Registrar Records

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Contents of Student Academic Files

Retention Schedule

Academic action authorizations (dismissal, etc.) 10 years after graduation or date of last attendance
Academic records Permanent
Acceptance letters Five years
ACT/SAT scores Five years
Applications for admission or readmission 10 years after graduation or date of last attendance
Examination scores (AP, Dept. proficiency exams, etc.) Ten years
Curriculum change authorizations 10 years after graduation or date of last attendance
DD-214 and other armed services records Five years
Degree Audit Five years
Faculty Standing Committee petitions and results Five years
Financial aid assistance records 5 years after graduation or date of last attendance
Foreign student information (I-20, TOEFL scores, etc.) Five years
Grade changes/incomplete removals Permanent
High school transcripts Ten years
Hold or encumbrance authorizations Until released
Letters (general correspondence) Five years
Name change authorization Ten years
Permanent transcripts (record of courses, grades, etc.) Permanent
Requests for formal hearings Life of affected record
Requests and disclosures of personally identifiable information Life of affected record
Special student admission letters Five years
Student requests for nondisclosure of directory information 1 year after date submitted
Student statements on content of records regarding hearing panel decisions Life of affected record
Student’s written consent for record disclosure Until terminated by student or life of affected
Transfer transcripts and evaluations Until terminated by student or life of affected record
Transcripts sent (record of) Ten years
Waivers/Substitutions authorization Permanent
Waivers for rights of access Ten years
Withdrawal from College authorizations Until terminated by student or life of affected record
Written decisions of hearing panels 5 years after graduation or date of last attendance
Other Hard Copy Records Life of affected record
Admission files for students who never enrolled (maintained by the Admissions Office) Retention Schedule
Applications for graduation Five years
Catalogue Grade Runners (Original) Permanent
Commencement Program Permanent
Dean’s Lists Permanent
Degree statistics Permanent
Diplomas (not picked up by student) Permanent
Drop/Add and Overload/Underload petitions Two years
Enrollment statistics Permanent
Enrollment verifications One year after verification
Grade Reports (office copy) Two years
Grade statistics Permanent
Graduation lists and statistics Permanent
Medical records 1 year after graduation or date of last attendance
Pass/Fail Petitions Two years
Racial/ethnic statistics Permanent
Registration cards One year
Schedule of Classes Permanent
Social security certifications 1 year after certification
Registrar’s Statistical Reports Permanent
Transcripts requests One year
Veterans Administration certifications 3 years after graduation or date of last attendance

Notes

  • All records are housed in the vault of the Bursar’s Office or the Registrar’s Office unless otherwise noted.
  • Number of years refers to period of time following last term of enrollment (if student enrolled) or term of application (if student never enrolled).
  • Student academic files are stored alphabetically by student name.
  • Other records are filed alphabetically by record type and/or year.
  • Extra copies of the College Catalogue are housed in the Bursar’s Office and in the Library.

In effect April 26, 2004.
Dean of the Faculty and Vice President for Academic Affairs.