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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.
 
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