The Records Retention Schedule determines the retention and disposition of University Records. The Records Retention Schedule includes 1) a description of the records, 2) length of time retained, and 3) final disposition. To determine the retention and disposition of your records, please consult these resources.
- General Records Retention Schedules for State Colleges and Universities (state level)
- General Records Retention Schedules for Clemson University
- Specific Records Retention Schedules for Clemson University units are searchable below.
If you cannot find a records retention schedule for your records, please contact Records Management for assistance.
Clemson University Specific Records Retention Schedules
| Department code | Department name (Official files maintained by) | Schedule number | Title | Description of records | Retention | Year updated |
|---|---|---|---|---|---|---|
| General Schedule | CU 10580 | Procurement records | Financial records, vouchers, purchase orders, invoices, requisitions, and credit card. | 7 years; destroy | 1999 | |
| General Schedule | CU 11240 | Search and recruiting files | Description of position, hiring and selection process, candidate history and qualifications, resumes. | Executive level-five years; transfer to archives, all others 5 years; destroy | 2000 | |
| General Schedule | CU 11241 | Dept. personnel Information files | Employee files not found in HR such as personnel reports, promotion and tenure, supervisors' observations and comments, and job performance appraisals. | Faculty credentials 10 years; destroy, all other records 5 years; destroy | 2008 | |
| General Schedule | CU 11242 | Student information files | Information not found in Registrar's office which includes personal data, academic reports, activity, placement tests, disciplinary issues, and correspondence. | 2 years after graduation; destroy | 2007 | |
| General Schedule | CU 11243 | Meeting minutes | Meetings held in administrative and academic departments, which includes attendees, absentees, business discussed and other related information. | 5 years; transfer to archives | 1999 | |
| General Schedule | CU 11571 | Reference and Correspondence | Files of correspondence, memoranda, annual reports, self-studies, policy and procedure statements, organizational charts, and curriculum. | 5 years; transfer to archives | 2000 | |
| General Schedule | CU 11572 | Publications | Publications generated by the University relating to research, reference, annual reports, football programs, and other university programs. | Send 2 copies to University Archives; 15 copies to SC State Library. | 2000 | |
| General Schedule | CU 11573 | Motion pictures/video tapes | Films and videos depicting educational and instructional methods used at the university. | Send to University Archives | 2000 | |
| General Schedule | CU 13140 | Contracts | Contractual agreements between the university and another party including dates, parties, type of contract, explanation of agreement, signatures of parties andn related information. | 6 years; destroy | 2001 | |
| General Schedule | CU 13409 | Leave records | Records that document leave earned and taken by employees, leave reports, type of leave, and leave balances. | 3 years; destroy | 2002 | |
| General Schedule | CU 13410 | Leave requests | Forms completed by employees to request time off which includes employee name, unit, email, supervisor, type of leave, and hours requested. | 3 years; destroy | 2002 | |
| General Schedule | CU 15582 | W-9 forms | Information created by administrative personnel and required by IRS to document vendors and contractors doing business with university, withholding status, taxpayer id number, and certification. | Until superseded; no longer needed destroy | 2010 | |
| General Schedule | CU 17029 | Grants reference files | Document records relating to grant relevant projects award notifications, proposals, correspondence and project reports. | Funded-3 years; destroy; Unfunded 18 months; destroy. | 2018 | |
| General Schedule | CUAAAD-4 | Photographs and posters | Records of photographs, slides, posters relating to departments of the university. | Transfer to archives | 1988 | |
| General Schedule | CUAAAD-10 | Employee timesheets | Timesheets documenting the hours worked over a two week period. | 3 years; destroy | 1988 | |
| Institution wide schedule | CU 17467 | Special event files and applications | Records completed by individuals or groups requesting events on campus for approval which include venue, alcohol permission, applicant, event information, organization, date, fees, and signatures of responsible party. | 3 years; destroy | 2017 | |
| 114 | Agricultural Services | CU-VPAA-AS-RPS-ACS-3 | Labortoray Reports | Laboratory reports and tests including samples, summaries, analysis for plant, nematode, soil, tissue, feed, and irrigation water. | 3 years; destroy | 1990 |
| 133 | Youth Learning Institute | CU 14054 | Camper Information Forms | Records consisting of campers for the Youth Learning Institute which includes medical information, arrival and departure dates, and special needs. | 11 years; destroy | 2005 |
| 192 | Plant Industry | CU 10193 | Import Permits for Plants and plant products | Approved Permits for Plants and Plant products, permittee, permit number, permit expiration, ports, destinations, and signatures. | 5 years; destroy | 1997 |
| 192 | Plant Industry | CU 10194 | Boll Weevil Cases | Documents including incidents, litigation, correspondence, notices, and warrants of distrait. | 3 years; destroy | 1997 |
| 192 | Plant Industry | CU 10195 | Plant Pest Program | Pest control programs, name, location, pesticide tests, and pest control reports. | 3 years; destroy | 1997 |
| 192 | Plant Industry | CU 10197 | Reports | Used to report tests on fertilizer and pesticide samples, soil and plant nutrients, Forest tree nursery, Agricultural chemical services. | 3 years; destroy | 1990 |
| 192 | Plant Industry | CU-VPAA-AS-RPS-PI-1 | Lease Agreements | Records containing lease agreements with the federal government, real estate, budget approval, property, and payment authorization. | 3 years; destroy; transfer final report to archives | 1990 |
| 192 | Plant Industry | CU-VPAA-AS-AD-PS-1 | Cooperative State Research Files | Files containing projects and grants by Agricultural Science and Cooperative State Research Services, which include work unit, description, classification, progress, and final report. | 3 years; destroy, send one copy to archives. | 1990 |
| 193 | RPSP Labs | CU 10196 | Correspondence | Record of communications with State Treasurer's Office, fees, fertilizer, seed, certification program, registration, permit, payments, inspection, taxes, fines, violations. | 3 years; destroy | 1997 |
| 193 | RPSP Labs | CU 10197 | Reports | Used to report tests on fertilizer and pesticide samples, soil and plant nutrients, Forest tree nursery, Agricultural chemical services. | 3 years; destroy | 1990 |
| 193 | RPSP Labs | CU 14200 | Reports, Applications, and Certifications - Seed | Reports, applications, certificates created by the Department of Seed Certification, application for seed certification, application for approval of Custom Condition, see sample list, tag order, transfer, ownership, field inspection, costs. | 3 years; destroy | 2005 |
| 193 | RPSP Labs | CU 14201 | Organic Certification | Document certification and compliance with National Organic Program Standards, USDA, including applications, inspection reports, receipts of fees, certificates and compliance documentation. | 10 years; destroy | 2005 |
| 193 | RPSP Labs | CU-VPAA-AS-AD-FS-1 | Research Data Books | Research done in the Department of Food Sciences, which include date, experiment, results. | 5 years; archive | 1990 |
| 193 | RPSP Labs | CU-VPAA-ASRPS-F&PC-1 | Reports, Applications, and Registrations | Reports, applications, and registrations of fertilizer usage in South Carolina including distribution, shipper count, summary reports, liming materials, tonnage, permits, and inspector's daily report. | Send all records to University Archives for screening | 1990 |
| 194 | Pesticide Regulation | CU 14202 | Pesticide Laboratory Records | Pesticide control reports, formulation samples, groundwater sampling, inspection, soil termiticide samples, misuse investigations, special requests, and testing generated processing laboratory. | 8 years; destroy | 2014 |
| 194 | Pesticide Regulation | CU 14203 | Inspection and Enforcement Reports | Pesticide inspection, and enforcement to ensure compliance with state and federal regulations, containing reports of structural, complaint, agricultural, non-agricultural inspection, pest control, dealer, Chemigation, tobacco fumigation, export and import, 24c, experimental use, producer, worker protection, and groundwater. Can also contain FOIA, EPA referrals, and enforcement referrals. | 8 years; destroy | 2014 |
| 194 | Pesticide Regulation | CU 14204 | Pesticide Licensing & Recertification | Documents licensing and recertification of commercial and non-commercial entities in South Carolina, such as application, license, certification, PCO business license, surety bond, reciprocal license, and financial responsibility. | 8 years; destroy | 2014 |
| 194 | Pesticide Regulation | CU 14205 | Pesticide Registration | Registration of pesticides in South Carolina including applications, fees, experimental use reports, 24c records, section 18 records, and certificates of registration. | 5 years; destroy | 2014 |
| 194 | Pesticide Regulation | CU 14206 | Exam for Commercia/Non-Commercial Pesticide Applicators | Records of exam answers for commerical and non-commercial applicator's license, exam scores, and background information on applicants. | 5 years; destroy | 2014 |
| 194 | Pesticide Regulation | CU 16650 | Reports (Licensing and Examinations) | Examinations for commercial and non-commercial certified pesticide applicator's license which are required to demonstrate knowledge and supervise classifications of pesticides. | 3 years; destroy | 2014 |
| 199 | Livestock and Poultry Health | CU 10011 | Consumer Complaints | Investigation of consumer complaints of poultry and livestock, which includes complainant's personal information, complaint, location, owner, description, inspection, investigator, and complete investigation. | 3 years; destroy | 1997 |
| 199 | Livestock and Poultry Health | CU 10012 | Plant Drawings | Inspection of meat processing and packing, Facilities in South Carolina with information of facility, location, and establishment. | Until no longer needed for plant inspection; destroy | 1997 |
| 199 | Livestock and Poultry Health | CU 10013 | Labeling and Quality Control | Records of labeling practices and meat quality for livestock and poultry, which includes requirements, grade level, and quality check. | 2 years; destroy | 1997 |
| 199 | Livestock and Poultry Health | CU 10014 | Meat Inspector Applications and Permit File (Inspections, Applications, and Permits) | Records of rejection and approval applications for meat inspector permits, which includes applicant's name, background data, organization, permits, and expiration. | 2 years after permit expiration; destroy; 1 year after rejection; destroy | 1997 |
| 199 | Livestock and Poultry Health | CU 10015 | Livestock and Poultry Plant Permit File (State of S.C. Permits) | Records of rejection and approval applications for meat processing and packing plants, which includes applications, facility location, permit dates, species, and stipulation to comply with state laws. | 2 years after permit expiration; destroy; 1 year after rejection; destroy | 1997 |
| 199 | Livestock and Poultry Health | CU 10016 | Monthly Slaughter and Processing Reports | Records of slaughter and processing activities at livestock, poultry, and plant facilities, which includes establishment, number, date, and type of animal. | 2 years; destroy | 1997 |
| 199 | Livestock and Poultry Health | CU 10017 | Animal Vaccination Permit Files | Records of rejection or approval requests to sell animal vaccinations, which includes applications, vaccine, animals receiving vaccination, specifications, permission code, and permits. | 2 years after permit expiration; destroy; 1 year after rejection, destroy | 1997 |
| 199 | Livestock and Poultry Health | CU 13089 | Veterinary Diagnostic Files | Records used to document veterinary tests and diagnostic summaries for treatment, which includes pathology, specimen, poultry, and Department of Natural Resources research forms, animal identification, client information, samples, and accession reports. | 3 years; destroy | 1997 |
| 303 | Dean of Agriculture, Forestry and Life Sciences | CU-VPAA-AS-AD-AE-AWO-2 | Report on Substation | Reports by the National Weather Service of location and types of recordings and equipment used. | 10 years; destroy | 1990 |
| 303 | Dean of Agriculture, Forestry and Life Sciences | CU-VPAA-AS-AD-AE-AWO-4 | Hygrothermograph Charts | National Weather Service Hygrothermograph charts of daily humidity and temperature records in county weather stations in South Carolina. | 3 years; destroy | 1990 |
| 303 | Dean of Agriculture, Forestry and Life Sciences | CU-VPAA-AS-AD-AE-AWO-5 | Record of Evaporation and Climatological Observations | Weather data at stations in South Carolina, such as high and low temperature, supplemental readings, precipitation, wind anemometer, and evaporation. | 5 years; permanent archive | 1990 |
| 303 | Dean of Agriculture, Forestry and Life Sciences | CU-VPAA-AS-AD-AE&RS-1 | Maps | Farming maps of South Carolina. | Transfer to archives after one year | 1990 |
| 310 | Plant and Environmental Services | CU-VPAA-AS-AD-DS-1 | Blueprints | Blueprints of facilities used by Dairy Science, Rural Housing, and research buildings, which show electrical, drainage, and structural layouts. | No longer needed for reference; archive | 1990 |
| 310 | Plant and Environmental Services | CU-VPAA-AS-AD-DS-2 | Reports and Records | Reports and records of Dairy Science, which includes USDA statistical reports, surveys, claims, cow and herd records, pasture projects, reproduction efficiency summary, and breeding records. | 3 years; archive | 1990 |
| 310 | Plant and Environmental Services | CU-VPAA-AS-RPS-PI-1 | Lease Agreements | Records containing lease agreements with federal government, real estate, budget approval, property, and payment authorization. | 3 years; destroy | 1990 |
| 310 | Plant and Environmental Services | CU-VPAA-AS-AD-PS-1 | Cooperative State Research Files | Files containing in-house projects and mini-grants by Agricultural Science and Cooperative State Research, which includes project review, Research work unit form, classification of research, yearly progress, and final report. | 3 years; one copy of each project's final report to archives, destroy remainder | 1990 |
| 310 | Plant and Environmental Services | CU-VPAA-AS-RPS-F&PC-1 | Fertilizer Reports, Applications, and Registrations | Reports, applications, and registrations of fertilizer usage in South Carolina, which includes registration, distribution report, summary report of liming materials, tonnage report, and inspector's daily report. | After no longer needed for reference transfer to archive | 1990 |
| 310 | Plant and Environmental Services | CU-VPAA-AS-RPS-ACS-3 | Laboratory Testing Reports | Tests and reports done on plant, nematode, soil, irrigation, fertility, plant tissue, irrigation water, fish, forage, and feed which includes analysis, individual and costs. | 3 years; transfer to archive | 1990 |
| 382 | Swine Farm | CU 04934 | Swine Evaluation Center Test Reports | Records of genetic evaluation of traits for swine reproduction, which includes test report, pen number, location, date, breeder, physical characteristics, feed conversion, and treatments. | 10 years; destroy | 1992 |
| 501 | Dean of Architecture, Arts, and Humanities | CU 02491 | Secretary-Treasurer's Report | Annual report on operations, activities, and finances of the Clemson Advancement Foundation (CAF,) which includes annual giving, endowments, pledges, and earmarked gifts. | 5 years; archive | 2007 |
| 501 | Dean of Architecture, Arts, and Humanities | CU 02492 | Financial Records | Records of financial accounting, which includes vouchers, invoices, contributions, bank statements, reports, and Foundation's Detailed Account Status Report. | 7 years; destroy | 2007 |
| 501 | Dean of Architecture, Arts, and Humanities | CU 02493 | External Audited Financial Statements | Report created by independent auditor to show findings on financial statements of the Clemson Architectural Foundation (CAF,) which includes balance sheet, statement of support and revenue, expenses and changes in fund balances, CAF Federal Financial Assistance, and letter to Board of Trustees. | 5 years; archive | 2007 |
| 501 | Dean of Architecture, Arts, and Humanities | CU-PVPA-CLA-AD-4 | Building Plans and Supporting Notes | Architectural specifications for structures, buildings, or projects to be constructed, renovated, or altered. | Until property is disposed; destroy | |
| 501 | Dean of Architecture, Arts, and Humanities | CU-PVPA-CLA-DO-2 | Student Petitions | Records of students who petition for course substitutions, which includes name, social, class, year, and reasons. | Retain until student graduates or terminates; destroy | |
| 523 | English Department | CU-PVPA-CLA-ED-CP-2 | Ground Plans and Renderings for Productions | Documents stage settings for productions by Clemson Players. | 5 years; archive | |
| 523 | English Department | CU-PVPA-CLA-ED-CP-3 | Clippings File | Documents activities and public response to productions by Clemson Players, including reviews, evaluations, and programs. | 5 years; archive | |
| 523 | English Department | CU-PVPA-CLA-ED-CP-4 | Scrapbooks | Documents activities of Clemson Players, including reviews, programs, and photographs of productions. | 5 years; archive | |
