Oregon Administrative Code

166-300-0010 Definitions and Applicability (1) Definitions. (a) as used in these Division 300 rules: (A) “Board and commission” means any state entity, including state boards, commissions, councils, task forces, and similar groups that are both subject to the Oregon Public Meetin…

166-300-0015 Administrative Records (1) Administrative Rule Preparation Records: Series documents the formulation, development, notice, and filing of an agency’s administrative rules. Records may include advisory committee minutes and agendas, advisory committee roster, draft rul…

166-300-0017 Board and Commission Records (1) Appeal and Review Records: Series documents reviews of decisions made by the board or commission or appeals to the board or commission concerning decisions made by state agencies, local governments, or special districts. Records may i…

166-300-0020 Facilities/Property Records (1) Agency Asset, Equipment, and Property Records: Series documents property and equipment owned and/or maintained by an agency. Records may include manuals and specifications, service and repair records, work orders, damaged or stolen ass…

166-300-0025 Financial Records (1) 1099-Miscellaneous Forms: Series documents the filing of Federal form 1099-Miscellaneous for vendor information correction. Retention: Retain 6 years, destroy. (2) Account Balance Records: Series documents internal and external financial account…

166-300-0030 Information Systems Records (1) Cybersecurity Records: Series documents the security of an agency’s information systems and network infrastructure. Records may include employee access requests, access authorizations, system access logs, documentation of security inci…

166-300-0035 Payroll Records (1) Deduction Register Records: Series documents both voluntary and required deductions from the gross pay of agency employees. Deductions may include federal income and social security taxes, state income tax, workers’ compensation, union dues, insur…

166-300-0040 Personnel Records (1) Affirmative Action Records: Series documents agency compliance with the statutes and regulations of the U.S. Equal Employment Opportunity Commission regarding affirmative action. Records include affirmative action plans and policies and their re…

166-300-0045 Risk Management Records (1) Communicable Disease Contact Tracing Records: Series documents the movement of employees, volunteers, and visitors at government sponsored activities or government facilities, not otherwise covered by Visitor Logs, or liability waivers. In…

166-400-0010 Administrative Records (1) Activity and Room Scheduling Records document scheduling and reservations related to public participation and use of various agency activities, events, classes and facilities. Includes schedules, logs, lists, requests, and similar records. …

166-400-0015 Curriculum and Instruction Records (1) Course Descriptions Records document the list and description of school courses offered to students. Information may include course content descriptions; number of units’ granted; required or elective status; goals, competencies…

166-400-0020 Property and Equipment Records (1) Architectural Drawings, Blueprints, and Maps Records document a detailed graphic record of the land and buildings of a school, district, or ESD. The records are a primary source tool for improvement and maintenance projects on exist…

166-400-0025 Financial Records (1) Accounts Payable Records Records document outstanding liabilities and provides a record of payment of bills by the school, district, or ESD, including payments from student body fund accounts, disbursed by school personnel. Records may include b…

166-400-0030 Information and Records Management Records (1) Computer System Maintenance Records Records document the maintenance of school, school district, or ESD computer systems and is used to ensure compliance with any warranties or service contracts; schedule regular mainten…

166-400-0035 Library and Media Records (1) Acquisition and Deaccession Records Records document the process of requesting, purchasing, and acquiring, as well as deaccessioning, books, periodicals, audio-visual, and other library materials. Records may include but are not limited …

166-400-0040 School Administration Records (1) Communication Logs Logs document communications made or received through a variety of electronic devices, including but not limited to telephone, smart phone, facsimile (fax), radio, computer-aided dispatch, pager, and teletype, AND …

166-400-0045 Payroll Records (1) Deduction Authorization Records Records documenting employee application and authorization for voluntary payroll deductions, direct bank deposits, and related actions. Payroll deductions are directly deposited or remitted to the authorized financi…

166-400-0050 Personnel Records (1) Affirmative Action Records Records document school, district, and ESD compliance with the statutes and regulations of the U.S. Equal Opportunity Commission dealing with affirmative action. Records may include but are not limited to plans, update…

