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Oregon Student Assistance Commission- Records Retention Schedule



Organizational Placement                                                              Schedule number: 2002-0004

Written 2003

Agency: Student Assistance Commission

Division: Student Assistance Commission

 

Program Description:

The Oregon Student Assistance Commission (OSAC) oversees Oregon's student financial aid agency. Formerly named Oregon State Scholarship Commission, the agency administers a variety of federal, state, and privately funded financial aid programs for the benefit of Oregon students attending postsecondary education institutions. The Commission also oversees the Office of Degree Authorization (ODA) which authorizes private schools to offer academic degree programs in Oregon and determines whether degrees possessed by individuals are valid in Oregon.

The Commission develops general policy, makes strategic plans, and makes basic budget decisions. It receives staff reports and recommendations and develops legislative concepts and proposals. It also conducts OAR hearings and other public hearings. The Commission meets monthly. Committees meet and do outside work as needed. OSAC Administration provides staff support to the Commission.

Records Description:

Program Records

001 Student Assistance Commission Meeting Records

Retain permanently, transfer to State Archives after 20 years

002 Student Assistance Commission Membership Records

Retain 1 year after membership expired, destroy

003 Student Assistance Commission Policy Correspondence

Retain permanently, transfer to State Archives after 20 years

State Agency General Records Retention Schedule Records

Administrative Records (OAR 166-300-0015)

Administrative Rule Preparation Records

Correspondence

Legislative Tracking Records

Database Records

None

 

Organizational Placement                                                              Schedule number: 2002-0004

Agency: Student Assistance Commission

Division: Office of Degree Authorization

 

Program Description:

The Office of Degree Authorization (ODA) authorizes private, independent proprietary schools to offer academic degree programs in Oregon. It terminates substandard or fraudulent degree activities and reviews proposed new publicly funded postsecondary programs and locations for adverse impact on private, independent proprietary schools. It also determines whether degrees possessed by individuals are valid in Oregon.

In addition, ODA prepares reports to inform high school graduates and others about secondary education in Oregon. These reports provide information on college choices and general information on degrees and certificates awarded by postsecondary institutions in Oregon. Data for these reports is extracted from the Integrated Postsecondary Education Data System (IPEDS) operated by the U. S. Department of Education National Center for Education Statistics (NCES). These reports are distributed via the agency website.

Records Description:

Program Records

004 Certificates Awarded by Oregon Degree-Granting Colleges and Universities Reports

Retain one copy of final publication 1 year, destroy

005 College Choices Reports

Retain one copy of final publication 1 year, destroy

006 Degree Program Authorization Files

Retain 10 years after authorization denied or expired, destroy

007 Degrees Awarded by Oregon Colleges and Universities Reports

Retain one copy of final publication 1 year, destroy

008 Individual Degree Claim Verification Files

Retain 5 years after resolved, destroy

State Agency General Records Retention Schedule Records

Administrative Records (OAR 166-300-0015)

Correspondence

Publication Preparation Records

Database Records

U. S. Department of Education National Center for Education Statistics (NCES) database: IPEDS

 

Organizational Placement                                                              Schedule number: 2002-0004

Agency: Student Assistance Commission

Division: Administration

Program Description:

 

Administration is responsible for the overall management of the agency including policy and planning. Administration oversees subordinate units including Finance, Human Resources, Outreach, Policy and Research, Information Technology, Grants and Scholarships, Guarantee Services and Default Prevention, and Claims and Collections.

Administration provides staff support to the Commission and performs the Administrative Rules function for the agency. It prepares and monitors the agency budget and prepares and gives testimony before the Legislative Assembly. Administration also represents the state in professional organizations, performs liaison with state and national education leaders, and responds to questions from the media.

Records Description:

Program Records

009 Directorís Correspondence

Retain 5 years, destroy

010 Student Assistance Commission Strategic Plans

(a) Retain final plans 5 years after superseded, destroy

(b) Retain supporting plans 2 years after superseded, destroy

State Agency General Records Retention Schedule Records

Administrative Records (OAR 166-300-0015)

Database Records

None

 

Organizational Placement                                                              Schedule number: 2002-0004

Agency: Student Assistance Commission

Division: Administration

Section: Finance

 

Program Description:

The Finance Section performs the full range of financial functions including accounting, budget preparation and monitoring, and financial reporting.

