Utah Department of Administrative Services

Division of Archives & Records Service

Utah State University

85197--Affirmative action hearings files
85198--University legal briefs
84590--Personnel activity reports
84591--Contract with grant funds salary spreadsheets
84592--Contract and grant salary spreadsheets
80458--Student records and report cards
80541--Contracts and grants
80546--Inactive contracts and grants
80563--Printing department
80564--Registration cards/records
80566--Student records and grades
80590--Admission and records
80591--Library card catalog
80615--Registration cards
80296--Catalogs
80691--Library
81243--Extension service student records
443--Publications
452--Board of Trustees minutes
2527--University building equipment submittal reports

AGENCY: Utah State University

SERIES: 85197
TITLE: Affirmative action hearings files
DATES: 1989-
ARRANGEMENT: none

DESCRIPTION: Official complaint files containing complaints, related correspondence, reports, exhibits, withdrawal notices, copies of decisions, and other records as described in 29 CFR 1613.222.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after resolution of case and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 15.

PRIMARY DESIGNATION

Private


AGENCY: Utah State University

SERIES: 85198
TITLE: University legal briefs
DATES: 1989-
ARRANGEMENT: none

DESCRIPTION:

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

APPRAISAL

PRIMARY DESIGNATION

Private


AGENCY: Utah State University

SERIES: 84590
TITLE: Personnel activity reports
DATES: 1980-
ARRANGEMENT: chronological

DESCRIPTION: This series documents the usage of employee work time used by this office. This is in compliance with federal rules because federal funds are used in this office. An "assignment monitor" is also filed with this series which compares an employee's projected efforts to the actual efforts performed, to see if the employee's workloads have shifted. These reports include employee's name, social security number, department, supervisor's name and title, date, and a description of how the employee's time is used - which is expressed in percentages.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

PRIMARY DESIGNATION

Private


AGENCY: Utah State University

SERIES: 84591
TITLE: Contract with grant funds salary spreadsheets
DATES: 1982-
ARRANGEMENT: none

DESCRIPTION: This series summarizes the employee's yearly salary by monthly totals. The information comes from the payroll computer program. This series is printed out twice a year and is stored in computer binders. This record includes employee's name, social security number, and salary made per month.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

PRIMARY DESIGNATION

Private


AGENCY: Utah State University

SERIES: 84592
TITLE: Contract and grant salary spreadsheets
DATES: 1980-
ARRANGEMENT: none

DESCRIPTION: This series summarizes the employee's yearly salary by monthly totals. The information comes from the payroll computer program. This series contains the same information as the contract salary spreadsheets, with the addition of contract and grant information. This series is printed out twice a year an is stored in computer binders. This record includes employee's name, social security number, salary made per month, and markings stating that it is a contract or grant.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

PRIMARY DESIGNATION

Private


AGENCY: Utah State University

SERIES: 80458
TITLE: Student records and report cards
DATES: undated
ARRANGEMENT: Chronological

DESCRIPTION: This series contains report cards for students by semester. The cards inform students of their performance in courses and number of credits earned by course name and number. This series also contains reports tracking student scholarships, student enrollment and statistics, student lists, registration tracking, lists of cadets receiving commissions, and correspondence. These reports are typically focused on analyzing the current student body.

RETENTION

Retain Permanent

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently and then may be sent to the state or school archives.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in State Archives permanently.

APPRAISAL

Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 8, Item 1.

These documents record student academic performance at the university and are of historical value.


AGENCY: Utah State University

SERIES: 80541
TITLE: Contracts and grants
DATES: 1985-
ARRANGEMENT: None

DESCRIPTION: Accepted proposals and applications, contracts, project reports, studies, certificates, agreements, memoranda, correspondence, and other records relating to receipt, review, award, evaluation, status and monitoring of grants; allocation of funds and project budgets. Specific grant case files may have additional retention requirements, please contact the State Archives to schedule a specific retention.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Archives permanently with authority to weed.