| 523 | English Department | CU-PVPA-CLA-ED-SCR-4 | Copyright Registrations and Permits | Documents copyright registrations and permits for materials in the South Carolina Review. | 5 years; archive | |
| 523 | English Department | CU-PCPA-CLA-ED-SCR-5 | Galley Proofs | Manuscripts to be published in the South Carolina Review. | 1 year; archive | |
| 523 | English Department | CU-PVPA-CLA-ED-SCR-6 | Manuscripts | Rough drafts of manuscripts to be published in the South Carolina Review. | 1 year; archive | |
| 523 | English Department | CU-PVPA-CLA-ED-SCR-7 | Contributor Sheets | Documents acceptance or rejection of materials submitted for publication in the South Carolina Review. | 3 years; archive | |
| 534 | Student Bands | CU-PVPA-CLA-MD-B-1 | Alumni Student Band Files | Documents former students, which includes names, instrument, and years. | 1 year; archive | |
| 702 | School of Education | CU 6875 | Requirements for Certification | Documents teacher certification course requirements. | 2 years after review by SC Dept. of Ed.; destroy | 1993 |
| 702 | School of Education | CU 6876 | Trade and Industrial Education Files | Documents certification process of trade and industrial courses, which includes name, id number, credits, dates, instructors, and certification completion letter. | 10 years; destroy | 1993 |
| 702 | School of Education | CU 6877 | Practice Teaching Files | Documents practice teaching of students at Clemson, which includes name, semester, location, certification, evaluations, observation, lesson evaluations, ranger planning reports, applications, and record of field experience. | 5 years; destroy | 1999 |
| 702 | School of Education | CU 6878 | Student Placement Files | Documents reference files for students seeking jobs, which includes name, identification, courses, grades, test, evaluations, credentials, resume, Education Entrance Examination, National Teacher's Examination, and reference requests. | 10 years; destroy | |
| 702 | School of Education | CU 6879 | Off-Campus Course Records | Documents education courses at off-campus locations, such as name, identification, location, instructor, grades, and requests from school districts. | 10 years; destroy | 1993 |
| 730 | Office of Pre-Collegiate Programs | CU 16992 | Program Participant Files | Documents attendance and participation of non-university students in programs, camps, and clinics, which includes personal data, contact information, personal medical data, medication, special needs, insurance, and assumption of risk. | 11 years; destroy | |
| 738 | Osher Lifelong Learning Institute | CU 16845 | Osher Lifelong Learning Institute (OLLI) Program Files | Documents membership in the Osher Lifelong Learning Institute, which includes course registration, liability waivers, medical, tuition, background, and assumption of risk. | 3 years; destroy | 2015 |
| 743 | School of Nursing | CU 07600 | Off-Campus Nursing Course File | Documents training in nursing education at off-campus locations, which includes courses, conferences, accommodations, qualifications, attendance, participants, expenses, description of training topics and continuing education credits. | 5 years; destroy | 1993 |
| 743 | School of Nursing | CU 07601 | Wellness Challenge Records | Documents the participant records for the Wellness program. | 2 years; destroy | 1993 |
| 743 | School of Nursing | CU 07602 | Slimdown Challenge Records | Documents the participant records for the Slimdown Program. | 2 years; destroy | 1993 |
| 743 | School of Nursing | CU 07603 | Externship Services Agreement | Documents agreements between the University and Hospital group that provides clinical experience for nursing students, which includes agreement dates, signatures between Clemson and hospital officials and contractual provisions. | 3 years; destroy | 1993 |
| 743 | School of Nursing | CU 07604 | National Nursing Council License Examination Files | Documents student test results and scores on the National Nursing Council License Examination. | Permanent | 1993 |
| 743 | School of Nursing | CU 07605 | Provider Services Agreements | Documents health care services provided by School of Nursing and, public or private agencies, which includes signatures between officials, purpose of agreement, effective dates, and services to be provided. | 3 years; destroy | 1993 |
| 743 | School of Nursing | CU 07606 | Health Care Training Agreements | Documents agreements for medical staff to provide experiences for Clemson University nursing students, which includes signatures between officials, dates of agreement, and any contractual provisions. | 3 years; destroy | 1993 |
| 743 | School of Nursing | CU 07607 | Appointment Sheets | Medical appointments for patients. | 1 year; destroy | 1993 |
| 743 | School of Nursing | CU 07608 | X-Rays for Asbestos Physicals | X-rays of employees who come in contact with asbestos, which includes name, date, interpretation and results. | 30 years; destroy | 1993 |
| 743 | School of Nursing | CU 07609 | Family Planning Folders | Documents information on patients who medical services, which includes exam, medication profile, obstetrical and genealogical history, laboratory results, and family planning sheets. | 10 years; destroy | 1993 |
| 743 | School of Nursing | CU 07610 | Patient Folders | Documents patients who receive medical services, which includes medical history, exam, health screening data, test results, referral, family data, and other medical problems. | 10 years; destroy | 1993 |
| 901 | College of Engineering and Science | CU 07765 | Fundamentals of Engineering Examination File | Documents Engineering students examination results required by state professional licensing board and land surveyors, which includes name, background data, statistics, and results. | 5 years; destroy | 1993 |
| 901 | College of Engineering and Science | CU 07934 | Documentation of Training Rooms (Chemical Waiver) | Documents training requirements of the institution of hazardous chemicals, which includes trainee, date, and signatures. | 30 years; destroy | |
| 901 | College of Engineering and Science | CU 07935 | College of Sciences' Outside Contracts | Documents agreements authorizing the use of department's facilitiy, electron microscope, and other equipment by individuals not affiliated with Clemson University. | 3 years; destroy | |
| 903 | Administration Research and Support | CU 06880 | Internal Audited Financial Statements | Document analysis of internal fiscal control and operational efficiency for the College of Engineering and Science Foundation, which includes financial statements, office operations, revenue, expenses, and other recommendations. | Until no longer needed; destroy | 1993 |
| 903 | Administration Research and Support | CU 06881 | Engineering Foundation Financial Records | Document fiscal accountability for the College of Engineering and Science Foundation, which includes purchase orders and other expenditures for funded grants. | Maintain in office for 4 years, then transfer to Records Center for 3 years after which transfer to University Archives. | 1993 |
| 903 | Administration Research and Support | CU 06882 | Small Grants and Contracts | Document grants and contracts not exceeding $15,000,which includes proposals, account identification number, receipt, investigator, correspondence, and sponsor. | 3 years; destroy | 1993 |
| 911 | Civil Engineering | CU 11247 | Transportation Technology Transfer Service Workshops and Programs | Documents workshops sponsored by the Federal Highway Administration, which includes program evaluations, outlines, costs, and information on speakers. | 5 years; destroy | 1999 |
| 913 | Office of Continuing Education | CU 07518 | Program Files for Workshops and Seminars | Documents workshops sponsored by the College of Engineering and Science, which includes event schedule, invoices, background information, and program evaluations. | 3 years; destroy | 1993 |
| 1301 | College of Business | CU 11486 | Gifts, Matching Funds, and Scholarships | Documents the funding of the College of Business, and the administration of funds as endowed professorships and scholarships, which includes vouchers, budget status reports,personnel forms, correspondance and memoranda relating to scholarships, assistantships, and professorships derived from gifts. | 5 years; archives | 2000 |
| 1392 | Small Business Development Center | CU 11487 | Seminar Files | Documents seminars by the Small Business Development Center, which includes profit and loss statement, management training reports, job requests, mailing lists, special pay, instructor aggrement, hotel info, registration, and receipts. | 3 years; destroy | 2000 |
| 1392 | Small Business Development Center | CU 11488 | Client Files | Documents clients who request assistance establishing business or problems with existing business, which includes correspondence, United States Small Business Administration Management Assistance Counseling record, client referrals, and requests for service. | 3 years; destory | 2000 |
| 2805 | CCIT ESA | CU 04644 | Online Property Inventory | Equipment, serial number, quantity, department, inventory database, printouts, disks, tapes | 12 years; destroy | 1993 |
| 2805 | CCIT ESA | CU 04665 | Deleted Equipment Report | Deleted equipment, serial number, queantity, department inventory database, printouts, disks, tapes | 12 years; destroy | 1993 |
| 2805 | CCIT ESA | CU 04666 | Outstanding Checklist (monthly) | Oustanding checks, student's name, check number, net amount, student life database, printouts, disks, tapes | 6 years; destroy | 1993 |
| 2805 | CCIT ESA | CU 04667 | Bid Package | Documents bids sumbitted for products or services, request for quotation, purchase order voucher, sealed bid, purchasing database, printouts, disks, tapes | 8 years; destroy | 1993 |
| 2805 | CCIT ESA | CU 04668 | Pick-up Labor Forms | Document work, pay of students and employees, department, work date, rate of pay, personnel database, printouts, disks, tapes | 5 years; destroy | 1993 |
| 2805 | CCIT ESA | CU 04669 | Personnel Files (active and inactive) | Employees, applications, letters of reccommendation, awards, resumes, appraisals, leave records, insurance | 5 years; destroy | 1993 |
| 2805 | CCIT ESA | CU 04670 | Employee Personal Activity Reports | Document funds, research project, department, job number, grants and contract database | 6 years; destroy | 1993 |
| 2805 | CCIT ESA | CU 04671 | Post-Awards Grants and Contracts Project Files | Post-awards functions for sponsored projects, faculty, graduate asisstants, contract number, grants and contracts database | 6 years; destroy | 1993 |
| 2805 | CCIT ESA | CU 04672 | Vehicle Registration Forms | Motor vehicles, license number, type, state, make, year, color, decal, date, name, traffic and database information system | 5 years; destroy | 1993 |
| 2805 | CCIT ESA | CU 04673 | Matching Gifts | Athletic activities, correspondence, memoranda, applications by company employees, receipt transmittal reports, checks and receipts, IPTAY database and information system | 7 years; destroy | 1993 |
| 2805 | CCIT ESA | CU 04674 | Scholarship and Other Institutional Financial Aid Program File | Memoranda, correspondance, program specifics, notifications to donors, student financial aid and receivables database | 12 years; destroy | 1993 |
| 2805 | CCIT ESA | CU 04675 | Student Financial Aid Records | Accepted and rejected requests, grant or loan applications, transcripts, award letters, miscellaneoius eligibility, pell grant, SEOG, CWS, SLS, revenue report, budget status report, trial balance, student financial aid and receivables database | 12 years; destroy | 1993 |
| 2805 | CCIT ESA | Academic transcripts, name, identification number, major, class, courses taken, grades, degree awarded, microfilm, | 15 years; destroy | 1993 | ||
| 2805 | CCIT ESA | CU 8710 | Sale and Service Contracts | Microcomputer center, computer hardware and software to students and employees, sale contracts, service agreements, purchase orders, invoices | 5 years; destroy | 1995 |
| 2805 | CCIT ESA | CU 9237 | Service Contracts | Contracts between university departments or outside organizations, information systems development unit, technology, contract, date, background info, budget, costs | 3 years; destroy | |
| 2805 | CCIT ESA | Provost and Vice President of Division of Computing and Information Technology | Document acquisition, application and phasing out of computer software company, purchase date, period of usage, data usage | 2 years; destroy | ||
| 2805 | CCIT ESA | CU 10024 | Department of Administrative Programming Services Production Load Requests | Reject or approve computer programming production load requests, date, copy load, source library, composite links | 4 years; destroy | |
| 3001 | University Libraries | CU-PVAA-LIB-1 | Card Catalog Files | Library of congress book ID cards, holdings, author, title, subject, publisher, publication dae, annotations | destroy | 1989 |
| 3001 | University Libraries | CU 06945 | Photoduplication Request Forms | Special collections photocopy requests, which includes copyright restrictions, author, book title, manuscript box, items to be copied, and signature. | destroy | 1999 |
| 3001 | University Libraries | CU 06946 | Rules for Researchers Forms | Documents patron's compliance with departmental rules for researchers, which includes signature, identification, date, affiliated institution, address, status, research, and topic. | destory | 1999 |
| 3001 | University Libraries | CU 06947 | Requests | Documents patrons' requests for info housed in special collections, which includes call number, title, location, researcher name, and date. | destory | 1999 |
| 3001 | University Libraries | CU 06948 | Interlibrary Loan Copyright Agreement | Documents copyright agreements with Interlibrary loan services, which includes patron's name, identification, request, costs, book lending, agreement on copyright protection, holdings, and photocopying practices. | 3 years; destroy | 1993 |
| 3001 | University Libraries | CU 06949 | Interlibrary Loan Request Files | Documents Interlibrary Loan transactions, which includes name, request, costs, and lending information. | 3 years; destroy | 1993 |
| 3001 | University Libraries | CU 06950 | Monthly Logs for Interlibrary Loans | Documents Interlibrary Loan statistics, which includes request, identification, books loaned, and monthly tally. | 3 years; destroy | 1993 |
| 3001 | University Libraries | CU 06951 | Interlibrary Loan Request Records | Documents processed and unprocessed Interlibrary loan requests, which includes name, identification, and requested information. | Processed requests: 3 years; destroy, Unprocessed requests: 1 year; destroy | 1993 |
| 3001 | University Libraries | CU 06952 | Circulation Disclosure Form | Documents permission to disclose information about book requests on students and faculty, which includes circulation information, conidentiality statement, and signatures for disclosure. | destroy | 1993 |
| 3001 | University Libraries | CU 06953 | Record Series Inventory Forms and Notes | Documents inventories of records created by Clemson University, which includes identification of program unit, contact persons, record series, and retention and disposition periods. | 3 years; destory | 1993 |
| 3001 | University Libraries | CU 06954 | Departmental Record Transfers | Documents the transfer and disposition of records from departments, which includes the Records Transfer Form, the Report of Disposition of records, and interdeparmental order form. | 3 years; destroy | 1993 |
| 3001 | University Libraries | CU 07620 | Record Retention Schedules | Document the time University records should be retained prior to disposition, which includes the record series, number, description, retention, and approval forms. | Until superseded; destory | 1993 |
| 3001 | University Libraries | CU 07621 | Microfilm Project Files | Documents the microfilming of records, which includes the series title, customer's name, address, microfilming cost estimates, interdepartmental records, Declaration of intent and purpose, certificate of authenticity, microfilm receipt forms, and correspondance. | 1 year; destroy | 1993 |
| 3001 | University Libraries | CU 7080 | Book Shelf Identification Cards (Discontinued Series) | Cataloguing unit to document self locations for library materials, 1927-1991, holdings, author, publisher, date, annotations, number | destroy | Delete |
| 4001 | Student Affairs | CU 16403 | Care Files | Records created by CARE staff for referrals for student seeking help, which includes name, identification number, contact info, referral, arrests, judicial incidents, wellness and behavioral issues. | 5 years; destroy | 2013 |
| 4007 | Michelin Career Center | CU 08707 | Career Workshop File for Minority Students | Records used to recruit high school students who attend career workshops, which includes application form, parental consent, student discipline policy, evaluation, insurance/medical history, report card, and correspondance. | Students who did not enroll 3 years; destroy, Students who enrolled 3 years from graduation; destroy | 1995 |
| 4007 | Michelin Career Center | CU 13826 | Career Counseling Files | Document programs to help students achieve career goals, which includes name, date, major, hobbies, extracurricular activities, career inventory forms, aptitude tests, and counselors' analyses. | 2 years; destroy | 2003 |
| 4010 | Fire and Emergency Medical Services | GS 12-606.8 | Fire Inspection Reports | Documents safety inspections made by the fire department, which includes date, location of inspection, building function, occoupancy, capacity, last inspection, personnel conducting inspection, tenants name and phone, structure, comments, violations, and mandated corrections. | 3 years; destroy | |
