RECORDS
90.01
Revised 7-10
Procedures, Records, and Forms
335-2005
Title | |||||
Record Series Title--Function/Purpose |
Location |
Cutoff |
Retention |
Disposition |
Remarks |
| COST SHARING EFFORT INQUIRY REQUEST (WSU 1288) Provides information concerning employees who are anticipated to contribute effort toward cost-sharing obligations of sponsored projects. Used for data collection and entry into the effort certification system. |
Sponsored Programs Services* |
data entered and verified |
0 |
WSU--GS 02 |
|
| DELIVERABLES File copies, including but not limited to reports, studies, surveys, educational materials and promotional materials, regardless of media, that have been developed or produced as part of a grant or grant agreement. |
Department* |
final termination of grant or agreement |
6 yrs |
GS 23005 |
Potentially Archival |
| EFFORT CERTIFICATION REPORT (WSU 1174) Record of the employee's activity for the month in compliance with federal regulations. |
Controller* (OPR) |
fiscal year |
6 yrs |
WSU--GS 02 |
Essential |
| GRANTS RECEIVED BY THE UNIVERSITY (DEPT. COPY) Copies of documentation of grant projects and funds received and expensed by WSU. May include copies of Request for Proposals (RFPs), applications, grant award notifications, fiscal reports and supporting documents, reports and correspondence related to grant monitoring, audit reports, status reports, compliance reports, grant modification requests, progress reports, and final reports. NOTE: The official record copies of certain documents that record grant expenditures are retained in accordance with the stated retention periods for those specific record types, e.g., purchasing card documentation. |
Department |
end of grant period |
4 yrs |
WSU--GS 02 |
Possibly Essential |
| LABORATORY NOTEBOOKS (OR EQUIVALENT RECORDS)--PATENT ISSUED Provides a record of laboratory notebooks or equivalent records which support patents in which the University has an ownership interest. |
Principal Investigator* |
patent issued |
23 yrs |
10-02-62201 |
|
| RESEARCH/CONFERENCE ACCOUNT REQUEST (WSU 1283) Requests a conference or self-sponsored account. |
Sponsored Programs Services* |
termination of contract |
6 yrs |
WSU--GS 02 |
|
| RESEARCH DATA Provides a record of compiled research data gathered during the course of a research project, regardless of whether or not funded by a grant or contract. May include data collection and evaluation, instruments, statistics, questionnaires and similar materials. NOTE: This records series does not cover records of research that results in protectable intellectual property to which the University may have an ownership interest. |
Principal Investigator* |
Project Completion |
3 yrs |
WSU--GS 02 |
|
| RESEARCH DATA--POTENTIAL PROTECTABLE INTELLECTUAL PROPERTY
(PATENT APPLICATION DENIED) Provides a records of compiled research data gathered during the course of a research project that may result in protectable intellectual property to which the University may have an ownership interest, regardless of whether or not the project is funded by a grant or contract, and for which the patent application was denied. May include data collection and evaluation, instruments, statistics, questionnaires and similar materials. NOTE: If a patent application is reviewed again prior to the end of the retention period and a patent is then issued, retention of the research data moves to "Research Data--Protectable Intellectual Property (Patent Issued)" [DAN #10-02-62200) and retention of the laboratory notebooks (or equivalent records) is moved to "Laboratory Notebooks--Patent Issued" [DAN #10-02-62201]. |
Principal Investigator* |
patent application denied |
6 yrs |
10-02-62202 |
|
| RESEARCH DATA--PROTECTABLE INTELLECTUAL PROPERTY (PATENT
ISSUED) Provides a records of compiled research data gathered during the course of a research project that results in protectable intellectual property to which the University may have an ownership interest, regardless of whether or not the project is funded by a grant or contract. May include data collection and evaluation, instruments, statistics, questionnaires and similar materials. NOTE: If a patent is issued, retention of the laboratory notebooks (or equivalent records) is moved to the records series titled "Laboratory Notebooks--Patent Issued," DAN #10-02-62201. |
Principal Investigator* |
patent issued |
6 yrs |
10-02-62200 |
|
| SPONSORED PROJECT ACTIVITY REQUEST (WSU 1326) Requests University approval for actions such as re-budgeting, extending and approving pre-award expenditures regarding sponsored accounts. |
Sponsored Programs Services* |
termination of contract |
6 yrs |
WSU--GS 02 |
|
| SPONSORED PROJECT ALLOCATION NOTICE Informs investigators and departments of object allocations and other accounting information regarding grants and contracts. |
Dean/Department* |
Receipt of notice |
0 |
WSU--GS 02 |
|
| UNFUNDED PROPOSAL FILE Provides a record of research proposals sent to sponsors and currently unfunded. |
Department* |
fiscal year |
2 yrs |
WSU--GS 02 |
|