Utah Department of Administrative Services

Division of Archives & Records Service

Weber State University (Utah)

84333--Student financial aid records
84445--Search Committee deliberation files
84593--Student schedule scantron form
80621--Donor receipts
80622--Donation history
80623--Donor files
21970--Investigation case files
12770--Journal register tapes
12341--Campus security police citations
12343--Cash receipts
12344--Parking permit applications
16493--Student academic records
14445--Weber studies: An interdisciplinary humanities journal
25842--Construction case files
25171--Non-returning student interviews
27919--Academic record files
28132--University Archives--Department generated student records
26778--Faculty tenure review files
768--Account books
5994--Employee personnel file

AGENCY: Weber State University (Utah)

SERIES: 84333
TITLE: Student financial aid records
DATES: 1970-
ARRANGEMENT: Alphabetical by student name
ANNUAL ACCUMULATION: 1.50 cubic feet.

DESCRIPTION: These files are used to monitor the financial aid process for the college. Includes loan applications, SARs (Student Aid Reports), award letters, copies of student tax returns, verification worksheets, and check stubs. These records contain only paid or cancelled loans.

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 Records Center for 5 years and then destroy.

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

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

APPRAISAL

Administrative Fiscal Legal

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

This retention is in accordance with 34 CFR 682.610 (d). The records are used for administrative persons until final payment or cancellation. The five year retention covers the audit period of three years. The retention of the microfilm copy and the discarding of the paper originals is in accordance with the Code of Federal Regulations as recorded in 34 CFR 682.610 (d) (4) and the Utah Code Annotated as stated in UCA 63-2-70.

PRIMARY DESIGNATION

Private


AGENCY: Weber State University (Utah)

SERIES: 84445
TITLE: Search Committee deliberation files
DATES: 1986-
ARRANGEMENT: Alphabetical by applicant's name

DESCRIPTION: These records document the activities of the Search Committee which seeks and screens candidates for administrative positions at Weber State College. Includes applications, resumes, committee minutes and history, letters of acceptance, letters of rejection, and other correspondence between the committee and the candidate.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

APPRAISAL

Administrative Historical

PRIMARY DESIGNATION

Protected


AGENCY: Weber State University (Utah)

SERIES: 84593
TITLE: Student schedule scantron form
DATES: 1982-
ARRANGEMENT: none

DESCRIPTION: This is a "scantron" form which is machine readable by a scanner and larger than standard letter size. It is used for the initial registration and subsequent changes in schedules of students enrolled at Weber State. This is the only record of the exact dates on which students make changes to their registration, including dropping from full time to half time or withdrawing from school completely. At present Weber State does not have this information on its computerized student accounting system. The date on which a student withdraws is important to federally funded programs: Financial Aids, National Direct Student Loans, Guaranteed Student Loans, Veteran's Benefits, etc. Default or non-compliance in providing this information could cause serious liability problems for Weber State. The growth rate of this record is approximately 16 cubic feet a year. This form includes student name, social security number, address, telephone number, sex, year in school, complete registration, courses to be changed or from which student wishes to withdraw, and the date of each change in schedule.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office for 10 years and then destroy.

APPRAISAL

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private


AGENCY: Weber State University (Utah)

SERIES: 80621
TITLE: Donor receipts
DATES: 1965-
ARRANGEMENT: Alphabetical by donor name

DESCRIPTION: Financial files that document amounts received, date of receipt, officer who received the funds, and appropriate signatures.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Fiscal

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

This disposition is based on general audit requirements of financial records.

PRIMARY DESIGNATION

Public


AGENCY: Weber State University (Utah)

SERIES: 80622
TITLE: Donation history
DATES: 1965-
ARRANGEMENT: Alphabetical by donor name

DESCRIPTION: This is a record of all gifts given to the university. This file refers to the Donor files, series 80623, and is instrumental in providing access and reference to donor information.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 4.

PRIMARY DESIGNATION

Public. Names of donors

SECONDARY DESIGNATION

Private. Amount donated


AGENCY: Weber State University (Utah)

SERIES: 80623
TITLE: Donor files
DATES: 1965-
ARRANGEMENT: Alphabetical by donor name

DESCRIPTION: Comprehensive case file system that documents all donations given to the university. Includes correspondence, agreements, memoranda, telephone conversation notes, and donor receipts.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 4.

PRIMARY DESIGNATION

Public. Names of donors

SECONDARY DESIGNATION

Private. Amount donated


AGENCY: Weber State University (Utah)

SERIES: 21970
TITLE: Investigation case files
DATES: 1990-
ARRANGEMENT: Alphabetical by investigation type, thereunder chronological by date
ANNUAL ACCUMULATION: 0.70 cubic feet.

