302 10 105

Activity
III.02. ADMINISTRATION OF STUDENT AFFAIRS/Housing and Residence Life
Series Name
Student Housing Applications, Agreements, and Occupancy
Series ID
302-10-105
Description

Document registration, application, and occupancy of all university-administered housing, including but not limited to residence halls, family housing, university apartments, and UO Portland housing.

These records found in all media (paper, digital, or other) may include but are not limited to:

  • university-administered housing applications and agreements;
  • supporting documentation for applications, petitions, and appeals (for example, petitions and appeals related to accommodation, FERPA, charges);
  • occupancy and residential history; and,
  • related documentation. 
Retention and Disposal Instructions

(a) Retain data in enterprise application (for example, StarRez) for 12 years after termination or non-renewal, purge; 

(b) Retain other records not in enterprise application (for example, StarRez) for 3 years, purge; 

(c) Retain records related to appeals 2 years after resolution or 12 years after termination or non-renewal, whichever is later, then purge. 

Exception: In the event of a subpoena, audit, legal hold, public records or similar state or federal information request, halt until further instructed any scheduled disposal activities, including purging or transferring material to University Archives.

 

Custodian
University Housing
Citations
2023 Residential Landlord and Tenant Act (ORS § 90.305)
Related Series
407-10-115: Construction Projects
409-30-105: Contracts and Agreements