Finance is also responsible for agency payroll functions. The section collects data from agency timekeepers for input into the Oregon State Payroll System (OSPS) to process the monthly payroll. It also processes travel advances and reimbursement for employees.

Records Description:

State Agency General Records Retention Schedule Records

Administrative Records (OAR 166-300-0015)

Correspondence

Financial Records (OAR 166-300-0015)

Payroll Records (OAR 166-300-0035)

Database Records

Department of Administrative Services financial databases: DataMart, PICS, R*Stars, SFMA

Agency databases: CLC, Enterprise, GRT

 

Organizational Placement                                                              Schedule number: 2002-0004

Agency: Student Assistance Commission

Division: Administration

Section: Human Resources

 

Program Description:

Human Resources provides recruitment and selection, training and development, employee consultation, labor relations activities, position classification/allocation, and personnel record-keeping activities to the agency. The Section develops and presents new employee orientations and maintains the agency Employee Handbook. The Human Resources Section also coordinates and maintains the agency's policies and procedures.

In addition, Human Resources staff coordinate the agency Safety Committee's activities and processes injury, auto, property, liability, and tort claims in coordination with the Department of Administrative Services (DAS) Risk Management Division (RMD).

Records Description:

State Agency General Records Retention Schedule Records

Administrative Records (OAR 166-300-0015)

Contracts and agreements

Correspondence

Mailing lists

Personal service contracts

Policy development and planning records

Training program records

Personnel Records (OAR 166-300-0040)

Risk Management Records (OAR 166-300-0045)

Incident reports

Occupational injury and illness records

Safety program records

Database Records

Department of Administrative Services personnel systems: PICS, PPDB

 

Organizational Placement                                                              Schedule number: 2002-0004

Agency: Student Assistance Commission

Division: Information Technology

 

Program Description:

The Information Technology Division is responsible for planning and development, maintenance, support, and protection of OSACís computer information systems. The Division supports a variety of database systems that contain records of agency program operations.

The Division coordinates acquisition of hardware and installs, configures, and maintains hardware and operating systems. It also provides system security and performs data and system back-up and recovery. The Division develops or acquires, tests, installs, and supports software. It also provides support and continuous development for the department website, which is used extensively to provide information and services to agency staff, schools, lenders, and the public.

Records Description:

Program Records

011 Information Technology Strategic Plans

Retain 5 years after superseded or obsolete, destroy

012 Information Technology Replacement Plans

Retain 5 years after superseded or obsolete, destroy

State Agency General Records Retention Schedule Records

Administrative Records (OAR 166-300-0015)

Contracts and agreements

Correspondence

Personal service contracts

Information and Records Management Records (OAR 166-300-0030)

Database Records

ISD

 

Organizational Placement                                                              Schedule number: 2002-0004

Agency: Student Assistance Commission

Division: Outreach

 

Program Description:

The Outreach Division performs public information services including internal and external agency communications, media relations, and legislative relations for the Commission and agency. Outreach directs, develops, and implements the agency communications plan. It prepares marketing and promotional material, news releases, and maintains contact with media representatives.

Outreach coordinates production of agency publications including Need Money for College?, Need Money for Graduate School?, Financial Aid Handbook for High School Counselors, Loan Comparison Chart, Facts about Loan Consolidation, and FAQs for Stafford Loans. It provides training for financial aid counselors and, in cooperation with the Oregon Association of Student Financial Aid Administrators, presents televised programs on student financial aid. In addition, with assistance from the Information Technology Division, Outreach hosts and maintains the agency website and Intranet. It helps agency web page developers with page design, content, and presentation. It also researches, designs, and writes content. Some documents on the website and Intranet are duplicates of records held in other systems.

