Chapter 12

12-809.12. Veterans’ Files. A. Description: Used to document the academic and enrollment status of students receiving veterans’ benefits. Information includes applications for benefits, requests for certification, certificates of release or discharge from active duty, changes of …

12-809.5. Continuing Education Student Records. A. Description: Document the registration and enrollment of students in continuing education courses. Information includes student’s name, Social Security number, sex, ethnic background, date of birth, highest education level attain…

12-809.6. Degree Applications. A. Description: Document requests for an earned degree from a state college or university. Information includes student number, name, signature, local address, degree applied for, diploma ordered, and a list of courses not yet completed but needed f…

12-809.7. Grade Sheets/Reports. A. Description: Used to record grades for each college or university student enrolled in a specific course at the end of each semester. The grade sheet/report reflects the following information: student number, student name, course title, semester,…

12-809.8. Official Transcripts (Graduate And Undergraduate). A. Description: Used to record the official internal academic transcript of students attending a state college or university. These records include such information as name, identification number, major, class, courses …

12-810.10. Recruitment Files. A. Description: Document the recruiting process for vacant faculty positions. Information in- cludes curriculum vitae, cover letters, schedule of activities, letters of recommendation for individuals hired, and related information. B. Retention: (1) …

12-810.11. Student Evaluations of Instruction. A. Description: Used for students’ evaluations of courses and instructors. Information includes completed evaluation survey sheets, student comments, cover sheets with instructor and student proctor signatures or labels identifying t…

12-810.5. Administrative File/Correspondence (Academic Deans and Department Chair- men). A. Description: Reflects reference material and letters relevant to the administration of the various academic departments of a state college or university. Information includes correspondenc…

12-810.6. Meeting Minutes (Academic Deans and Department Chairmen). A. Description: Records concerning meetings held by academic deans and department chairmen. Information includes names of attendees, names of persons absent, a summary of topics discussed and decisions made. B. R…

12-810.7. Photographs/Slides/Posters. A. Description: Depict activities in the various academic departments of a state college or university. Included are large framed photographs of individuals and groups, pictures of lecturers, group portraits of professors and students, pictor…

12-810.8. Thesis and Dissertation File. A. Description: Consists of master’s theses and Ph. D. dissertations written in partial fulfillment of the requirements of graduate degrees from the academic departments of the institution. The file includes the official and printed copy of…

12-810.9. Departmental Student Information Files. A. Description: Used by academic departments to monitor students’ academic progress. Informa- tion includes personal data, activity reports, placement tests, copies of partial transcripts, correspon- dence, evidence of graduation …

12-811.10. Ticket Applications. A. Description: Used to process requests for season and individual game tickets to athletic events. Information includes the applicant’s name, address, phone number, and number of tickets requested. B. Retention: 3 years; destroy. HISTORY: Added by…

12-811.11. Ticket Records. A. Description: Document the control of ticket operations and distribution of tickets for athletic events. Information includes sale of tickets, allocation of tickets, allocations for ‘‘away’’ games, stadium attendance, and related records. B. Retention…

12-811.12. Training Room Medical Records (Active and Inactive). A. Description: Created by physicians and training room staff to monitor student athletes’ medical histories during their association with the college or university athletic program. Information includes medical hist…

12-811.5. Concession/Lease Agreements. A. Description: Document sale of concessions at sports events, use of college or university trademarks for the sale of memorabilia, and rentals for box seating. Information includes athletic concession agreements, revocable nonexclusive lice…

12-811.6. Equipment Files. A. Description: Document the use of sportswear and equipment by student athletes. Information includes equipment room daily activity report, equipment rental charts, statement of lost equipment, and other related information. B. Retention: 4 years; dest…

12-811.7. Recruiting Files. A. Description: Document the recruitment and eligibility of student athletes for participation in the athletics program as governed by applicable guidelines. Information includes official visit of prospec- tive athlete, student-athletes’ affirmation of…

12-811.8. Scrapbooks. A. Description: Record publicized athletic events and sports activities at the institution. Informa- tion includes clipping from local newspapers and other media concerning athletic events at the college or university. B. Retention: (1) Office: 6 years. Micr…

12-811.9. Sports Information Files. A. Description: Contain information distributed to the news media concerning sports events at the institution. Information includes box scores, play-by-plays, and team statistics. B. Retention: 5 years and until no longer needed for reference; …

12-812.5. Appropriation Requests File. A. Description: Documents information compiled by a state college or university’s staff to provide the basis for the institution’s budget request. State appropriation requests for public institutions of higher learning are based on a formula…

12-812.6. Foundation Files. A. Description: Document the administration of college or university foundations. Files may include correspondence, reports, proposals, accounting and financial information, surveys, justifica- tions, and other related information. B. Retention: (1) Of…

12-812.7. Gift Files. A. Description: Document the funding of financial gifts to the college or university and the administration of these funds. Included in this series are financial records, correspondence, memoran- da, reports, special stipulations or provisions, and other rel…

12-812.8. Project Grant Awards And Contracts. A. Description: Document grants and contracts awarded to faculty, staff and graduate assistants for sponsored projects. Information includes name of project, award notification, contract number, and other related information. B. Reten…

12-813.10. Request Cards. A. Description: Document patrons’ requests for information on holdings. Information includes call number, collection number, title, location, number of items used, researcher’s name, and date. B. Retention: 3 years; destroy. HISTORY: Added by State Regis…

