Records Retention
Mailing Address
Cleveland State University
2121 Euclid Avenue, AC 327
Cleveland, Ohio 44115-2214
Phone: 216.687.3543
recordretention@csuohio.edu
Campus Location
Office of General Counsel
Administration Center
2300 Euclid Avenue, Suite 327
Cleveland, Ohio 44115-2214
Phone: 216.687.3829
recordretention@csuohio.edu
Index of Schedules
For updates or changes to this list, send an email to ??????.
A B C D E F G H I J L M N O P R S T U V W
| A | Page # | Official Keeper |
| Academic Action Notifications (Student Disciplinary Files) | 25 | Judicial Affairs |
| Academic Grievance Records | 73 | Judicial Affairs |
| Academic Personnel Inventory | 64 | Academic Affairs |
| Academic Records (Student Records) | 83 | Registrar |
| Accelerated/Executive Masters Business Administration Records | 29 | AMBA/EMBA Programs |
| Acceptance Letters (Applicants who do Matriculate) | 20 | Admissions |
| Acceptance Letters ( Applicants who do not Matriculate) | 20 | Admissions |
| Access To See Letters of Recommendation Waiver | 33 | Admissions |
| Accident/Injury Reports | 69 | All Departments |
| Account Adjustments | 58 | Controllers |
| Accounting Billing Letters | 53 | Financial Aid |
| Accounts Payable Invoices | 48 | |
| Accounts Payable | 22 | Conference Services |
| Accounts Payable Ledgers | 49 | |
| Accounts Payable Vouchers | 49 | |
| Accounts Receivable | 48 | |
| Accounts Receivable – Rentals | 49 | Conference Services |
| Accounting Records | 60 | |
| Accreditation Files | 103 | Senior VP/College Dean |
| Activity/Service Reports – Faculty (FAAR's) | 86 | |
| Administration – Project Records | 104 | Architects |
| Administrative Annual Interim Fiscal Operations Reports | 36 | Financial Aid |
| Administrative Records of Employment Law Clinic | 105 | Law Clinic |
| Administrative Records – Police Department | 28 | Police Department |
| Administrative State Civil Service, Personnel, Accounting for Classified Employees – Reports | 19 | Human Resources |
| Administrative Records | 28 | Police Department |
| Admission Documents – do not enroll | 29 | Honors Program |
| Advanced Placement Records (Applicants who do Matriculate | 17 | Admissions |
| Advanced Placement Records (Applicants who do not Matriculate | 21 | Admissions |
| Advertising | 66 | Marketing |
| Advising Records, Tutoring Records | 33 | |
| Advising Records – Non Permanent & Permanent (Disabled Students) | 48 | Disability Services |
| Affirmative Action Complaint Records | 84 | Affirmative Action |
| Affirmative Action EE-06 Report | 83 | Affirmative Action |
| Affirmative Action Plan Records | 82 | Affirmative Action |
| Affirmative Action Position Applicant Records | 84 | Affirmative Action |
| Alien Certification Records – Employment | 92 | General Counsel |
| Alumni Data | 11 | Alumni Affairs/Alumni Association |
| Analysis EEO/Affirmative Action | 82 | Affirmative Action |
| Analysis Report Records | 14 | VP Research |
| Annual Budget Books (originals) | 29 | Controller |
| Annual Financial Reports | 54 | |
| Annual Interim Fiscal Operations Report – Non-U.S. Department of Education Funding | 76 | Financial Aid |
| Annual Library Reports | 6 | Libraries |
| Annuity Records | 49 | Payroll |
| Appeals | 57 | Parking |
| Applicant Card Files (Classified Staff) | 38 | Human Resources |
| Applicant Flow Data Record | 82 | Affirmative Action |
| Application Development Project Records | 40 | IS&T |
| Application Files (Classified Staff) | 38 | Human Resources |
| Applicant Files – Non Hires | 73 | |
| Annual Interim Fiscal Operations Report | 34 | |
| Applications for Admission – applicants who do not matriculate, do not enroll, file incomplete or denied | 17 | Admissions |
| Applications for Admission or Readmission (Applicants who do Matriculate) | 17 | Admissions |
| Applications for Admission or Readmission (Applicants who do not Matriculate) | 17 | Admissions |
| Applications – Awaiting Decisions | 31 | International Programs |
| Applications for Graduation | 24 | |
| Appointment Sheets | 31 | Health & Wellness |
| Arrest Reports | 96 | Police Department |
| Asbestos Abatement | 14 | Architects |
| Assistance Records (Department – Classified Staff) | 10 | |
| Athletic Grants | 72 | Controller |
| Athletic Medical Records | 102 | Athletics |
| Audit Authorizations | 33 | |
| Audit Report – External | 55 | |
| Audit Report – Internal | 55 | |
| Audit & Project Work Papers | 55 | Audit |
| Audit Trail Files (Information Systems) | 43 | IS&T |
| Automated Program Listing/Source Code | 40 | IS&T |
| Automated Tape Library System Records | 4 | IS&T |
| Award Letters | 72 | Financial Aid |