| 4010 | Fire and Emergency Medical Services | CU 07925 | Daily Activity Report | Documents daily work activites of employees and fire fighters, shift commander, date, personnel scheduled, physical fitness performed, and actual work completed. | 3 years; destroy | 1994 |
| 4010 | Fire and Emergency Medical Services | CU 07926 | Emergency Medical Services Run Report | Documents ambulance transportation and emergency medical services to persons requiring assistance, which includes patient info, injury or illness, call, patient status, incident location, preliminary impressions, treatment, vital signs, comments, time record, identification data, authorized signatures, and receiving nurse or physician. | 13 years; destroy | 2002 |
| 4010 | Fire and Emergency Medical Services | CU 07927 | Sprinkler Inspection Logs | Documents University sprinkler system inspections, which includes time and date, person administering, problems, and signature of inspector. | 3 years; destroy | 1994 |
| 4010 | Fire and Emergency Medical Services | CU 07928 | Annual and Quarterly Reports to State Fire Marshal | Documents reports made to the State Fire Marshal on department's management and operations, which includes names of trustees for fireman's insurance, inspection of funds, number of officers, number of employees, status of employees and equipment. | 5 years; destroy | 1994 |
| 4010 | Fire and Emergency Medical Services | CU 07929 | South Carolina Fire Incident Reporting System | Documents fire incidents to the State Fire Marshal, which includes incident number, date, alarm time, arrival, situation, action, address, owner and occupants, number of fire personnel required to respond, type of equipment and vehicles, injuries and fatilities, cause of fire, performance of fire suppression system and signature of person preparing report. | 10 years; destroy | 1994 |
| 4010 | Fire and Emergency Medical Services | CU 07930 | Fire Suppression Systems Contract | Documents contract for inspection of University fire suppression systems by departmental officials and private firms, which includes signatures, expiration date, and correspondence. | 3 years; destroy | 1994 |
| 4010 | Fire and Emergency Medical Services | CU 07931 | Fire Services Agreement | Documents agreements for the University to provide fire protection services to the City of Clemson, which includes terms of agreement, expiration date, signatures, and correspondance. | 3 years; destroy | 1994 |
| 4011 | Office of Student Conduct | CU 13091 | Sanctions of Disciplinary Probation or Less Case Files | Used to administer cases and issue decisions of disciplinary probation or less, which includes background data, case number, incident reports, charges filed, administrative contracts, description of violation, decisions to dismiss charges when justified, and correspondance. | Findings of not guilty or dismissed, 1 year; destroy, all other records, 7 years; destroy | 2013 |
| 4011 | Office of Student Conduct | CU 13092 | Sanctions of Suspension or Dismissal | Used to administer cases and issue decisions of sanctions of suspension or dismissal, which includes background data, case number, incident reports, charges filed, administrative contracts, witnesses, evidence, hearing testimony, decisions to dismiss charges, student suspensions or dismissals, letters of appeal, and correspondance. | Hearing recordings: 6 months after hearing or all appeals have been satisfied. Case findings of not guilty or dismissed, 1 year; destroy, all other records, 10 years; destroy | 2013 |
| 4011 | Office of Student Conduct | CU 09377 | Records on Students with Disabilities | Documents records concerning disable students who committed offenses or violations of university policies and regulations, which includes participation in University activities, name, type of disability, services received, and complaint or violation regarding the student. | 6 years; destroy | 1996 |
| 4012 | Law Enforcement and Safety | CU 07923 | Incident Reports | Document incidents and information involving an offense, which includes report of felony or incident, facts surrounding offense, incident type and code, case number, premise type, location, date, time, reporting area, complainant, victim info, subject, arrest, vehicle, witness data, and narrative. | 10 years; destroy | |
| 4012 | Law Enforcement and Safety | CU 07924 | Uniform Traffic Accident Report | Documents motor vehicle accidents at Clemson University, which includes date, county code, type of road, address, town, driver, date of birth, sex, race, city, license number and restrictions, speed, year, make of vehicle, and location when officer signs accident report. | 3 years; destroy | |
| 4012 | Law Enforcement and Safety | CU 17640 | Monthly Reports | Reports created by the Police department to record activities performed by the department, which includes spreadsheets of statistics, operations and investigations divisions, incident reports, citations, warrants, tickets, miles, cases aggisned, escort, and special events staffed. | 3 years; destroy | 2018 |
| 4012 | Law Enforcement and Safety | CU 17719 | Uniform Traffic Tickets | Documents violations that do not require a warrant and used to inform the court and DMV, which includes driver's name, address, state of license and license number, vehicle license number, state, make, year, officer, date and location of violation, trial, arrest, and case disposition. | 5 years; destroy | 2018 |
| 4012 | Law Enforcement and Safety | CU 17723 | Juvenile Files | Records created by officers writing report or issuing a citation or juvenile petition, which includes name, date of birth, race, sex, vital statistics, date of crime, pictures, warrant, arrest report, and certified driving record for DUI. | 3 years after subject reaches majority; destroy | 2018 |
| 4014 | Parking Services | CU 07088 | Parking Ticket Enforcement Records - Turnovers | Documents unpaid tickets turned over to authorities for collection, which includes motor vehicle owner, identification of motor vehicle, date, location, decal, license, and amount of fine. | 8 years; destroy | 1995 |
| 4014 | Parking Services | CU 07089 | Parking Tickets - Handwritten and Automated - Paid and Unpaid | Documents parking violations at Clemson University, which includes collection activity, claims, date and time of violation, tag number, ticket number, violation code, officer, amount of fine. | 8 years; destroy | 1995 |
| 4014 | Parking Services | CU 07090 | Replacement Decal Records | Documents issuance of replacement decals to motorists, which includes decal number, type, and expiration date. | 3 years; destroy | 1995 |
| 4014 | Parking Services | CU 07091 | Parking Ticket Errors, Changes and Update Reports | Documents errors, changes, and adjusments in parking ticket information, which includes updating data, background info concerning owner, vehicle and amount of ticket. | 8 years; destroy | 1995 |
| 4014 | Parking Services | CU 07092 | Motor Vehicle Registration Forms | Documents motor vehicle identification and registration, motor vehicle description, license tag number, and registration information. | Vehicles registered by payment: 3 years; destroy, Vehicles registered on temporary basis: 1 year; destroy | 1995 |
| 4014 | Parking Services | CU 08160 | Unidentified Vehicles License Verification File | Documents verification of licenses for unidentified motor vehicles, which includes license plate number, name, address of owner, date and time requested from Department of Public Safety. | 3 years; destroy | 1995 |
| 4015 | Campus Recreation | CU 08161 | Locker Information | Documents locker usage for campus facilities, which includes member names, address, number, background info, signature, and date of renewal or assignment. | 1 year; destroy | 1995 |
| 4015 | Campus Recreation | CU 08162 | Membership Books | Documents membership receipts for students and employees in campus recreational activities, which includes name, amount charged, receipt, date, and membership information. | 3 years; destroy | 1995 |
| 4015 | Campus Recreation | CU 08163 | Intramural Sports Files | Documents participation in intramural sports activities, which includes name of sport or activity, rosters, rules and regulations, schedules, and location. | 2 years; destroy | 1995 |
| 4015 | Campus Recreation | CU 08164 | Guest Information | Documents guests who participate in campus recreation activities, which includes name of guests, costs, date, signature, and waiver release form. | 3 years; destroy | 1995 |
| 4015 | Campus Recreation | CU 08165 | Sports Club Files | Documents sports club activities at Clemson concerning competition with organizations not affiliated with the University, which includes club, application, signed release, waiver of liability, background info, roster, schedule, and club requirements. | 3 years; destroy | 1995 |
| 4015 | Campus Recreation | CU 13137 | Facilities Checklists | Used as a risk management tool to document inspection, need of repair, and maintenance of recreational facilities, which includes date, list of facilities and equipment, inspector's initials and signature. | 6 months; destroy | 2001 |
| 4015 | Campus Recreation | CU 14958 | Outdoor Recreation Files | Documents participation in outdoor adventure activites, trips and programs, which includes registration, acknowledgement and assumption of risks, waiver and release of liability, medical information, and receipts. | 3 years; destroy | 2008 |
| 4015 | Campus Recreation | CU 16337 | Program Files | Documents program participants of university and non-university students, which includes participant's personal data, personal medical data, health, immunization, special needs, dietary restrictions, allergies, disabilities, proof of insurance, and assumption of risk statement. | 7 years; destroy | 2013 |
| 4016 | Municipal Court | CU 08137 | Parking Ticket Appeal Records | Documents information relating to individuals requesting an appeal or dismissal of fines for parking violations, which includes correspondence, log, date, time, location of incident, and vehicle identification. | 3 years; destroy | 1994 |
| 4016 | Municipal Court | CU 08138 | Municipal Court Proceedings (Cassette Tapes) | Records of cases in Municipal Court, which includes case number, time, date of crime/incident, and recordings of sessions. | 60 days; destroy | 1994 |
| 4016 | Municipal Court | CU 08139 | University Municipal Court Dockets | Document cases for trial and disposed of in Municipal Court, which includes defendant and plantiff's name, case number, charge, name of officer, receipt, money, and disposition of case. | Permanent | 1994 |
| 4016 | Municipal Court | CU 08140 | Case Files and Arrest Warrant Court Documents | Documents case files for traffic or criminal cases processed in Municipal Court, which includes incident reports, arrest warrants, affidavits, bonds, court findings, for traffic violations, DUI, and criminal offenses. | Non-DUI traffic offenses: 5 years; destroy, DUI traffic offenses: 10 years; destroy, Non-traffic offenses-arrest warrants: 10 years; archive | 1994 |
| 4022 | Counseling Center | CU 08709 | Student Counseling and Psychological Service Files | Documents treatment for student receiving counseling and psychological services, which includes Informed Consent Form, Counseling and Psychological services form, and treatment summary. | 11 years; destroy | 1995 |
| 4054 | Student Health Services | CU 09560 | Student medical Case Files | Documents medical treatment and examinations for students who attend Clemson University, which includes student name, date, clinic record, physical complaint, physician's statement, diagnosis, lab sheets and test results, and insurance data. | 10 years; destroy | |
| 4054 | Student Health Services | CU 09561 | Special group and campers medical Case Files | Documents medical treatment and examinations for those participating in special events or camps at Clemson University, which includes participant name, date, clinic record, physical complaint, physician's statement, diagnosis, lab sheets and test results, and insurance data. | 10 years; destroy | |
| 4054 | Student Health Services | CU 09562 | X-Rays and Reports | Documents x-rays performed for patients for the Student Health Center, which includes name, date, physician, x-ray, and interpretation of results. | 10 years; destroy | |
| 4054 | Student Health Services | CU 09563 | Work Place Exposure Files | Documents the exposure of employees to hazardous materials in the work place, which includes name, description of exposure or injury, date, time, location, identification of substance, and injury report. | 30 years after termination of employment; destroy | |
| 4054 | Student Health Services | CU 09564 | Film Badge Reports | Documents a monthly report of radiation exposure by x-ray technicians, which includes film badge number, type, name, social security number, measurement for monitoring period, customer and process number, date of report, and date film received. | 30 years after termination of employment; destroy | REMOVE PER SHS |
| 4054 | Student Health Services | CU 09566 | Log Books | Documents laboratory test results, which includes laboratory analysis data for microbiology, pregnancy, body temperature, hematology, urine, and summary of log entries. | 3 years; destroy | |
| 4054 | Student Health Services | CU 09567 | Medical History Forms (Non-Attendees) | Medical forms from individuals who applied to Clemson admission but did not attend, name, social security, address, phone number, personal and family data | 3 years; destroy | REMOVE PER SHS |
| 4054 | Student Health Services | CU 09568 | Monthly Statistical Reports | Documents analysis of statistics and data of services and operations at the Student Health Center, which includes types of services, diagnostic data, procedure types, and statistical/financial summaries. | 3 years; destroy | |
| 4054 | Student Health Services | CU 09569 | Prescription Forms and Narcotic Records | Documents medicines and controlled substances prescribed by physicians and nurse practitioners dispensed by the clinic pharmacy, which includes name, description of medicine and dosage, instructions, and signature of physician. | 11 years; destroy | |
| 4054 | Student Health Services | CU 09570 | Log Book of X-Rays | Record info of x-ray procedures, patient name, worker's compensation provisions | 2 years; destroy | REMOVE PER SHS |
| 4054 | Student Health Services | CU 10021 | Medical Insurance Waivers | Waivers for international students with unavailable insurance, name, social security, coverage, insurance company, repatriation data, signature | 1 year; destroy | REMOVE PER SHS |
| 4054 | Student Health Services | CU 10022 | Workers' Compensation Injury Report | Occupational injuries/illnesses, date, time, name, status of injury, indication of when injury happened, employer, supervisor, estimated disability | 5 years; destroy | |
| 4054 | Student Health Services | CU 17409 | Psychology Internship Training Program Records | Documents intern activities, which includes intern files, vitas and resumes, evaluations, record of time worked, and training manuals. | 5 years; destroy | 2017 |
| 4054 | Student Health Services | CU-VPSA-SHS-3 | Patient Contact Forms (registration forms) | Initial contact with patient and clinic, statistics, name, number, address, phone, date, time, sex, class, visit reason, temperature, blood pressure, pulse | 1 semester; destroy | REMOVE PER SHS |
| 4054 | Student Health Services | CU-VPSA-SHS-XR-4 | Laboratory Records (carbon copies) | Tests performed by lab for students, medical case file, slips for bacterial susceptibility, urinalysis, blood, and miscellaneous tests | 3 years; destroy | REMOVE PER SHS |
| 4060 | Student Accessibility Services | CU 13214 | Disability Service Case Files | Documents the types of accommodations needed by disabled students, which includes social security, consent forms, contact, correspondence, physician statements, and files to document services provided by the University. | 5 years; destroy | 2001 |
| 4075 | Univeristy Housing | CU 03859 | Work Order Forms | Documents maintenance work completed in student residences, which includes maintenance request number, date, and work performed. | 4 years; destroy | 1992 |
| 4075 | University Housing | CU 03860 | Housing Maintenance Request Forms | Documents student maintenance service requests for University residences, which includes date, building name, room number, and description of work requested. | 1 year; destroy | 1996 |
| 4075 | University Housing | CU 03861 | Lock Change Forms | Documents changing of door locks in residences, which includes date, name of building, and room number. | 1 year; destroy | 1996 |
| 4075 | University Housing | CU 03862 | Project Proposals | Documents projects initiated by students for University housing, which includes building, location of project, start and completion dates, and description of project. | 1 year; destroy | 1992 |
| 4075 | University Housing | CU 03863 | Loft Reports | Documents the construction and inspection of bed lofts in dorms, which includes applications, inspections reports, and the university's approval and inspection of bed loft construction. | 1 year; destroy | 1992 |
| 4075 | University Housing | CU 03864 | Incident Reports | Documents incidents occuring in residential areas, which includes type of incident, damage, and individuals involved. | 1 year; destroy | 1992 |
| 4075 | University Housing | CU 16033 | Freshmen Move In Volunteer Release Form | Documents volunteers assisting students moving into University residential halls, which includes name, email, signature, date, area assigned, and waiver and liability statement. | 3 years; destroy | 2012 |
| 4075 | University Housing | CU 16034 | Orientation-Minors/Non-Minors Release of Liability Form | Documents the release of liability of waiver of participants in summer program at the University, which includes name, signature, parent/legal guardian and signature, date, release of liability of statement, and conditions of agreement. | 3 years; destroy | 2012 |
