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Student Housing

Student Records

This Schedule applies to records in all media, unless otherwise specified.

  • Items - a sample listing of items found within a series. Other related records not listed may also be part of a series.
  • Disposition - all dispositions are minimum requirements and include, where applicable, transfer to the custody of the University Archives for appraisal and final disposition.
  • Destruction - takes place in the office. Any record with confidential or sensitive information shall be properly destroyed by shredding or by means to ensure that the records cannot be physically recreated.
  • Original and Reference Copy -original copy (also known as a record copy) is the official authorized copy kept by the office charged with creating or maintaining the record copy. Reference copies (also known as convenience copies) are preserved for the convenience of reference or ease of access.

No destruction of records may take place if litigation or audits are pending or reasonably anticipated or foreseeable.

Refer to prefatory material for additional instructions or contact your university's records officer for clarification.


  • GU296 Housing Appeals
  • GU297 Housing Security Reports
  • GU298 Student Key Receipt
  • GU299 Student Guest Sign-in Logs
  • GU300 Student Housing Contracts
  • GU301 Student Housing Appliance Rental Contracts
  • GU302 Student Housing Applications
  • GU303 Student Housing Disciplinary Actions
  • GU304 Student Housing Damages
  • GU305 Summer School Housing

Student Housing

Series # Series Title Series Description Items Disposition
GU296 Housing Appeals Records concerning decisions on refunds and/or dismissal of housing deposits and other charges. Comply with 20 U.S.C. 1232g. correspondence, policies, decisions Destroy in office 1 year after settlement of appeals.
GU297 Housing Security Reports See Series Title security reports, condition reports, with resulting list of repairs to be made Destroy in office after 3 years.
GU298 Student Key Receipt See Series Title signature cards of students and conference attendees for room keys Destroy in office after 1 year.
GU299 Student Guest Sign-in Logs Sign-in sheets for guests of residential students.   Destroy in office after 2 years.
GU300 Student Housing Contracts Comply with 20 U.S.C. 1232g. contracts, correspondence, cancellations Destroy in office 3 years after termination of agreement.
GU301 Student Housing Appliance Rental Contracts Comply with 20 U.S.C. 1232g. rental contracts Destroy in office 3 years after termination of agreement.
GU302 Student Housing Applications Comply with 20 U.S.C. 1232g. applications, correspondence Destroy in office after 1 year.
GU303 Student Housing Disciplinary Actions Disciplinary actions brought against students for alleged violations of university rules and regulations found in student housing contracts. Comply with 20 U.S.C. 1232g. correspondence, disciplinary action report form, reports Destroy in office 5 years after resolution.
GU304 Student Housing Damages Concerning damages to student residence halls and assessment of costs. Comply with 20 U.S.C. 1232g. damage assessment forms, reports Transfer records concerning individual damage assessments to Registrar's Office and Business Affairs. Destroy in office remaining records after 3 years.
GU305 Summer School Housing Records concerning housing available during summer session. applications, correspondence, contracts, cancellations, damages list Destroy in office after 3 years.