DESCRIPTION: These records are case files of internal investigations documenting possible violations of state law and/or university policy. The case files are referred to for enforcement and/or disciplinary purposes.

The files contain the following types of information: personal notes, correspondence, memoranda, witness statements, documentary evidence, case analysis, legal research, attorney work product, and case reports.

RETENTION

Retain 10 years after investigation closes provided no litigation is pending.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after investigation closes and then transfer to Agency Record Center. Retain in Agency Record Center for 7 years and then destroy provided no litigation is pending.

Computer data files: Retain in Office for 3 years after investigation closes and then transfer to Agency Record Center. Retain in Agency Record Center for 7 years and then destroy provided no litigation is pending.

Sound recordings: Retain in Office for 3 years after investigation closes and then transfer to Agency Record Center. Retain in Agency Record Center for 7 years and then destroy provided no litigation is pending..

Photographs: Retain in Office for 3 years after after investigation closes and then transfer to Agency Record Center. Retain in Agency Record Center for 7 years and then destroy provided no litigation is pending.

APPRAISAL

Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 7.

This disposition is based on the agency's legal requirements.

PRIMARY DESIGNATION

Protected. UCA 63G-2-305 (2008).

SECONDARY DESIGNATION

Private. UCA 63G-2-302 (2008).; 20 USC Section 1232g

Controlled. UCA 63G-2-304 (2008).


AGENCY: Weber State University (Utah)

SERIES: 12770
TITLE: Journal register tapes
DATES: 1983-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: Agency copy of receipts given to customers who pay cash to the agency for services rendered. These are cash register tapes which monitor expenses for audit purposes. Information includes amounts, taxes, and dates of transactions.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: Weber State University (Utah)

SERIES: 12341
TITLE: Campus security police citations
DATES: 1985-
ARRANGEMENT: Numerical by citation number

DESCRIPTION: These are citations issued to drivers violating motor vehicle and traffic laws on campus by the security police. These citations document vehicle information, violation type, date and time, and are used to collect a monetary fine from students, faculty, or the general public.

RETENTION

Retain 3 years, or until audit.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years or until audit and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 48.

This disposition is based on audit requirements and the administrative needs of the agency.

PRIMARY DESIGNATION

Public


AGENCY: Weber State University (Utah)

SERIES: 12343
TITLE: Cash receipts
DATES: 1985-
ARRANGEMENT: Chronological

DESCRIPTION: Agency copy of receipts given to customers who pay cash to the agency for services rendered.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: Weber State University (Utah)

SERIES: 12344
TITLE: Parking permit applications
DATES: 1985-
ARRANGEMENT: Numerical by application

DESCRIPTION: These are applications of faculty and students made to the campus security police to acquire a parking decal which will allow selective parking privileges. The application would include information about the student or faculty, such as name, home address, city and state, zip code, and phone number; information about the vehicle, license plate number, description, etc.; and specific request for parking privilege. This could include specific parking lot requests, etc.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 34.

This disposition is based on the audit requirements and administrative needs of the agency.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA_63G-2-302_(1)(e)_(2008)


AGENCY: Weber State University (Utah)

SERIES: 16493
TITLE: Student academic records
DATES: 1974-
ARRANGEMENT: Numerical by social security number
ANNUAL ACCUMULATION: 10.00 cubic feet.

DESCRIPTION: These folders are the complete student record file and are used to keep track of students attending Weber State College and to track and document student progress at the school.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after being microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Records Center permanently.

Microfilm duplicate: Retain in Office permanently.

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

APPRAISAL

Administrative Fiscal Historical Legal

This disposition is based on Utah School Districts General Retention Schedule, Schedule 17, Item 3.

Code of Federal Regulations Title 34, Section 682.408 stipulates that records involving student loans be maintained for five years after the final payment of the loan or five years after the payment of the loan is determined to be uncollectable. 34 CFR 682.401(b)(9) indicates that there is a maximum repayment period of fifteen years after the loan is made. A twenty-five year retention allows for a possible five year deferment and the stipulated five year retention after the loan has been paid in full. The original master copy of the microfilm will be kept permanently because of historical value. This film will be the only record of the students at Weber State College for these years.

PRIMARY DESIGNATION

Private


AGENCY: Weber State University (Utah)

SERIES: 14445
TITLE: Weber studies: An interdisciplinary humanities journal
DATES: 1973-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This journal is produced by the English Department of Weber State as a literary forum for writers and critics across the country who contribute. This publication is sponsored in part by the Utah Arts Council and the National Endowment for the Arts. Information includes critical essays, poetry, fiction, and autobiographical essays. Three issues per year are published, one of which is a "special issue" that focuses on a specific subject (e.g. Native American literature or the Utah Statehood Centennial).

