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 4.1 4.1.1 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. 4.1.2 Academic records (including narrative evaluations, academic petitions, competency assessments, etc.) 4.1.3 Acceptance letters 4.1.4 Advancement to Candidacy 4.1.5 Perm X X AACRAO Permanent Registrar 916-278-7748 Perm X X CSU Business Practice Application for Admission (or Readmission) Digital - Permanent Registrar/Graduate Studies 916-278-2738 1 year after graduation or date of 4.1.6 Applications for graduation attendance Registrar 916-278-7748 1 year after date 4.1.7 Audit authorizations 1 year X AACRAO submitted Registrar 916-278-7748 Change of grade forms (update 4.1.8 documents) Perm X X AACRAO Permanent Registrar 916-278-7748 1 year after date 4.1.9 Changes of course (add/drop) 1 year+e27 X AACRAO submitted Registrar 916-278-7748 4.1.10 Class schedules (students) Digital - 1 year after graduation or date of attendance Registrar 916-278-7748
Identifier Title Custodian 4.1.11 Credit/No Credit Approvals (audit, pass/fail, etc.) 4.1.12 Correspondence, relevant 4.1.13 Curriculum Change Authorizations Value: - egal H - Historical O F H V Source Authority Contact Contact Number 4.1.14 Degree audit records Perm &/or Digital - 4.1.15 4.1.16 4.1.17 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) 4.1.18 Enrollment verifications 1 year X AACRAO 1 year after verification Registrar 916-278-7748 4.1.19 Entrance examination, placement test, and other test scores (e.g., ASSET, Compass, Accuplacer, GRE/MAT, etc.) Digital - 4.1.20 Fee assessment forms Stephen Garcia NA X X AACRAO attendance Student Financial Services/Bursar 916-278-7433
Identifier Title Custodian 4.1.21 FERPA documents Value: - egal H - Historical O F H V Perm X X X AACRAO 4.1.22 Grade reports (registrar's copies) Digital - Perm X X AACRAO 4.1.23 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 916-278-7748 1 year after date submitted Registrar 916-278-7748 4.1.24 Hold or encumbrance authorizations Digital - Perm X X AACRAO Until released Registrar 916-278-7748 4.1.25 etters of recommendation /Joe Sheley NA X AACRAO Until admitted (See Note 8) Registrar/Graduate Studies 916-278-2738 4.1.26 Medical records 4.1.27 Medical records (Academically based) Joe Sheley NA X AACRAO 1 year after graduation or date of attendance Student Services With Disability 916-278-5692 4.1.28 Military Documents 4.1.29 Name change authorizations Perm X X AACRAO 10 years after
Identifier Title Custodian Value: - egal H - Historical O F H V Source Authority Contact Contact Number 4.1.30 Pass/fail requests 1 year after date submitted Registrar 916-278-7748 4.1.31 Personal data information forms 1 year after graduation or date of attendance Registrar 916-278-7748 4.1.32 Program Proposal/Adjustment Request (Graduate, Post-Graduate & Certificate Programs) Perm X X CSU Business Practice Permanent Registrar 916-278-7748 4.1.33 Readmission forms Digital - 4.1.34 Recruitment materials X AACRAO May dispose of materials after enrollment Admissions 916-278-2674 4.1.35 Registration forms Digital - 1 year after date submitted Registrar 916-278-7748 4.1.36 Requests and disclosures of personally identifiable information 4.1.37 Residency classification forms /Steve Garcia Perm &/or Digital - Perm X X AACRAO Permanent Registrar 916-278-7748 Perm X X X 34 CFR 668.24 award year Registrar/Student Financial Services (Bursar) 916-278-7748 4.1.38 Social security certifications NA X AACRAO 1 year after certification Registrar 916-278-7748 4.1.39 Student requests for nondisclosure of directory information Perm &/or Digital - Perm X X AACRAO Until terminated by the student or permanent Registrar 916-278-7748 4.1.40 Student waivers for rights of access to see letters of recommendation for admission Perm &/or Digital - Perm X X AACRAO Until terminated Registrar 916-278-7748 4.1.41 4.1.42 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 916-278-7748 7 Years from date of certification Teacher Preparation and Credentials 916-278-6403
