Utah Department of Administrative Services

Division of Archives & Records Service

Snow College (Utah)

81535--Correspondence
81545--Student financial aid case files
81547--Higher education
81454--Card catalog
80620--Subject bibliography of current serial and separation plan
3524--Personnel records
2877--Catalogs
18984--Payroll files
18985--Student records

AGENCY: Snow College (Utah)

SERIES: 81535
TITLE: Correspondence
DATES: none
ARRANGEMENT: Chronological

DESCRIPTION: Business-related correspondence that is routine or transitory in nature and does not offer unique information about agency functions or programs. These records include acknowledgment files and most day-to-day office and housekeeping correspondence. These records may originate on paper, electronic mail, or other media. This correspondence is filed separately from program and project case files.

RETENTION

Retain Until administrative need ends

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 4, Item 11.

AUTHORIZED: 03/02/2015

FORMAT MANAGEMENT

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

Microfilm master: Retain in Office until Administrative need ends and then destroy.

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

APPRAISAL

Administrative

PRIMARY DESIGNATION

Public


AGENCY: Snow College (Utah)

SERIES: 81545
TITLE: Student financial aid case files
DATES: 1959-
ARRANGEMENT: Chronological, thereunder alphabetical
ANNUAL ACCUMULATION: 10.00 cubic feet.

DESCRIPTION: These records are used to determine if a student is eligible to receive student financial aid, such as Pell Grants, student loans, and so forth. Title IV of the Higher Education Act of 1965, states what information a student must provide in order for eligibility to be determined. These files include tax information, Financial Aid Application, Financial Aid Form (FAF), Verification Worksheet, awards, no default/no refund due Certification, Anti-drug Abuse Act Certification, Release Statement, School Certification, work study information, and so forth.

RETENTION

Retain 30 years.

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 06/1993

FORMAT MANAGEMENT

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

Microfilm master: Retain in State Records Center for 30 years and then destroy.

Microfilm duplicate: Retain in Office for 30 years and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on the administrative needs of the school and on 34 CFR pt._674:19, which states that the records be maintained for 5 years after final payment. Loan payments, however, may be deferred for many years because of further educational pursuits and so forth.

PRIMARY DESIGNATION

Private. 34 CFR pt. 99, Family Educational Rights and Privacy Act (FERPA), 53 Fed. Reg. 11942 (1988), Higher Education Act of 1965, Title IV P.L. 89-329 as amended.

SECONDARY DESIGNATION

Protected. Parent's income


AGENCY: Snow College (Utah)

SERIES: 81547
TITLE: Higher education
DATES: none
ARRANGEMENT: Alphabetical by surname

DESCRIPTION:

RETENTION

DISPOSITION

.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is proposed and has not yet been approved.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: Snow College (Utah)

SERIES: 81454
TITLE: Card catalog
DATES: undated
ARRANGEMENT: Alphabetical by surname

DESCRIPTION: Filming of the library's card files.

RETENTION

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

FORMAT MANAGEMENT

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

Microfilm master: Retain in State Records Center for 10 years and then destroy.

Microfiche master: Retain in State Records Center for 10 years and then destroy.

APPRAISAL


AGENCY: Snow College (Utah)

SERIES: 80620
TITLE: Subject bibliography of current serial and separation plan
DATES: undated
ARRANGEMENT: Chronological

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

RETENTION

Retain Until records to which they pertain are destroyed.

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 1, Item 66.

AUTHORIZED: 03/31/2015

FORMAT MANAGEMENT

Paper: Retain in Office until records to which they pertain are destroyed and then destroy.

Microfilm master: Retain in Archives until records to which they pertain are destroyed and then destroy.

Microfilm duplicate: Retain in Office until records to which they pertain are destroyed and then destroy.

APPRAISAL

PRIMARY DESIGNATION

Public


AGENCY: Snow College (Utah)

SERIES: 3524
TITLE: Personnel records
DATES: 1976-
ARRANGEMENT: Alphanumerical

DESCRIPTION: Complete work history of individual while employed by the State. Refer to UCA 67-18-1, et seq. and DHRM standards on accessing, maintaining, and managing employee personnel files. When an employee transfers to another state agency, the official personnel file must be sent to the new agency. The file should include current information on performance evaluations, performance plans, position description, career mobility agreement, insurance benefits notification (ADNT-1), job swap agreement, and overtime agreement where applicable. Also contains application for employment, employees' social security card (copy), Notice of personnel action (DHRM 33), Human resource profile/events (DHRM 34), Termination form (DHRM 35), Employment eligibility verification form, Exit interview form, New employee orientation self-guide, and retirement/deferred compensation plan notification (ADNT-2). May contain documentation on employee withholding, completion of course certificates, conflict of interest letters, incentive award results, letters of commendation, leave records, health records, and leave adjustment reports.

RETENTION

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 11, Item 2.

AUTHORIZED: 03/16/2000

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years after date of employment and then transfer to State Records Center. Retain in State Records Center for 55 years and then destroy.

APPRAISAL

Administrative

Records in this series have long-term administrative value. They may be destroyed according to the approved retention schedule.

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (1)(e) (2008)

SECONDARY DESIGNATION

Public. UCA 63G-2-301 (1)(b) (2008)


AGENCY: Snow College (Utah)

SERIES: 2877
TITLE: Catalogs
DATES: 1901-
ARRANGEMENT: Alphanumerical

DESCRIPTION: This series contains catalogs for courses offered at Snow College.

RETENTION

Retain Permanent.

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 1, Item 25.

AUTHORIZED: 03/16/2000

FORMAT MANAGEMENT

Paper: Retain in Office permanently after reviewed and then transfer to Snow College.

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

APPRAISAL

Administrative Fiscal Historical

Current publications have administrative value. Non-current publications have ongoing historic research value to the creating institution. Non-current catalogs can be used to audit former course offerings, and provide a historic snapshot of curriculum offered by the college at given points in time.

PRIMARY DESIGNATION

Public


AGENCY: Snow College (Utah)

SERIES: 18984
TITLE: Payroll files
DATES: 1981-
ARRANGEMENT:

DESCRIPTION: Computer-produced, two part documents sent by Finance to agencies to record final corrections or adjustments regarding employees' pay. They are made before the master payroll file is run and checks are issued. Preliminary payroll files do not serve as time and attendance records.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 10, Item 16.

AUTHORIZED: 03/16/2000

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA_63G-2-301_(1)(b)_(2008)


AGENCY: Snow College (Utah)

SERIES: 18985
TITLE: Student records
DATES: 1920-
ARRANGEMENT: Chronological by time period thereunder alphabetical by student surname.

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

RETENTION

Retain Permanent

DISPOSITION

Retain in agency custody.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 18, Item 1.

AUTHORIZED: 06/23/2011

FORMAT MANAGEMENT

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

Microfilm master: Retain in State Records Center permanently.

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

APPRAISAL

Administrative

PRIMARY DESIGNATION

Private