Records Retention & Disposition Schedule

STUDENT HOUSING & FOOD SERVICES RECORDS
Schedule Number:  166-450-0115

• Catering and Special Event Records
• Student Housing Contract Appeals Records
• Student Housing Contract Records
• Student Housing Incident Records

Catering and Special Event Records
Schedule Number: 166-450-0115 (1)

Records document catering service and housing accommodations for special events hosted by the college. Records may include but are not limited to:

Billing records,
Campus housing registration cards,
Catering service orders,
Correspondence,
Customer evaluations,
Customer room occupancy lists,
Purchase and supply records,
Summary reports.

Retention: 2 years
Disposition:  destroy
Responsible unit:  creating office or department

Student Housing Contract Appeals Records
Schedule Number: 166-450-0115 (2)

Records document appeals made by residents who have been assessed penalties for failing to follow the terms and conditions of their housing and
food service contracts. The records include but are not limited to:

Correspondence,
Decisions from the director of housing, including instructions for further appeal,
Students' appeals stating their reasons for seeking modification on contract terms.

Retention: 
(a) Appeals denied: 1 year
(b) Appeals accepted: 6 years after contract expires
Disposition:  destroy
Responsible unit:  creating office or department

Student Housing Contract Records
Schedule Number: 166-450-0115 (3)

Records document contracts for the occupancy of college administered housing such as residence halls, family housing, and cooperative and/or contract housing. The records may include but are not limited to:

Contracts,
Correspondence,
Housing applications,
Proof of admission records.

Retention: 6 years after expiration
Disposition:  destroy
Responsible unit:  creating office or department

Student Housing Incident Records
Schedule Number: 166-450-0115 (4)

Records document incidents of injury, vandalism, and other infractions of housing rules and the disposition of such incidents. The records may include but are not limited to:

Correspondence,
Housing director's written decisions,
Incident reports,
Student appeals of decisions.

Retention: 1 year after case closed
Disposition:  destroy
Responsible unit:  creating office or department