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The Tulane University Office of the University Registrar manages and retains student academic records in alignment with AACRAO recommendations, legal requirements, and standards for academic integrity.

Scope

This guidance applies to all faculty, staff, administrations, and other employees of Tulane University who manage academic records in all formats, including but not limited to paper records, electronic records, and data located within the student information system.

Definition of record

A record is data or information in any format representing academic activities and transactions.

Retention of records

Paper records are retained temporarily and regularly scanned for electronic reference. When scanned, the paper copy is destroyed, and the electronic version is retained indefinitely.

Electronic Registrar records are retained indefinitely. The Office of the Registrar retains the right to revisit indefinite retention as needed in alignment with AACRAO and state and federal laws.

Registrar stewarded records

Grade data (including forms, correspondence, record of submitted grades and grade changes including date/time stamp and user detail)

Student correspondence related to academic records inquiries

Enrollment changes (add/drop/withdrawal)

Grade mode change requests

Class rosters

VA certification records

Student demographic information (student data including student characteristics such as date of birth, former names, address information, ethnicity, etc.)

Student class schedules (for each term)

Student grades

Degree audit records (including exceptions)

Transcripts

Registration and transcript holds

Academic dismissal due to quality of work, academic integrity violations, or conduct

Data change logs (log of changes to enrollment and other data, including time stamp information and user who change data)

Name change requests

Correspondence that authorizes enrollment actions an/or provide directory/non-directory information about a student

Graduation lists - lists of graduates

Academic catalogs

Enrollment verification

Academic petitions resulting in a change to the academic record

FERPA

  • Requests for full confidentiality (opting out of directory information disclosure)

  • Requests for and outcomes of formal hearings regarding amendment of the education record.

  • If a request for record amendment is denied, the student’s statement must be maintained in the record and disclosed whenever the record is disclosed.

  • Requests for and disclosures of personally identifiable information

  • Student’s written consent for records disclosure

Transcript requests

Personal data changes (change of address, phone number, race/ethnicity and other demographic information)

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