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently and then microfilm.

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

Microfiche duplicate: Retain in Office permanently.

APPRAISAL

Administrative Historical

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

Disposition based on value of journals which contain articles, critiques, poems and other creative writing by writers across the country.

PRIMARY DESIGNATION

Public


AGENCY: Weber State University (Utah)

SERIES: 25842
TITLE: Construction case files
DATES: 1947-
ARRANGEMENT: Alphabetical by building identifier number, thereunder numerical by project number

DESCRIPTION: Case files documenting the construction of new buildings and the renovation of older buildings on the university campus.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years after construction is completed and then transfer to State Records Center. Retain in State Records Center for 40 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 6, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Weber State University (Utah)

SERIES: 25171
TITLE: Non-returning student interviews
DATES: 1993-
ARRANGEMENT: Chronological by date

DESCRIPTION: Correspondence, reports, notes, and other records relating to interviews with non-returning students.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after student has left and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 23.

PRIMARY DESIGNATION

Controlled


AGENCY: Weber State University (Utah)

SERIES: 27919
TITLE: Academic record files
DATES: 1900-
ARRANGEMENT: alphabetical

DESCRIPTION: These are the paper academic transcripts of student records prior to the use of a computerized student information system. Provided to students, employers, and other educational institutions upon the student request. Report of academic courses and grade as well as any applicable degrees earned by the student.

RETENTION

Retain Permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: For records beginning in 1900 through 1983. Retain in Office for 10 years and then scan and transfer to State Records Center. Retain in State Records Center for 100 years and then transfer to State Archives with authority to weed.

Computer data files: For records beginning in 1900 and continuing to the present. Retain in Office permanently.

APPRAISAL

Administrative Historical

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

We are required to maintain academic transcripts in perpetuity by accreditation. We are scanning these files, but need to maintain the paper copies.

PRIMARY DESIGNATION

Exempt. Federal Educational Rights and Privacy Act (FERPA)


AGENCY: Weber State University (Utah)

SERIES: 28132
TITLE: University Archives--Department generated student records
DATES: 1950-
ARRANGEMENT: Alphabetical by last name

DESCRIPTION: These files consist of subject specific departmental records created to track a student's work throughout their program while enrolled at Weber State University. They may include applications into the program, reviews by professors, program transcripts, extra-curricular activities, internships, and mentor evaluations.

RETENTION

Retain 75 years

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Records Center. Retain in State Records Center for 70 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

PRIMARY DESIGNATION

Private


AGENCY: Weber State University (Utah)

SERIES: 26778
TITLE: Faculty tenure review files
DATES: 1950-
ARRANGEMENT: Alphabetical by surname

DESCRIPTION: This series contains records which document the granting of tenure and promotions to faculty members. They are used by the administration to monitor the job status and tenure track status of current and former university employees. For administrative purposes, promotion and tenure records are maintained separately from the official personnel file.These records include tenure evaluations , appointments, applications for admission, retention decisions, and records documenting promotions.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 62 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 2.

PRIMARY DESIGNATION

Protected. UCA 63G-2-304(28)

SECONDARY DESIGNATION

Private. UCA 63G-2-302(1)(f)


AGENCY: Weber State University (Utah)

SERIES: 768
TITLE: Account books
DATES: 1921-
ARRANGEMENT: Alphanumerical

DESCRIPTION:

RETENTION

Retain in Archives custody.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

APPRAISAL


AGENCY: Weber State University (Utah)

SERIES: 5994
TITLE: Employee personnel file
DATES: 1950-
ARRANGEMENT: Alphabetical by employee's surname

DESCRIPTION: This series contains the complete work history of an individual (excluding medical and psychological information) while employed by state. Refer to UCA 67-18-1 (2005), et seq. and DHRM standards on accessing, maintaining, and managing employee personnel files. The files may include applications for employment, career mobility documents, Memorandums of Understanding (MOUs), Employment Eligibility Certification records, documents required by the U.S. Citizenship and Immigration Services; employee signed overtime agreements, personnel actions, corrective action plans, notices of disciplinary actions, performance plans and evaluations, letters of appreciation and commendation, separation and leave without pay records, references, copies of transcripts, training certifications or preparations, copies of items recorded in the DHRM computerized file, copies of any documents affecting the employee's conduct, status, or salary, etc.

RETENTION

Retain 65 years or 3 years after death or retirement.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 65 years after date of employment or until 3 years after death or retirement and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 2.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public