| B | Page # | Official Keeper |
| Backup Files – Information Systems | 43 | IS&T |
| Bad Debt Actions | 49 | |
| Balance Sheets | 49 | |
| Bank Deposits | 54 | |
| Bank Reconciliations | 54 | |
| Bank Statements | 55 | |
| Bankruptcies | 102 | Treasury Services/General Counsel |
| Benefit Plans | 99 | Human Resources |
| Benefit Records – Contributions/Benefits Provided | 83 | Human Resources |
| Benefit Report – Employee | 74 | Human Resources |
| Bicycle Registration Forms | 18 | Parking |
| Bids Accepted | 61 | |
| Bids Rejected | 37 | Purchasing |
| Billing Runs | 57 | Controller |
| Birth Control Log | 31 | Health & Wellness |
| Blueprints | 87 | Architects |
| Bond Registers | 80 | |
| Board and Committee Minutes | 15 | Board of Trustees |
| Board and University Policies | 15 | Board of Trustees |
| Book Loan Records | 71 | Treasury Services |
| Budget (Institutional) | 25 | Controller |
| Budget Books (Annual) | 29 | Controller |
| Budget Planning Documents | 26 | Budget & Analysis |
| Building Records | 79 | Plant Operations & Maintenance |
| Building and Project Plans | 72 | Capital Planning |
| Building Specifications | 87 | Architects |
| Business Plans | 22 | Campus Support |
| C | Page # | Official Keeper |
| Canceled Checks | 54 | |
| Cancelled Check Records – Student Accounting | 57 | Financial Aid |
| Canceled Position Records (Classified Staff) | 39 | Human Resources |
| Capital Encumbrance Requests | 72 | Controller |
| Capital Funded Equipment Cards | 67 | Architects |
| Capital Funded Purchase Orders | 105 | Controller |
| Case Files | 68 | |
| Cash Books | 49 | |
| Cash Disbursement Journal | 50 | |
| Cash Journals | 50 | |
| Cash Receipts | 50 | |
| Cash Register Tapes | 50 | |
| Catalogs | 7 | |
| Categorical Summary – Classified Staff | 83 | Human Resources |
| Cauldron | 13 | |
| Certificate of Occupancy | 47 | Plant Operations & Maintenance |
| Certification Records (Classified Staff) | 39 | Human Resources |
| Certification/Licensure Records | 31 | |
| Change of Course Schedule (Add/Drop) | 22 | |
| Change of Grade Forms | 7 | Registrar |
| Change Report – Classified Staff | 51 | Payroll |
| Chargeback Billing Records | 56 | |
| Chart of Accounts | 57 | |
| Check Register/Log | 7 | Controller |
| Check Registers (U.S. Dept. of Education Funding Federal Loan) | 34 | Financial Aid |
| Check Runs | 58 | Controller |
| Children's Records | 9 | Pre-School Program |
| Chronological Files | 61 | General Counsel |
| Civil Service Exam Records | 3 | Human Resources |
| Class Schedules (Students) | 22 | |
| Classified Staff Report | 26 | Human Resources |
| Classified Staff Report – Surveys, Wage and Fringe Benefit | 38 | Human Resources |
| Client Records (ELC) | 76 | Law Clinic |
| Clinic Trust Fund Accounts | 12 | Law Clinic |
| Clinical Records | 102 | Speech & Hearing |
| Clinical Billings/Receipts | 100 | Speech & Hearing |
| Collective Bargaining Agreements | 62 | Human Resources |
| Commencement Programs | 8 | College Deans/Archives |
| Comprehensive Examinations | 31 | |
| Complaint Records | 81 | Affirmative Action |
| Complaint Records – Professional Misconduct | 98 | Academic Affairs |
| Computer Case Records | 97 | Law Clinic |
| Computer Center Time Billing Records | 56 | IS&T |
| Computer Run Scheduling Records | 6 | IS&T |
| Computer Usage Records – Information Systems | 6 | IS&T |
| Computer Usage Reports –Summary | 4 | IS&T |
| Computer Usage Chargeback Billing Records | 34 | IS&T |
| Construction Projects – Construction Designs and Specifications | 99 | Architects |
| Construction Projects – Construction Documents | 99 | Architects |
| Construction Projects – Design Development | 100 | Architects |
| Construction Projects – Design Review Committee | 87 | Architects |
| Construction Projects-Environmental Impact Assessment | 100 | Architects/Environmental Health & Saftey |
| Construction Projects-Project Request/Program Statement | 89 | Architects |
| Construction Projects – Schematic Design | 87 | Architects |
| Continuous Orders | 58 | Purchasing |
| Contracts- Affiliation Agreements | 69 | General Counsel |
| Contracts – General | 70 | General Counsel |
| Controlling Board Requests | 7 | |
| Control Records (Tape Library) | 4 | IT&T |
| Convocation Center Reports | 31 | |
| Copyright Disclosure Records | 93 | General Counsel |
| Correspondence (Applicants who do Matriculate) | 17 | Admissions |
| Correspondence (Applicants who do not Matriculate) | 21 | Admissions |
| Correspondence (Student Records) | 24 | |
| Correspondence ( Students) - No Response | 22 | Admissions/Honors Program |
