Use the following tables to help calculate how long records must be retained before you can submit a request to disposedetermine when records are eligible to be requested to be disposed based on the retention codes and the years records are required to be retained. 

Submit your Request to Dispose of Records no earlier than the month following the month the records are eligible to be disposed.

Fiscal Year-end Calculations - Use for FE

Determine when records may are eligible to be requested to be disposed based on the fiscal year the record was created and the number of years after the end of the fiscal year records are required to be retained.

Current Fiscal Year

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Requests During FY19
(Sept 2018 - Aug 2019)

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Requests During FY20

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Requests During FY21

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Requests During FY22

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Requests During FY23

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Requests During FY24

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Requests During FY24

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Requests During FY25

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Requests

Determine the earliest month/year records are eligible to be requested to be disposed. For example, if you have records that are classified as a series that has FE + 3 retention, when you request to dispose of those records anytime beginning in September 2024 through August 2025, you may request to dispose of records created through August 2021.

Future Fiscal Years

You can plan ahead for the retention required for records you are creating during each fiscal year

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2024 Request to Dispose Calculations for AC, AV, CE, LA, US + N

For requests in 20192024, determine the earliest month/year from which records may the records are eligible to be requested to be disposed based on the month/year the record was created or became inactive and the number of years (N) records are required to be retained. For retention by academic semesters, refer to Retention by Semester or End of Class below.

In the table below, find the month of your request in the first column and then find the corresponding retention years in the top row to determine the latest month/year from which records can are eligible to be disposed. If your records require longer retention than 15 years, subtract the number of years of retention from the current year to determine the latest year from which records may be disposed, and then choose the month preceding the month of your request.

Submit your Request to Dispose of Records no earlier then the month AFTER the records become eligible for disposition.

Retention by Semester or End of

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Class

Request to Dispose Month Reminder

Requests to Dispose are requested and approved by the month.

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June

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Retention requirements for academic records often are by end of class or courseworkby the last semester the student was enrolled. Beginning in the 2022-23 school year, UT updated some of its semester terminology. The fall semester now includes the longer Fall Term and the brief Winter Term. The spring semester includes the longer Spring Term and the brief May Term; the May Term sometimes ends in May and sometimes in June. The summer semester has four subterms, but the retention for all four will be the same for ease of retention calculation. Use the chart below to determine the months to use for the start and end of the semesters or sessions.

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WHEN records are eligible to be requested to be disposed based on the semester the record was created plus the number of years records are required to be retained.

Submit your Request to Dispose of Records no earlier than the month AFTER the records become eligible for disposition.

Cells highlighted in green below show records that are eligible for destruction based on the academic semester and the required retention years. Records created prior to what is shown whose retention is based on academic calendar are eligible for destruction.