The University Records Retention Schedule (URRS) is adopted as an administrative rule of the Texas State Library and Archives Commission (TSLAC) and supersedes the schedule of December 10, 2019.
This retention schedule indicates the minimum length of time records series must be retained by a public university or institution of higher education in the State of Texas before destruction or archival preservation. The URRS does not take the place of a university’s retention schedule but is to be used by the university to develop and update its schedule. Additionally, the URRS does not replace the Texas State Records Retention Schedule (RRS). Both the URRS and RRS are to be used by universities to develop and update their own schedules for approval by TSLAC. Records series listed on the URRS are those that are commonly found in most public universities.
The retention periods given in the URRS are required minimums; TSLAC also recommends them as appropriate maximum retention periods. Some agencies may need to keep some of the records listed for longer periods; agency legal staff should be consulted. For individual records series, there may be requirements in law or regulation for submitting copies of records to other state agencies. Each agency should determine any requirements for filing copies that may apply to the agency's specific records series.
In addition to the common records listed in the URRS, each agency has unique records series that must be included in its retention schedule. Each agency must submit a complete records retention schedule, entered on Form SLR 105, or an approved facsimile, to the State and Local Records Management Division of the Texas State Library and Archives Commission (Government Code, §441.185).
If a federal or state statute or regulation specifies a longer retention period for any records series received, created, or maintained by an agency, the statute or regulation overrides this schedule.
Archival Codes:
I – The records must be transferred to the institutional/university archives for long-term preservation.
O – The institutional/university archives must be contacted for an archival review of the records before disposition. Those records determined to be archival must be transferred to the institutional/university archives for long-term preservation.
Retention Codes:
All numbers used with retention periods are expressed in years unless otherwise indicated.
Amendment Notice
Occasionally, a records series will be deleted from this schedule because it has been determined that it is not a record maintained in most agencies, but it may remain a specialized record in some agencies.
Missing numbers in the Records Series Item Number sequence indicate that in prior editions of this schedule a records series was eliminated, combined with another records series, or was re-numbered.
Record Series Item No. (RSIN)
Record Series Title
Records Series Description
Retention Period
Archival
Remarks
Legal Citation
11.1.001
Alumni Association Program Records
Records documenting the implementation of programs administered by the office such as marketing products, credit cards, insurance, dues information, and football tickets.
11.1.002
Alumni Records
Alumni affair records. May include but not limited to: lists of alumni club members, degree recipients, or class officers; minutes, bylaws and directories of clubs; and promotional materials concerning annual gatherings, homecoming, and alumni services.
See RRS 5.1.004 for alumni mailing list.
11.1.003
Award Administration and History Records
Records documenting the administration, rules, and history of awards, fellowships, and scholarships based on merit or achievement. May include but not limited to: eligibility terms and selection criteria; award history and information on funding sources; award notifications; summary lists of winners, and biographies of winners.
AC = Termination of award.
ARCHIVES NOTE: Only institutional awards merit archival review. Department-level awards recognizing employee or student achievement do not need to be reviewed for archival value.
See RRS 1.1.019 for press releases.
See RSIN 11.1.004 for award selection committee records.
11.1.004
Award Selection Records
Selection committee records for institutional faculty, staff, students, and alumni considered for awards, fellowships, and scholarships based on merit or achievement. May include but not limited to: applications and supporting documents; letters of award notification, acceptance, or denial; vote tallies and ranking sheets.
See RSIN 3.1.037 for records of an employee receiving an award.
See RSIN 11.1.003 for award administration and history records.
11.1.006
Event Administration Records - Routine
Records created in the planning or administration of routine events, such as: reports; promotional materials; press releases and news clippings; photographs; presentation materials; schedules of speakers and activities; registration and attendance lists; participant evaluations; room reservation lists; and catering services orders.
AC = Completion of the event.
CAUTION: Use this record series in conjunction with RRS Section 4.1 for financial records, RRS 5.1.001a/b for contracts, and RRS Section 5.3 for purchasing records. See RSIN 11.1.007 for records of special events.
11.1.007
Event Administration Records - University Special Events
Materials related to the planning and arrangement of informative sessions, special lecture series, lectureships, short-courses, workshops, training programs, excursions, and celebratory events for members of the institution and the communities it serves. May include but not limited to: promotional and publicity materials; press releases and news clippings; photographs; presentation materials and handouts; honoraria records; schedules of speakers and activities; registration and attendance lists; participant evaluations; and related documentation and correspondence.
AC = Completion of the event.
See RSIN 11.1.006 for routine event administration records.
11.1.010
Permit and License Issuance
Issuance of permits and licenses by the institution for sales, solicitation, facility usage, and similar activities.
AC = Expiration, cancellation, revocation, or denial.
CAUTION: See RSIN 5.6.009 for parking permits.
See RSIN 16.4.001 for alcoholic beverage control records.
11.1.013
Subject Files — Executive
Subject files documenting the executive actions of a state university. The series includes information in the form of correspondence and memoranda, policy statements, organization and program development records, reports concerning accreditation requirements, budget material, faculty and student relations, personnel matters, tenure and salary issues, physical plant development, grant awards, research programs, foundation endowments, fiscal accountability, academic requirements, student athletic issues, and other related topics. These records reflect administration of policies, coordination of institution functions, and overall management of major divisions and departments of a state university.
11.1.014
Subject Files — Media and Communications
Subject files providing background information on institutional faculty and staff, buildings, events, traditions, and other special topics that document a university's history and culture. The records may be used to support research, in responses to inquiries, and other purposes. May include but not limited to: newspaper clippings; photographs; published and unpublished historical sketches; pamphlets; statistics; ephemera; biographical sketches; vitae; videos; personal history data sheets; newspaper clippings; retirement notices; funeral programs; and obituaries.
