STUDENT RECORDS RETENTION SCHEDULE

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1 Series Identifier Series Name 4.0 STUDENT RECORDS Identifier Title Custodian Value: - egal H - Historical O F H V Admission s for Students who do not enroll shall be retained for 1 year after the application term had concluded. Source Authority Contact Contact Number Admissions and Academic s Academic action authorizations (dismissal, etc.) Digital - Based on "American Association of Collegiate Registrars and Admissions Officers (AACRAO)" 2000 Edition, unless otherwise indicated Academic records (including narrative evaluations, academic petitions, competency assessments, etc.) Acceptance letters Advancement to Candidacy Perm X X AACRAO Permanent Registrar Perm X X CSU Business Practice Application for Admission (or Readmission) Digital - Permanent Registrar/Graduate Studies year after graduation or date of Applications for graduation attendance Registrar year after date Audit authorizations 1 year X AACRAO submitted Registrar Change of grade forms (update documents) Perm X X AACRAO Permanent Registrar year after date Changes of course (add/drop) 1 year+e27 X AACRAO submitted Registrar Class schedules (students) Digital - 1 year after graduation or date of attendance Registrar

2 Identifier Title Custodian Credit/No Credit Approvals (audit, pass/fail, etc.) Correspondence, relevant Curriculum Change Authorizations Value: - egal H - Historical O F H V Source Authority Contact Contact Number Degree audit records Perm &/or Digital Documentation for Credit by examination reports/scores (e.g., Advanced Placements, CEP, PEP) Documentation for Credit for demonstrated prior learning, knowledge, or skills based on experience. Documentation for Credit for formal instruction in non-collegial settings (military learning and ACE recommended credits) Enrollment verifications 1 year X AACRAO 1 year after verification Registrar Entrance examination, placement test, and other test scores (e.g., ASSET, Compass, Accuplacer, GRE/MAT, etc.) Digital Fee assessment forms Stephen Garcia NA X X AACRAO attendance Student Financial Services/Bursar

3 Identifier Title Custodian FERPA documents Value: - egal H - Historical O F H V Perm X X X AACRAO Grade reports (registrar's copies) Digital - Perm X X AACRAO Graduation authorizations Perm X X AACRAO Source Authority Contact Contact Number FERPA specifically requires institutions to maintain records of requests and disclosures of personally identifiable information except for defined "directory information" and requests from students for their own records. The records of disclosures and requests for disclosures are considered part of the students' educational records; therefore, they shall be retained as long as the education records to which they refer are retained by the institution. Registrar year after date submitted Registrar Hold or encumbrance authorizations Digital - Perm X X AACRAO Until released Registrar etters of recommendation /Joe Sheley NA X AACRAO Until admitted (See Note 8) Registrar/Graduate Studies Medical records Medical records (Academically based) Joe Sheley NA X AACRAO 1 year after graduation or date of attendance Student Services With Disability Military Documents Name change authorizations Perm X X AACRAO 10 years after

4 Identifier Title Custodian Value: - egal H - Historical O F H V Source Authority Contact Contact Number Pass/fail requests 1 year after date submitted Registrar Personal data information forms 1 year after graduation or date of attendance Registrar Program Proposal/Adjustment Request (Graduate, Post-Graduate & Certificate Programs) Perm X X CSU Business Practice Permanent Registrar Readmission forms Digital Recruitment materials X AACRAO May dispose of materials after enrollment Admissions Registration forms Digital - 1 year after date submitted Registrar Requests and disclosures of personally identifiable information Residency classification forms /Steve Garcia Perm &/or Digital - Perm X X AACRAO Permanent Registrar Perm X X X 34 CFR award year Registrar/Student Financial Services (Bursar) Social security certifications NA X AACRAO 1 year after certification Registrar Student requests for nondisclosure of directory information Perm &/or Digital - Perm X X AACRAO Until terminated by the student or permanent Registrar Student waivers for rights of access to see letters of recommendation for admission Perm &/or Digital - Perm X X AACRAO Until terminated Registrar Student's written consent for records disclosure Teacher credential certification records Joe Sheley - Vanessa Sheared UGRD - NA X Perm &/or Digital - Perm X X AACRAO State of California, Commission on Teacher Credentialing Until terminated by the student or permanent Registrar Years from date of certification Teacher Preparation and Credentials

