NOTE: See also the Admissions, Athletics, Counseling Services, Disabled Students, Health Services, Instruction, and Camps sections in this Schedule.

1[121] Student academic records

a. Student permanent academic record (transcript)

RETENTION: PERMANENT

b. Change of grade documents, withdrawal authorizations, graduation certification, Social Security certification, student roster (including names, addresses, and other pertinent information), and attendance verification records, such as class roster, final grade listing, and student schedule

RETENTION: 6 years

NOTE: Registrars and other college officials may want to retain change of grade documents, final grade listings, and attendance verification records longer than 6 years in order to resolve grade disputes or otherwise confirm that grades listed on student transcripts are correct.

c. Other student records, including but not limited to academic action authorizations (dismissals and/or notification of problems); employment placement records; records of internships served; records relating to participation in clinical programs; records of selection for and participation in remedial assistance, second language, academic honors, or other special academic programs; and assessment of life/work experience information for academic credits

RETENTION: 6 years after graduation or date of last attendance of student(s) involved

NOTE: Registrars and other college officials may want to retain certain student records longer than 6 years in order to facilitate the readmission of students who withdraw prior to graduation. As a convenience for students, registrars and other college officials may elect to retain copies of international transcripts and similar records submitted by students for admission or transfer credit.

d. Application for veteran’s benefits and enrollment certification and related records

RETENTION: 3 years

e. Application for graduation, change of course (drop/add) records, credit/no credit (audit) approval, pass/fail request, registration form, and request by student for transcript or other record

RETENTION: 1 year

f. Name and/or sex change authorization, or change in Social Security number record

RETENTION: 3 years

g. Unclaimed diplomas

RETENTION: 1 year

NOTE: Colleges and the University may want to keep these records longer for convenience of both college personnel and graduates who may request their diploma at some later date.

h. Admissions records for applicants who are accepted and attend

RETENTION: 6 years after graduation or date of last attendance

2[895] Non-credit and continuing education records

a. Individual attendee records, including but not limited to residence verification, program participation application, summary of participant achievements and attendance, and record of courses taken, including grades and test results, but excluding test papers and answer sheets

RETENTION: 6 years

NOTE: If participation in a non-credit or continuing education course is pertinent to an enrolled student’s academic requirements, attendee records should be maintained as part of the student’s academic records as indicated by item no. 1 [121] in this section.

b. Test papers and answer sheets

RETENTION: 6 months

NOTE: For test papers and answer sheets for credit courses, see item no. 6 [110] in the Instruction section.

3[896] Student information system containing electronic information on academics, financial matters, and other aspects of student life, regardless of whether or not similar information is covered by other items found in this Schedule

a. Basic data on any student contained in or produced by an automated student information system, including name, age, sex, personal identification (Social Security number or other number used to identify student), address, grade and/or class, courses taken, and grades

RETENTION: 6 years after graduation, date of last attendance, or financial accounting, whichever is longer

NOTE: This information may be valuable for long-term planning and evaluation purposes by college and University administrators, and for instances where students reenter a college or the University later in life. In addition, it may be useful in historical or other research. Creation of a “history file” in the information system may be a useful way to maintain this more important information. Contact your Records Management Coordinator for additional advice.

b. Detailed data on any student contained in or produced by an automated student information system, other than financial aid data

RETENTION: 6 years

c. Financial aid data on any student contained in or produced by an automated student information system

RETENTION: 6 years after graduation, date of last attendance, or financial accounting, or 6 years after loan repaid, fully canceled, or assigned, whichever is applicable

4[122] Records of compliance with the Family Educational Rights and Privacy Act of 1974 (FERPA) and related legislation concerning access to student education records and participation in surveys on or activities in designated areas

a. Request for hearing on content of student education records, decision of hearing, and student statement on content of disputed record

RETENTION: Same period the disputed records are maintained

b. Record of requests for access to and disclosures of personally identifiable information from student education records, as required by FERPA regulations

RETENTION: Same period the requested records are maintained

NOTE: For records of requests for student information that are not subject to FERPA requirements, see item no. 10 [10] in the General section. Requests by students for information on themselves are covered by item no. 1 [121] in this section.

c. Request for nondisclosure of directory information or non-participation in surveys on or activities in designated areas

RETENTION: 1 year after request terminated or no longer valid, or 1 year after concerned records no longer maintained

d. Consent for records disclosure

RETENTION: 1 year after consent terminated, or 1 year after concerned records no longer maintained

e. Waiver of right to inspect and review confidential letters and statements placed in student education records

RETENTION: 1 year after waiver terminated, or 1 year after concerned records no longer maintained

f. Directory Information Policy Statement

RETENTION: PERMANENT

g. Annual or other notice of rights under FERPA or related legislation concerning access to student records or participation in surveys on or activities in designated areas

