Section 6: Student Records

Thur hours: Closed

Section 6: Student Records

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Section 6 includes records of admissions, registration, enrollment, transcripts, and other information documenting both undergraduate and graduate students' grades and coursework. Also includes scholarship records.

Disposition Authority# Records series title and description Retention and Disposition Instructions

14-09-68612

Application Files, Incomplete, Undergraduate/Graduate Programs (Secondary Copies).

May include program application, copies of transcripts, college test scores, related documents. File is incomplete.

Applies to secondary copy held by any office.

Retain for 2 years after academic year

then

Any department: Destroy

 

14-09-68613

Application Files/Applicants Accepted, Not Entered, Undergraduate/Graduate Programs (Secondary Copies).

May include program application, copies of transcripts, college test scores, related documents. Student chose not to enter program.

Applies to secondary copy held by any office.

Retain for 3 years after academic year

then

Any department: Destroy

 

14-09-68614

Application Files/Applicants Denied Admission, Undergraduate/Graduate Programs (Secondary Copies).

May include program application, copies of transcripts, college test scores, related documents. Applicants were denied admission to the program.

Applies to secondary copy held by any office.

Retain for 3 years after academic year

then

Any department: Destroy

 

14-09-68630

Examination Forms and Answer Sheets (Official Copy).

A record of student answers to examination questions. Faculty determine whether particular course exams may be retrieved by the student. This retention period applies to those graded exams not retrievable by students. These records are non-disclosable under 20 U.S.C. 1232g (a) (4) (A) (i) and (ii), except as authorized under 20 U.S.C. 1232g (b). If the faculty member has determined that students may retrieve graded exams and the students do not do so, the exams should be considered non-record abandoned property, and may be dealt with as other confidential waste paper.

Official copy held by: Any department.

Retain for 4 months after end of quarter in which exam given

then

Any department: Destroy

 

80-2-24288

Graduate Student Records/Incomplete Program (Official Copy).

Records for students who failed to complete the graduate degree program requirements within the five-year limitation. Includes applications, copies of test scores, transcripts, related materials. Documents individual student status.

Official copy held by: Graduate School.

Retain for 6 years after student fails to meet program requirements

then

Graduate School: Destroy

 

14-09-68632

Graduate Student Records/Incomplete Program [Secondary Copy] (Secondary Copies).

Records for students who have failed to complete the graduate degree program requirements within the five-year time limitation. Includes applications, copies of test scores and transcripts of courses taken, and related materials. Documents individual student status in relationship to degree Applies to secondary copy held by any office.

Retain for 1 year after student fails to meet program requirements

then

Any department: Destroy

 

80-2-24289

Graduate Student Records/Program Completed (Official Copy).

Individual folders for students who have successfully completed the graduate degree program. Provides verification for degree earned. Includes copies of transcripts, test scores, original application, degree recommendation card, and related materials.

Official copy held by: Graduate School.

Retain for 35 years after student completed program

then

Graduate School: Destroy

 

14-09-68634

Graduate Student Records/Program Completed [Secondary Copy] (Secondary Copies).

Individual folders for students who have successfully completed the graduate degree program. Provides verification for degree earned. Includes copies of transcripts, test scores, original application, degree recommendation card, and other related material.

Applies to secondary copy held by any office.

Retain for 5 years after completion of program

then

Any department: Destroy

 

GS 50005.052

Registrar’s Statistical Reports (Secondary Copies).

Provides student enrollment, degrees conferred by major, and related statistics to academic and other departments.

Applies to secondary copy held by any office.

Retain until no longer needed for agency business

then

Any department: Destroy

 

14-09-68673

Scholarship Records (Awarded by Department) Program Records (Official Copy).

May include documentation related to the establishment of the fund, administrative requirements, lists of recipients and related records. Provides a record of scholarship program management.

Official copy held by: Any department.

Retain for 6 years after administrative purpose is served

then

Any department: Destroy

 

14-09-68674

Scholarship Records (Awarded by Department--Recipients) (Official Copy).

May include application, award notice, related correspondence. Documents selection of candidates and awarding of scholarships.

Official copy held by: Any department.

Retain for 6 years after receipt of award

then

Any department: Destroy

 

14-09-68675

Scholarship Records (Awarded by Student Financial Resources) (Official Copy).

May include application, award notice, related correspondence. Documents selection of candidates, awarding of scholarships, and disbursement of funds.

Official copy held by: Financial Aid.

Retain for 6 years after last academic year in which student received assistance

then

Financial Aid: Destroy

 

GS 50005.051

Scholarship Records (Awarded by Student Financial Resources) (Secondary Copies).

May include application, award notice, related correspondence. Documents selection of candidates, awarding of scholarships, and disbursement of funds.

Applies to secondary copy held by any office.

Retain until no longer needed for agency business

then

Any office: Destroy

 

14-09-68676

Scholarship Records--Not Awarded (Official Copy).

May include application and related correspondence. Provides a record of scholarship applicants who were not awarded funds.

Official copy held by: Any department.

Retain for 3 years after completion of application

then

Any department: Destroy

 

14-09-68679

Student Curriculum Records (Official Copy).

Confidential records of conference courses, incomplete grades, advisement records; documentation pertaining to academic standing of majors for students enrolled in departmental programs and courses.

Official copy held by: Any department.

Retain for 6 years after academic year

then

Any department: Destroy

 

14-09-68689

Undergraduate Student Folder (Official Copy).

Individual files containing copies of transcripts, evaluations and related materials. Documents student’s status in relationship to degree and major requirements.

Official copy held by: Any department.

Retain for 3 years after student graduates or has been in program 6 years

then

Any department: Destroy

 

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