Records Description:

Program Records

013 Communications Plans

Retain 2 years after superseded or obsolete, destroy

014 e-News Newsletters

Retain 2 years, destroy

015 Media Relations Log

Retain 1 year, destroy

016 Publications Records

Retain one copy of each final publication 2 years after superseded or obsolete, destroy

017 Website Management Records

Retain 2 years after superseded or obsolete, destroy

State Agency General Records Retention Schedule Records

Administrative Records (OAR 166-300-0015)

Correspondence

Legislative Tracking Records

Press Releases

Publication Preparation Records

Training Program Records

Database Records

None

Organizational Placement                                                              Schedule number: 2002-0004

Agency: Student Assistance Commission

Division: Policy and Research

Program Description:

 

The Policy and Research Division compiles statistics on state and federal financial aid disbursements at postsecondary institutions in Oregon. It publishes this information in the Oregon Financial Aid Almanac. In cooperation with Outreach, it also publishes electronic newsletters on the agency website to inform the financial aid community of changes in program rules and regulations and other issues related to the administration of the Commission's programs. Periodically, it also produces Annual Reports describing agency program activities and related information.

Policy and Research also conducts research projects on state financial aid, legislative, and federal issues. It performs liaison with the federal government on financial aid issues. Policy and Research staff also perform ongoing and special program review of the student loan program.

Records Description:

Program Records

018 Oregon Financial Aid Almanacs

Retain 10 years, destroy

019 Program Review Records

Retain 10 years, destroy

020 Research Project Records

Retain 5 years, destroy

021 Student Assistance Commission Annual Reports

Retain one copy permanently, transfer to State Archives after 20 years

022 Statistical Data Summary Reports

Retain 5 years, destroy

State Agency General Records Retention Schedule Records

Administrative Records (OAR 166-300-0015)

Correspondence

Mailing Lists

Publication Preparation Records

Database Records

CLC, Enterprise, GRT

 

Organizational Placement                                                              Schedule number: 2002-0004

Agency: Student Assistance Commission

Division: Grants and Scholarships

 

Program Description:

The Grants and Scholarships Division administers federal and state grant and loan programs and privately funded scholarship programs. The largest of these is the state funded and federally supplemented Opportunity Grant. The Opportunity Grant program awards need-based grants to help students attend eligible Oregon institutions.

The Division administers the following additional government-funded grant and loan programs: Jobs Plus; Oregon Youth Conservation Corps (OYCC); Community Service Scholarship Program; Nursing Services Program (formerly the Oregon Nursing Loan Program); Oregon National Guard Scholarship; Paul Douglas Teacher Scholarship; and Robert Byrd Scholarship Program. The Division also coordinates the Oregon Scholars Program that grants an honorary award to the top five percent of the graduating classes from all public and private standard or accredited Oregon high schools.

The Division operates the Private Award Program that acts as a clearinghouse for the administration of over 200 privately funded scholarship programs. It assumes administrative responsibilities for donors awarding scholarships and disburses scholarships and funds to institutions. This program enables students to submit a single application for multiple considerations as a scholarship recipient.

In addition, in partnership with the Oregon Community Foundation, the Division provides staffing and training for the Access to Student Assistance Programs in Reach of Everyone (ASPIRE) volunteer advising program. This program trains volunteer advisors in the high schools to work with students who need encouragement, information, and technical assistance to plan for post high school education.

Records Description:

Program Records

023 Annual Opportunity Grant Disbursement Records

Retain 2 years after last activity, destroy

024 Annual Scholarship Award Disbursement Records

Retain 2 years after last activity, destroy

025 ASPIRE Program Records

(a) Retain evaluation surveys 10 years, destroy

(b) Retain Americorp agreements 3 years, destroy

(c) Retain agreements with institutions until superseded or obsolete, destroy

026 Financial Aid Appeal Records

Retain 2 years, destroy

027 Grant Award Notification Records

Retain 2 years, destroy

028 Individual Opportunity Grant Awards Listings

Retain 10 years after last activity, destroy

029 Oregon Scholars Program Records

(a) Retain surveys until award letters completed, destroy

(b) Retain award letters and student rosters 5 years, destroy

030 Private Award Program Records

(a) Retain donor agreements 6 years after superseded or obsolete, destroy

(b) Retain all other records 2 years, destroy

031 Private Award Scholarship Application Records

Retain 2 years, destroy

032 Small Government Funded Grant and Loan Program Records

Retain 2 years, destroy

State Agency General Records Retention Schedule Records

Administrative Records (OAR 166-300-0015)