| 4075 | University Housing | CU-VPSA-H-3 | University Housing Contracts | Documents agreements between the University and individuals utilizing University housing, which includes terms and conditions, policies, name, date, signature, and social security. | 3 years; destroy | 1986 |
| 4075 | University Housing | CU-VPSA-H-4 | Housing Records | Documents information used in placing individuals in University housing, which includes application, waiting list cards, property certificate, room change card, cancellation letters, preference cards, reservation cards, married student applications, tenant and and graduate housing. | 3 years; destroy | 1986 |
| 4075 | University Housing | CU-VPSA-H-5 | Summer Groups Using Clemson University Facilities | Documents non-university groups using University housing during summer months, which includes memoranda, correspondence, participants, group name, invoices, and room condition reports. | 5 years; archive | 1986 |
| 5002 | Office of the President | CU-BT-PO-4 | Legal Files | Documents legal activities of Clemson University, which includes agreements with Bioengineering, Anderson Memorial Hospital, Greenville Technical College, and the Abney Foundation, responses to inquiries of the NCAA, contracts, correspondence, medical reports, termination of agreements and licenses, copyrights, patents, affidavits, court orders, findings of fact and conclusion of law, charge of employment discrimination and incident reports, surveys and questionaires, civil action suits such as personal grievances, settlements of estates, collective bargaining, right to sue notice, notice of charges of discrimination, summons for relief, release and assignment, and indenture of lease from Clemson. | After no longer needed for reference transfer to archive | 1986 |
| 5105 | Office of the Undergraduate Studies | CU 08705 | Early Science Program Files | Documents student participation in the Early Success Program, and responds to inquiries from potential employers, which includes rejection/admission/enrollment of students, Admission and Continuing Enrollment Agreement, Admission application, waiver of confidentiality, and correspondance. | Students who were rejected or withdrew: 1 year; destroy, Students who were accepted and graduated: 3 years; destroy. | 2016 |
| 5105 | Office of the Undergraduate Studies | CU 08706 | Summer School Enrollment Reports | Reports used for statistical research regarding admission/enrollment of students in summer school, which includes date and total enrollment of students by college. | Until no needed; destroy | 1995 |
| 5105 | Office of the Undergraduate Studies | CU 13088 | Student Grievance Files | Records created by the University's Academic Grievance Committee to document allegations by undergraduate students of discrimination, grievances, grade protests, written statements, checklist forms, date, name, deans' signatures, meeting minutes, committee findings, and signed acceptances of resolution. | 2 years; destroy | 2001 |
| 5105 | Office of the Undergraduate Studies | CU 17351 | Course Approval Forms | Records created by the Undergraduate and Graduate Cirriculum Committees to approve or deny the creation of undergraduate/graduate level courses, which includes course title, description, rationale, prerequisites, enrollment, requirements, signatures of chair, dean, provost, and president. | 5 years; destroy | 2017 |
| 5106 | Honors Program | CU 08703 | Honors Program Files | Documents participation of students in the Honors Program and inquiries from potential employers of participants, which includes rejection or admission and enrollment who applied, new/continuing honor student form, and information concerning graduation/withdrawal. | Students who were rejected or withdrew: 1 year; destroy, Students who were accepted and graduated: 3 years; destroy. | 1995 |
| 5109 | Cooperative Education Program | CU 08704 | Cooperative Education Files | Documents student participation in the Cooperative Education Program and inquiries from potential employers, which includes rejection or admission of students who applied to the Cooperative Education Program, application form, work period data sheet, employer/student evaluation, correspondence, and withdrawal or completion. | Students who were rejected or withdrew: 1 year; destroy, Students who were accepted and completed program: 15 years; destroy. | 1995 |
| 5116 | Off Campus Distance and Continuing Education | CU-PVPA-C&I-PD-1 | Professional Development Courses | Documents programs and seminars offered for business by the University, which includes registration/confirmation invoice, participant information, program information, fee, amount/payment received, date mailed, fee collection report, class summarization, change form, seminar check lists, and class roster. | 5 years; destroy | 1987 |
| 5116 | Off Campus Distance and Continuing Education | CU 11502 | Professional Development Course Evaluations | Documents course evaluation by participants in professional development courses, which includes evaluation sheets, title of seminar, date, name, address, organization, comments, evaluation summary forms, program development number, title, speaker, rating, and location. | Evaluation summary forms: 10 years; destroy, all other records: 4 years; destroy | 2000 |
| 5116 | Off Campus Distance and Continuing Education | CU 11503 | In-House Programs | Documents programs presented by Off-campus Distance and Continuing Education, which includes evaluations, participants, invoices, accounting sheets, travel vouchers, purchase vouchers, biographical sketches of speakers, and workbooks. | 5 years; destroy | 2000 |
| 5116 | Off Campus Distance and Continuing Education | CU 11504 | Workbooks for Professional Development Courses | Records of workbooks for professional development courses, which includes agendas for seminars and courses, handouts, brochures, and speaker biographies. | Permanent | 2000 |
| 5123 | Financial Aid | CU 10018 | Student Financial Aid Records | Documents accounts for record, grants, loans for Student Financial Aid, which includes US Department of Education application, institutional aid application, tax return for student/parent, aid report, loan applicaton, promissory note, and federal work study packet. | Rejected financial aid records: 1 year; destroy, Approved financial aide records: 3 years; destroy | 1997 |
| 5123 | Financial Aid | CU 15116 | Residency Files | Documents used to determine eligibility for in-state tuition and application for in state residency, which includes application for residency in SC, driver's license, vehicle registration, voter registration, deed to home, income tax return, financial documents, and supplement parental/spouse forms. | 5 years; destroy | 2009 |
| 5123 | Financial Aid | CU-VPSA-DAR-10 | Financial Aid Reports (federal, state, and institutional) | Records used to report student financial aid, which includes state and federal government entities, Federal Administration operations reports, Office of civil rights' annual report of financial aid recipients, and Institutional Annual Reports. | 5 years; destroy | 1990 |
| 5123 | Financial Aid | CU-VPSA-DAR-11 | Scholarship and Other Institutional Financial Aid Program File | Documents information on scholarships and financial aide activities at Clemson University, which includes memoranda, correspondence, program specifics, notifications to donors. | After no longer needed for reference transfer to archive | 1990 |
| 5123 | Financial Aid | CU-VPSA-DAR-13 | Financial Aid agreements and contracts | Records pertaining to financial aid agreements and contracts, which includes loans and grants from organizations, businesses, and state/federal government entitites, agreements concerning Direct Student Loans, Amendments of Solicitation/Modification of Contract, collection agency agreements, and school eligibility. | After no longer active retain 5 years; destroy | 1990 |
| 5123 | Financial Aid | CU-VPSA-DAR-14 | Non-University Related Financial Aid Programs | Records used to identify student recipients, financial aid amounts, and manner of distribution relating to non-university financial aid programs. | 1 year; destroy | 1990 |
| 5123 | Financial Aid | CU-VPBF-FM-38 | National Direct Student Loan (NDSL) and Direct Student Loan | Records use to maintain accounts of students with National Direct and Direct Student Loans, which includes NDSL Statement of Rights, responsibilities, authorizations, personal student data, and promissory notes. | 10 years; destroy | 1986 |
| 5123 | Financial Aid | CU-VPBF-FM-39 | Financial Aid Status | Records that document student loan accounts experiencing problems and the current status of other loans, which includes award name, amount, ID number, date of disbursement, semester, amount received, disbursed, net and balance. | 5 years; destroy | 1986 |
| 5123 | Financial Aid | CU-VPBF-FM-40 | Daily Transactions Journal of the Financial Aid System | Records that record transactions in the financial aid system from the University or outside sources, which includes Daily Transaction Report, student number, academic year, name transaction date, type, code, description, semester, amounts, receipts, disbursement, and origin. | 5 years; destroy | 1986 |
| 5123 | Financial Aid | CU-VPBF-FM-41 | Student Loan Journals | Records used to document collections received from borrowers and status of loan accounts, which includes billing services on student loan accounts, borrower's name, ID number, date, and amount of repayment. | 10 years after cancelled or repaid; destroy | 1986 |
| 5123 | Financial Aid | CU-VPBF-FM-42 | Financial Aid Bursar's Receipts | Records used to record copies of bursar receipts for monies received by cashiers, which includes financial aid accounts, date, purpose, account ID, transaction type, teller initials and number. | 5 years; destroy | 1986 |
| 5125 | Records and Registration | CU 07952 | Enrollment Files | Records used to verify assigned course grades, student rosters, student names, major, course credit, enrollment status, grade verification | 10 years; destroy | |
| 5125 | Records and Registration | CU 07953 | Class Roles, Course Rosters, Grade Books | Documents student registration and maltriculation, which includes course add/drop cards, class rolls, rosters, and grade books. | 5 years; destroy | 1994 |
| 5125 | Records and Registration | CU 07954 | Student Grade Sheets | Documents final grades assigned to students,which includes name, student number, course, semester, instructor name/signature, and any missing grade reports. | Permanent | 1994 |
| 5125 | Records and Registration | CU 02490 | Registration Records | Documents the registration of student, which includes registration forms, drop/add cards, discharge forms, tuition changes, name and class change forms, student directory, check-up forms, late forms, teacher's registration, postcards to student with problems, and lists of people who withdrew from university. | 5 years; destroy | 1991 |
| 5125 | Records and Registration | CU 08094 | Transcript Request Reports | Records of student requests for academic transcripts, which includes weekly transcript request reports, name, ID number, recipient, and number of transcripts requested. | 1 year; destroy | 1994 |
| 5125 | Records and Registration | CU 03119 | Transcript Requests | Documents requests for transcripts which includes student name, ID number, and record of payment. | 3 years; destroy | |
| 5125 | Records and Registration | CU 10198 | Undergraduate Student Folders | Documents student's acceptance and enrollment, or non-acceptance, which includes applicatons for admission, status of applications, requests for reinstatement, letters of acceptance or rejection, admissions and advisement reports, SAT scores, evaluation of transfer credit, external transcript, course work, grade correction forms, and degree progress reports. | Student not accepted: 1 year; destroy. Students who graduate: 75 years; destroy. | |
| 5125 | Records and Registration | CU 13232 | Former Students | Documents academic careers of students who did not graduate, which includes applications for admissions, status, request for reinstatement, date, letters of acceptance, admission and advisement reports, SAT scores, evaluation of transfer credit, external transcripts, course work, grade correction forms, and degree progress reports. | Records related to grades: 75 years; destroy. Other records: 6 years after last date of attendance; destroy. | |
| 5125 | Records and Registration | CU 13233 | Subpoenaed Student Records Files | Records documenting response to subpoenas for student related records, which includes subpoenas, processing checklists, invoices, receipts for certified mail, notes, and correspondence. | 3 years; destroy | |
| 5125 | Records and Registration | CU 15509 | Student Athlete Eligibility Forms and Reports | Documents athletic eligibility status of enrolled students participating in various sports, which includes reports submitted to the National Collegiate Athletic Associatoin and the Atlantic Coast Conference, student names, background info, grade level, academic standing, GPA, eligibility status, and degree progress. | 7 years; destroy | 2010 |
| 5125 | Records and Registration | CU-VPSA-DAR-4 | Official Transcripts | Records the official transcripts of students attending Clemson University, which includes name, ID number, major, class, courses, grades, and type of degree awarded. | Permanent | |
| 5125 | Records and Registration | CU-VSPA-DAR-5 | Continuing Education Units | Documents records involving continuing education units at Clemson University, which includes name, address, program title, number of continuing education units, inclusive dates, and signatures. | Permanent | |
| 5125 | Records and Registration | CU-VSPA-DAR-9 | Veterans Administration File | Documents enrollment certifications, applications for educational assistance, grade reports, transcripts, change of program, forms concerning Selective Reserve Education Assistance Program, Certificate of Release or Discharge from Duty, records from VA office, beneficiary reports, Certification of Delivery of Advance Payment and Enrollment, guidelines regarding loans and assistance, annual reporting fee, work-study students, audit lists, Veteran and Candidate drop/add weekly summary, and standards of progress. | 5 years; destroy | |
| 5160 | Planning | CU 00291 | Scheduled Instruction and Faculty Workload Analysis | Records compare courses taught by professors on a yearly basis and aid in determining workloads, information includes faculty names, sections, and student hour equivalencies. | 10 years; destroy | |
| 5306 | Accounting for Related Organizations | CUF Series 1 | Cancelled Checks | Documents payment for services and products purchased by Clemson University Foundation officials, which includes payee, amount, and date. | 7 years; destroy | 2003 |
| 5306 | Accounting for Related Organizations | CUF Series 2 | Financial Statements | Documents balance sheets, statement of revenue, expenditures and changes in equity, detail revenue and expenditure reports, which includes fund name and number, report date, and annual budget. | 20 years; destroy | 1999 |
| 5306 | Accounting for Related Organizations | CUF Series 3 | Audit Reports | Documents examination and review of financial records for the foundation by independent audit and accounting firms. Reports include statement of assets, liabilities and fund balances, statement revenue expenditures, changes in fund balances, and notes concerning financial statements and audit recommendations. | 20 years; destroy | 1999 |
| 5306 | Accounting for Related Organizations | CUF Series 4 | General Ledger | Documents a detailed account of assets and liabilities for funds of university's foundations. | Permanent | 1999 |
| 5306 | Accounting for Related Organizations | CUF Series 5 | Accounting Documents | Documents revenue received and expenses paid for Clemson University Foundation, which includes budget forms, revenue receipt forms, journal and disbursement vouchers, purchase orders, and other related accounting reports. | 7 years; destroy | 2003 |
| 5306 | Accounting for Related Organizations | CUF Series 6 | Donor Files | Documents information concerning individual and corporate donors, which includes donor correspondence, company info, wills, family settlements, research profiles, and donor questionnaires. | Permanent | 1999 |
| 5306 | Accounting for Related Organizations | CUF Series 7 | Board Meeting Minutes | Documents minutes created by the Clemson University Foundation of proceedings at quarterly meetings of the Clemson University Foundation Board of Directors. | Permanent | 1999 |
| 5306 | Accounting for Related Organizations | CURF Series 1 | Cancelled Checks | Documents Payment for services and products purchased by Clemson University Research Foundation officials, which includes payee, amount, date, and other related information. | 20 years; destroy | 1999 |
| 5306 | Accounting for Related Organizations | CURF Series 2 | Financial Statements | Documents Balance sheets, revenue statement, expenditures and changes in equity, and detail expenditure reports. Information includes fund name, date, and annual budget. | 20 years; destroy | 1999 |
| 5306 | Accounting for Related Organizations | CURF Series 3 | Audit Reports | Documents the examination and review of financial records for Clemson University Research Foundation by independent audit and accounting firms, which includes statement assets, liabilities and fund balances, revenue expenditures, changes in fund balances, notes concerning financial statements and audit reccommendations. | 20 years; destroy | 1999 |
| 5306 | Accounting for Related Organizations | CURF Series 4 | General Ledger | Documents a detailed account of assets and liabilities for funds of Clemson University Research Foundations on an annual basis. | Permanent | 1999 |
