Registrar retention and disposal of student records
- Denise Kidd
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, administrators, 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 forms are retained temporarily and regularly scanned for electronic reference. When scanned, the paper copy is destroyed once the retention period has lapsed, and the electronic version is retained indefinitely.
Pre-1980 transcripts are physically archived in the University Archives and electronically stored in Papervision, a digital repository.
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
Unless otherwise indicated below, all electronic records are retained indefinitely.
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 data (time status by term, expected grad date, enrollment by term, academic awards, address, GPA) | Academic petitions resulting in a change to the academic record |
FERPA
| Transcript requests | Personal data changes (change of address, phone number, race/ethnicity and other demographic information) | Graduation applications (application for degree)
|
ID numbers should never be released via ticket, phone, or email. Students can access their ID numbers via Gibson. Students needing ID numbers for transcript orders can enter their SSN or 9 0's in the ID number field.