Welcome to Farmingdale State College’s Policy Library. This library is the official repository for all institutional policies and procedures and is intended to be a resource for faculty, staff and students seeking information related to the policies that govern the institution. This library does not contain department-specific policies and procedures. Please contact the department for specific departmental policies and procedures.
Please direct all questions regarding policy content to the Responsible Office listed on the respective policy.
Records Retention and Management Policy
The purpose of this policy is to provide procedures for the systematic control of records to meet the College’s operational and legal obligations, as well as preserve its historical records. Records created by the staff and faculty at Farmingdale State College (hereinafter the College) in their administrative roles as they work to fulfill the College’s mission are governed by the New York State (NYS) Arts and Cultural Affairs Law. Proper management, retention, and destruction is necessary.
The College is committed to systematically managing, retaining, and destroying records created in the course of its operations and adhering to the State University of New York (SUNY) Records Retention and Disposition Policy. Official records of state-operated campuses may not be destroyed unless in conformity with the General Retention and Disposition Schedule for New York State Government Records with respect to categories of state government records included therein or with the State University of New York Records Retention and Disposition Schedule with respect to education and other SUNY-specific records.
All College employees are responsible for properly managing, retaining, and disposing of College records based on the SUNY Records Retention and Disposition Policy and the College’s Records Retention and Management Procedures. The management of records includes appropriate practices for organizing records, securing confidential or sensitive information contained within records, effective archiving of records determined to have permanent or enduring value, and proper destruction of records deemed to have no permanent or enduring value once operational needs have been met and no legal considerations require retention.
Records created by employees of the College acting within the scope of their employment or in an official capacity are the property of the College. When necessary, litigation holds may be issued for current or future litigation. Litigation holds may require the preservation of documents and records outside of the time-frame required by the retention schedules. Faculty and staff must preserve records subject to a litigation hold until the Office of Legal Affairs provides a Notice of Release of Litigation Hold.
A Records Management Officer will be designated and responsible for administering a program for the proper management of records and serving as a resource for the campus. Each department should designate a Records Coordinator to manage its records and serve as a liaison to the Records Management Officer for the department.
A. Storing Records
1. Determine disposition date for the record using the SUNY Retention and Disposition Schedule. If the record is not covered under the SUNY schedule, defer to the NYS General Retention and Disposition Schedule. The schedules provide legal authorization to dispose of common records on a regularly scheduled basis.
2. File records based on category and year to be disposed.
3. Complete file box label for storing inactive records and attached to filing system ( i.e. box or cabinet).
4. If additional storage space is needed, contact the Records Management Officer to coordinate storage with Physical Plant. Storage space is limited and not all requests can be accommodated.
B. Disposing Records
1. Determine disposition date for the record using the SUNY and NYS General Retention and Disposition schedules.
2. Complete Records Management Certificate of Destruction form for each type of record.
3. Submit Records Management Certificate of Destruction to the Records Management Officer.
4. Dispose of records by shredding.
5. For large quantities of records, contact the Records Management Officer to coordinate shredding with Physical Plant.
C. Digitization of Records
Digitization is the process of converting paper records into digital copies. All requests to digitize your records must be submitted to the Records Management Officer and approved by Information Technology. Before submitting a request to digitize your records, please review the digitization section of the SUNY Records Retention Policy.
Record – Records are information created, received, and maintained as evidence and information by an organization or person, which must be maintained to meet the fiscal, legal, historical, or administrative needs of the organization. Records are defined by content rather than by format and can be hard copies, electronic (including web pages), tapes, maps, photographs, or any other format from which information can be retrieved.
Records include but are not limited to official College publications, fiscal data, official correspondence (including electronic correspondence), minutes of meetings, reports, and student and employee files. For the purposes of this policy, records are defined broadly to encourage consideration of the appropriate use and retention of all information created in the course of business.
Records Management Certificate of Destruction – form indicating records and destruction date that the Records Management Officer needs before records are disposed.
Records Coordinator – departmental designee responsible for managing, retaining and destroying records, as well as participating in relevant trainings and serving as a resource for the department in matters relating to records management and retention.Records Management Officer – campus designee will provide information, training, and support to the campus in matters relating to proper records management, retention, and destruction.
Risk and Compliance Office
- Academic Integrity Policy
- Amnesty Policy
- Aviation Flight Center Safety Policy
- Campus Policy For Preferred First Name
- Campus Policy for Animals Care and Use for Research
- Campus Policy for Assignment of Credit Hours
- Campus Policy for Credit‐By‐Evaluation
- Campus Policy for Transfer Credit
- Captioned Media Policy
- Faculty Compensation and Load Credit for Credit‐Bearing Internships
- General Education Requirements
- Grade Grievance Procedure
- Guidelines for Academic Standing for Matriculated Undergraduate Students
- Plagiarism Detection and the Family Education Rights and Privacy Act (FERPA)
- Planning & Conducting Distance Learning
- Policies for Academic Standing for Non-Matriculated Students
- Policy and Procedure Guide For Faculty Led Study Abroad Programs
- Policy for Recording Classroom Instruction
- Specially Designated Course Policy
- Student Attendance Policy
- Use of Solar Carport
- Writing-Intensive Requirement
- Acceptable Use Policy for Computer Facilities
- Additional Sick Leave Request Guidelines(a.k.a. Presidential Sick Leave)
- Also Receives Policy
- Alternate Work Location Policy
- Background Investigation Policy
- Civility and Bullying Policy
- Discrimination and Sexual Harassment Complaint Procedure
- Domestic Violence and the Workplace Policy
- Drug and Alcohol Free Workplace Policy
- Extra Service Processing Procedure
- Farmingdale State College Consensual Relationship Policy
- Internal Promotion Policy
- Mandatory Reporting and Prevention of Child Sexual Abuse
- Nepotism Policy
- New Position Justification
- Part Time Recruiting and Hiring
- Policy on Affirmative Action Search Waivers
- Reimbursement of Moving Expenses Policy
- Telecommuting Policy
- Tobacco Use Policy
- Volunteer Policy
- Workplace Violence Prevention Policy
- Acceptable Use Policy for Computer Facilities
- Banner Security Policy
- Copyright Guidelines
- Data Communication Network Security Policy
- Farmingdale Information Security Policy
- GDPR Privacy Notice
- Guidelines for the use of Digital Material
- Retiree Email Policy
- Wired or Wireless Network Policy