| 5306 | Accounting for Related Organizations | CURF Series 5 | Accounting Documents | Documents revenue received and expenses paid for Clemson University Research Foundation, information includes budget forms, revenue receipt forms, journal and disbursement vouchers, purchase orders, and other accounting reports. | 20 years; destroy | 1999 |
| 5307 | Student Financial Services | CU 11214 | Teller's Daily Balancing Records and Summary Sheets | Documents daily teller cash receipts and deposits made by the Bursar's office, which includes adding machine tapes, summary sheets, amount of deposits plus student notes, accountability brought forward, petty cash, total accountability, teller info, refund, and receipt totals. | 5 years; destroy | 1999 |
| 5307 | Student Financial Services | CU 11215 | Student's Accounts Receivable Edit | Records created by the Office of Business Affairs to document student payment, which includes student's name, social security number, fees, charges due, net balance, phone number, and Collection Register Edit report. | 3 years; destroy | 1999 |
| 5307 | Student Financial Services | CU 10581 | Student Payment Records | Documents student payment records created and maintained by the Bursar's Office, which includes student directory info, fees, deferred payment notes, miscellaneious charges, adjustments, graduate assistant deferred note, adjustments to student fees, and payroll deduction. | 7 years; destroy | |
| 5307 | Student Financial Services | CU-VPBF-FM-17 | Utility/Freight Accounts Receivable | Documents utility, frieght, and telephone bills for all departments on campus, married student housing, and non-university facility on Clemson campus, which includes monthly telephone charges, electric, water bill, interdepartmental orders/transfers, billings, and payments. | 5 years; destroy | 1986 |
| 5307 | Student Financial Services | CU-VPBF-FM-22 | Daily Transaction Error Log | Records used to document errors in accounts, which include batch number, control, sequence, run date, card image, and error message. | 5 years; destroy | 1986 |
| 5307 | Student Financial Services | CU-VPBF-FM-31 | Outstanding Checklist (monthly) | Records of outstanding checks for the month, check number, net amount, and date paid. | 3 years; destroy | 1986 |
| 5307 | Student Financial Services | CU-VPBF-FM-32 | Miscellaneous Accounts Receivable Invoices | Documents invoices for billing customers outside of the university, which includes date, invoice number, billing department, terms, charge description, and amount. | 5 years; destroy | 1986 |
| 5307 | Student Financial Services | CU-VPBF-FM-33 | Student Accounts Receivable Monthly | Documents payments made on student university bills, which includes collection code,description, name, ID, and debit or credit information. | 5 years; destroy | 1986 |
| 5307 | Student Financial Services | CU-VPBF-FM-34 | Daily Back-up for Student Collections | Documents back-up information for student collections, which includes student name and number, transaction number, date, type, semester, transaction code, description, debit or credit, and Transaction Posting Report. | 5 years; destroy | 1986 |
| 5307 | Student Financial Services | CU-VPBF-FM-37 | Agency Transaction Register | Documents audit trail of transactions that passed system edits from the Comptroller General's Office, which included transaction ID, payee, agency batch, voucher, number, check, post date, lump sum, amount, hash amount, and net amount. | 5 years; destroy | 1986 |
| 5308 | Accounting Services | CU 2486 | Request for Trade-in Document | Documents property trade-ins at Clemson University, which includes location of property, application of trade-in, sole source procurement, and new property being purchased. | 3 years; destroy | 1991 |
| 5308 | Accounting Services | CU 2487 | Declaration of Surplus Property/Transfer | Documents the disposition of surplus property and equipment transfer at Clemson University, which includes description of property, method of disposition, and department or agency equipment was transferred. | 3 years; destroy | 1991 |
| 5308 | Accounting Services | CU 2488 | Online Property Inventory | Documents the master list of equipment owned by Clemson University, which includes serial number, quantity, department name, and other related information. | 5 years; destroy | 1991 |
| 5308 | Accounting Services | CU 2489 | Deleted Equipment Report | Documents the equipment deleted from Clemson University's property inventory, which includes serial number, quantity, department name, and other related information. | 5 years; destroy | 1991 |
| 5308 | Accounting Services | CU 11208 | Realization of Revenue Report | Documents in detail all revenue transactions which tie into the revenue and expenditure controls system, which includes transaction description, reference number, date, original budget, budget revisions, revised budget, realized revenue, and unrealized revenue. | 5 years; Archives-permanent | 1999 |
| 5308 | Accounting Services | CU 11209 | Trial Balance (monthly, yearly) | Documents agency transactions and month-ending balances for existing unrestricted current funds, which includes description, batch number, date, reference number, current month activity and balance, and transactions involving restricted funds. | 5 years; Archives-permanent | 1999 |
| 5308 | Accounting Services | CU 11194 | Equipment Purchase Report | Documents all equipment purchases for a year, which includes batch ID, transaction reference, account number, vendor, work/purchase order, amount, debit/credit, use tax, and description. | 3 years; destroy | 1999 |
| 5308 | Accounting Services | CU 11195 | Vendor Check Register | Documents checks written to vendors by the university, which includes vendor number, purchase order, invoice, amount, check number, and voided checks. | 10 years; destroy | 1999 |
| 5308 | Accounting Services | CU 11210 | Asset and Liability Reconciliation Report | Documents fiscal information used to document receipts and disbursements of fiscal accounts of the university, which includes vendor account, corrections to vendor oustanding file, Vendor Bank Reconciliation System, checking summary, debit/credit copies, transaction credit, analysis, check copies, composite bank accounts, state treaurer's forms, and audit listing of bank account. | 5 years; destroy | 1999 |
| 5308 | Accounting Services | CU 11211 | Miscellaneous Journal Entries | Documents financial transaction from account to another, which includes batch control ticket, standard journal entry form, request to withdraw authorized funds, state treasurer's office journal vouchers,and correspondence. | 5 years; destroy | 1999 |
| 5308 | Accounting Services | CU 11212 | Outstanding Reconciled Check List (yearly) | Documents the final list of outstanding checks for the year, which includes vendor number, name, purchase order, check number, date paid, account, charged, and total of check. | 7 years; destroy | 1999 |
| 5310 | Budgets and Financial Planning | CU 09378 | Budget Allocation File | Documents budgetary appropriations, budget analysis, audit activities, and budget requests. | 3 years; destroy | 1996 |
| 5310 | Budgets and Financial Planning | CU 09379 | Budget Appropriation Formula Records | Documents used to compute, justify, prepare budget requests, and comparative analysis concerning the preparation of budgets, which includes state budget formulas, appropriation needs, requirements, and budget allocations by formula percentages. | 5 years; destroy | 1996 |
| 5310 | Budgets and Financial Planning | CU 09380 | General Expenditure Report | Records used to audit and analyze Clemson University expenditures, which includes date, budget code, detail of expenditures, actual total, appropriations, general expenditures, and federal expenditures. | 3 years; destroy | 1996 |
| 5310 | Budgets and Financial Planning | CU 09381 | Vending Machines Allocation File | Records used to audit and report revenue and operational status of vending machines, which includes description of machines, revenue received, location, maintenance reports, audit and revenue reports. | 3 years; destroy | 1996 |
| 5311 | Staff Senate | CU 16319 | Staff Development Program Files | Records created by Staff senate, Staff Development Program, and Human Resources as part of a program that offers staff opportunity to grow in activities, which includes applications, HR memos for salary, salary letter, meeting minutes, eligibilty, survey, rubrics, and participant's binder contents. | Rejected applications: 1 year; destroy All other records: 5 years; destroy. | 2013 |
| 5321 | Controller's Office | CU-VPBF-FM-3 | Budget Status Report (daily, monthly, and yearly) | Documents the financial status of departments, which includes account number, transaction, requisition, purchase order, reference number, date, class, budget, expendinture, encumbrances, and balance available. | Permanent | 1986 |
| 5321 | Controller's Office | CU-VPBF-FM-21 | Sales Tax | Documents departments when sales tax is due on certain invoices, which includes requisition number, account, transaction amount, reference, date, vendor, and total number of records. | 5 years; destroy | 1986 |
| 5321 | Controller's Office | CU-VPBF-FM-23 | Authorized Signature List | Documents record signature authorization sheets from departments, which includes department name, date, number, individual name, signature of authorized individual, and signature of approving authority. | 5 years; destroy | 1986 |
| 5321 | Controller's Office | CU-VPBF-FM-16 | Encumbrance Maintenance Report | Record new purchase orders, which includes transaction input, transaction code, and action taken. | 3 years; destroy | 1986 |
| 5321 | Controller's Office | CU-VPBF-FM-13 | Interdepartmental Transfers | Documents the transfer of funds between Clemson University and other state agencies, which includes agency voucher number, comptroller general's warrant number, agency transferred to, agency transferred from, transaction, agency number, mini code, sub fun code, subsidiary account number, encumbrance number, agency reference number, amount, multipurpose code, total, and signature. | 5 years; destroy | 1986 |
| 5321 | Controller's Office | CU-VPBF-FM-9 | Daily Transactions by Transaction Number Account Number | Documents microfiche titled daily transactions by transaction number and by account number, which includes total checks by day, batch number, run date, and a summary report of transactions into financial system. | 5 years; destroy | 1986 |
| 5321 | Controller's Office | CU-VPBF-FM-6 | Financial Statement Reports (yearly) | Documents bound copies of Clemson University's Yearly Financial Statement Report, which includes assets, liabilities, revenue, and expenditures. | Permanent | 1986 |
| 5321 | Controller's Office | CU-VPBF-FM-8 | Financial Statements (Working papers) | Records contain handwritten ledger sheets to verify and support university financial statements, titled Adjusting Journal Entries and Balance Sheet. | 5 years; destroy | 1986 |
| 5321 | Controller's Office | CU-VPBF-FM-15 | Encumbrances-General Ledger Accounts (Vendor File Change) | Documents vendor deletes, adds, and changes, which includes date, transaction description, vendor name, requisition number, effective date, purchase order, reference number, balance of encumbrance, and total encumbrance. | 3 years; destroy | 1986 |
| 5321 | Controller's Office | CU-VPBF-FM-25 | Encumbrance Relief Report | Documents debits as vendor accounts are paid, which includes payment account number, encumbered account, description of action taken. | 3 years; destroy | 1986 |
| 5321 | Controller's Office | CU-VPBF-FM-24 | Outstanding Encumbrances | Documents outstanding encumbrances, which includes order number, transaction description, vendor name, date, account number, and amount. | 5 years; destroy | 1986 |
| 5325 | Land and Capital Asset Stewardship | CU 16852 | Land Files | Documents real estate transactions of Clemson University, which includes deeds, right of way easements, correspondence relating to real estate transactions, plats, sales contracts, last will and testament, easements, agreements, appraisals, titles, leases, and development of property reports. | Permanent | 2015 |
| 5337 | Human Resources | CU 00798 | Orientation/Workshop Files | Records used to organize orientation and workshops for new employees at Clemson University, which includes surveys, brochures, and handwritten notes. | 2 years; destroy | |
| 5337 | Human Resources | CU 00799 | Employee Suggestion Program Files | Records concerning employee suggestion ideas and improvements to Clemson University, which includes suggested change, cost-saving ideas, and direction for implementation. | 2 years; destroy | |
| 5337 | Human Resources | CU 17651 | Training Management System Employee Training Records | Documents mandatory training for all employees, which includes training course title, completion date, course type, duration, instructors, username, and grade or score received. | 3 years after termination; destroy | |
| 5337 | Human Resources | CU 00842 | Employee Performance Management System Notification | Records used to notify employees' performance review and date. | 1 year; destroy | |
| 5337 | Human Resources | CU 00843 | Dual Employment Request Forms | Records used by employees to request permission to seek additional work in state government and externally by other state employees seeking additional work at Clemson University. | University employees-until approved or rejected, transfer to personnel file. Other employees-1 year; destroy | |
| 5337 | Human Resources | CU 00844 | Leave-Transfer Program Files | Documents leave request forms, dontate request forms, and computer printouts of leave taken. | 3 years; destroy | |
| 5337 | Human Resources | CU 00845 | I-9 Forms | Documents individual's eligibility for employment, which includes employee information and verification, employer review and verification, and instructions for completing form. | 3 years after hiring date or 1 year after termination of employment, whichever is later; destroy. | |
| 5337 | Human Resources | CU 00846 | Incident Files | Documents campus incidents reported to Recruitment and Employee Services Office by Clemson University employees. | 5 years; destroy | |
| 5337 | Human Resources | CU 00847 | Employee Exit Interviews | Records from terminated employees requesting an exit interview, which includes background, termination date, and improvement suggestions. | 5 years; archives | |
| 5337 | Human Resources | CU 04668 | Pick-up Labor Forms | Documents work and pay of students and temporary employees at Clemson University, which includes name, department, beginning work date, pay rate, and other related information. | 15 years after termination of employment; destroy | |
| 5337 | Human Resources | CU 06866 | Hiring Documentation | Documents requirements for available positions, accouncements for vacancies, and hiring analysis, which includes position descriptions, advertisements, position activity notices, and Clemson University Recruitment and Employee Services Job Analysis forms. | 5 years; destroy | |
| 5337 | Human Resources | CU 16311 | Employee Background Checks | Records created to assist in the hiring process based on data obtained from SLED, credit reporting agencies, and background check vendors, which includes name, address, date of birth, social security number, driver's license number, and results of background check. | 5 years after separation from employment; destroy | |
| 5337 | Human Resources | CU 90003 | Employment Applications (not hired) | Employment applications and resumes who were not hired by University. | 2 years from date of rejection; destroy | |
| 5337 | Human Resources | CU 90007 | Grievance Files | Documents grievance proceedings initiated by university employee, which includes original grievance filing, decisions rendered at each level, copies of the grievance and appeals procedure for state agencies, and final decision rendered by state employee's grievance committee. | 15 years after resolution; destroy Duplicate: 2 years after resolution; destroy | |
| 5337 | Human Resources | CU 90013 | Personnel Files (active and terminated) | Records created by Office of Human Resources to document current and former employees of university, which includes applications, letters of recommendation, awards, resumes, performance appraisals, employee profile, dual employment info, separation records, and related correspondence. | 15 years after termination of employment; destroy | |
| 5337 | Human Resources | CU 10019 | Employee Relations and Arbitration Files | Documents resolution of arbitration issues related to personnel matters and working conditions, which includes incident, reprimand, performance data, records related to suspension/substandard performance, work environment conditions, and results of arbitration proceedings. | 3 years after resolution; destroy | |
| 5337 | Human Resources | CU 10020 | Counseling Referrals (Employee Assistance Files) | Documents employees' or their family members request for referrals to counseling services, which includes name, employment status, personal background data, date of contact, problem description, consent, referral type, and date. | 3 years after termination of employment; destroy | |
| 5337 | Human Resources | CU 00677 | Trial Balance for Payroll Funds | Documents cash balances for unrestricted payroll funds, which includes transaction description, current month activity, and balance. | 3 years; destroy | |
| 5337 | Human Resources | CU 00678 | Payroll and Fringe Benefits Vouchers | Documents charges to each department for payroll and benefit expenses, which incudes payroll gross, total fringe benefits charged, approving signature, and date. | 5 years; destroy | |