5 Identifier Title Custodian Teacher credential program records Thesis/Dissertation/Graduate Comprehensive Exam s (i.e. Committee Assignment, Extensions, Clearance, etc.) Joe Sheley - Vanessa Sheared UGRD - NA X Joe Sheley Transcript requests (student) Transcripts - high school Transcripts - other colleges Value: - egal H - Historical O F H V Source Authority Contact Contact Number State of California, Commission on Teacher Credentialing Perm X X CSU Business Practice Perm (hardcopy 6 mo.) Digital - 1 year X AACRAO Transfer credit evaluations Digital Tuition and fee charges Stephen Garcia Digital - 7 Years from date of attendance Permanent Teacher Preparation and Credentials Office of Graduate Studies year after date submitted Registrar attendance (See Note 3) Registrar attendance (See Note 3) Registrar Student Financial attendance Services/Bursar Waivers for rights of access Withdrawal authorizations Advisee Folders NA Good for 1 calendar year - end of that year X X AACRAO Until terminated by the student or permanent Registrar years after date attended Registrar Class ists Digital - Perm 1 year Registrar Disciplinary Action Binders - forever/ Scanned X X 1 year Registrar

6 Identifier Title Custodian Value: - egal H - Historical O F H V Source Authority Contact Contact Number Not Enrolled - File incomplete - 1 year Enrolled - 5 year Academic s from other institutions (including associated worksheets, evaluations, etc.) Not Enrolled - File complete: applicant denied - 2 years All items below ( ): from date attended, or as noted per item. Perm Registrar Application for Admissions Digital - Perm Registrar Admissions Correspondence Perm &/or Digital - Perm Registrar Confidential s and Correspondence TBD Registrar Foreign Student Certification (I20 for F Visa or IAP 66 for J Visa) Digital - Perm Or two years from date attended Global Education Graduate Credit Request Perm Registrar Graduate Exam Digital - Perm Registrar Graduate Study plans Chevelle Newsome Perm Office of Gratuate Studies Graduation Checks Digital - Perm Registrar Petition for Exceptions to Policy Perm Registrar Testing Results, including entrance examination (see also Writing Skills Essays) Digital - Perm Registrar Miscellaneous Correspondence, Worksheets 4.2 Financial Aid s Application data submitted to the Dept. of Education or lender by the school on behalf of the student Perm Registrar

7 Identifier Title Custodian Audit and review reports Value: - egal H - Historical O F H V Until audit/review questions are resolved or until the end of the retention period applicable to the records, later. X 34 CFR Campus-based aid (Perkins loan, SEOG, and Federal Work Study) Data used to establish student's admission, enrollment status, period of enrollment X 34 CFR Date and amount of disbursements Documentation of initial or exit loan counseling Documentation of students eligibility Source Authority Contact Contact Number Until audit/review questions are resolved or until the end of the retention period applicable to the records, later. Financial Aid award year Admissions Documentation of student's program of study and courses enrolled in X 34 CFR Documentation of student's satisfactory academic progress Documentation related to the receipt of aid, such as: amount of grant, loan, Federal Work Study award; and calculations used to determine aid amounts Documentation supporting the school's calculation of its completion/graduation or transfer-out rate X 34 CFR Documents used to verify applicant's data award year Admissions award year Registrar

8 Identifier Title Custodian FFE and Direct oans: Borrower's eligibility records All other records/reports Fiscal Operation Report (FISAP) Value: - egal H - Historical O F H V year or year student attended, later X 34 CFR year or year student attended, later X 34 CFR Source Authority Contact Contact Number award year or year student attended, later Financial Aid award year or award year report submitted, later Financial Aid Other records pertaining to financial responsibility and standards of administrative capability Pell Grant Program Participation Agreement s of student accounts s of Student Financial Aid program transactions s supporting data on required reports, such as: -Student Financial Aid program reconciliation reports, - Audit reports and school responses, - Pell grant statements of accounts, - Accrediting and licensing agency reports Reports and forms used for participation in the Student Financial Aid program