166-400-0055 Safety and Risk Management Records (1) Accident and Injury Reports Records document accidents, including workers’ compensation accidents, and injuries to students, faculty, staff, and visitors on school, district, or ESD property, or during school related activities.…

166-400-0060 Student Education Records (1) Alternative School Referral Records Records document referrals sent to alternative schools seeking placement of students whose public school attendance and/or disciplinary record has been unsatisfactory. Referral form indicates acceptanc…

166-400-0065 Transportation Records (1) Bus Driver Records Records document the status and conditions of employment of school bus drivers. Records may include but are not limited to lists of drivers; driving permit and license information; first aid certification; driver training…

166-450-0000 Community Colleges This General Schedule prescribes minimum retention periods for public records created and maintained by the community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or …

166-450-0005 Administrative Records The General Schedule is applicable to the administrative records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agenci…

166-450-0010 Bookstore Records (1) The General Schedule is applicable to the bookstore records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Pl…

166-450-0015 Child Care Records The General Schedule is applicable to the child care records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Plea…

166-450-0020 Contracts and Agreements The General Schedule is applicable to the contracts and agreements of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified ag…

166-450-0025 Curriculum and Instruction Records The General Schedule is applicable to the curriculum and instruction records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by th…

166-450-0030 Distance Education/Learning Records The General Schedule is applicable to the distance education/learning records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by …

166-450-0035 Equipment/Supplies/Property Records The General Schedule is applicable to the equipment/supplies/property records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by …

166-450-0040 Facilities Records The General Schedule is applicable to the facilities records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Plea…

166-450-0045 Student Financial Aid Records The General Schedule is applicable to the student financial aid records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above sp…

166-450-0050 Financial and Accounting Records The General Schedule is applicable to the financial and accounting records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the ab…

166-450-0055 Health Services Records The General Schedule is applicable to the health services records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agen…

166-450-0060 Information Management Systems The General Schedule is applicable to the information management records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above …

166-450-0065 Institutional Research Records (1) The General Schedule is applicable to the institutional research records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the ab…

166-450-0070 Institutional Service Records The General Schedule is applicable to the institutional service records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above sp…

166-450-0075 Intercollegiate Athletics Records The General Schedule is applicable to the intercollegiate athletics records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the …

166-450-0080 Library and Media Records The General Schedule is applicable to the library and media records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified …

166-450-0085 Payroll Records The General Schedule is applicable to the payroll records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please not…

166-450-0090 Personnel Records The General Schedule is applicable to the personnel records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please…

166-450-0095 Public Safety Records The General Schedule is applicable to the public safety records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies…

166-450-0100 Publications and Promotional Records The General Schedule is applicable to the publications and promotional records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored b…

166-450-0105 Risk Management Records The General Schedule is applicable to the risk management records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agen…

166-450-0110 Risk Management and OSHA Employee Safety Training Records The General Schedule is applicable to the risk management and OSHA employee safety training records of community colleges. Retention periods apply to the official copy of all public records, regardless of medi…

166-450-0115 Student Housing and Food Services Record The General Schedule is applicable to the student housing and food services records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or…

166-450-0120 Student Records, Academic The General Schedule is applicable to the student records, academic records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above sp…

166-450-0125 Student Records, Other The General Schedule is applicable to the student records, other records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specifie…

166-500-0010 Definitions The following definitions apply to OAR 166-500-0010 through 166-500-0080. (1) Administrative Rules Unit (unit) is a work unit of the Archives Division within the Oregon Secretary of State. The unit is responsible for receiving all agency rule filings, pub…

166-500-0020 Oregon Administrative Rule (OAR) Filing Requirements (1) Agencies must use OARD to submit permanent and temporary filings (ORS 183.355), statutory minor correction filings (ORS 183.335(7)), and notices of proposed rulemaking filings (ORS 183.335(1) & (2)). (2) Agenci…

166-500-0030 Notice of Proposed Rulemaking Filing Requirements (1) Notice of proposed rulemaking filings, in addition to the requirements outlined in ORS 183.335, must include the following components: (a) Caption; (b) Rule number and title; (c) Proposed rule text, which must com…