| 5337 | Human Resources | CU 00679 | Cancelled Payroll Checks | Documents cancelled checks drawn against University's payroll account, which includes employee's name, address, date, and net amount to be paid. | 3 years; destroy | |
| 5337 | Human Resources | CU 00680 | Insurance Billings and Receipt Books | Records concerning insurance coverage and adjustments for subscribers in the Insurance Benefits System, which includes group ID number, net change and reason, and receipts for cash payments made by employees for dependent coverage. | 3 years; destroy | |
| 5337 | Human Resources | CU 00681 | Deduction Registers | Documents amounts deducted from employee salaries, which includes tax levy, insurance benefits, savings, and loans. | 3 years; destroy | |
| 5337 | Human Resources | CU 00682 | Special Pay | Documents special pay base received by university employees, which includes pay base, unscheduled emergency time, hours, and authorization. | 4 years; destroy | |
| 5337 | Human Resources | CU 00683 | Personnel Action Forms | Documents personnel actions, which includes employee position, service, and personnel action. | 3 years; destroy | |
| 5337 | Human Resources | CU 00684 | Automatic Bank Deposit Authorizations | Documents deposit of payroll checks directly into employee accounts, which includes employee name, deposit slip, and effective date. | 3 years after termination, cancellation or change of authorization; destroy | |
| 5337 | Human Resources | CU 00685 | Employee Deductions Information Form (Authorization cards for voluntary deductions) | Documents deduction of monies from employee wages, which includes payroll beginning date, deduction description, effective coverage, and other related coverage. | 3 years after termination, cancellation or change of authorization; destroy | |
| 5337 | Human Resources | CU 00686 | Comparison Reports | Documents what was billed to employee's deduction account and what was paid, which includes employee contribution, employee plus state contribution, billing and difference, and other related information. | 3 years; destroy | |
| 5337 | Human Resources | CU 16028 | Subpoenaed Employees Records Files | Records created as a result of attorney's request to subpoena employee records, which includes plantiff, defendant, date of subpoena, response deadline, copies request, university response, and university fees for copies of information. | 3 years; destroy | |
| 5337 | Human Resources | CU 16038 | Employee W-2 Forms Returned as Undeliverable | Records created by the Office of Payroll to document that the employee copy of the W-2 form was returned as undeliverable, which includes employee background info, name, address, social security number, federal/state wages, tax year, and taxes withheld. | 4 years after due date of tax for the return period, or the date such tax is paid, whichever is later; destroy | |
| 5337 | Human Resources | CU 16039 | Employer Copy of Employee W-2 Forms | Records created to document file copies of Employee Wage and Tax Statement, which includes employer name, address, calendar year, social security number, income tax withheld, wages, tips, compensation, social security tax withheld, social security wages, state/local tax withheld, and employee's name and address. | 4 years; destroy | |
| 5337 | Human Resources | CU 16980 | Foreign Person Tax Documentation | Records used to document U.S. tax status, income, taxes, and treaty exempt income paid to foreign employees, payments of U.S. source financial aid to foreign national students, and payments to foreign national independent contractors, which includes IRS Form 1042, Form 1042-S Foreign Person's U.S. Source Income Subject to Withholding, Form W-9 request, Form W-8BEN Certificate of Foreign Status of Beneficial Owner, claim of Tax Treaty Benefits and Certification, which includes international scholarship reports and payments to foreign national independent contractors. | 7 years; destroy | |
| 5337 | Human Resources | CU-VPBF-FM-7 | Authorization for Annuity Contracts/Annuity Billings and Receipt Books | Documents agreements Clemson University and employees who have elected to reduce salaries in order to buy into annuity systems, which includes name, social security number, amount of salary reduced, to whom payment is made, terms of contract, annuity billings and receipt books. | Permanent | |
| 5337 | Human Resources | CU-VPBF-FM-48 | Report for Retirement | Documents amounts contributed by employees to the State Retirement System, which includes name, social security number, membership contribution up to and over $4,800, non-member contribution, retirement contribution, service credit, and totals. | Permanent | |
| 5337 | Human Resources | CU-VPBF-FM-50 | Verification of Unified Wage Reporting | Documents amount of employee payroll that goes to federal government, name, address, social security number, FICA taxable wage, income tax, state retirement data | 30 years; destroy | |
| 5337 | Human Resources | CU-VPBF-FM-55 | Authorization for Voluntary Withholding | Documents Payroll Deduction Authorization Forms used in deduction employee salary monies necessary to pay for the Deduction Program, which includes name, social security number, department name, amount deducted, company deduction is paid to, date and employee signature. | 5 years after termination or cancellation of authorization and completion of all audits; destroy | |
| 5337 | Human Resources | CU-VPBF-FM-57 | Employee Withholding and Exemption Certificates | Documents the number of withholdings and exemptions claimed by employees, which includes Withholding Allowance Certificate, employee's name, address, social security number, marital status, allowances claimed, additional amounts claimed, exemptions, employer's name, office code, employer's ID number, date, and signature. | 5 years after termination or superseded by new certificate and completion of all audits; destroy | |
| 5337 | Human Resources | CU-VPBF-FM-58 | Employee Payroll Authorization and Cost Distribution | Documents amount of pay each employee is to be paid, which includes department number, payroll ending date, social security number, employee name, pay rate, account number, work code, hours, units, and signature of department head. | 5 years after completion of all audits; destroy | |
| 5337 | Human Resources | 12-807.5 | Computer Output Reports from Payroll Financial Databases | Documents all current and year-to-date employee earnings for the university, which includes social security number, name, gross pay, maintenance, federal/state tax, FICA, requirement, insurance, net pay, check code, check number, and accounting records relating to payroll. | Until updated or no longer needed; destroy | |
| 5337 | Human Resources | CU 08149 | Position Descriptions | Documents actual job tasks performed by position incumbent, which includes employee name, title, classification code slot, job purpose, and description. | Until no longer needed for reference; destroy | |
| 5337 | Human Resources | CU 08150 | Reallocation/Reclassification Studies | Documents studies concerning position reallocation and reclassification requests, which includes analysis of positions, names and social security number of position incumbents, department, and information relating to the reclassification and reallocation requests. | 3 years after completion of study and no longer needed for reference; destroy | |
| 5337 | Human Resources | CU 08151 | Regression Analysis | Documents pay comparison and analysis of salary grade ranges, which includes employees' names, social security number, department, salary grade ranges, drafting plots, and estimated salary statistics. | 3 years after completion of analysis and until no longer needed for reference; destroy | |
| 5337 | Human Resources | CU 08152 | Temporary Salary Adjustment Requests | Documents temporary salary adjustments for university employees, which includes adjustment awarded and temporary performance of extra work/responsibilites. | 3 years after salary action; destroy | |
| 5337 | Human Resources | CU 08153 | Salary Survey | Analyzes and compares clemson salaries with other university salaries, position, annual salary, grade, comparison | 3 years after completion of survey and no longer needed for reference; destroy | |
| 5337 | Human Resources | CU 08154 | Employee Supplemental Salary Requests | Document wages/adjustments to employee's salary, which includes name, department, background info, type of adjustment, date, bonus, special pay, awards, or other salary adjustments. | 3 years; destroy | |
| 5337 | Human Resources | CU 08155 | Exceptional Hourly Rates for Students | Documents student hourly wages that exceed the student pay scale, which includes name, background info, hourly rate, approval by Wage and Salary Administration, and other related information. | 3 years after termination; destroy | |
| 5337 | Human Resources | CU 08156 | Hire Above Minimum Requests | Documents employees hired above minimum pay grade, which includes employee name, social security number, special qualifications, and work experience. | 3 years after date of hiring; destroy | |
| 5337 | Human Resources | CU 08157 | Organizational Charts | Documents organizational structure of the university by department and job classification, which includes department name, position titles, classification, grade, and reporting structure. | 2 years and until superseded; destroy | |
| 5337 | Human Resources | CU 08158 | Position Activity Notice | Records submitted by departments to request funding for positions, which includes incumbent name, department name, position title, social security number, and salary info. | 3 years after issuance of notice; destroy | |
| 5337 | Human Resources | CU 08159 | Position Activity Notice (Temporary Grant Positions) | Records submitted by university departments to funding for temporary grant positions, which includes name of incumbent, name of department, position title, social security number, and salary information. | 3 years after following cancellation of grant conctract or submission of final expenditure report; destroy | |
| 5337 | Human Resources | CU 15582 | W-9 Forms (Request for Taxpayer Identification Number and Certification) | Records created by university administrative personnel and required by the Internal Revenue Service to document taxpayer ID numbers of vendors doing business with the university or individual contractors seeking employment, which includes name/address of vendor, proprietor, corporation, partnership, backup withholding status, taxypayer identification number, and certification to include signature and date. | Until superseded and no longer needed for reference; destroy | |
| 5339 | Risk Management | CU 10022 | Worker's Compensation Injury Report Forms | Documents the recording and reporting of occupational injuries and illnesses, which includes date and time of report, name of injured, status of injury, indication of when injury happened, employer, supervisor, location of injury or illness, estimated disability, and other related information. | 5 years; destroy | 1997 |
| 5339 | Risk Management | CU 11533 | Property Insurance | Documents coverage on university property, including owned or leased buildings and their contents, which includes payments for approved building and insurance claims, policy number, description of property, building inspection reports, type of coverage, terms of policy, and termination or expiration date. | 7 years after termination or expiration of policy; destroy | 2008 |
| 5339 | Risk Management | CU 11534 | Motor Vehicle Comprehensive and Collision Insurance Policies | Documents comprehensive and collision property insurance coverage for university motor vehicles, which includes policy numbers, descriptions of insured motor vehicles, coverage type, terms of policy, and termination or expiration date. | 3 years after termination or expiration of policy; destroy | 2000 |
| 5339 | Risk Management | CU 11535 | Tort Liability Insurance Policies | Documents any damage, personal injury, wrongful act done willfully, negligently or in circumstances involving strict liability, but not involving breach of contract against the university, which includes carrier name, policy number, coverage dates, authorized signatures, name of insured, and termination or expiration date. | 20 years after termination or expiration of policy; destroy | 2000 |
| 5339 | Risk Management | CU 11536 | Aircraft Liability Insurance Policies | Documents liabillity insurance coverage for aircraft, which includes policy number, terms of insurance policy, coverage type, and termination or expiration date. | 20 years after termination or expiration of policy; destroy | 2000 |
| 5339 | Risk Management | CU 11537 | Floaters | Documents floaters insurance coverage on moveable equipment, which includes policyholder, policy number, dates, and name and description of equipment covered. | 10 years after termination or expiration of policy; destroy | 2000 |
| 5339 | Risk Management | CU 11538 | CURF and Related Foundations Insurance Policies | Documents property and casualty insurance coverage for the Clemson University Research Foundation, Clemson University Research Facility, Clemson University Foundation, and IPTAY, which includes carrier name, name of entity insured, type and amount of coverage, and pertinent dates. | 20 years after termination or expiration of policy; destroy | 2016 |
| 5339 | Risk Management | CU 11539 | Certificates of Insurance | Document insurance coverage of university facilities and foundations as proof of indemnification, which includes facility name or entity insured, coverage amount, and pertinent dates. | 10 years after termination or expiration of policy; destroy | 2000 |
| 5339 | Risk Management | CU 11540 | Summer Camp Insurance Policies | Documents person participating in training camps held at the university and employees of the camps, which includes name and background information of student participating, employee, and volunteer, camp name, location, waiver rights, and names of parent or guardian names. | 3 years after termination or expiration of policy; destroy | 2000 |
| 5339 | Risk Management | CU 14960 | Driver Improvement Program and License Screening | Documents employees and student workers who successfully completed American Automobile Assocation's Driver Improvement course and document qualification for point reduction and adjustment by the South Carolina Department of Public Safety, which includes participant's name, address, driver's license number, date of birth, AAA certification, instructior, point reduction, receipts, and invoices. | 7 years; destroy | 2008 |
| 5355 | Grants and Contracts | CU 04670 | Effort Reports - Clear | Documents compensation provided to employees who work on a sponsored project or associated sharing project, which includes employee name, ID, project chartfield strings for payroll, distribution, principal investigator, sponsor, project title, and percentage of effort paid from each chartstring. | 3 years from date of submission of the final expenditure report; destroy | 2015 |
| 5355 | Grants and Contracts | CU 10577 | Post-Award Project Files | Created by Grants and Contracts Administration to document external projects awarded to Clemso University, which includes proposals, award documents, modifications, notifications, invoices, financial reports, non-financial info, budget amendments, sub-award and correspondence. | 3 years; destroy | 2015 |
| 5365 | Procurement Services | CU 10579 | Cancelled Checks | Used to record checks writen to vendors by the university and subsequently cancelled, which includes date, check number, amount, and the party to whom the check was paid. | 7 years; destroy | |
| 5365 | Procurement Services | CU 11196 | Check Payments to Vendors | Used to record the number of checks and amounts written to vendors, which is entitled Check/Voucher Listing-Accumulative, and includes vendor number, vendor name, purchase order number, check number, date paid, amount code charged, voucher amounts and check total. | 10 years; destroy | |
| 5365 | Procurement Services | CU 01315 | Bid Package | Documents all bids submitted for products and services to be purchased or leased by Clemson University, which includes request for quotation, purchase order voucher, and sealed bid. | 5 years; destroy | |
| 5373 | University Bookstore | CU 00290 | Book Lists | Documents textbook requests by faculty members, which includes course name, instructor, book title, and related information. | 1 year; destroy | 1991 |
| 5393 | Campus Services | CU 00297 | Daily Logs | Documents copy services provided to departments, date service requested, service description, and department. | 3 years; destroy | 1991 |
| 5393 | Campus Services | CU 00298 | Internal Job Estimates | Estimates for printing jobs requested by departments, which includes quantity, size, binding, and other related information. | Jobs not printed: 6 months; destroy Jobs printed: 3 years; destroy | 1991 |
| 5393 | Campus Services | CU 00299 | Proof Sheets | Approval of work product as is or with changes, job title, proof date, department name | 3 years; destroy | 1991 |
| 5393 | Campus Services | CU 00612 | Copier Service Logs | Documents reports of broken copy machines, which includes date, location, and problem. | 2 years; destroy | 1991 |
| 5393 | Campus Services | CU 00613 | Report for the Period | Documents total number of copies orimpressions made quarterly, which includes manufacturer,model, impressions per minute, quarter impressions, and total number of impressions for agency. | 2 years; destroy | 1991 |
| 5393 | Campus Services | CU 08071 | Daily Postage Revenue Logs | Records the amount of money received daily from customers for postal fees, information includes itemized account for charges and related mail services. | 3 years; destroy | 1994 |
| 5393 | Campus Services | CU 08072 | Mail Management Reports | Documents monthly receipts/expenditures for mail services, which includes charges to departments, bulk mailing, United Parcel Service receipts, Pitney Bowes meter readings, and daily revenue received. | 3 years; destroy | 1994 |