| Cost Accounting Files | 50 | Education Services Center |
| Counseling & Testing Records | 105 | Counseling & Testing Center |
| Course Inventory | 100 | Academic Affairs |
| Course Materials/Final Examinations | 16 | Academic Departments |
| Course Schedules | 12 | Academic Departments |
| Course Syllabi | 12 | Academic Departments |
| Credit by Examination | 7 | |
| Credit/No Credit Approvals | 33 | |
| Credit Card Sales Receipts | 60 | |
| Crime Reports | 87 | Police Department |
| Cross Registration | 22 | |
| CSU Foundation Documents | 100 | CSU Foundation |
| Curricular Change Forms | 12 | |
| Curriculum Development Records | 7 | Senior VP/Dean |
| Customer Evaluation Sheets | 27 | |
| D | Page # | Official Keeper |
| Daily Activity Police Reports | 28 | Police Department |
| Daily Energy Reports | 61 | |
| Daily Income Records | 50 | Parking |
| Data Documentation & Data Dictionary Records | 41 | IS&T |
| Data Processing Hardware Documentation | 16 | |
| Data Processing Operating Procedures | 41 | IS&T |
| Data Processing Policies | 42 | IS&T |
| Data Processing Procurement Records | 79 | IS&T |
| Data Processing Service Plans | 47 | IS&T |
| Data Systems Specifications | 42 | IS&T |
| Declinations Records (Faculty) | 90 | Search Committee Chair |
| Delinquent Account Reports | 50 | |
| Delivery Slips | 37 | All Departments |
| Department Assistance Files – Classified Staff | 26 | Human Resources |
| Disability/Veteran Status Forms | 103 | Disability Services |
| Disabled Parking Permits | 18 | Parking Department |
| Disaster Preparedness and Recovery Plans | 45 | Business Continuity |
| Disbursement Records – Student Accounting | 54 | Financial Aid |
| Distinguished Faculty/Staff Awards | 64 | Academic Affairs |
| Disciplinary Records | 85 | Human Resources |
| Dispatch Logs | 28 | Police Department |
| Donor Gifts | 9 | Development |
| Dorm Contracts – Student | 59 | |
| Dorm Contracts Release Files | 52 | |
| E | Page # | Official Keeper |
| ECM Status Reports | 25 | |
| EE-06 Report | 81 | Affirmative Action |
| Elevator Certifications | 37 | Plant Operations & Maintenance |
| Emails | 1 | All Areas |
| Emeritus Status Paperwork | 13 | Academic Affairs |
| Employment Files – Students | 73 | Student Employment |
| Employment Forms (I-9 Students) | 83 | Student Employment |
| Employment Forms (1099) | 87 | Controllers-Payroll |
| Employment Forms (W-2) | 89 | Payroll |
| Employment Forms (W-4) | 89 | Payroll |
| Endowment Fund Reports Annual | 75 | |
| Endowment Fund Reports Periodic | 81 | |
| Energy Conservation Projects | 14 | |
| Entrance Examination & Placement Test Reports (Applicants who do Matriculate) | 17 | Admissions |
| Entrance Examination & Placement Test Reports (Applicants who do not Matriculate) | 21 | Admissions |
| Environmentally Hazardous Substances | 11 | Environmental Health & Safety |
| Environmental Monitoring/ Safety Records | 10 | Environmental Health & Safety |
| Exam Reports – Praxis I & II | 31 | |
| F | Page # | Official Keeper |
| Faculty Activity & Service Reports (FAAR's) | 82 | |
| Faculty Application Records – Non- Hires | 80 | Search Committee Chair |
| Faculty Employment Reports Index System | 86 | Human Resources |
| Faculty Records | 69 | General Counsel |
| Faculty Declination Records | 80 | Search Committee Chair |
| Faculty Grade Reports | 98 | |
| Faculty Maintained Records on Students | 16 | Academic Departments |
| Faculty Search Committee Records | 88 | Search Committee Chair |
| Faculty/Staff Awards – Distinguished | 70 | |
| Fair Employment Practices Clinic Records | 76 | Law Clinic |
| Federal Refund Adjustments | 57 | Controller |
| Field Sheets | 100 | Plant Operations & Maintenance |
| Financial Aid Award Disbursement Records | 59 | Financial Aid |
| Financial Aid Authorization Forms | 79 | Financial Aid |
| Financial Aid Canceled Check Records | 59 | Financial Aid |
| Financial Aid General Non Recipient Records | 23 | Financial Aid |
| Financial Aid Adjustments | 59 | Financial Aid |
| Financial Reports – Monthly | 58 | Controller |
| Financial Reports – Annual | 86 | Controller |
| Financial Statements Submitted to Government Agencies | 58 | |
| Fire Prevention Information | 3 | All Departments |
| Fiscal Operations Reports (U.S. Dept. of Education Funding General Administrative Annual Interim) | 34 | Financial Aid |
| Floor Plans & Space Manual | 6 | |
| Foreign Student Forms – For Applicants who Matriculate | 67 | |
| Foreign Student Forms – For Applicants who do not Matriculate | 46 | |
| Front Desk Balancing Form | 52 | |
| Fund Raisers | 70 | All Departments |
| G | Page # | Official Keeper |
