Record Retention Policy

See the Current Official Records Retention Schedule

The portions of the records retention schedule concerning student academic records are based on recommendations developed by the American Association of Collegiate Registrars and Admission Officers’ (AACRAO) Retention of Records: Guide for Retention and Disposal of Student Records (2000 Edition), recommendations from the SRSU Registrar’s Office, and the Texas State Library. All departments that maintain student records in their offices should follow the instructions of this records retention schedule. While several different offices on the campus play important roles in the course of a student’s enrollment, coursework, and graduation, the Office of Records and Registration is the official repository for students’ Academic Records.

The Office of the Registrar has primary responsibility to maintain the official academic record for all enrolled students. A variety of departments have responsibility for records created in the progress of a student’s career other than the student’s official Academic Record.

This retention schedule provides instruction for how long those records must be maintained. Because the Office of the Registrar is the official repository of student academic records, other offices on campus are released from the responsibility to maintain student academic records for extended periods. Copies of student academic records accumulated by other offices need not be retained beyond the period of their administrative use in those offices. By following this records retention schedule, campus offices dispose of student records and copies of records when their retention is no longer necessary. Office staff may find that they have student records that are not listed in this records retention schedule. In that event, contact Registrar Pamela Pipes at (432) 837-8049 or ppipes@sulross.edu. Many of the student records covered by this records retention schedule contain confidential information protected by federal and state law. Staff are required to handle and dispose of these confidential records appropriately to protect student privacy.