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.
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