Microfilm duplicate: Retain in Office for 3 years after grant has expired and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 2, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Utah State University

SERIES: 80546
TITLE: Inactive contracts and grants
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Grant applications filed with the contracts and grant office at Utah State University. These grants are filed by a wide range of departments at the university and document successful grant applications and efforts to track the progression of grant projects. These files include a copy of the original grant and requests or notices to change the terms and conditions of grants. The original grant files often contain financial statements, proposals, correspondence, documentation of work to be done, goal of the grant, and a work plan or time line for the successful completion of the grant. Often these grants are from state and federal agencies.

RETENTION

Retain 3 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Microfilm master: Retain in Archives for 3 years and then destroy.

Microfilm duplicate: Retain in Archives for 3 years and then destroy.

APPRAISAL

Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 2, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Utah State University

SERIES: 80563
TITLE: Printing department
DATES: undated
ARRANGEMENT: Chronological

DESCRIPTION: This series contains monthly financial reports. A monthly expense ledger is included with a memo requesting that the department verify that all expenses incurred by the printing department are in the correct account, and that the expenses belong to the Printing department. This series also includes a monthly account receivables report. The report lists outstanding receivables from outside clients with a breakdown of past due dates (30/60/90 days) and balances. There is also an internal report showing monthly billing charges and account numbers by department.

RETENTION

Retain 3 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Microfilm master: Retain in Archives for 3 years and then destroy.

Microfilm duplicate: Retain in Archives for 3 years and then destroy.

APPRAISAL

Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Utah State University

SERIES: 80564
TITLE: Registration cards/records
DATES: undated
ARRANGEMENT: Chronological

DESCRIPTION: This series contains student registration cards. The cards include the following information: student name, address, parent/guardian, school, major, class rank (i.e. freshman), title of courses, catalog description, course number, section, credits, time (day the course is offered), teacher, and building number.

RETENTION

Retain 5 years after graduation

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Microfilm master: Retain in Archives for 5 years and then destroy.

Microfilm duplicate: Retain in Archives for 5 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 8, Item 10.

PRIMARY DESIGNATION

Private


AGENCY: Utah State University

SERIES: 80566
TITLE: Student records and grades
DATES: undated
ARRANGEMENT: Chronological

DESCRIPTION: Files containing official documentation listing student's courses, grades, credits earned, and status achieved. Often referred to as a transcript.

RETENTION

Retain until microfilmed.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Archives permanently with authority to weed.

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 8, Item 1.

PRIMARY DESIGNATION

Private


AGENCY: Utah State University

SERIES: 80590
TITLE: Admission and records
DATES: undated
ARRANGEMENT: Chronological

DESCRIPTION: This series contains reports related to the composition of the university's student body and registration statistics. The series includes a spread sheet that documents the number of students by name and school, and then by department. Additional reports document school attendance totals by year, students by their high school, a census of students by county, enrollment of students by state, foreign country or nationality, by department and gender, and a count of students by department and school. Other reports include ROTC selective service reports, a list of Masters of Science students and masters thesis titles, scholarship lists, and a "buzzer listing" report.

RETENTION

Retain Permanent

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently and then may be sent to the archives.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in State Archives permanently.

APPRAISAL

Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 8, Item 1.

This series documents the constitution of the university's student body.


AGENCY: Utah State University

SERIES: 80591
TITLE: Library card catalog
DATES: undated
ARRANGEMENT: Alphabetical

DESCRIPTION: Indices, lists, catalogues, registers, and other finding aids necessary for the efficient use of other records.

RETENTION

Retain until administrative need ends.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative need ends and then destroy.

Microfilm master: Retain in State Archives permanently.

APPRAISAL

Administrative Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 11.

These records have administrative and historical value for the university library system as they document collections for a specific period of time during the library's history.

