Enrollment management student records retention and disposal guidelines

Admissions

(Admissions Records for Applicants who do not enroll, Admissions Records for Applicants who Enroll, Student academic Records, Student Record electronic data, publications, statistical data and institutional reports, FERPA, Federal Disclosure Records)

Until Admitted – Admissions for records for Applications who enrolled

• Letters of recommendation admissions

1 year after first term of enrollment

• Application for admission or re-admission – Admission application

1 year after application term (Admissions Records for Applicants who do not enroll)

• Admission letters – Notices of admission, waitlist and denial

• Correspondence, relevant

• Waivers of rights of access (admissions) – waiving right of access to admission letters of recommendations

• Applications for admission or re-admission – Admission application such as undergraduate, graduate, international or non-degree/special admittance

• Entrance examination reports/test scores – Standardized test scores, such as ACT/SAT, LSAT, MCAT, GRE, TOEFL

• Medical records – i.e., immunization records

• Letters of recommendation (admissions)

• Military documents

• Placement test records/scores

• Residency classification forms

• Test scores (other)

• Transcripts (high school)

• Transcripts (other colleges)

• Alien Registration Receipt Card – Evidence  of admissibility as a permanent resident

• DS-2019 – Certificate of eligibility for J1 visa status (formerly IAP-66)

• Employment Authorization (work permit), if granted

• I20 – Certificate of eligibility for F-1 visa status

• I94 Card (copy) – Document issued to nonimmigrants; also known as Arrival Departure record

• Passport number

• Statement of Educational Costs – Estimate of total school year costs

• State of Financial Responsibility – Evidence of adequate financial resources 

Financial Aid

Until loan is satisfied, or documents are needed to enforce obligation

• Perkins original promissory notes

3 years after award year

• Accrediting and licensing agency review, approvals, and reports

• Audit reports and school responses

• Records pertaining to financial responsibility and standards of administrative capability

• Program Participation Agreement

• Self-evaluation reports

• State agency reports

• Bank statements for accounts containing SFA funds

• Federal Work-study payroll records

• Ledgers identifying SFA transactions

• Records of SFA program transactions

• Records of student accounts

• Records supporting data on required reports (SFA program reconciliation reports, audit reports and school responses, Pell Grant statements of accounts, accrediting and licensing agency reports

• Application data submitted to the Department of Education or lender by the school on behalf of the student

• Data used to establish student’s admission, enrollment status and period of enrollment

• Date and amount of disbursements

• Documentation of student’s eligibility

• Documentation of student’s satisfactory academic progress

• Documentation of student’s program of study and enrolled courses

• Documentation related to the receipt of aid, such as the amount of grant, loan, or FWS award and calculations used to determine aid amounts

• Documentation of initial or exit loan counseling

• Documentation supporting the school’s calculation of its completion/graduation or transfer out rate

• Documents used to verify applicant’s data

• Financial and history for transfer students

• Reports and forms for participation in the SFA program

• Student Aid Report (SAR) or institutional Student Information Record (ISIR)

• Borrowers eligibility records

• Campus-based aid (Perkins loan, SEOG, and Federal Work Study)

• FFEL and Direct Loans

• Fiscal Operations Report and Application to Participate (FISAP)

• Pell Grant

• All other records/reports

3 years from date loan assigned, cancelled or repaid

• Perkins repayment records

Registrar

3 years after Graduation term or last term of attendance (Applicants who enroll)

• Admission letters – Notices of admission, denial or waitlist

• Admission letters (Special Program)

• Correspondence , relevant

• Waivers of rights of access (admissions) – Waiving right of access to admission letters of recommendation

• Credit by Examination – Reports/scores on Advanced Placement, Clep, PEP, etc

• Entrance examination reports/test scores – Standardized test scores, such as ACT/SAT, LSAT, MCAT, GRE, TOEFL

• Medical records – i.e., immunization records

• Military documents

• Placement test scores/reports

• Residency classifications forms

• Test scores (other)

• Transcript (high school)

• Transcripts (other colleges)

• Alien Registration Receipt Card – Evidence of admissibility as a permanent resident

• DS-2019 – Certificate of eligibility for J1 visa status (formerly IAP-66)

• Employment Authorization (work Permit), if granted

• J-20 – Certificate of eligibility for F-1 visa status

• I94 Card (copy) – Document issued to nonimmigrants, also known as Arrival Department Record

• Passport number

• Statement of Educational Costs – Estimate of total school year costs

• Statement of Financial Responsibility – Evidence of adequate financial resources

• Academic advisement records

• Academic warning – Notice of academic action related to academic non-performance/deficiency

• Academic suspension – Notice of academic action related to academic non-performance/deficiency

• Correspondence with Student – Related to academic records, inquiries

• Disciplinary action records – Grade or program actions, notice of sanctions related to personal conduct

• VA certification records – Certifying documents for federal VA benefits

• Application for degree or other credential (3 years after Graduation term or until administrative need is satisfied) – Degree applications, records of degree name, etc.

