Section 6: Student Records

Fri hours: Closed

Section 6: Student Records

Section Index  |  Alphabetical Index  |  Records Retention Schedule page

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 Disposition

92-12-51644

Admission Applications/Credentials for Enrolled Students (Official Copy).
Includes Uniform Undergraduate Application for Admission form, copies of high school transcripts, test scores, and related correspondence. Provides basic data concerning admission; source documents for payment of admission fees.

Official copy held by: Admissions.

Retention:

Calendar Year + 6 years
 

Disposition:

Admissions: Destroy
 

75-1-8191

Admission Applications/Credentials, Not Accepted, or Accepted But Not Entered (Official Copy).
Includes Uniform Undergraduate Application for Adission form, copies of high school and/or college transcripts, test scores, and related correspondence. Provides basic data concerning rejection for admission.

Official copy held by: Admissions.

Retention:

Calendar Year + 6 years
 

Disposition:

Admissions: Destroy
 

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.

Retention:

Academic year + 2 years
 

Disposition:

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.

Retention:

Academic year + 3 years
 

Disposition:

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.

Retention:

Academic year + 3 years
 

Disposition:

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.

Retention:

End of quarter in which exam given + 4 months
 

Disposition:

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.

Retention:

Student fails to meet program requirements + 6 years
 

Disposition:

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.

Retention:

Student fails to meet program requirements + 1 years
 

Disposition:

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.

Retention:

Student completed program + 35 years
 

Disposition:

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.

Retention:

Completion of program + 5 years
 

Disposition:

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.

Retention:

No longer needed for agency business + 0 months
 

Disposition:

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.

Retention:

Administrative purpose is served + 6 years
 

Disposition:

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.

Retention:

Receipt of award + 6 years
 

Disposition:

Any department: 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.

Retention:

No longer needed for agency business + 0 months
 

Disposition:

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.

Retention:

Completion of application + 3 years
 

Disposition:

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.

Retention:

Academic year + 6 years
 

Disposition:

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.

Retention:

Student graduates or has been in program 6 years + 3

years

Disposition:

Any department: Destroy
 

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