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Records Management and Archives

Records Retention Schedules

Print friendly Modified May 3, 2010

The revised schedules for the retention and/or disposition of the following university system records are based upon the requirements of the Georgia Records Act (O.C.G.A. 50-18-90 et seq.). This version includes revised schedules as filed with the Division of Archives and History, Office of Secretary of State as of April 1, 2009.

USG Records Retention Manual (Revised March 30, 2010)

Series: A: Administration | B: Academic Affairs | C: Auxiliary Services | D: Information Management and Planning | E: Intercollegiate Athletics | F: Library/Archives/Records Management and Museum | G: Human Resources | H: Publications/Promotions and Alumni Relations | I: Research | J: Police/Security and Safety | K: Student Records | L: Student Affairs | M: Finance | N: Property Management and Control | O: Legal

K1 Athletic Scholarship and Grant-In-Aid Award Records

Explanation: This series is used to provide athletic departments with information pertaining to player eligibility and receipt of financial aid in the form of scholarships including grant-in-aid scholarships, to monitor accounts, and to assist in complying with NCAA, NAIA and conference rules and regulations. These records include: squad lists which furnish summary information; conference eligibility reports; team roster update sheets; scholarship count sheets showing who is on the schedule to receive aid; applications; nominee lists; eligibility questionnaires; eligibility reports which determine years of eligibility unused; credit voucher request sheets notes; and related documentation and correspondence.

Record Copy: Intercollegiate Athletics

Retention: 10 years for NCAA records; 5 years for all other records

Citation or Reference: NCAA, NAIA, SEC/ACC requirements

Background Information:


K2 Borrower’s Loan Records

Explanation: This series documents and is a monitoring tool for all Perkins and National Direct Student Loans. This series consists of files for each borrower. This series may include but is not limited to: repayment schedules; statements of rights and responsibilities; records of actions taken; and related documentation and correspondence.

Record Copy: Student Loans

Retention: 5 years after loan repayment or assignment to U.S. Department of Education

Citation or Reference: 34 C.F.R. 674

Background Information:


K3 Borrower’s Loan Records (Canceled)

Explanation: This series documents Perkins and National Direct Student Loans that have been canceled because of bankruptcy, death or disability, bad debts, write-offs, and assignments. This series consists of files for each borrower. This series may include but is not limited to: repayment schedules; statements of rights and responsibilities; records of actions taken; doctors statements and other medical evidence; and related documentation and correspondence.

Record Copy: Student Loans

Retention: 5 years after debt cancellation or assignment to U.S. Department of Education

Citation or Reference: 34 C.F.R. 674

Background Information:


K4 Credit Bureau Reports

Explanation: This series documents holders of student loans that have been reported to credit bureaus. This series contains reports which list: each borrower's name; the amount past due; and related documentation.

Record Copy: Student Loans

Retention: 2 years after collected or deemed uncollectible

Citation or Reference:

Background Information:


K5 Federal Title IV, Program Records, Institutional Records

Explanation: Records document eligibility to participate and school's administration of Federal Title IV and programs. Records include Institutional Program Participation Agreement; recertification; education program eligibility; accreditation reviews; and reports; state agency reports; audits and program reviews; other records, as specified in regulation, that pertain to factors of financial responsibility and standards of administrative capability; and consortia agreements between and among schools.

Record Copy: Financial Aid

Retention: 7 years after expiration for agreements; 5 years after the end of the award year in which the student borrower last attended the institution for records pertaining to borrower eligibility; (c) 5 years after the end of the award year in which the FISAP is submitted for the Fiscal Operations Report, Application to Participate and supporting documentation. For records involved in any loan, claim, or expenditure questioned by a Title IV, HEA program audit or review, investigation, or other review: until the resolution of that questioned loan, claim, or expenditure; or the end of the retention period applicable to the record, whichever is longer.

Citation or Reference: O.C.G.A. 9-3-24, 34 C.F.R. 676

Background Information:


K6 FFELP and Direct Loan Records

Explanation: Records relate to Federal Family Education Loan Program (FFELP) and Direct Loan Programs including but not limited to: eligibility (student and/or parent); application; disbursement records; promissory notes; and Student Status Confirmation Reports (SSCR).

Record Copy: Student Loans

Retention: 5 years after the end of the award year in which the student borrower last attended the institution for records relating to a student or parent borrower's eligibility; 5 years after the end of the award year in which the records are submitted for other records relating to the participation in FFEL or Direct Loan Program. For records involved in any loan, claim, or expenditure questioned by a Title IV, HEA program audit or review, investigation, or other review: until the resolution of that questioned loan, claim, or expenditure; or the end of the retention period applicable to the record, whichever is longer.

Citation or Reference: 34 C.F.R. 682

Background Information:


K7 Fiscal Records and Reports

Explanation: Records document Federal Title IV Aid transactions, including receipt, management and disbursement of funds. Records of all Title IV program transactions; bank statements for all accounts continuing Title IV payments, cash disbursements, refunds, and repayments; general ledger (must be separate from school's other financial transactions) and related ledgers that identify each Title IV program transaction; Federal work-study payroll records; Annual Federal Fiscal Operations and Applications for Funds Report (FISAP). Records support data appearing on required reports: Federal Pell Grant Statements of Account; ED Payment Management system cash requests and quarterly or monthly reports; Title IV program reconciliation reports; audit reports and school responses; state grant and scholarship award rosters and reports; accrediting and licensing agency reports.

Record Copy: Financial Aid

Retention: 5 years after the end of the award year unless otherwise specified; FISAP exception: 5 years after the end of the award year in which the FISAP was submitted.

Citation or Reference: 34 C.F.R. 676

Background Information:


K8 Graduate Student Tuition Remission Records

Explanation: This series documents the remission of tuition for courses taken by eligible graduate students, such as research and/or teaching assistants. This series may include but is not limited to: authorizations; reconciled lists; account summaries; and related documentation.

Record Copy: Payroll

Retention: 8 years

Citation or Reference:

Background Information:


K9 Loan Activity Records

Explanation: This series documents payments, adjustments, draw advances, address and status changes, cancellations, deferments, and postponements on borrower's accounts.

Record Copy:

Retention: 3 years after loan is paid.

Citation or Reference:

Background Information:


K10 Minority Scholars Program Records

Explanation: This series documents the application, selection, and progress of students belonging to various minority groups who apply for minority scholarships. This series may contain but is not limited to: applications; candidate selection information; academic and personal information about applicants; notifications of award; notifications of denial of award; applicants letters of decline; notification of transfer to another institution; and related documentation and correspondence.

Record Copy: Student Affairs

Retention: 5 years after award notification.

Citation or Reference:

Background Information:


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