9 Identifier Title Custodian Self-evaluation reports Value: - egal H - Historical O F H V Source Authority Contact Contact Number State agency reports The Student Aid Report or Institutional Student Information (ISIR) College Work Study (CWS) X 5 Years Financial Aid aw Enforcement Education Program (EEP) (Discontinued Program) X 5 Years Financial Aid Guaranteed Student oans (GS) X X 5 Years Financial Aid National Defense/Direct Student oan (NDS) X X 5 Years Financial Aid Nursing Scholarships (Discontinued Program) X X 5 Years Financial Aid Nursing Student oans X X Until secretary of HEW agrees retention is no longer necessary Financial Aid Short-term or Emergency Student loans X X 3 Years Financial Aid Special Funds X X So long as fund exists or monies are owed to fund. egal Required. Financial Aid Duplicate Cashiers Receipts X X Same as for loan with which they are associated Financial Aid Foreign Student Counseling X 5 Years Financial Aid Government Program Certifications (Social Security, Beneficiaries, Veterans, etc.) X 5 Years from date attended; if in folder. 3 Years if in separate file; Veterans Admn minimum. Financial Aid Grade Sheets Scan - Perm; Digital - Perm X X X 75 Years from date attended. Historical Data; could be used to recreate student's entire enrollment. Registrar

10 Identifier Title Custodian Value: - egal H - Historical O F H V Perkins promissory notes and repayment schedules Stephen Garcia X 34 CFR Until loan is satisfied date loan assigned, cancelled, or repaid Perkins repayment records Stephen Garcia X 34 CFR edgers identifying Student Financial Aid transactions Stephen Garcia X 34 CFR Federal work-study payroll records Stephen Garcia X 34 CFR Bank statements for accounts containing Student Financial Aid funds Stephen Garcia X 34 CFR International Student Education Acceptance etter Application for Admission (or Readmission) If enroll Scan- Perm. If not 4 sem. X AACRAO If enrolled digital-perm. If not 2 sem. X AACRAO Copy of Alien Registration Receipt Card (evidence of admissibility as a permanent resident) * X AACRAO Copy of Employment Authorization (Work Permit), if granted * X AACRAO Copy of I-94 Card (document issued to non-immigrants; also known as Arrival-Departure ) * X AACRAO If enroll Scan- Perm. If not Correspondence, relevant sem. X AACRAO Source Authority Contact Contact Number Student Financial Services/Bursar Student Financial Services/Bursar award year Accounting Services award year Payroll award year Accounting Services attendance Global Education attendance Global Education No upper limit for international students on student visas. For exchange visitor visas, attendance. Global Education No upper limit for international students on student visas. For exchange visitor visas, attendance. Global Education No upper limit for international students on student visas. For exchange visitor visas, attendance. Global Education attendance Global Education

11 Identifier Title Custodian Entrance examination reports/test scores, Placement test scores and reports, and Other test scores Value: - egal H - Historical O F H V If enroll Scan- Perm. If not 4 sem. X AACRAO I-20 (certificate of eligibility for F-1 visa status) * X AACRAO Passport number Statement of Educational Costs (shows estimate of total school year costs) Statement of Financial Responsibility (shows evidence of adequate financial resources) Transcripts - high school Transcripts - other colleges * Immigration records: per federal law, file is kept in OGE for Sac State's federal responsibility to the international student ends. After 3 years documents are sent to state archive. 4.4 Student Athlete s If enroll Scan- Perm. If not 4 sem. X AACRAO If enroll Scan- Perm. If not 4 sem. X AACRAO If enroll Scan- Perm. If not 4 sem. X AACRAO If enroll Scan- Perm. If not 4 sem. X AACRAO If enroll Scan- Perm. If not 4 sem. X AACRAO Source Authority Contact Contact Number attendance Global Education No upper limit for international students on student visas. For exchange visitor visas, attendance. Global Education No upper limit for international students on student visas. For exchange visitor visas, attendance. Global Education No upper limit for international students on student visas. For exchange visitor visas, attendance. Global Education No upper limit for international students on student visas. For exchange visitor visas, attendance. Global Education attendance (See Note 1) Global Education attendance (See Note 1) Global Education

