INFORMATION FOR YALE OFFICES :: RECORDS SCHEDULES
In an effort to preserve
and maintain its history, Yale University seeks to retain certain documentation
concerning student finance at Yale. Specific topics of interest include:
- Establishment of tuition and fees;
- Establishment of scholarships, fellowships and awards; and
- Recipients of scholarships, fellowships and awards.
Archival records
(Permanent records should be transferred to the Archives.
Please arrange timing and frequency of records transfer with Archives
staff.)
- Annual financial aid reports
- Lists of the recipients of scholarships, fellowships and awards
- Meeting minutes
and correspondence documenting the development of policies and procedures
for student finance, the establishment of tuition and fees, and the
establishment of scholarships, fellowships, and loans
- Policies and procedures for administering student finance
- Topical files
and correspondence of the director of Student Financial and Administrative
Services
- Statistical and summary reports concerning student financial assistance
- Tuition and fee schedules
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Office of record
The Vice President of Finance and Administration,
Office of Development, Student Financial and Administrative Services, and the Student Employment
Office maintain the majority of record copy of documentation about
student finance. Individual units that are not responsible for
the creation of such records, but that maintain duplicates of such
works or related materials, should destroy these files after they
are no longer needed. |
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Non-permanent records
requiring temporary retention for legal purposes
(Unless
otherwise noted, destroy 7 years following active use or fiscal year of
creation, whichever is later.)
- Administrative records for financial aid programs. Destroy after 5 years.
- Fiscal records for financial aid programs. Destroy after 5 years.
- Student accounts records
- Student financial
aid records used to document eligibility for aid. Destroy after
5 years.
- Student loan
records. Destroy 5 years after repayment of loan, debt cancellation,
or assignment to U.S. Department of Education.
- Student scholarship, grant, and gift records
- Student tuition remission records
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