| Gallery Show Information | 41 | Art Gallery |
| Garnishment Documentation | 47 | Payroll |
| General Administrative Annual Interim Fiscal Operations Reports – Non U.S. Dept. of Education Funding | 76 | Financial Aid |
| General Application Records – Non Hires | 98 | All Departments |
| General Ledgers | 73 | |
| Generator Test Records | 69 | Plant Services |
| Gifts/Donations | 90 | Development |
| Grade Disputes | 97 | |
| Grade Reports (Registrar's Copies) | 23 | Registrar |
| Grade Statistics | 8 | |
| Graduation Applications | 22 | |
| Graduate Assistant Applications | 47 | |
| Graduate Assistant Contracts | 91 | |
| Graduation Authorizations | 24 | |
| Graduation Lists | 8 | |
| Graduate Scholarship/Assistantship Awards | 89 | Financial Aid |
| Graduate Student Petitions | 71 | |
| Graduate Studies Analysis Report | 14 | Graduate Studies |
| Graduate Tuition Grant Services Agreement | 98 | |
| Grants In Aid Records | 96 | Athletics |
| Grant Records – Awarded | 60 | |
| Grant Records (Not Awarded) | 24 | |
| Grievance Records - Academic | 75 | |
| Guaranteed Student Loan Documentation | 83 | Financial Aid |
| H | Page # | Official Keeper |
| Hardware & Software Conversion Plans | 44 | IS&T |
| Hazardous Materials Exposure Documentation | 10 | Environmental Health & Safety |
| Hazardous Materials Radioactive Materials Authorized Users | 10 | Environmental Health & Safety |
| Hazardous Materials Exposure Documentation Radioactive Materials Incident Report | 10 | Environmental Health & Safety |
| Hazardous Materials Exposure Documentation Radioactive Materials | 9 | Environmental Health & Safety |
| Hazardous Materials Program Tests | 19 | Environmental Health & Safety |
| Hazardous Materials Radiation Safety Workers | 10 | Environmental Health & Safety |
| Health Insurance Waivers | 24 | |
| Help Desk Logs and Reports (Information Systems) | 27 | IS&T |
| Historical Law Library Building Records | 13 | Library Archives |
| Honorary Degrees | 15 | Board of Trustees |
| Housing Policy Research Program Records | 75 | |
| I | Page # | Official Keeper |
| I-9 Forms | 83 | Human Resources |
| Index System – Faculty | 73 | English Department |
| Information Systems Maintenance Contract Records | 91 | IS&T |
| Information Systems Tape Library Control Records | 7 | IS&T |
| Insurance – Future Liability | 11 | General Counsel |
| Insurance Claims | 9 | Environmental Health & Safety |
| Insurance Records | 61 | General Counsel |
| Insurance Records – Student (Health Insurance) | 53 | |
| Insurance – Student (Liability) | 67 | |
| IPEDS Reports | 8 | |
| Input Documents | 16 | |
| IUC Purchasing Group Contract Bids | 68 | |
| Intake Sheets and Superbills | 56 | Health and Wellness Center |
| Intellectual Property Disclosure Records | 93 | General Counsel/Sponsored Programs |
| Inventory Records | 75 | Athletics |
| Inventory Control Records | 74 | All Departments |
| Inventory Control Records | 101 | Property Control Department |
| Invoices | 50 | |
| Invoices – Outside the University | 57 | Parking Department |
| J | Page # | Official Keeper |
| Job Descriptions | 45 | Human Resources |
| Journal Entries | 51 | |
| Journal Vouchers | 54 | Parking |
| Journals | 50 | |
| L | Page # | Official Keeper |
| Lab Slips | 31 | Health & Wellness |
| Land and Building Records | 98 | General Counsel |
| Layoff Records | 45 | Human Resources |
| Layoff Files – Classified Staff | 62 | Human Resources |
| Lease Agreements – equipment/vehicles | 101 | |
| Leave Record Classified Staff | 64 | |
| Leave Record – Faculty | 86 | |
| Leave Record – Staff | 64 | |
| Legal Billings (see litigation records) | 98 | General Counsel |
| Legal Clinic Criminal Section Files | 86 | Employment Law Clinic |
| Legal Clinic Civil Section Records | 97 | Employment Law Clinic |
| Legal Clinic Closed Records | 100 | Law School |
| Legal Compliance Records | 103 | General Counsel |
| Legal Records - General | 102 | General Counsel |
| Legal Opinions/Legal Projects | 11 | General Counsel |
| Letters of Recommendation – Applicants who do Matriculate | 19 | Admissions |
| Letters of Recommendation – Applicants who do not Matriculate | 21 | Admissions |
| Library Database | 16 | Libraries |
| Library Reports (Annual) | 7 | Libraries |
| Library Statistics | 13 | Libraries |
| Library Student Files | 29 | Libraries |
| Link Program Student Records | 68 | |
| Lists/Directories | 5 | |
| Litigation Records/Legal Claims | 93 | General Counsel |
| Loan Disclosures | 75 | Financial Aid |
| Loans – Emergency | 75 | Financial Aid |
| M | Page # | Official Keeper |
| Mail Room Accountable | 51 | Mail Room |