Correspondence

Mailing lists

Database Records

GRT

 

Organizational Placement                                                              Schedule number: 2002-0004

Agency: Student Assistance Commission

Division: Guarantee Services and Default Prevention

 

Program Description:

The Guarantee Services and Default Prevention Division provides state management for the Federal Family Education Loan Program (FFELP), assuming a liability for each loan it guarantees. The Division processes new loan applications, verifies that borrowers are eligible, and that loans qualify for OSAC's guarantee. It then maintains borrower status information as loans are repaid to the lender. It uses numerous national databases to acquire information about borrowers and loans.

The Guarantee Services and Default Prevention Division works with borrowers who are in danger of defaulting on their loans. When a loan defaults the Claims and Collections Division buys the loan from the lender and attempts to collect on the defaulted loan.

The Division monitors school and lender compliance with federal and state regulations governing FFELP. It also investigates and refers allegations of loan fraud or abuse to the appropriate legal authorities. In addition, the Division provides advice and assistance, training, and informational materials for schools and lenders.

Records Description:

Program Records

033 Educational and Lending Institutions Contract Records

Retain 6 years after expired, destroy

034 FFELP Lender Policy Statements

Retain until superseded or obsolete, destroy

035 FFELP Program Review Records

Retain 5 years, destroy

State Agency General Records Retention Schedule Records

Administrative Records (OAR 166-300-0015)

Correspondence

Database Records

Non-agency databases: ACS, ELM, NCHELP, NSLCH [Clearinghouse], NSLDS, PEPS

Agency databases: CLC, Enterprise

 

Organizational Placement                                                              Schedule number: 2002-0004

Agency: Student Assistance Commission

Division: Claims and Collections

 

Program Description:

The Claims and Collections Division initiates collection and "locate" activity on student loans that the agency has purchased from a bank or lender after those loans have fallen into default. The agency acts as a guarantor for the Federal Family Education Loan Program (FFELP). The collection process is performed through a combination of letters, telephone contacts, and involuntary collections, as necessary. Division staff contact borrowers by telephone or mail and try to set up payment arrangements on defaulted loans. They also initiate garnishment proceedings against borrowers who are employed but not making regular payments. Bankruptcies are filed when needed and cases may be turned over to private collection agencies or government agencies for further action. Division staff also receive and deposit incoming payments, perform research, and make reports to the Federal government.

Records Description:

Program Records

036 Collection Agency Activity Summary/Status /Payment Reports

Retain 10 years, destroy

037 Federal Guarantee Agency Reports (Forms 1130, 1189, 2000)

Retain 40 years, destroy

038 Guarantee Agency Federal Reimbursement Requests

Retain 5 years, destroy

039 Individual Student Claim Account Case Files

(a) Retain defaulted loan claim records [including death default and death cancellation] 5 years after loan paid in full, settled in full, or determined uncollectable, destroy

(b) Retain disability claim records prior to 7/1/02, bankruptcy uncollectable, discharge/closed school, false certification, and claims transferred to EMC and USDOE 10 years after loan paid in full, determined uncollectable, or written off, destroy

(c) Retain disability claim records 7/1/02 forward 15 years, destroy

040 Loan Collection Status Reports

Retain 9 months, destroy

041 Monthly Loan Recovery and Accounting Records

Retain 5 years, destroy

042 New Claim Summary Records (New Buys)

Retain 5 years, destroy

State Agency General Records Retention Schedule Records

Administrative Records (OAR 166-300-0015)

Correspondence

Mailing lists

Financial Records (OAR 166-300-0025)

Cash Receipt Records

Deposit Slips

Database Records CLC, Enterprise, GRT



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