University Policies & Records Retention
General Policy Processes
University policies may originate in any department and are reviewed by the appropriate committee: the HR Policy Committee for employee matters, the Dean of Students Office for non-academic student policies, the University Committee on Educational Policy for educational matters, and the University Committee on Administrative Policy for all other policies. Community members can request new policies or early review of existing policies via designated forms.
Human Resources & Inclusive-Campus Policies
The Human Resources Policy page links to policies on employment, compensation, benefits, leaves and accommodations, communications, conduct, and technology. It also directs users to related policies such as the Faculty Handbook, Minors on Campus policy, and resources promoting an inclusive and respectful campus (Equal Employment Opportunity, non-discrimination/harassment policy, Title IX policies, etc.).
University Administrative Policies
When a position named in a policy is vacant, the position’s supervisor designates an interim responsible person until the role is filled. If a position no longer exists, the supervisor should notify the University Committee on Administrative Policy to amend the policy.
Records Retention
The Records Management Policy defines responsibilities for creating, retaining, and disposing of university records. A simplified retention schedule is shown below; users can download the full schedule as an XLSX or PDF from the main policies page.
| Record Type | Owning Office | Minimum Retention | Disposition / Notes |
|---|---|---|---|
| Student academic records | Registrar | Permanent | Official transcripts retained permanently. |
| Financial aid files | Financial Aid | 3 years after end of award year | Secure destruction; see federal regulations for exceptions. |
| Employment applications | Human Resources | 2 years | Secure destruction; longer retention applies during litigation holds. |
Contacts & Governance
- Policy Governance: Office of the Legal Affairs – legal@jcu.edu
- Records Management & Retention: University Records Officer – registrar@jcu.edu
Related PDF Policies & Disclosures
The following PDFs contain official policies and disclosures referenced on this page:
