Records Retention Schedule
The schedule is given by record name, retention of official copy, retention of other copies and primary custodian of the record. Custodian codes are:
- Admissions: A
- Registrar: R
- International Affairs: I
- Schools: S
- Dean of Student Life & Academic Schools: D
| Admissions-Applicants Who Do Not Enroll (Admissions Office)* | |||
| Record | Official Copy | Copies | Cust. |
| Acceptance Letter | 1 year after application term | Until end of application term | A |
| Advanced Placement Results | 1 year after application term | A | |
| Applications | 1 year after application term | A | |
| Correspondence (all) | 1 year after application term | ||
| Entrance Exam Results/Scores | 1 year after application term | A | |
| Letters of Recommendation | 1 year after application term | A | |
| Military Records | 1 year after application term | A | |
| Placement Test Results/Scores | 1 year after application term | S | |
| Requests to Update Application | 1 year after application term | A | |
| Recruitment Records | 1 year after application term | A | |
| Transcripts (high school and college) | 1 year after application term | A | |
| International Student Records | 1 year after application term | I | |
| Admissions-Applicants Who Enroll* | |||
| Record | Official Copy | Copies | Cust. |
| Acceptance Letter | 1 year after graduation or date of last attendance | Until admitted | A |
| Advanced Placement Results | 3 years after graduation or date of last attendance | A | |
| Applications | 3 years after graduation or date of last attendance | A | |
| Correspondence (all) | 3 years after graduation or date of last attendance | ||
| Entrance Exam Results/Scores | 3 years after graduation or date of last attendance | A | |
| Letters of Recommendation | Destroy when admitted | A | |
| Military Records | 3 years after graduation or date of last attendance | A | |
| Placement Test Results/Scores | 3 years after graduation or date of last attendance | A | |
| Readmission Records | 3 years after graduation or date of last attendance | S | |
| Recruitment Records | Destroy when admitted | A | |
| Student Waivers for rights to access to letters of recommendation | Destroy when terminated | A | |
| Transcripts (high school and college) | 3 years after graduation or date of last attendance | A | |
| International Student Records | 3 years after graduation or date of last attendance | I | |
| Registration and Attendance/Academic Progress Records | |||
| Record | Official Copy | Copies | Cust. |
| Academic Action Authorization (dismissal) | 3 years after graduation or date of last attendance | 1 year after date of action | S |
| Academic Transcript | Permanent | R | |
| Advanced Placement and Other Placement Tests | 3 years after graduation or date of last attendance | A | |
| Advising Notes | 3 years after graduation or date of last attendance | ||
| Application for Graduation | 1 year after graduation or date of last attendance | S | |
| Application for Admission/Readmission | 3 years after graduation or date of last attendance | A/S | |
| Audit Authorization | 1 year after date submitted | R | |
| Change of Schedule (Drop/Add) | 1 year after date submitted | Maintained in Banner | R |
| Change of Grade | Record Permanent | Maintained in Banner | R |
| Class Roster (Original Grades) | Permanent | Maintained in Banner | R |
| Class Schedules (Students) | 1 year after graduation or date of last attendance | Maintained in Banner | R |
| Correspondence (ALL) | 1 year after graduation or date of last attendance | ||
| Credit by Exam Report/Scores | 3 years after graduation or date of last attendance | Maintained in Banner | R |
| Credit/No Credit Approval (No Grade, Pass/Fail) | 1 year after date submitted | R | |
| Curriculum Change Authorization | Destroy when processed in SIS | S | |
| Degree Audit Record | 3 years after graduation or date of last attendance | S | |
| Disciplinary Action Record | 3 years after graduation or date of last attendance | S | |
| FERPA Record | As long as relevant student records are retained | R | |
| Foreign/International Student Records (INS Record) | 3 years after graduation or date of last attendance | I | |
| Grade Report (Registrar’s copies) | 1 year after date submitted | Maintained in Banner | |
| Graduation List | Permanent | R | |
| Hold or Encumbrance Authorization (all) | Until released | ||
| Military Record | 3 years after graduation or date of last attendance | A | |
| Name Change Authorization | 3 years after graduation or date of last attendance | R | |
| Pass/Fail Record | 1 year after date submitted | R | |
| Personal Data Information Record | 1 year after graduation or date of last attendance | R | |
| Registration Record | 1 year after date submitted | R | |
| Transcript Request (student's) | 1 year after date submitted | R | |
| Transfer Credit Evaluation | 3 years after graduation or date of last attendance | A | |
| Withdrawal Authorization | 1 year after graduation or date of last attendance | R | |
| Working Documents | 1 year after graduation or date of last attendance | ||
| Certification Data/Records | |||
| Record | Official Copy | Copies | Cust. |
| Enrollment Verification | 1 year after verification | Maintained in Banner | R |
| Social Security Verification | 1 year after verification | R | |
| Teacher Certification | 1 year after certification | D | |
| Veterans Administration | 3 years after graduation or date of last attendance | R | |
| Publications/Statistical Data/Institutional Reports | |||
| Record | Official Copy | Copies | Cust. |
| Catalog/Bulletin | Permanent: transfer 2 copies to Archives each year | R | |
| Commencement Program | Permanent: transfer 2 copies to Archives each year | R | |
| Degree Statistics | Permanent: transfer 1 copy to Archives each year | R | |
| Enrollment Statistics | Permanent: transfer 1 copy to Archives each year | R | |
| Grade Statistics | Permanent: transfer 1 copy to Archives each year | R | |
| Race/Ethnicity Statistics | Permanent: transfer 1 copy to Archives each year | R | |
| Schedule of Classes | Permanent: transfer 1 copy to Archives each year | R | |
| FERPA (Family Educational Rights and Privacy Act) Records | |||
| Record | Official Copy | Copies | Cust. |
| Request for Formal Hearing | Permanent | D | |
| Request and Disclosure of Personally-Identifiable Information | Permanent | R | |
| Student Request for Non-Disclosure of Directory Information | Permanent or until terminated by student | R | |
| Student Statement on Content of Records re Hearing Panel Decision | Permanent | D | |
| Student’s Written Consent for Records Disclosure | Permanent or until terminated by student | R | |
| Waivers for Rights to Access | Permanent or until terminated by student | D | |
| Written Decisions of Hearing Panels | Permanent | D | |
| Student Records Held by Faculty | |||
| Record | Official Copy | Copies | Cust. |
| Grade Book | 5 years after graduation or date of last attendance | S | |
| Student Exams/Papers | 1 month after end of term | S | |
*Effective for the fall 2004 semester and thereafter, most materials for undergraduate admissions are imaged and the image will be retained for at least 10 years.