12-813.5. Interlibrary Loan Request Records (Processed and Unprocessed). A. Description: Used to record successfully processed interlibrary loan requests and loan requests the staff was unable to process. Information includes patron’s name, identification, requested informa- tion…

12-813.6. Library Catalog (Books, Periodicals, and Other Publications). A. Description: Used as a finding aid to the library holdings. Information includes name of author, title, subject, publisher, publication date, and call number. B. Retention: Until updated or no longer neede…

12-813.7. Library Fines and Fees. A. Description: Documents money received for library fines, library computer information searches, lost books, and inter library loan requests. Information includes amount of money received, what the money was received for, date, and signature of…

12-813.8. Newspaper and Manuscript Collection. A. Description: A collection of documents concerning the state or communities’ heritage or culture. Included are Bible records, wills, diaries, letters, photographs, maps, newspapers and other related items. B. Retention: Permanent. …

12-813.9. Photo Duplication Request Forms. A. Description: Created to document photocopy requests. Forms reflect information concerning copyright restrictions, author, book title, manuscript box and folder number, items to be copied, duplication costs, and patron’s signature. B. …

12-814.5. Alumni Fund Raising Files. A. Description: Used to document contributions to the alumni fund and contacts made during fund raising drives. Information includes contributors’ names and addresses, telephone numbers, Social Security numbers, dates, contribution amounts, ty…

12-814.6. Alumni Fund Reports. A. Description: Used to report information concerning contributions to the alumni fund on a monthly, quarterly or annual basis. Information includes report dates, contributors’ names, Social Security numbers, amounts of contribution, types of contri…

12-814.7. Alumni Files. A. Description: Used to retain current information on former students. The series consists of student forms, alumni information forms, and related records. Information includes student names, gender, Social Security numbers, spousal names, addresses, paren…

12-815.5. Student Career Placement and Planning Files. A. Description: Used to assist students in planning career goals and objectives. This series also provides prospective employers with a comprehensive record of students’ scholastic and personal data. Information includes care…

12-815.6. Job Locator Service Files. A. Description: Used to document placement and tracking of students in part time positions off campus. Information includes annual reports, salary summaries, Equal Opportunity Employment agreements, Job Locator Participant registration cards, …

12-816.5. Student Residence Files. A. Description: Used to document occupancy of student residences. Information includes resi- dence hall or apartment applications, housing contracts, contract expiration or termination date, bills/charges for occupancy, room assignment sheets, r…

12-817.5. Health Records. A. Description: Used to document health services and/or treatment provided to students, employ- ees and other persons. Information includes medical histories, personal data, examinations, com- plaints, laboratory test results, diagnoses, identification o…

12-818.5. Sole Source Document Files. A. Description: Used to document procurements made when there is only one source for the required supply, service, or construction item. These files contain such forms as Justification for Sole Source Procurement and Record of Sole Source Con…

12-818.6. Trade-in Document Files. A. Description: Used to document transactions for property traded-in as partial or full payment for an agency purchase. These files may contain forms such as Request for Trade-In Document and Record of Trade-In Sales. Information includes instit…

12-818.7. Emergency Procurement Files. A. Description: Used to document authorized emergency procurement purchases. These files contain such forms as Justification for Emergency Procurement and Record of Emergency Contracts. Information includes types of emergency procurements, v…

12-819.10. Motor Vehicle Parking Registration File. A. Description: Used to register student, staff, and faculty motor vehicles for parking. Informa- tion include owners’ names, make of vehicles, model, year, license plate numbers, decal registration numbers, Social Security numb…

12-819.5. Incident Reports. A. Description: Used to record the original report of a felony or incident and pertinent facts surrounding the offense. Information includes agency identification, incident type, case numbers, National Crime Information Center (NCIC) entries, administr…

12-819.6. Parking Tickets. A. Description: Used to document parking violations. Information includes date and time of violations, automobile license tag numbers, locations, violations, decal numbers and amount of fines. B. Retention: 3 years after fine is paid; destroy. HISTORY: …

12-819.7. Parking Ticket Appeals. A. Description: Used to document appeals by persons receiving parking tickets. Information includes violations, locations, reasons for appeal, names, addresses, and Social Security numbers. B. Retention: 1 year after completion of appeal process;…

12-819.8. Shift Reports. A. Description: Used to document officers’ responses to requests for assistance. Information includes times calls are received, dates, names of officers, and brief description of the problem. B. Retention: 5 years or until of no further legal or administr…

12-819.9. Uniform Traffic Collision Reports (Accident Reports). A. Description: Used to document investigations of motor vehicle accidents occurring on state college and university campuses. Information includes dates, times, county codes, name of town or city, collision location…

12-901. Introduction and General Matters; Application of Schedules. The following general schedules contain minimum records retention periods for the official copy of the records. These retentions and dispositions apply regardless of physical format, i.e. paper, microfilm, electr…

12-901.1. School District Board Meeting Tapes. A. Description: Cassette tape recordings of school district board meetings used in preparing the school district board minutes. Information includes date of meeting, meeting time, meeting place, board members present, order of busine…

12-901.10. South Carolina High School League Student Eligibility Files. A. Description: Documents student eligibility to participate in sanctioned athletic events. Informa- tion includes League Handbook, birth certificate, parent permission/physical form, certificate of eligibili…

12-901.11. Media Center Records. A. Description: Records used in the operation of the media center program. Information includes shelf list, list of materials available in media center, computer information on school/books/user/return date, security bars and codes, center instruc…