206 30 105

Activity
II.06. ACADEMICS, INSTRUCTION AND RESEARCH/Research
Series Name
Sponsored Research Pre-Award Phase: Proposals
Series ID
206-30-105
Custodians
Any creating unit
Research and Innovation: Sponsored Project Services
Description

Document the preparation and submission of research proposals which have received external funding.

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

  • statistics and demographic data;
  • draft proposals and suggested revisions;
  • final proposal and related attachments (permanent for funded projects);
  • related documentation (permanent for substantive communication related to the grant).

This series includes permanent records that should be transferred to University Archives.

Retention and Disposal Instructions

(a) 3 years after final expenditure report is submitted and account closed, unless otherwise specified by the terms of the agreement, transfer proposals that received funding and their related attachments to University Archives, and purge other related material;

(b) 18 months after submission date, purge material related to proposals that do not receive funding.

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.

Citations
2 CFR 200.34 - Expenditures
OAR Predecessors
OAR 166-475-0060 (6) Grant Proposal Funded Records
OAR 166-475-0060 (7) Grant Proposal Unfunded Records