| 5393 | Campus Services | CU 08073 | Mailing Permits | Documents US Postal Services mailing permits and assignments, which includes applications for permit number, and applications to mail at special bulk third class rates. | 3 years after termination or expiration of permit; destroy | 1994 |
| 5393 | Campus Services | CU 08074 | Post Office Box Rentals | Documents the assignment of post office boxes to customers, which includes name/address of customer, post office box number, and rental fee. | 4 years; destroy | 1994 |
| 5393 | Campus Services | CU 08075 | Post Office Box Rental Applications | Documents customer requests to rent post office boxes, which includes name,address, ID of applicant, and terms of rental agreement. | 2 years after expiration of agreement; destroy | 1994 |
| 5393 | Campus Services | CU 08076 | Postage Meter Settings | Records used to record and reconcile postage meter settings, which includes postage meter settings, reconciliation, date, amount of setting, reading, meter number, postmaster's signature and location. | 3 years; destroy | 1994 |
| 5393 | Campus Services | CU 08077 | Registered Mail Logs | Documents registered mail received from and delivered to campus personnel, which includes date, office or zip origin, registered number jacket, lock or seal numbers, dispatching or receiving clerk, number of articles, despcription, and authorizaed signature. | 3 years; destroy | 1994 |
| 5393 | Campus Services | CU 08078 | United States Postal Requests | Documents postal materials ordered, such as stamp orders, plain envelopes, post cards, and supplies. | 4 years; destroy | 1994 |
| 5393 | Campus Services | CU 08079 | United Parcel Service Logs | Documents United Parcel Service deliveries and receipts which includes name, authorized signature, description of parcel, parcel number, time and date delivered. | 3 years; destroy | 1994 |
| 5393 | Campus Services | CU 13946 | Flight Logs and Passenger Manifest | Documents the activity and passengers of university aircraft, which includes trip sheets, logs, purpose of trip, crew, date, starting and ending times, departure/arrival points, layover, billing info, trip type, passenger's name and signature, department, flight and billing costs. | University Office: Until no longer needed for reference; University Archives: selection of needed documentation | 2004 |
| 5402 | Board of Trustees | CU 16787 | Board of Trustee Files | Records created to document information regarding the Board of Trustees of Clemson University, information includes membership lists, meeting minutes, biographical info on Board members, correspondence, memoranda, Board resolutions, recommendations to the Board, Board license plates, regulations/quarantines of the Board, trustees emeriti, Board and committee investigations, trustee manuals, and annual reports submitted to the Board. | Office: 5 years; University Archives: Permanent | |
| 5402 | Board of Trustees | CU 16788 | Honorary Degrees | Records created to document persons who have received honorary degrees from Clemson University, which includes correspondence, citation, honorary degree diplomas, photographs, biographical sketches, list of all honorary degree recipients, and other related information. | Office: 5 years; University Archives: Permanent | |
| 5403 | Office of Internal Audit | CU 11239 | Audit Workpapers | Documents periodic financial, operational, and compliance audits as well as consulting engagements of departmental offices conducted by the Internal Auditing Office, which includes planning documents, audit programs, audit workpapers, findings, and reccommendations. | 10 years; destroy | 2014 |
| 5403 | Office of Internal Audit | CU 16528 | Final Audit Reports | Documents the final results of financial, operational, and compliance audits, as well as consulting engagements of departmental offices conducted by the Internal Auditing Office, which includes background information, scope, objectives, findings, reccommendations, and responses. | Office: 30 years; University Archives: Permanent | 2014 |
| 5403 | Office of Internal Audit | CU 16529 | Resource Files | Documents departmental resources used in campus audits conducted by the Internal Auditing Office, which includes contracts, organizational documents, policies, procedures, and suggestion sheets. | Until no longer needed for reference; destroy | 2014 |
| 5404 | Office of Access and Equity | CU 06101 | Access and Equity Report | Documents statistical data related to hiring/retention of minority faculty and staff, which includes a report submitted to Commission on Higher Education as a basis for grant funding detailing number of university employees according to job, sex, race, salary, and title. | 3 years; destroy | |
| 5404 | Office of Access and Equity | CU 06102 | Office of Federal Contract and Compliance Audit Records | Documents the university's hiring practices and compliance documentation with the Federal Equal Opportunity and Affirmative Action programs, which includes correspondence, memoranda, coordination of University's Affirmative Action and Desegregation plan, information on hiring practices, and number of employees identified by sex, race, and salary. | 3 years after audits are completed; destroy | |
| 5404 | Office of Access and Equity | CU 06103 | Graduate Incentive Fellowship Records | Documents the awarding of fellowships to minority student who attend the graduate program at Clemson, which includes background info, academic status, funds awarded, residency requirement status, and fellowship contractual agreement. | Approved applicants: 3 years after expiration of contract provided all audits have been completed; destroy. Rejected applicants: 1 year after rejection; destroy. | |
| 5404 | Office of Access and Equity | CU 06104 | Affirmative Action Forms | Documents recruitment of job applicants based on Affirmative Action guidelines, information includes name, sex, identiy, location, and title of position. | 3 years; destroy | |
| 5404 | Office of Access and Equity | CU 06105 | Mini-Grant Records | Documents grants denied or awarded to black faculty, staff, and students for projects concerning minority educational issues, which includes grant applications, project proposals, rejected grants, approved applicants and amount of grants awarded. | Approved applicants: 3 years after completion of project and successful audits; send to University Archives for selection of needed documentation. Rejected applicants: 1 year after rejection; destroy. | |
| 5404 | Office of Access and Equity | CU 15414 | Internal and External Employee/Student Complaints | Documents complaints by University employees and/or students based on age, color, disability, gender, origin, race, religion, sexual orientation, or veteran's status, which consists of name, background data, date of alleged complaint, statement of allegations, positions of parties, summary of the findings of fact, determinations by investigator, recommendations to resolve compliant, and final disposition. | 1 year after separation or termination; destroy | 2010 |
| 5604 | Advancement: Finance and Administration | CU 04935 | University and Foundation Fund Source Documents File | Documents contributions and soliciations of funds for Clemson University and Clemson University Foundation, which includes mail solicitation material, letters, photocopies of checks, and matching gift forms. | 3 years; destroy | 1992 |
| 5604 | Advancement: Finance and Administration | CU 04967 | Fund Agreements | Documents donation agreements between Clemson University, Clemson University Foundation, and their respective donors; which includes amount of donation, minimum total value of fund, purpose of fund, date, criteria for recipients, terms of agreement, date, and signature of donor and authorized university signatures. This series includes Endowed Fund, Annual Fund, and Annual Award agreements. | Until completion of audit and no longer needed for reference; Archives Permanent. | |
| 5606 | Strategic Communications | CU 04930 | News Releases (agricultural communications) | Documents news media coverage in agricultural research, which includes science articles on agricultural science, extension service, and experiment stations at Clemson University. | 5 years; University Archives for selection of needed documentation | 1992 |
| 5606 | Strategic Communications | CU 04932 | Curriculum Vitae for Faculty and Key Administrators | Documents biographical information for Clemson University faculty and key administrators, information includes educational background, employment history, and awards received. | 3 years after termination of employment; University Archives: Permanent | 1992 |
| 5606 | Strategic Communications | CU 04933 | Newspaper Clippings File | Documents news coverage of Clemson activities and events. | 2 years; destroy | 1992 |
| 5606 | Strategic Communications | CU 04936 | News Releases | Documents news reports about department activities and events at Clemson University, except Althetic Dept. and Agricultural Science Dept. | 5 years; University Archives for selection of needed documentation | 1992 |
| 5608 | Office of Creative Services | CU 04931 | Closed Job Files | Documents completed printing jobs retained by Publications and Graphic staff to assist in reproduction of outdated publications, which includes specifications, costs, publication job sheet, and job closing information. | Until superseded or no longer needed for reference; destroy | 1992 |
| 5701 | VP for Research | CU 15788 | Export Control Records | Documents federal regulations governing US trade sanctions and restricitons on export, which includes license approvals, agency communications, negotiations, investigatory questionnaires, boycotts or export transactions subject to the Office of Foreign Assets Control, Export Administration Regulations, or International Traffic in Arms Regulations. | 5 years after final transaction; destroy | 2011 |
| 5702 | Sponsored Programs | CU 08010 | Small Grants and Contracts | Documents the administration of small grants and contracts. Information includes award notification, proposals, account ID number, receipt number, principal investigator, budget account number, grant/contrat period, grant expenditure reports, sponsor, and related correspondence. | Grant records: 3 years after submission of fiscal expenditure report; destroy. Contract records: 3 years after termination of contract; destroy. | 1994 |
| 5704 | Research Compliance | CU 08007 | Animal Care and Use Protocol Records | Records used to document research, teaching, testing projects involving animals, which includes project title, principal investigator, funding agency, laboratory research, field studies, animal welfare policy, and project reports. | 3 years after completion of project; destroy | 2011 |
| 5704 | Research Compliance | CU 08008 | Human Subject Research Protocol Records | Records used to document research involving human subjects, which includes project title, principal investigator, funding agency, grant number, patient's information and signature, and project reports. | 3 years after completion of project; destroy | 2011 |
| 5704 | Research Compliance | CU 13868 | Institutional Biosafety Protocol Records | Records used to document research projects involving biological hazards, chemical hazards with vertebrate animals, and recombinant DNA, which includes Institutional Biosafety Committee reports and recommendations, project title, principal investigator, type of hazardous agent, project number, funding agency, and research protocols, | 3 years after completion of project; destroy | 2011 |
| 5705 | Technology Transfer | CU 08009 | Intellectual Property Committee Files | Documents inventions made by university personnel using university resources, information includes invention disclosure and patent, copyright software, trade secrets, patent protection records, and relatec legal fees. | 5 years; transfer to University Archives Permanent | 1994 |
| 5705 | Technology Transfer | CU-PVPA-OUR-7 | Research Proposal Logs | Documents lists of research proposals, which includes principal investigators, name, campus location, agency, date, amount, brief title, file copy number, and result. | After no longer needed for reference; transfer to University Archives for selection of needed documentation. | 1986 |
| 5705 | Technology Transfer | CU-PVPA-OUR-8 | Research Proposal Logs/University Patents, Inc. | Documents information concerning the Drug Science Foundation (DSF,) technology transfer agency, and University Patents Inc (UPI;) which includes reports from DSF detailing current technological advances and UPI reports concerning disclosures made by faculty or students which may warrant patent. | After no longer needed for reference; transfer to University Archives for selection of needed documentation. | 1986 |
| 5708 | Research Services | CU 14718 | Research Support Agreements | Documents contractual agreements between office of research services and another party, which includes dates, parties, contract type, scope of work with description, cost estimates, and signatures. | 3 years after cancellation and/or expiration of contract; destroy | 2007 |
| 5713 | Dean of Graduate School | CU 7932 | Graduate School Student Application Records (rejected or not enrolled) | Documents application records of rejected applicants, and accepted students who did not enroll in graduate school; information includes applications, status, academic transcript copies, reference letters, test scores, and acceptance or rejection letters. | 1 year; destroy | 1995 |
| 5713 | Dean of Graduate School | CU 7933 | Enrollment Data Reports | Defunct series of data concerning graduate school enrollment, report number, name, degree, major, total number of students, code, gender | destroy | 1995 |
| 5713 | Dean of Graduate School | CU 8322 | Earned Graduate Degree File | Documents records of students who have earned their graduate degree from Clemson, information includes applications, courses completed, and records confirming fulfillment of degree requirements. | 2 years after date of graduation; destroy | 1995 |
| 5713 | Dean of Graduate School | CU 8323 | Graduate Course Enrollment Request Forms (for senior undergraduate students) | Documents requests for enrollment in graduate school courses by senior students in undergraduate school, which includes date, name, graduate courses requested, credit hours required for bachelors/graduate degree, signature, course request approval or rejection, department head, and admissions office. | Approved requests: 3 years from date of approval; destroy. Rejected requests: 1 year from date of rejection; destroy. | 1995 |
| 5713 | Dean of Graduate School | CU 10576 | Graduate Student Files | Documents graduate students receiving masters and/or doctorate degrees from Clemson University, which includes plan of study listing courses that are applied to each degree. | 75 years; destroy | 1998 |
| 5713 | Dean of Graduate School | CU 17351 | Course Approval Forms | Records for submission to the Undergraduate Curriculum Committee and Graduate Curriculum Committee to aprove/deny creation of undergraduate and graduate level courses; information includes title of propose course, description, course rationale, prerequisites, enrollment, facility/library requirements, signatures of chair of the curriculum committee, department chair, dean, provost, and president. | 5 years; destroy | 2017 |
| 5714 | Office of Global Engagement | CU 07948 | Visiting Professors and Scholars Exchange Program Files | Documents background information and status of international professors and scholars at Clemson University, which includes participant's name, country of birth, local address, telephone number, social security number, exchange visitor checklist, immigration and naturalization service forms, US information agency forms, program application, and Certificate of Eligibility for Exchange Visitor. | 10 years after participant completes program visit; destroy | 1994 |
| 5714 | Office of Global Engagement | CU 07949 | Institutional Linkage Agreements | Documents cooperative agreements between Clemson and foreign universities concerning academic exchange programs and the sharing of academic resources, which includes terms of agreement, signatures, and date. | 10 years after termination of agreement; destroy | 1994 |
| 5714 | Office of Global Engagement | CU 07950 | International Student Files | Documents information concerning the admission and enrollment of international students in university's graduate school, which includes name, background info, eligibility for nonimmigrant student status, passport copies, admission documents, and graduate school application. | 10 years after graduation or last date of attendance; destroy | 1994 |
| 5737 | Research Safety | CU 09226 | Radioactive and Hazardous Material Incident Log Book | Documents accidents or incidents involving radioactive or hazardous material concerning exposure to student or employees, which includes name of waste or contaminant, exposure indication, date, time, location of accident/incident, name of contact to inform for clean up services, and investigator's name. | Permanent | 2015 |
| 5737 | Research Safety | CU 09227 | Badge Readings | Records are used to measure the levels of radiation by employees and students' badge film, and the levels of radiation exposure to students and employees, which includes students or employees' badge ID numbers, level of radiation dose measured, date, and laboratory name and location. | Permanent | 2015 |
| 5737 | Research Safety | CU 09228 | Radiation Survey | Documents routine radioactive contamination surveys and surveys of incoming radioactive shipments, which includes results of surveys and calculations used to evaluate individual dose equivalents, individual and intakes and release of radioactive effluents to the environment. | Permanent | 2015 |