| Maintenance Contracts Files – Data Processing Equipment | 98 | IS&T |
| Maintenance Records | 95 | Plant Operations & Maintenance |
| Management and Data Processing Services Plans | 43 | IS&T |
| Market Salary Adjustment Information | 91 | Academic Affairs |
| MBE Quarterly Report | 52 | |
| MMS Reserve Request Sheets | 29 | Libraries |
| MMS Media Lab Daily Log | 29 | Libraries |
| Medical Records – Applicants who do Matriculate | 17 | Health & Wellness Services |
| Medical Records – Applicants who do not Matriculate | 18 | Health Services |
| Memorandums of Understanding | 61 | General Counsel |
| Merit Recognition Awards – Faculty/Staff | 68 | |
| Merit Scholarships – (See Scholarships) | 78 | |
| Miscellaneous – Convenience Copies | 5 | All Departments |
| Miscellaneous – Periodic Replacement Records | 6 | All Departments |
| Miscellaneous – Special Projects | 16 | All Departments |
| Mobile Campus Loan Forms | 16 | IS&T |
| Mobile Campus Equipment Use & Liability Policy Forms | 102 | IS&T |
| Motor Vehicle Records | 96 | Motor Pool |
| N | Page # | Official Keeper |
| National Guard Scholarship Rosters – Non U.S. Dept. of Education Funding | 23 | Financial Aid |
| Negative Service Indicators | 18 | Parking |
| Network Usage Reports – Information Systems | 44 | IS&T |
| Newsletters | 12 | All Departments |
| News Releases | 12 | Marketing |
| Network Usage Reports | 44 | IS&T |
| Non-Instructional Workforce Analysis | 7 | |
| Non-Recipient General Records | 23 | Financial Aid |
| Non-Resident Alien Tax Exemption Forms | 74 | Payroll |
| Non-US Dept. of Education Fiscal Operations Reports | 76 | |
| Nursing Loan Student Records | 73 | |
| O | Page # | Official Keeper |
| Off Campus Use of University Equipment Approval Forms | 47 | Property Control |
| Official Class Roster | 33 | |
| Ohio Board Of Regents Report | 8 | |
| Ohio Academic Scholarships Rosters – Non U.S. Dept. of Education Funding | 4 | Financial Aid |
| Ohio Board of Regents Annual FTE Report | 27 | |
| Ohio Bureau of Vocational Rehabilitation Grant Files – Non U.S. Dept. of Education Funding | 76 | Financial Aid |
| Ohio Civil Rights Commission Report | 93 | General Counsel |
| Ohio Instructional Grants Files – Non U.S. Dept. of Education Funding | 23 | Financial Aid |
| Ohio Instructional Grants Rosters – Non U.S. Dept. of Education Funding | 77 | Financial Aid |
| Open Voucher Lists | 61 | Parking |
| Operating Procedures – Information Systems | 44 | IS&T |
| Ohio Legislative Service Commission Rules | 15 | Compliance |
| Orders Awarded Minority Vendors | 65 | |
| Organizational Charts | 103 | |
| Outside Source Awards | 77 | Financial Aid |
| Overpayment of Educational Expense Billing | 59 | |
| P | Page # | Official Keeper |
| Parking Find Adjustments | 57 | Parking |
| Parking Permit Applications | 18 | Parking |
| Parking Tax Remittance Records | 96 | Parking |
| Pass/Fail Request - Classes | 22 | |
| Patents/Intellectual Property | 93 | Tech Transfer |
| Patent Review Committee Activity | 71 | Tech Transfer |
| Payments related to W-2 Forms | 89 | Controller - Payroll |
| Payroll Checks | 51 | Controller-Payroll |
| Payroll Deduction Authorizations | 89 | Controller-Payroll |
| Payroll Expense Reports | 52 | Controller-Payroll |
| Payroll Records | 66 | Controller-Payroll |
| Peer Data Records | 104 | Institutional Research |
| Pending Award Records | 33 | |
| PeopleSoft Access Forms | 4 | IS&T |
| Performance Evaluation – Classified Staff | 63 | Human Resources |
| Perkins Journal Entries | 59 | Financial Aid |
| Permit Applications | 18 | Parking |
| PERS/STRS Information | 84 | Human Resources |
| Personalized Recruitment Material for Applicants who do matriculate | 47 | Admissions |
| Personalized Recruitment Materials for Applicants who do not matriculate | 47 | Admissions |
| Personnel Accounting for Classified Employees | 19 | Human Resources |
| Personnel Records –Faculty | 88 | Academic Affairs |
| Personnel Records – Staff | 84 | Human Resources |
| Personnel Records – Student Employees | 78 | Financial Aid/Student Employment |
| Personnel Requisitions | 98 | Human Resources |
| Personnel Reports | 63 | Human Resources |
| Pesticide Application Records | 13 | |
| Photographs | 12 | Marketing |
| Petty Cash Records | 51 | |
| Placement Records | 24 | Alumni Affairs |
| Placement Records | 21 | Admissions |
| Placement Records | 103 | College of Edu.-Field Services |
| Planning Documents | 19 | Anthropology Department |
| Planning/Forecasting Administrative Records | 28 | |
| Planning Models | 30 | Planning, Assessment & Information Resource |