PRIMARY DESIGNATION

Public


AGENCY: Utah State University

SERIES: 80615
TITLE: Registration cards
DATES: undated
ARRANGEMENT: Chronological

DESCRIPTION: This series contains completed course add/drop forms. The forms have the following information: student name, approval signature, date and date processing stamp, course title, department, section, time of course, and instructor's signature authorizing the change. This series also contains "Pass D-F" option cards. These cards permit students to take one course a semester with the "Pass D-F" credit option. The card describes restrictions to the "Pass D-F" grade option and impact how a student's course work was evaluated. The form was submitted at the same time as student registration cards.

RETENTION

Retain 5 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Microfilm master: Retain in Archives for 5 years and then destroy.

Microfilm duplicate: Retain in Archives for 5 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 8, Item 10.

PRIMARY DESIGNATION

Private


AGENCY: Utah State University

SERIES: 80296
TITLE: Catalogs
DATES: undated
ARRANGEMENT: Numerical

DESCRIPTION: Documents created by the agency, including pamphlets, reports, leaflets, file manuals, annual reports, other published or processed documents, and the last manuscript report, if not published, relating to management projects.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Microfilm master: Retain in Office permanently after being microfilmed.

Microfilm duplicate: Retain in State Archives permanently with authority to weed.

Paper: Retain in Office until microfilmed.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 25.

PRIMARY DESIGNATION

Public


AGENCY: Utah State University

SERIES: 80691
TITLE: Library
DATES: undated
ARRANGEMENT: Alphabetical by topic subject

DESCRIPTION: This series contains the Utah State University Library's card catalog.

RETENTION

Retain Retain until records to which they pertain are destroyed or destroy when no longer needed for reference.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until record to which they pertain are no longer needed and then destroy.

Microfilm master: Retain in Archives until no longer needed and then destroy.

Microfilm duplicate: Retain in Archives until no longer needed and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 11.


AGENCY: Utah State University

SERIES: 81243
TITLE: Extension service student records
DATES: undated
ARRANGEMENT: Alphabetical by last name

DESCRIPTION: This series contains report cards, registration cards, and grades for extension services students.

RETENTION

Retain Permanent

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently and then may be sent to the state or school archive.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in State Archives permanently.

APPRAISAL

Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 8, Item 1.

These documents record student academic performance at the university and are of historical value.


AGENCY: Utah State University

SERIES: 443
TITLE: Publications
DATES: 1960-
ARRANGEMENT: Alphanumerical

DESCRIPTION: These are pamphlets, leaflets, studies, proposals and similar material printed by or for the school district or any of its departments, programs or schools, and made available to the public, or the last manuscript report if not published.

RETENTION

Retain Permanent. In Archives custody.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Records Center until reviewed and then transfer to Utah State University.

Microfiche master: For records beginning in 1953 through 1977. Retain in State Archives permanently with authority to weed.

Microfiche duplicate: For records beginning in 1953 through 1977. Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

This disposition is based on Utah School Districts General Retention Schedule, Schedule 1, Item 24.

Disposition based on value of records documenting the history, achievements and activities of Utah State University through its publications.

PRIMARY DESIGNATION

Public


AGENCY: Utah State University

SERIES: 452
TITLE: Board of Trustees minutes
DATES: 1888-
ARRANGEMENT: Chronological by meeting date.
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These reports include agenda and minutes from Utah State University Board of Trustees meetings. They contain attendance at Board meetings, approval of the minutes from previous meetings, reports and recommendations of the president, and the reports and recommendations of different committees such as the Academic Affairs Committee. Also included with the agenda and minutes are all of the supplemental material associated with the different items of business.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after being microfilmed.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

Microfilm duplicate: Retain in Office until inspected and then transfer to Special Collections.

Microfilm duplicate: Retain in State Archives permanently with authority to weed.

APPRAISAL

Administrative Historical

PRIMARY DESIGNATION

Public


AGENCY: Utah State University

SERIES: 2527
TITLE: University building equipment submittal reports
DATES: 1959-
ARRANGEMENT: Alphanumerical

DESCRIPTION:

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Records Center until reviewed and then transfer to Utah State University.

APPRAISAL