RETENTION: 3 years after superseded or obsolete

5[123] Proof of residence records

a. College or University copy of certificate of residence

RETENTION: 6 years

b. Lists of students residing in different political jurisdictions

RETENTION: 1 year after superseded or obsolete

6[124] College-related reports, studies, or data queries, including their supporting documentation, covering subjects such as institutional research, graduation rates, enrollment projections, ethnicity and other student profiles, faculty-student class ratios, honors lists, and fiscal matters

a. Annual or semester reports submitted to the U.S. Department of Education, the State, the City, or the University, including the institutional profile; other reports, studies, or queries having legal or fiscal value; and verifications of data following submission by a college or the University

RETENTION: 6 years

NOTE: Appraise these records for historical significance prior to disposition. Some of these reports and studies, including their detailed documentation, may contain significant information valuable for long-term planning as well as historical and other research. Contact your Records Management Coordinator for additional advice.

b. Reports, studies, or queries having no legal or fiscal value, such as daily activity or other routine internal reports

RETENTION: 0 after no longer needed

7[125] Scholarship records

a. Individual scholarship file, including but not limited to applications, list of eligible candidates, list of competition winners and alternates, recommendations, authorization of awards, financial statements, accounting data, reports, and correspondence

RETENTION: 6 years

b. List of scholarships awarded students

RETENTION: PERMANENT

8[897] Records of gifts and prizes (other than scholarships) awarded students

RETENTION: 3 years

9[898] Student degree and grade audit records, other than those found in the student academic records covered by item no. 1 [121] in this section

RETENTION: 6 years

10[899] Student disciplinary records, including but not limited to suspension notice, suspension hearing record, probationary condition adherence record, expulsion records, correspondence, fine assessment, and related records

RETENTION: PERMANENT

11[117] Student complaint records, including but not limited to complaint, investigative records, hearing proceedings, decision rendered, student appeal, final decision, and correspondence

RETENTION: 6 years after complaint resolved

NOTE: This item does not cover records of student complaints filed under the provisions of the Americans with Disabilities Act (ADA), Rehabilitation Act of 1973 as amended, or similar state/federal laws, regulations, or requirements (see item no. 23 [785] in the Public Property and Equipment section).

12[900] Recruitment records, other than recruitment of individual student athletes, including but not limited to plans and strategies, lists of potential students, records of socio-ethnic composition of student body, records of college planning workshops and visits by parents and prospective students, and relevant statistics, exclusive of records of individual prospective students as covered by item no. 13 [901] in this section

RETENTION: 3 years

NOTE: For records relating to recruitment of student athletes, see item no. 1 [66] in the Athletics section.

13[901] Records relating to individual prospective students who do not apply for admission, including resumes

RETENTION: 1 year

14[71] Parental consent records

RETENTION: 6 years

15[73] Termination record containing information about academic, attendance-related, or disciplinary termination, reason for termination, transfer to another college, or future plans of student

RETENTION: 3 years

16[902] Nursing education program eligible list of candidates received from State Education Department

RETENTION: 3 years after end of the academic year

17[889] Institutional information/reports that must be sent or made available to enrolled and prospective students and the public under Sections 668.41, et seq. of 34 CFR, including related records, exclusive of campus safety records required to be maintained under the Clery Act regulations – Section 668.46 of 34 CFR

a. Financial assistance information, institutional information, completion or graduation rate information, completion or graduation rates for student-athletes report, and athletic program participation rates and financial support data report

RETENTION: 6 years after superseded or obsolete

NOTE: Institutional information and reports may have long-term value to document college and University policies and the status of various college and University programs, especially if that information is not readily available in catalogs or other sources. For that reason, officials may want to retain these records permanently to document these policies and programs.

b. Notice of availability of information/reports as distributed or made available to enrolled and prospective students

RETENTION: 3 years after superseded or obsolete

c. Designation of employee(s) authorized to assist enrolled and prospective students obtain the information/reports

RETENTION: 3 years after superseded or obsolete

NOTE: For campus safety records, see item no. 11 [891] and other items in the Public Safety section.

18[890] Commencement records

a. Official copy of commencement program or other publication

RETENTION: PERMANENT

b. Other commencement records, including but not limited to copies of speeches, press clippings and press releases, and event planning and logistics records

RETENTION: 6 years

NOTE: Appraise these records for historical significance prior to disposition. Records such as speeches and photographs may have continuing value for historical or other research and should be retained permanently. Contact your Records Management Coordinator for additional advice.

19[892] Student activity or organization records, including lists of members or participants, records of activities, competitions and performances, and other records of officially supported student activities and organizations, except scouting records and scouting and training videotapes

RETENTION: 6 years

NOTE: Appraise these records for historical significance prior to disposition. Photographs and videotapes of programs for certain competitions and performances may have historical value in documenting student activities. Records with historical value should be retained permanently.

NOTE: Scouting records and scouting and training videotapes are covered in item no. 3 [70] in the Athletics section. Parental consents are covered by item no. 14 [71] in this section. Health-related records are found in the Health Services section.