| Plant Operations & Maintenance Blueprints | 94 | Capital Planning |
| Plant Operations & Maintenance Construction Projects Construction Designs and Specifications | 94 | Capital Planning |
| Plant Operations & Maintenance Construction Projects Design Review Committee | 94 | Capital Planning |
| Planning Models | 31 | Planning, Assessment & Information Resource |
| Plant Operations & Maintenance Construction Projects Environmental Impact Assessment | 94 | Capital Planning |
| Plant Operations & Maintenance Construction Projects Project Request & Program Statement | 95 | Capital Planning |
| Plant Operations & Maintenance Residence Halls HUD Reports | 94 | Campus Support |
| Police Reports | 95 | Police Department |
| Police Reports – Accidents | 951 | Police Department |
| Police Reports – Arrests | 96 | Police Department |
| Police Reports Campus Security Act and Uniform Crime | 96 | Police Department |
| Police Reports – Crime | 95 | Police Department |
| Police Reports – Daily Activity | 28 | Police Department |
| Police Department Transportation Logs, Student | 28 | Police Department |
| Policies & Procedures | 103 | All Areas |
| Position Applicant Records | 81 | Affirmative Action |
| Position Descriptions – Classified Staff | 3 | Human Resources |
| Position Descriptions – Faculty | 3 | Human Resources |
| Position Descriptions - General | 39 | Human Resources |
| Position Descriptions Student Job Cards | 3 | Financial Aid - Student Employment |
| Position Vacancy Announcement | 39 | Human Resources |
| Postal Transactions | 59 | Controllers/Mail Room |
| Prescription Log Book | 31 | Health & Wellness |
| Press Records | 7 | Art Gallery |
| Procurement Records-Hardware and Software | 92 | IS&T |
| Professional Publications, Theses and Dissertations | 16 | |
| Program Evaluations | 97 | |
| Programs | 12 | Music Department |
| Program Requirement Modification (Student Records) | 24 | |
| Program Assessment Materials | 73 | |
| Program Development Proposals | 12 | |
| Promotion and Tenure Record – Faculty | 65 | Academic Affairs |
| Promotion and Tenure Policy - Faculty | 103 | Academic Affairs |
| Property Maintenance Records | 101 | Plant Operations & Maintenance |
| Proposal Approvals – Thesis & Dissertations | 96 | |
| Proposals – Funded/Pending | 61 | |
| Proposals – Not Funded | 30 | |
| Publications/Periodicals | 6 | Institutional Research |
| Public Affairs Records | 64 | Government Relations |
| Public Employees Retirement System File – Classified Staff | 90 | Human Resources |
| Public Employees Retirement System Files – Staff | 85 | Human Resources |
| Public Employees Retirement System Log – Classified Staff | 85 | Human Resources |
| Public Employees Retirement System Log – Staff | 85 | Human Resources |
| PERS/STRS Information | 90 | Human Resources |
| Public Records Request Records | 47 | General Counsel |
| Publicity News Releases | 12 | Marketing |
| Publicity Newsletters | 12 | Marketing |
| Publicity Photographs | 12 | Marketing |
| Purchase Orders | 62 | |
| R | Page # | Official Keeper |
| Racial Ethnic Statistics | 8 | Institutional Research |
| Radiation Safety Records | 11 | Environmental Health & |
| Radiation Safety Committee | 33 | Environmental Health & Safety |
| Radioactive Materials Transportation Records | 11 | Environmental Health & Safety |
| Radioactive Materials Waste Records | 37 | Environmental Health & Safety |
| Real Estate Records | 69 | General Counsel |
| Receipts | 51 | |
| Reconciliation Records | 56 | Parking |
| Records Destruction Records | 104 | General Counsel |
| Recordings | 13 | Radio Station |
| Recruitment Materials | 75 | Athletics |
| Recruitment Materials – Publicity | 66 | Marketing |
| Recruitment Materials (Personalized) - Applicants Who Do Matriculate | 51 | Admissions |
| Recruitment Materials (Personalized) – Applicants who do not Matriculate | 51 | Admissions |
| Recruitment/Search Records | 91 | Search Committee Chair |
| References | 3 | All Departments |
| Registers | 51 | |
| Registers | 80 | Controllers-Payroll |
| Registration/Enrollment Forms | 33 | |
| Renovation Project Folders | 87 | Architects |
| Reports/Surveys | 15 | |
| Requests and Disclosures of Personally Identifiable Information | 47 | |
| Requisitions | 51 | |
| Research Records – individual and corporate | 71 | VP Research |
| Research Protocol Committee Records | 104 | VP Research |
| Research Proposals | 35 | VP Research |
| Researchers' Finished Program (See Research Files) | 71 | VP Research |
| Reservation Forms | 22 | Conference Services |
| Residency Approval | 90 | |
| Residency Review | 90 | |