• Degree audit records – Degree audits in support of graduation clearing

• Transfer credit evaluations

1 year after course completion

• Exams (final/graded coursework)

• Grade appeal/complaint – Student final grade disputes

• Instructor Evaluations (by students)

3 years from date of required disclosure

• Athletic Participation/EADA documents

• College costs, accreditation, textbook information, transfer credit policy – Complies with the Higher Education Opportunity Act

• Crime Statistics/Security Reports – Complies with Clery Act reporting requirements

• Graduation/completion, Transfer-out Data – Complies with Student Right-to-Know legislation

• Institutional information (Cost of attendance, withdrawal procedures, accreditation, etc)

5 years after course completion

• Grade book (faculty) – Record of students in course and work completed

10 years

• Data change logs – Electronic log of changes to enrollment and other data, including date/time stamp information and user that changed data if that data is maintained separately in system

• Enrollment data – Electronic record of enrollment in classes, including records of drop, add and enrollment change activity

50 years

•  Student demographic information – Electronic student data including student characteristics, date of birth, former names, address information, photo ID and ethnic information

Until Administrative Need is satisfied

• Grievance/complaint -  Various course/exam related issues, not grade or FERPA disputes

• Leave of absence

• Major changes, certification of 2^nd majors, minors

• Petitions (academic) – Exceptions to academic rules

• Athlete eligibility reports

• Athlete records -  Initial and continuing eligibility information, academic information, documentation of participation, tutor evaluation and assessment

• Enrollment verifications – Verifications of enrollment, graduation, GPA and other related academics

• Residence verification records – Documents in support of verifying residency in state for tuition purposes

• Teacher certifications

• Transcript request (student) – Official transcript request by students

• Substitution/waivers – Approvals to meet program requirements with administrative action

• Grade change forms  - Record of authorization to change grade

• Name change authorizations

• Personal data information forms – Change of address, race/ethnicity questionnaires and other demographic data

• Class schedules (students) – Student schedules for each term

• Class lists – Record of class rosters for each term

• Course report form/approval

• Credit/no credit, audit, or pass/no pass approvals – Authorizations for various enrollment options

• Enrollment changes – Record of student add/drop/withdraw from class

• Hold or encumbrance authorizations – Registration and transcript holds

• Registration/enrollment records – Initial registration forms, current enrollment records

• Withdrawal/cancellations or enrollment records – Record of request to withdraw from all classes

• Email data/information – Emails and other electronic communications that authorize academic/enrollment actions and/or provide directory/non directory information about a student

Permanent

• Academic dismissal – Notice of academic action related to academic non-performance/deficiency

• Academic integrity code violations (with sanctions) – Notice of violation of academic integrity policies including sanctions, if any

• Academic Records (miscellaneous) – Narrative evaluations, competency assessments, etc.

• Thesis/Dissertation

• Transcripts – Permanent academic record

• Graduation Lists – List of graduates for graduating class

• Grade submission sheets/data – Original record of grades submitted at end of term

• Catalogs – Published annually or bi-annually, record of courses, degrees and programs of study offered

• Commencement programs – Published record of graduates for public distribution

• Degree statistics – Record of Degree granted by institution per graduation term and/or annually

• Enrollment statistics – Per term report of enrolled students, e.g., by class by course, totals, headcount and FTE

• Grade distribution and other grade statistics – Record of grades given including summary grade point statistics by class

• Race/ethnicity reporting – Report of student enrollment graduation and other metrics by race and ethnic origin

• FERPA

  • Request for formal hearings – Student initiated request for formal hearing regarding amendment of education record

  • Request for and disclosures of personally identifiable information – Necessary for compliance with recordkeeping requirements in FERPA

  • Request for nondisclosure of directory information – Student request to opt-out of directory information disclosure

  • Statements of content of records regarding hearing panel decisions – If student request for amendment of record is not granted, then student statement must be maintained in the record and disclosed whenever the record is disclosed

  • Written consent for records disclosure – Student signed (electronic or paper) authorization for disclosure of education record

  • Waivers for rights of access – Covers confidential letters and statements of recommendations related to the student’s admission, application for employment or receipt of an honor or honorary recognition

  • Written decisions of hearing panels – Decisions resulting from formal hearings regarding amendment of education records

• Grade data – Electronic record of submitted grades and grade changes, including date/time stamp and user detail