South Carolina Administrative Code

12-804.20. Internal Management Policy and Procedure Files. A. Description: Policies, procedural directives and manuals developed by an institution to govern its internal management functions such as payroll, procurement, personnel administration, equipment inventory, and other in…

12-804.21. Legislative Reference Files. A. Description: Records pertaining to bills, prospective legislation and laws. Information includes bill and supporting material concerning proposed legislation, such as newspaper clippings, reports, and correspondence. The series also incl…

12-804.22. Litigation Case Files. A. Description: Document judicial proceedings, which involve the college or university. Files include some or all of the following documents: affidavits, summons and complaints, responses, orders of dismissals, notice and general appeal, laws and…

12-804.23. Mailing Lists. A. Description: Used to record the names and addresses of clients and other persons with whom the college or university has regular contact. Information includes mailing lists, and registers concern- ing employees, officials, and constituents, whom colle…

12-804.24. Management Information Reports. A. Description: Provide information concerning general administration, facilities management and student enrollment. Reports concern surveys, facility inventories, student enrollment figures and projections, and other related topics. B. …

12-804.25. Motor Vehicle Insurance. A. Description: Record of motor vehicle insurance retained by a college or university. It includes insurance policies which list effective policy dates, amounts of coverage, number of vehicles covered, and rate. Also included are notes, corresp…

12-804.26. Motor Vehicle Operations and Maintenance Files. A. Description: Files of motor vehicle operations and maintenance. Included are requests for institution vehicles, vehicles inspection/use reports, motor vehicle accident reports, motor vehicle inventories, and other rela…

12-804.27. Motor Vehicle Purchase File. A. Description: Used for reference and vehicle management. Information includes vehicle proper- ty receipt, purchase orders, bid worksheets, institution vehicle inventory forms, motor vehicle titles, vehicle insurance information, and other…

12-804.28. Organizational Charts. A. Description: Reflect the organizational structure of a college or university and its departments. Information includes a diagram which shows a systematic and symbolic arrangement of an institution’s departments and program areas by name and fu…

12-804.29. Permanent Improvement Files. A. Description: Files concern construction of and permanent improvements to the college or university’s facilities. Information includes project proposal, capital improvement requests, authoriza- tions to execute construction contracts, cos…

12-804.30. Photographs. A. Description: Photographic proofs and negatives of college or university activities. Photographs may include identification according to time, place, and college or university activity. B. Retention: (1) Office: Until no longer needed for reference. (2) …

12-804.31. Property Inventories. A. Description: Itemized lists of fixed assets (except land and buildings) completed by institutions. Information includes inventories of equipment, furniture, and other similar property. B. Retention: 3 years; destroy. HISTORY: Added by State Reg…

12-804.32. Public Relations File. A. Description: Information concerning college or university publicity. Included are press releas- es, biographies, newspaper clippings, promotional materials, bulletins, broadcast scripts, photographs, visual documentation, and other related ite…

12-804.33. Publications. A. Description: Printed material published by state colleges or universities for internal and external distribution. This series includes directories, manuals, research reports, surveys, and other college or university publications (except annual report).…

12-804.34. Contracts. A. Description: Used to document contractual relationships between the college or university and service providers. Information includes the contract with description of their services to be provided, dates of the contract, signatures, and correspondence. B.…

12-804.35. Records Management Files. A. Description: Files related to an institution’s records management program. Included are records retention schedules, guidelines, information concerning records inventory and scheduling, records transfers, microfilm applications, disposal no…

12-804.36. Speeches. A. Description: Drafts and final copies of speeches given by Administrative Services staff below the college or university president, provost, and vice presidents’ level. Speeches concern program proce- dure, work activities, and related topics. B. Retention:…

12-804.37. Surveys/Maps. A. Description: Developed by an institution to carry our its mission and function. Information concerns roads, boundaries, property lines, corners, monuments, road marker placements, structures, sites, and other related data. B. Retention: (1) Office: Unt…

12-804.38. Telephone Logs. A. Description: Listing of telephone calls made by college or university personnel for a particular time period. Logs reflect date, time, caller, recipient of call, and nature of business discussed. B. Retention: 3 years and until reconciliation of tele…

12-804.39. Telephone Bills. A. Description: Provide a monthly statement of charges for telephone calls billed to a college or university. Information includes telephone number charged with call, account number, type of call, date of call, time, number of minutes, destination of t…

12-804.40. Work Order Request File. A. Description: Document copies of work order requests for all program classifications of the institution. Information on the work order requests include date, site of work, service or modifications requested, estimated cost, budget code to be …

12-804.41. Work Reports. A. Description: Reports of work activities performed by personnel carrying out regular or special duties. Series does not include published project reports or reports to the Governor or General Assembly. These documents reflect dates, person responsible f…

12-804.5. Accreditation Reports. A. Description: Used to record observations, recommendations and decisions of visiting accredita- tion committee members. These reports are received from study committees of accreditation associa- tions for colleges and universities. Reports refle…

12-804.6. Meeting Minutes (Non-Executive Levels). A. Description: Records of meetings held by non-executive level staff. Information includes agenda, place, date, list of attendees and a summary of discussions and decisions. Also included are informational attachments such as rep…

12-804.7. Administrative Bulletins. A. Description: Used to record and circulate information concerning policies, procedures, and administrative activities of a college or university. Information includes administrative directives, staff and faculty assignments, educational oppor…

