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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 2459
Database ID: 2052
Record Series Title: Tennessee Higher Education Commission, Division of Postsecondary State Authorization (DPSA) Licensure Files
Record Series Abstract: DPSA Authorization Files contain the following documents: 1.)Application for Initial Authorization of a Postsecondary Educational Institution (HE-0008) including Applicant’s Initial Authorization Application with signatures; Applicant’s summary list of all institution programs; Applicant’s New Program Application (HE-0020); Applicant’s summary list of all administrative staff and faculty; Applicant’s School Personnel Application (HE-0013); Applicant’s description of faculty and administrative staff evaluation methodology; Agent Permit Application (HE-0014); Applicant’s summary list of all agents; A listing of the names, home addresses, and home phone numbers of all owners or listing of board members position and address; Copy of applicant’s lease with landlords names, address and phone numbers (if applicable); Applicant’s License or authorization to operate in home state (if applicable); Applicant’s Corporate Charter or Business License; Applicant’s most recent corporate annual report if incorporated for more than one year; Applicant’s listing of all instructional equipment; Applicant’s fire and sanitation inspection; Applicant’s Pre-enrollment checklist; Applicant’s Enrollment agreement or contract; Applicant’s sample copy of the transcript that the institution will use for each student; Applicant’s sample copy of a master student registration list; Applicant’s institutional catalog and catalog checklist; Applicant’s financial statement and disclosures; Applicant’s cohort default letters (Title IV institutions); Applicant’s copies of any audits, program reviews (Title IV institutions). 2.)Application for Reauthorization of a Postsecondary Educational Institutions (HE-0005) including Institution’s Reauthorization Application with signatures (HE-0005); Institution’s summary list of approved programs; Institution’s summary list of all administrative personnel and faculty; Institution’s student enrollment, completion and placement data report; Institution’s board/licensure passage rates; Institution’s enrollment and tuition chart for individual classes; Research data form for in-state institutions; Research data form for out-of-state recruitment only institutions; Institutional Catalog; Institution’s Pre-Enrollment Checklist; Institution’s enrollment agreement/contract and transferability of credit disclosure statement; Institution’s master student registration list; Institution’s transcript; Institution’s ownership information; Copy of Institution’s lease; Institution’s fire and sanitation inspection report; Institution’s student housing lease; Institution’s student housing fire and sanitation inspection report; Institution’s state authorization; Institution’s current annual report filed with the Secretary of State; Institution’s financial statement and disclosures; Institution’s student funding sources and loan sources; Institution’s in-house financing and payment plans; Institution’s audits/program reviews; Institution’s website compliance statement Institution’s cohort default letters (Title IV institutions). 3.)School Personnel Application (HE-0013) 4.)Agent Permit Application (HE-0014) 5.)Change of Ownership Application (HE-0015) 6.)Change of Institutional Address Application (HE-0017) 8.)Change of Institutional Name Applications (HE-0018) 9.)New Program Application (HE-0020) 10.)Notification of Discontinued Programs (HE-0021) 11.)Program Revision Notification Form (HE-0022)
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: Cut off at the end of the calendar year in which it is approved, withdrawn, denied, or any other action is taken. For example, if approved in April of 2014 the record would be cut off December 31, 2014.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Record will be maintained for 5 calendar years after cut off. After five years the records are to be destroyed. Files may contain sensitive information including but not limited to education records and personal identifiable information, therefore files will be destroyed according to standards for confidential information.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2055
Record Location: Tennessee Higher Education Commission, Div. of Postsecondary State Authorization Secure File Room Parkway Towers 404 James Robertson Parkway, Suite 1900 Nashville, TN 37243
File Arrangement: Alphabetically by name of institution and year
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 2004-current.
Annual Accumulation: 25 - 50 cu. ft.
Current Volume: 2004-2008 files stored in 93 rolls of microfilm and 38 DVDs; 2009-2010 out for scanning to DVD by General Services; 2011-current 94 cu. ft. paper files.
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 20
Past Year: 10
2 - 5 Years: 25
Over 5 Years: 0
Data Update Frequency:
Information Shared Outside of State: No
If Shared, List Agencies:
Essential Record: Yes - Original
Essential Record Stored: Tennessee Higher Education Commission, Div. of Postsecondary State Authorization Secure File Room Parkway Towers 404 James Robertson Parkway, Suite 1900 Nashville, TN 37243
Essential Record Media Type: Paper
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5
Agency Retention - Years Active:
Agency Retention - Years Inactive: 5
Records Center Retention Period: N/A
Final Disposition after Retention Expires: Destroy
Legal Citation: None
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name:
IT-ABC Number:
Hardware Description:
Software Description:
System Location:
Backup Procedures:
Disaster Recovery:
Data Migration Description:
Metadata Description:
Contact Information
Contact Name: Shauna Jennings
Job Title: DPSA Records Officer
Address 1: 404 James Robertson Parkway, Suite 1900
Address 2:
City: Nashville
Zip: 37243
Phone: 615-741-0662
Email: shauna.jennings@tn.gov
Agency: TN Higher Education Commission
Agency Head: Dr. Russ Deaton, Interim Executive Director
Director: Dr. Stephanie Bellard-Chase, Assistant Executive Director for Postsecondary State Authorization
Allotment Code: 33201
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 06-04-2015 No recommended changes
Tennessee State Libary and Archives: 06-09-2015 No recommended changes.
Comptroller Audit Review: 2015-06-09 We have reviewed RDA 2459 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 06-09-2015 Thank you.
RMD Director Recomendations: 06-09-2015 RDA 2459 is a request to revise an RDA. The Title and Abstract have been updated to include licensure files, to allow RDA 10088 to retire. Removing Institutional and Agent Bonds records from this RDA, which will be covered under new RDA 11116. Retention period will remain five years and format as paper. Recommend approval of RDA 2459.
Signed Form Received: 2015-06-09
PRC Meeting Date: 06-23-2015
PRC Comments: PRC approves RDA 2459.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
894 2459 2014-09-10 Approved with Changes
2052 2459 2015-06-23 Approved
2076 2459 2016-02-25 Approved
2140 2459 2016-06-22 Approved
2215 2459 2017-03-28 Approved
2427 2459 0000-00-00 Pending