| Residency Status Documents for Applicants who do not Matriculate | 74 | Admissions |
| Rosters | 78 | Financial Aid |
| Return Authorizations | 48 | Controller |
| Returned Student Loan Proceeds | 78 | Financial Aid |
| Royalty Payments | 52 | |
| S | Page # | Official Keeper |
| Sales Receipts | 52 | |
| Schedule of Classes | 7 | |
| Scholar Loan Database | 70 | |
| Scholarships | 78 | Financial Aid |
| Search Files (See Recruitment) | ||
| Selection Files | 96 | |
| Selection Criteria Form-Classified Staff | 82 | Affirmative Action |
| Sewer Charge Exemption | 30 | Plant Operations & Maintenance |
| Shop Drawings | 72 | Capital Planning |
| Show Posters | 66 | Art Gallery |
| Site Equipment Support Files | 91 | IS&T |
| Small Scale Floor Plans – Administration | 88 | Architects |
| Special Event Reservations | 18 | Parking |
| Special Event Lot Revenue and Expense Sheets | 57 | Parking |
| Special Event Tickets | 16 | |
| Special Collections Sign In Sheets | 29 | Libraries |
| Sponsored Student Account Files | 78 | Student Employment |
| Sport Reports | 105 | Athletics |
| Staff Development Forms | 97 | |
| Staff Grievance Files | 83 | Human Resources |
| Staff Reclassification Files | 63 | Human Resources |
| Staff Reclassification Files – Classified Staff | 63 | Human Resources |
| State Budget and Management Monthly Reports on Capital Funds | 72 | Capital Planning |
| State Classification Files – Classified Staff | 5 | Human Resources |
| State Encumbrance/Voucher Files | 52 | Capital Planning |
| Statement of Charges | 55 | Libraries |
| Statistics – Degree | 8 | Planning, Assessment & Info Resource |
| Statistics – Enrollment | 9 | Planning, Assessment & Info Resource |
| Statistics – Racial/Ethnic | 8 | Planning, Assessment & Info Resource |
| Steam Consumption | 102 | Plant Operations & Maintenance |
| Stop Payment Forms | 55 | |
| Stored On Microfilm | 60 | Treasury Services |
| Student Account Reports – Miscellaneous | 58 | Controller |
| Student Account Files | 60 | Treasury Services |
| Student Accounting Records | 76 | Treasury Services |
| Student Conduct Verifications | 34 | |
| Student Continuing Education Records | 97 | College of Education |
| Student Advising Records | 45 | Advising Offices |
| Student Disciplinary Files | 79 | Judicial Affairs |
| Student Disciplinary Files Requests for Formal Hearings | 36 | Judicial Affairs |
| Student Disciplinary Files - Written Decisions of Hearing Panels | 36 | Judicial Affairs |
| Student Dorm Contracts | 54 | |
| Student Employee Summary Report | 27 | Student Employment |
| Student Summer Contracts | 3 | Student Employment |
| Student Fee Authorizations | 74 | Human Resources |
| Student Files | 25 | Academic Departments |
| Student Files | 74 | Athletics |
| Student Files – Non Permanent | 30 | College of Law |
| Student Files | 82 | College of Law |
| Student Files-Co Op | 90 | |
| Student Files | 29 | Libraries |
| Student Files | 70 | General Counsel |
| Student Files – completed teach, never applied, problem, dismissed | 14 | Education Student Services Center |
| Student Files – provisional, potential | 32 | Education Student Services Center |
| Students Files – Actively Enrolled | 4 | Education Student Services Center |
| Student Files | 101 | Teacher Education |
| Student Files –U.S. Dept. of Education Funding | 35 | Financial Aid |
| Student Files – Non U.S. Dept. of Education Funding | 77 | Financial Aid |
| Student Records – Academic Records | 8 | Registrar |
| Student Financial Aid Files – Non Recipients | 23 | Financial Aid |
| Student Financial Aid Files | 46 | College of Law |
| Student Financial Aid Files | 76 | Financial Aid |
| Student Insurance Records | 73 | |
| Student Notice of Completion of Degree | 97 | |
| Student Petitions | 95 | |
| Student Printouts - PeopleSoft | 93 | Treasury Services |
| Student Records Continuing Education | 36 | Continuing Education |
| Student Statements Regarding Hearing Decisions Panel | 36 | Judicial Affairs |
| Student Waivers for Rights of Access To See Letters of Recommendation for Admission for Applicants who do Matriculate | 46 | |
| Student Work Product Files | 94 | Employment Law Clinic |
| Student's Written Consent For Records Disclosure | 35 | |
| Study Carrel Registers | 46 | Libraries |
| Subject Files – Administrative General -President, Vice President, Director, Dean or Chair | 37 | All Departments |
| Subject Files – General Administrative | 26 | All Departments |
| Subject Tree/Reference Desk File Edits | 34 | Libraries |
| Subpoenas (see litigation files) | 93 | General Counsel |
| Subsidiary Ledgers | 53 | |
