. Supplemental documentation, including but not limited to test papers and answer sheets, copy of high school equivalency diploma, copies of and requests for transcripts, and routine correspondence

RETENTION: 1 year

12[629] Student’s attendance record (register), including but not limited to each student’s name, address, and daily attendance, absence, and tardiness

RETENTION: 6 years

13[630] Student request for counseling or assistance relating to emotional, psychological, personal, social, academic, or vocational concerns

RETENTION: 6 years

14[631] Termination record containing academic, attendance-related, or disciplinary termination information not contained in student folder

RETENTION: 3 years

15[632] Student complaint records, including but not limited to complaint, investigative records, hearing proceedings, decision rendered, student appeal, final decision, and correspondence

RETENTION: 6 years after complaint resolved

16[633] Student disciplinary records (other than those contained in student folder), including but not limited to suspension or disciplinary notice, hearing record, and correspondence

RETENTION: 6 years

17[634] List of students enrolled in specific course or program

RETENTION: 0 after superseded or obsolete

18[635] Class schedule, including class title, location, dates, and time of meeting

RETENTION: 6 years

19[636] College preparation or other examination records (examination results being posted to student folder), including examination questions, test papers, and answer sheets

RETENTION: 1 year

20[637] Statistical compilation or reports of students provided counseling services

RETENTION: 0 after no longer needed

21[638] Request for academic, attendance, or other information on disabled student from Vocational and Educational Services for Individuals with Disabilities (VESID) of State Education Department or other agency

RETENTION: 6 years

22[639] Periodic (other than annual) fiscal reports submitted to the State University of New York (SUNY)

RETENTION: 6 years

23[640] Radiation use log, including user name, date, film size, quantity, screen, and length of time in facility where radiation is in use

RETENTION: 4 years after graduation or date of last attendance