See RSIN 1.1.019 for press releases.
See RSIN 1.1.020/1.1.021 for Public Information Requests.
See RSIN 1.1.057 for classification of materials that are weeded out (as unusable, almost-duplicates, etc.)
11.1.015
University Committee Records
Records of standing, advisory, and ad hoc committees and councils made up of members from a department, a college, a variety of units, or an office where policies and procedures are set. May include but not limited to: agendas; meeting minutes; reports; discussion of research and raw data; working papers; and related documentation and correspondence.
CAUTION: Federal or state regulations may require longer retention periods. The university must consider any applicable federal or state regulations in establishing a retention period for each committee's records.
See RSIN 1.1.063 for Staff Meeting Minutes and Notes.
See Section 17.3 for review board records related to research.
Record Series Item No. (RSIN)
Record Series Title
Records Series Description
Retention Period
Archival
Remarks
Legal Citation
12.1.001
Faculty Tenure Records
Evaluations, recommendations, and similar documentation relating to the review process for tenure for all faculty or staff in the tenure track.
AC = Date of the making of the record or the personnel action involved, whichever occurs later.
CAUTION: Retention period should be longer if a university's tenure review cycle requires it.
For employment performance and appraisal records, see RRS Section 3.1.
12.1.002
International Scholars Records — J-1 Exchange Visitor Files
Documentation of the short-term appointment of nonimmigrant international scholars as visiting faculty, specialists, researchers, and trainees. May include but not limited to: Form DS-2019, and related documentation such as: descriptions of work to be performed; methods of financial support; copies of passports; check-in forms; and telephone log sheets.
AC = End of participation in program.
12.1.003
International Scholars Records — Immigrant Petition File
Includes documentation of an institution’s sponsorship of an applicant using United States Citizenship and Immigration Services (USCIS) Form I-140 (Immigrant Petition for Alien Worker).
AC = Date applicant granted lawful permanent residence by USCIS or no longer employed by the institution, whichever earlier.
12.1.004
International Scholars Records – Labor Certification (PERM)
Application and approval of international scholars for permanent immigrant status. May include but not limited to: Application for Permanent Employment Certifications (Department of Labor (DOL) Form ETA 9089); Application for Alien Employment Certification (DOL Form ETA 750); recruitment reports; copy of job advertisement in national professional journal; and wage determinations.
AC = Date of filing.
20 CFR 656.10(f), 29 CFR 1602.49.
12.1.005
International Scholars Records – Nonimmigrant Visa Petition Files
Includes both internal documents and forms submitted and inspected by the U.S. Citizenship and Immigration Services (USCIS), including Form I-129, Petition for a Nonimmigrant Worker and related materials for H1-B, H-1B1, and E-3 visas.
AC = Date individual no longer employed by the institution in sponsored nonimmigrant status or application is withdrawn
20 CFR 655.760(c), 8 USC 1184.
12.1.007
Tax Documentation for International Scholars
Tax documentation for international students' and scholars' acquisition of social security numbers. May include but not limited to: social security number applications; statements of information; photocopies of social security cards; and related documentation.
AC = Date of application.
Record Series Item No. (RSIN)
Record Series Title
Records Series Description
Retention Period
Archival
Remarks
Legal Citation
12.2.001
International Scholars Program Administration Records
International exchange visitor selection records, pre‐arrival information provided to visitors, program orientation materials, and monitoring of visitors and their dependents.
Record Series Item No. (RSIN)
Record Series Title
Records Series Description
Retention Period
Archival
Remarks
Legal Citation
12.3.001
Time Cards and Time Sheets — Work-Study Students
Timecards, time sheets, and work-study time certificates documenting hours worked by work-study student employees. The series is used for payroll purposes and to meet federal requirements for documenting time worked by work-study students.
AC = End of award year for which the aid was awarded and disbursed.
See RSIN 3.4.006 for all other time cards and time sheets, including those of non-work-study student employees.
34 CFR 668.24(e)(1), 34 CFR 675.19(b).
Record Series Item No. (RSIN)
Record Series Title
Records Series Description
Retention Period
Archival
Remarks
Legal Citation
13.1.001
Ticket Sales Management
Logistics and management of ticket disbursement for university-sponsored performing arts and other non-athletic events where tickets are sold for admission. May include but not limited to: ticket stock orders; ticket type reports; total ticket sales summaries and reports; ticket printing and control records; season ticket sales lists; free ticket sign-up sheets; and reports of free ticket disbursement.
See RSIN 4.1.009 for records of financial deposits or receipts.
Record Series Item No. (RSIN)
Record Series Title
Records Series Description
Retention Period
Archival
Remarks
Legal Citation
13.2.001
Donor Files
Includes individual donor and prospective donor files.
AC = Prospect ceases to be viable.
CAUTION: Includes donor or prospective donor information only. For records of gifts, see RSIN 13.2.003 and RSIN 13.2.005.
13.2.003
Gift and Fundraising Records
Records of gifts given to the agency. May include but not limited to: gift and donor lists; gift histories; gift placement arrangements; departmental endowments and trusts raised by support and “friends” groups; fundraising efforts; pledges; and background on previous donations.
See RSIN 13.2.005 for records documenting potential or realized major funding to the institution such as endowments and trusts.
13.2.005
Gift Records — Institutional
Potential or realized private, corporate, or public agency funding to the institution, including major endowments and trusts. May include but not limited to: letters and agreements of gift, copies of bequest instruments and wills from individuals or estates, and related documentation and correspondence.