| Summer Employment Files | 75 | Human Resources |
| Super Bill Files | 56 | Health & Wellness Services |
| Surplus Property Documentation | 73 | Property Control |
| Suspension Files – Classified Staff | 62 | Human Resources |
| System Back Up Files | 47 | IS&T |
| System Users Access Records | 5 | |
| T | Page # | Official Keeper |
| Tax Files (copies of parents) | 98 | Financial Aid |
| Tax Files | 104 | Controller |
| Theater Productions | 13 | Dramatic Arts |
| Teaching Evaluations (bubble sheets & summaries) | 65 | Academic Departments |
| Teacher Surveys – Cooperating | 67 | College of Education |
| Technical Program Documentation | 5 | IS&T |
| Telephone Expense Records | 53 | |
| Test Administration Records | 16 | Counseling & Testing |
| Test Database and Files | 45 | IS&T |
| Test Scores – Students Who Matriculate | 23 | |
| Test Scores – Students Who Do Not Matriculate | 23 | |
| Testing Reports – Construction | 105 | Architects |
| Theater Productions | 13 | Dramatic Arts |
| Tickets – Paid | 57 | Parking |
| Tickets – Unpaid | 57 | Parking |
| Ticket Stubs | 57 | Dramatic Arts |
| Time Cards | 66 | Payroll |
| Towing Records | 19 | Parking |
| Trademark Registrations | 92 | General Counsel |
| Training Documentation Training Courses | 45 | |
| Training Records – On-The-Job, Classified Staff | 39 | Human Resources |
| Training Documentation – Classified Staff Civil Service Examinations File | 3 | Human Resources |
| Transfer Credit Evaluations- Applicants who do Matriculate | 20 | Admissions |
| Transfer Credits – Study Abroad | 31 | International Programs |
| Transcripts, High School – Applicants who do Matriculate | 19 | Admissions |
| Transcripts, High School – Applicants who do not Matriculate | 20 | Admissions |
| Transcripts, Other Institutions of Higher Learning – Applicants who do Matriculate | 20 | Admissions |
| Transcripts, Other Institutions of Higher Learning – Applicants who do not Matriculate | 20 | Admissions |
| Transcript Requests (other than student requested) | 37 | Registrar |
| Transportation Logs – Injury/Ill Person | 96 | Police Department |
| Transportation Logs- Student | 28 | Police Department |
| Travel Expenses | 55 | |
| Trustee Appointment Files | 35 | Board of Trustees |
| Tuition and Fee Schedule | 9 | Registrar |
| Tuition Remission Applications | 53 | |
| U | Page # | Official Keeper |
| Union Dues Membership List | 55 | |
| Unemployment Compensation Documentation | 85 | Human Resources |
| Unemployment Compensation Log | 6 | Human Resources |
| Unemployment Insurance Payments | 55 | |
| University Governance Files | 38 | Board of Trustees/President |
| University Medical Records | 104 | Health Services |
| University Supervisor Survey – Dean's Office | 70 | College of Education |
| Utilities Budget Requests/Calculations | 59 | |
| Utility Charges – Parking Dept/Contractors | 18 | Parking Department |
| Utility Company Invoices | 67 | |
| Utility Problem Files | 103 | |
| Utility Rates/Contracts | 12 | Plant Operations & Maintenance |
| Utility Records/Readings | 101 | Plant Operations & Maintenance |
| Utility Reports – Annual Use/Cost | 69 | Plant Operations & Maintenance |
| V | Page # | Official Keeper |
| Vending Commission Income Records | 50 | |
| Vendor Files | 15 | Campus Support Services |
| Vets 100 Reports | 79 | Financial Aid |
| Veterans Administrative Records and Correspondence | 37 | |
| Videos | 9 | |
| View books | 66 | |
| Visiting Committee Files | 99 | Board of Trustees |
| Vouchers | 53 | |
| Voucher Register | 53 | |
| W | Page # | Official Keeper |
| W-2 Forms | 80 | Controllers - Payroll |
| W-9 Taxpayer Information Forms | 13 | Controllers |
| 1099 Copies & Back Up | 80 | Controllers |
| Waivers – Health Insurance | 24 | |
| Waivers – For Release of Liability | 52 | |
| Weather Forecasts | 31 | |
| Whiskey Island Magazine | 13 | |
| Withdrawal Authorizations | 34 | |
| Women's Law Fund Cases | 98 | Law Clinic |
| Workforce Analysis | 14 | Academic Affairs |
| Work Orders | 101 | |
| Work Study Student Files –U.S. Dept of Education Funding | 77 | Financial Aid |
| Work-Study Student Files | 86 | Financial Aid |
| Worker's Compensation Files | 105 | Human Resources |
| Worker's Compensation Payments | 52 | Payroll |
| Working Building Drawings | 45 | Capital Planning |
Mailing Address
Cleveland State University
2121 Euclid Avenue, AC 327
Cleveland, Ohio 44115-2214
Phone: 216.687.3543
recordretention@csuohio.edu
Campus Location
Office of General Counsel
Administration Center
2300 Euclid Avenue, Suite 327
Cleveland, Ohio 44115-2214
Phone: 216.687.3829
recordretention@csuohio.edu