12-804.8. Administrative Regulations. A. Description: Issued by the Commission on Higher Education and used for the general operation of college or university programs. Information includes regulations, instructions or other issuances that establish methods to administer a colleg…

12-804.9. Annual Reports. A. Description: Published report of college or university activities made annually to the General Assembly. Information includes financial summaries, objectives, goals, and other data concerning the college or university during the fiscal year. Most annu…

12-805.10. Employment Applications (Not Hired). A. Description: Completed employment applications and personal resumes of applicants who were not hired by a college or university. Information includes applicant’s name, address, Social Security Number, position applied for, educat…

12-805.11. Employment Data Analysis by Sex and Race. A. Description: A statistical breakdown of information concerning employees by type, number, salary, and percentages of minority personnel. Information includes type of employees such as officials/administrators, professionals,…

12-805.12. Equal Employment Opportunity Report. A. Description: Documents the job classification and compensation of all college or university personnel. Information includes class code, slot, name, Social Security Number, employee number, pay rate, state/federal funding, race an…

12-805.13. Equal Employment Opportunity Reporting and Personnel Research Forms. A. Description: Forms completed by applicants for state employment as part of their employment application. Information includes statistics on job applicants which are reported annually to the State H…

12-805.14. Faculty Contracts (Full and Part Time). A. Description: Document contracts between faculty members and a college or university. Con- tracts reflect name of instructor or professor; Social Security number; position; subject taught; employment dates; total number of hour…

12-805.15. Grievance Files. A. Description: Document grievance proceedings initiated by employees in classified positions. Information includes grievance filing, decisions rendered at each level of the grievance procedure, grievance and appeal procedures for the college or univer…

12-805.16. Job Announcements (Vacancies). A. Description: Announcements concerning job openings in institutions. Information includes title of position, salary or grade range, description of job duties, closing date, and to whom applications should be directed. B. Retention: 2 ye…

12-805.17. Job Classifications. A. Description: A listing of all job positions classified by the Division of Human Resource Management. Information includes position qualifications, pay grades, and duties for positions in state service. This series is scheduled through the State …

12-805.18. Leave Records. A. Description: Record of the amount of leave earned and taken by college or university employees. Information includes employee’s name, type of leave (annual, sick, other), service date, Social Security number, amount of leave earned and charged, and le…

12-805.19. Leave Slips. A. Description: Forms completed by college or university employees to request time off from work. Information includes employee’s name, Social Security number, type of leave, number of days or hours requested, date requested, and employee’s signature. B. R…

12-805.20. Log and Summary of Occupational Injuries and Illnesses. A. Description: Record of work-related injuries, illnesses, and deaths. Information includes case or file number, date of injury or onset of illness, employee name, occupation, department, description of injury or…

12-805.21. Personnel Administrative File. A. Description: File concerns administration of personnel policy. Information includes correspon- dence, reports, memoranda, and other records regarding personnel procedures. B. Retention: Until superseded, updated, or no longer needed fo…

12-805.22. Personnel Files (Active & Terminated). A. Description: Personnel files of current and former employees of the college or university. Information includes employment applications, letters of recommendation, employee awards, resumes, performance appraisals, employee prof…

12-805.23. Personnel Policies and Procedures. A. Description: Policies and procedures issued by the college or university or the State Budget and Control Board’s Office of Human Resources. Information includes employment application policy, classification and compensation plan, e…

12-805.24. Statewide Personnel Information and Reporting System Files. A. Description: Used to monitor employment, salary adjustment, performance reviews, termi- nations, and other personnel activity. Reports include: Alphabetical Listing of Employees Sequenced by College or univ…

12-805.25. Time and Attendance Records. A. Description: Records concerning time worked by college or university employees during a pay period. Information includes employee’s name, section or organization unit, employee number, pay period, total time worked, and employee’s signat…

12-805.26. Vacancies File. A. Description: Documents position vacancies in a college or university. Information includes college or university’s name, grade, classification title, salary range, hours worked per week, and pay rate of position. B. Retention: Until superseded or upd…

12-805.6. Affirmative Action Plans and Progress Reports. A. Description: Affirmative Action Plans prepared by state institutions and Progress Reports used by the State Human Affairs Commission to monitor the implementation of these plans. Affirmative Action Plans reflect college …

12-805.8. Dual Employment File. A. Description: Concerns authorizations allowing institution employees to accept secondary em- ployment. Information concerning dual employment authorizations includes employee’s name; em- ployers’ involved; title of second occupation; date and sig…

12-805.9. Employer Status Reports (Unemployment Compensation). A. Description: Reports from an individual college or university to the Employment Security Commission which are used by the Employment Security Commission to determine the liability or non- liability of a college or …

12-806.10. Disbursement Journal. A. Description: A listing of disbursement vouchers authorizing payment of expenses incurred. Information includes voucher number, date, amount of disbursement, and to whom payment was made. B. Retention: 3 years; destroy. HISTORY: Added by State R…

12-806.11. Disbursement Vouchers. A. Description: Official copies of vouchers prepared in order to request payment for institution expenditures. Information includes disbursement voucher number, date, description of transaction, amount, and total. B. Retention: 3 years; destroy. …

12-806.12. Financial Report (Annual). A. Description: Published annual summary of an institution’s financial transactions. Information includes assets, liabilities, revenue, and expenditures. B. Retention: (1) Office: 3 years. (2) College or University Archives: Permanent. HISTOR…