| 5737 | Research Safety | CU 09229 | Biological and Biohazard Waste Manifests | Documents biological and biohazard waste shipped or treated by Clemson University, which includes treatment or disposal facility of infectious or non-infectious waste with generator ID number, weight and date, log of infectious waste log treated onsite by Biological Safety Officer of individual performing the treatment. | Permanent | 2015 |
| 5737 | Research Safety | CU 09230 | Policies for Management and Disposal of Radioactive Waste | Documents procedures or guidelines for the management and disposal of the university's radioactive waste, which includes policies, date, radioactive waste decontamination procedures, radioactive waste disposal guidelines, information concerning radiation risks, types of categories of radioactive substances, and other related information. | Permanent | 2015 |
| 5737 | Research Safety | CU 09231 | Policies for Management and Disposal of Mixed Waste | Records are used to document policies for the management and disposal of the university's mixed waste that contains radioactive substances and hazardous materials, which includes policies, date, guidelines for handling mixed wate, and mixed waste disposal procedures/ | Permanent | 2015 |
| 5737 | Research Safety | CU 09232 | Aqueous Radioactive Waste Reports | Documents aqueous waste located near the university's facilities, which includes ID and location of aqueous waste discovered in/around university facilites, and guidelines regarding disposal of aqueous waste. | Permanent | 1996 |
| 5737 | Research Safety | CU 09233 | Calibration of Instrument Records | Documents the calibration of instruments used to detect hazardous and radioactive waste, which includes data, time instrument was calibrated, person conducting calibration and adjustment tests. | Permanent | 1996 |
| 5737 | Research Safety | CU 16998 | Hazardous Waste Manifests | Records created by waste services personnel and the hazardous waste disposal contractor to ship regulated hazardous waste from site generation to TSDF, which includes names, addresses, phone numbers, EPA ID number of generator, transporter, TSDF, Dept. of Transportation proper shipping names, quantities, pounds of waste, signatures, and TSDF personnel. | Permanent | 2015 |
| 5737 | Research Safety | CU 16999 | Hazardous Waste Management Facility Central Accumulation Point Inspection Reports | Record malfunctions/deteriorations, operator errors, discharges at waste management facility that cause the release of hazardous waste or threaten health, observations/deficiencies, nature of repairs, remedial actions taken, inspector, time, date | 3 years; destroy | 2015 |
| 5737 | Research Safety | CU 17000 | Hazardous Waste Reports to Federal and State Regulatory Agencies | Records all reports and treatability studies created by Clemson University Office of Research Safety staff and trasmitted to the South Carolina Dept. of Health and Environmental Control and the Environmental Protection Agency in accordance with South Carolina and federal laws. | Permanent | 2015 |
| 5737 | Research Safety | CU 17001 | Radiation Protection Program Audits | Documents audits performed annually by the licensee, which is the Office of research safety, in accordance with SC DHEC 61-63, which includes reviews of program content and implementation, and inspection results. | Duration of the license | 2015 |
| 5737 | Research Safety | CU 17002 | Radiation Protection Program Records | Records created by Clemson University staff to document radiation protection program activities, which includes policy and mission statements, committee bylaws, manuals, and provisons of the program related to radiation and x-ray safety. | Permanent | 2015 |
| 5737 | Research Safety | CU 17003 | Radiation Long Half-Life Waste Disposal Records | Records created by Clemson University staff to records disposal of long half-life radioactive waste, which includes date of disposal, date placed into storage, radionuclides disposed, survey instrument used, background dosage rates, and name of individual performing disposal. | Permanent | 2015 |
| 5737 | Research Safety | CU 17004 | Radioactive Material Receipt and Transfer | Records created by Clemson University staff to document the transfer and receipt of radioactive material, which includes radionuclides, activity, shipper, recipient's name, date/time of receipt, results of package survey, and identity of individual shipping/receiving package. | Permanent | 2015 |
| 5737 | Research Safety | CU 17005 | Radioactive Short Half-Life Waste Disposal Records | Records created by Clemson University staff to document the decay-in-storage disposal of radioactive waste, which includes disposal date, date placed into storage, radionuclides disposed, instrument used, dose rate measured at container surface, and individual performing disposal. | Permanent | 2015 |
| 5737 | Research Safety | CU 17006 | Test Results, Waste Analysis, or Other Determinations | Records created by Clemson University staff to make hazard determinations on each waste stream in accordance with South Carolina Waste Management Regulation 61-79.262.11, which includes declaration forms submitted by generators of hazardous waste, and lab analysis results. | Permanent | 2015 |
| 5737 | Research Safety | CU 17007 | Training Records | Records created by Clemson University staff in accordance with South Carolina Hazardous Waste Management Regulations, and are required to train generators of hazardous waste, which includes sign-in attendance sheets, syllabi for training sessions, lectures, handouts, certificates of training completion, test results, and related material used for instructional purposes. | 50 years from date of creation; destroy | 2015 |
| 5904 | University Facilities | CU 08080 | Monthly Trip Logs | Documents monthly vehicle usage, which includes date, driver's name, license number, beginning/ending odometer readings, destination, purpose, vehicle tag number, vehicle number, and project number. | 3 years; destroy | 1994 |
| 5904 | University Facilities | CU 08082 | Requests for Motor Vehicles | Documents requests the use of university motor vehicles, which includes ticket number, account number, percentage of costs, date, department's name, principal/alternate driver's name, license number, social security number, trip purpose, time/type of vehicle needed, authorized signature, and reservation status. | 3 years; destroy | 1994 |
| 5904 | University Facilities | CU 08083 | Motor Vehicle Master Files | Documents master file of vehicles owned and/or removed from the motor vehicle fleet, which includes maintenance history, miscellaneous maintenance, monthly gasolne and oil record, serial number, motor vehicle number, model, year, key code number, color, and signatures of foreman and mechanic. | 3 years after disposition of vehicle; destroy | 1994 |
| 5904 | University Facilities | CU 08084 | Motor Vehicle Operations and Maintenance Files | Documents motor vehicle operations and maintenance, which includes motor vehicle requests, inspection reports, motor vehicle accident reports, and motor vehicle inventories. | 3 years; destroy | 1994 |
| 5904 | University Facilities | CU 08085 | Motor Pool Vehicles Ownership Files | Information documents motor vehicles owned by university departments or assigned to university departments, which includes purchase requisitions, purchase orders, vehicle specifications, bid requests, lease options, serial number, make and model, and maintenance activity. | 3 years after disposition of vehicle; destroy | 1994 |
| 5904 | University Facilities | CU 08086 | Trip Cancellations | Documents the cancellation of motor vehicle trip requests, which includes ticket number, account number, percentage of costs, date, department name, principal/alternate driver's name, license number, social security number, trip purpose, time/type of vehicle, signature, reservation status, and cancellation notice. | 1 year after cancellation; destroy | 1994 |
| 5904 | University Facilities | CU 08420 | Air Quality and Emission Reports File | Documents campus air quality and emissions from university's utilities, which includes permit applications, air quality reports, steam production data, emission readings, and other related information. | 3 years after the date on which record was made or report submitted; destroy | 1995 |
| 5904 | University Facilities | CU 08421 | Drinking Water Monitoring Reports | Documents quality of the university's drinking water, which includes bacteriological analysis, location of reported bacteria, water temperature, date, time, and name of person completing report. | 12 years; destroy | 1995 |
| 5904 | University Facilities | CU 08422 | Water Service Agreements | Documents agreements between university and a water service compnay, which includes type of service, amount of water to be delivered, terms of agreements, and authorized signatures. | 3 years after termination of agreement; destroy | 1995 |
| 5904 | University Facilities | CU 08423 | Waste Water Treatment Monitoring Reports | Documents the quality of water in the university's waste treatment facilities, which includes bacteriological analysis, water temperature, water summary, date, time, name of person completing report, and correspondence. | 3 years; destroy | 1995 |
| 5904 | University Facilities | CU 08424 | Utility Report | Documents utility usage at the University; which includes meter reading, utility consumption, and usage of coal, electricity, steam, water and natural gas. | 3 years; destroy | 1995 |
| 5904 | University Facilities | CU 08425 | Polychlorinated Biphenyl Program (PCB) File | Documents the use of PCB at the University's generator and utility facilities, which includes clean-up policies and procedures concerning industrial compounds, inspections, maintenance history, leaks, repairs, replacement, containment, amount of dielectric fluid burned each month, and monitoring of combustion. | 5 years; destroy | 1995 |
| 5904 | University Facilities | CU 08426 | Specifications, Drawings and Maps | Documents specifications, drawings, and maps for all institution's buildings and facilities, which includes building name, location, date constructed, plans, drawings, maps, history of building, engineer, and construction company. | University Archives: Permanent | 1995 |
| 5904 | University Facilities | CU 08427 | Work Order Files | Documents work performed by the Facilities and Operations Staff; which includes requesting department, number, requisition, department contact, office number, phone number, building name, work order, signature, job description, requisitions, change order forms, blueprints, correspondence, cancelled work orders, and other related information. | Completed work orders: 10 years after year is completed; destroy. Cancelled work orders: 2 years after work order is cancelled; destroy. | 1995 |
| 5904 | University Facilities | CU 08428 | Maintenance Planning and Control Database Report File | Documents work activity performed by facilities and operations staff for university departments, which includes building number, job descriptions, project number, materials account number, labor account number, estimated start date, finish date, and related accounting information. | Until no longer needed for reference; destroy | 1995 |
| 5904 | University Facilities | CU 08429 | Asbestos Abatement Training Records | Documents asbestos abatement training for employees working with or around it, which includes employee's name, address, background info, name of class, date, and certification. | 1 year after last date of employment; destroy | 1995 |
| 5904 | University Facilities | CU 08430 | Pesticide Treatment Reports | Documents the use of pesticides on university buildings and grounds, which includes name and location, area of campus grounds, time/date of pesticide treatment, and individuals involved. | 3 years; destroy | 1995 |
| 5904 | University Facilities | CU 08431 | Asbestos Abatement Project Files | Documents removal of asbestos at university buildings and facilities, which includes project reports, removal agreements, logs, medical approvals for employees, dual employment data, sample and test reports, and other related information. | 30 years; destroy | 1995 |
| 5904 | University Facilities | CU 08432 | Service Contracts | Documents contracts between the University and business for removal of asbestos; which includes bids, service agreements, medical reference info, and conditions of contract. | 3 years after termination of contract; destroy | 1995 |
| 7101 | Athletic Department | CU 00239 | Sports Contract Files | Documents athletic agreements between Clemson University and the ACC, which includes ACC Agreement, ACC Athletic Competition Agreement, ACCpPrticipation Agreement, and other related contracts and information. | Dept.: 6 years; then transfer to University Archives for selection of needed documentation. | 1991 |
| 7101 | Athletic Department | CU 00240 | Concession/Lease Agreements | Documents agreements of concession sales at sports events involving Clemson University Trademarks and rentals, which includes Athletic Concession Agreements, Revocable Nonexclusive Licenses to use certain indicia of Clemson University, and Clemson University Memorial Stadium Executive Suite Lease agreements. | 5 years; destroy | 1991 |
| 7101 | Athletic Department | CU 00241 | Recruiting Files | Documents the recruitment and eligibility of student althetes for participation in the athletics program governed by National Collegiate Athletic Association and ACC, which includes official visit of prospective athlete, , affirmation of eligibility, National Letter of Intent, and other related forms. | 6 years; destroy | 1991 |
| 7101 | Athletic Department | CU 00242 | Equipment Files | Documents the loaning of sportswear to athletes, which includes Equipment Room Daily Activity Report, rental charts, statement of lost equipment, and other related information. | 4 years; destroy | 1991 |
| 7101 | Athletic Department | CU 00243 | Helmet Information Files | Docuents rental, wear, and maintenance of football helmets to meet all legal standards, which includes equipment fitting record, maintenance records, and warning statements regarding use of helmets. | 15 years; destroy | 1991 |
| 7101 | Athletic Department | CU 00244 | Cheerleading Files | Documents the selection of cheerleaders and establishment of promotional events, which includes applications for tryouts, promotional sign-up forms, and time schedules, | Office: 6 years; transfer to University Archives for selection of documentation. | 1991 |
| 7101 | Athletic Department | CU 00245 | Sports Information Files | Documents information provided to public relations and news media regarding sports events at Clemson University, which includes box scores, play-by-plays, and team statistics. | Office: 5 years, then transer to Univeristy Archives for selection of needed documentation. | 1991 |
| 7101 | Athletic Department | CU 00246 | Scrapbooks | Records include newspaper clippings found in local newspapers concerning athletic events at Clemson University. | Office: until reference value ceases, transfer to University Archives for selection of documentation. | 1991 |
| 7101 | Athletic Department | CU 00247 | Ticket Applications | Documents applications to process requests for season and individual game tickets to athletic events, which includes applicant's name, address, phone number, and number of tickets requested. | 3 years; destroy | 1991 |
| 7101 | Athletic Department | CU 00248 | Ticket Records | Documents the ticket operations and disposition of tickets for athletci events, which includes disposition of tickets, allocations for away games, stadium attendance, and other related records. | 3 years; destroy | 1991 |
| 7101 | Athletic Department | CU 00249 | Medical Records | Documents student athletes' medical conditions during association with the university's athletic program, which includes player information, medical history, injury complaint, drug testing, and other related information. | 10 years after graduation or withdrawal; destroy | 1991 |
| 7101 | Athletic Department | CU 00250 | Player Evaluations | Weight training programs of athletes, player profiles, attendance records, performance rankings | Office: 5 years; University Archives: selection of needed documentation | 1991 |
| 7101 | Athletic Department | CU 07951 | Student Academic Counseling Files | Documents information concerning academic counceling for students participating in sports, which includes athlete's name, background, courses for current semester, tutors, grade release form, academic reports, and orientation information. | 6 years; destroy | 1994 |
| 7113 | IPTAY | CU-VSPA-IPTAY-1 | Life Member Records | Documents the financial status of IPTAY life members, which includes IPTAY life members by amount categories, name, payments, and payment dates. | Until no longer needed for reference; destroy | 1990 |
| 7113 | IPTAY | CU-VPSA-IPTAY-2 | Matching Gifts | Documents matching gifts given to the university to support athletic activities; which includes correspondence, memoranda, copies of applications by company employees for matching gifts, matching gift forms, policies from participating companies, matching gift company reports, Matching Gifts Notes newsletter, receipt transmittal reports, copies of checks and receipts. | Permanent | 1990 |
| 7113 | IPTAY | CU-VPSA-IPTAY-3 | Tiger Life Insurance Files | Documents Tiger Life insurance policies offered through IPTAY, which includes correspondence, heir requests, policies, amendments to application for insurance, rider containing exclusion provision, statement of policy cost, and benefit information. | Until no longer needed for legal, fiscal, or administrative reference; University Archives for selection of needed documentation. | 1990 |