12 Identifier Title Custodian Academic Eligibility Review Forms Athletic Director Air Travel - Informed Consent Athletic Director Athlete Physicals/Athletic Injury Report Athletic Director Athletic Grant-In-Aid Agreements Athletic Director Conference Student-Athlete Sportsmanship Agreement Athletic Director Value: - egal H - Historical O F H V N/A we do not have this form. X Best Practice Complimentary Admissions for Student-Athletes Athletic Director 3-5 years X Best Practice Source Authority Contact Contact Number

13 Identifier Title Custodian Drug-Testing Consent/Results Athletic Director Historical Report Athletic Director etter of Intent - Conference Athletic Director etter of Intent - National Athletic Director NCAA Student Athlete Statement Athletic Director Promotional Activities & Community Service Athletic Director Value: - egal H - Historical O F H V N/A we do not have this form. X Best Practice Source Authority Contact Contact Number

14 Identifier Title Custodian Student Host Instructions Athletic Director Student-Athlete Code of Conduct Athletic Director Student-Athlete Employment Approval Athletic Director Student-Athlete Financial Aid Report Athletic Director Student-Athlete Insurance information/claims/correspondence Athletic Director Value: - egal H - Historical O F H V N/A we do not have this form. X Best Practice Source Authority Contact Contact Number 4.5 Student Conduct s Actions warranting Clery Reporting 5 years X X X 20 USC 1092(f) 7 years from date of incident VP Student Affairs Disciplinary Expulsion 5 years X X X Executive Order 970 Permanently noted on transcript. Permanently retain judicial case records. VP Student Affairs

15 Identifier Title Custodian Value: - egal H - Historical O F H V Source Authority Contact Contact Number Disciplinary Probation 5 years X X X Executive Order Disciplinary Suspension, longer than one Academic Year 5 years X X X Executive Order 970 Beginning and end date for the period of time that the probation is in effect is entered on student's transcript. Retain judicial case records seven years from the date the sanction was imposed, extending the period of retention in cases where the student is involved in a subsequent offense. VP Student Affairs Permanently noted on transcript. Permanently retain judicial case records. VP Student Affairs Disciplinary Suspension, up to one Academic Year 5 years X X X Executive Order 970 Discipline resulting in less severe resolutions than "Disciplinary Probation" and/or do not require notation to student transcript 5 years X X X CSU Business Practice Beginning and end date for the period of time that the suspension is in effect is entered on student's transcript. Retain judicial case records seven years from the date the sanction was imposed, extending the period of retention in cases where the student is involved in a subsequent offense. VP Student Affairs Retain for the remainder of the student s enrollment at the university or up to five years from the date the matter was resolved, shorter. VP Student Affairs

16 Identifier Title Custodian 4.6 Student Health s Value: - egal H - Historical O F H V Medical records NA X AACRAO Personal data information forms NA X AACRAO 4.7 Veteran s Source Authority Contact Contact Number attendance Student Health Center year after graduation or date of attendance Student Health Center Veterans administration graduation or date of attendance certifications X AACRAO attendance certifications Veterans Affairs

Steve Miller UNC Wilmington w/assistance from Outlines by Eileen Goldgeier and Jen Palencia Shipp April 20, 2010

Steve Miller UNC Wilmington w/assistance from Outlines by Eileen Goldgeier and Jen Palencia Shipp April 20, 2010 Find this ppt, Info and Forms at: http://uncw.edu/generalcounsel/ltferpa.htm Family Educational