Identifier Title Custodian 4.1.43 Teacher credential program records Thesis/Dissertation/Graduate Comprehensive Exam s (i.e. Committee Assignment, Extensions, 4.1.44 Clearance, etc.) Joe Sheley - Vanessa Sheared UGRD - NA X Joe Sheley 4.1.45 Transcript requests (student) 4.1.46 Transcripts - high school 4.1.47 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 4.1.48 Transfer credit evaluations Digital - 4.1.49 Tuition and fee charges Stephen Garcia Digital - 7 Years from date of attendance Permanent Teacher Preparation and Credentials 916-278-6403 Office of Graduate Studies 916-278-2738 1 year after date submitted Registrar 916-278-7748 attendance (See Note 3) Registrar 916-278-7748 attendance (See Note 3) Registrar 916-278-7748 Student Financial attendance Services/Bursar 916-278-7433 4.1.50 Waivers for rights of access 4.1.51 Withdrawal authorizations 4.1.52 Advisee Folders NA Good for 1 calendar year - destroyed @ end of that year X X AACRAO Until terminated by the student or permanent Registrar 916-278-7748 2 years after date attended Registrar 916-278-7748 4.1.53 Class ists Digital - Perm 1 year Registrar 916-278-7748 4.1.54 Disciplinary Action Binders - forever/ Scanned X X 1 year Registrar 916-278-7748
Identifier Title Custodian Value: - egal H - Historical O F H V Source Authority Contact Contact Number 4.1.55 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 (4.1.55-4.14.66): from date attended, or as noted per item. Perm Registrar 916-278-7748 4.1.56 Application for Admissions Digital - Perm Registrar 916-278-7748 4.1.57 Admissions Correspondence 4.1.58 Perm &/or Digital - Perm Registrar 916-278-7748 Confidential s and Correspondence TBD Registrar 916-278-7748 4.1.59 Foreign Student Certification (I20 for F Visa or IAP 66 for J Visa) Digital - Perm Or two years from date attended Global Education 916-278-6686 4.1.60 Graduate Credit Request Perm Registrar 916-278-7748 4.1.61 Graduate Exam Digital - Perm Registrar 916-278-7748 4.1.62 Graduate Study plans Chevelle Newsome Perm Office of Gratuate Studies 916-278-2738 4.1.63 Graduation Checks Digital - Perm Registrar 916-278-7748 4.1.64 Petition for Exceptions to Policy Perm Registrar 916-278-7748 4.1.65 Testing Results, including entrance examination (see also Writing Skills Essays) Digital - Perm Registrar 916-278-7748 4.1.66 Miscellaneous Correspondence, Worksheets 4.2 Financial Aid s Application data submitted to the Dept. of Education or lender by the 4.2.1 school on behalf of the student Perm Registrar 916-278-7748
Identifier Title Custodian 4.2.2 Audit and review reports 4.2.4 4.2.5 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 668.24 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 668.24 4.2.6 Date and amount of disbursements 4.2.7 Documentation of initial or exit loan counseling 4.2.8 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 916-278-6980 award year Admissions 916-278-2674 4.2.9 4.2.10 4.2.11 4.2.12 4.2.13 Documentation of student's program of study and courses enrolled in X 34 CFR 668.24 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 668.24 Documents used to verify applicant's data award year Admissions 916-278-2674 award year Registrar 916-278-7748
Identifier Title Custodian 4.2.15 FFE and Direct oans: 4.2.16 -Borrower's eligibility records 4.2.17 -All other records/reports 4.2.18 Fiscal Operation Report (FISAP) Value: - egal H - Historical O F H V year or year student attended, later X 34 CFR 668.24 year or year student attended, later X 34 CFR 668.24 Source Authority Contact Contact Number award year or year student attended, later Financial Aid 916-278-6980 award year or award year report submitted, later Financial Aid 916-278-6980 4.2.20 Other records pertaining to financial responsibility and standards of administrative capability 4.2.21 Pell Grant 4.2.24 Program Participation Agreement 4.2.25 s of student accounts 4.2.26 s of Student Financial Aid program transactions 4.2.27 4.2.28 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
Identifier Title Custodian 4.2.29 Self-evaluation reports Value: - egal H - Historical O F H V Source Authority Contact Contact Number 4.2.30 State agency reports 4.2.31 The Student Aid Report or Institutional Student Information (ISIR) 4.2.32 College Work Study (CWS) X 5 Years Financial Aid 916-278-6980 4.2.33 aw Enforcement Education Program (EEP) (Discontinued Program) X 5 Years Financial Aid 916-278-6980 4.2.34 Guaranteed Student oans (GS) X X 5 Years Financial Aid 916-278-6980 4.2.35 National Defense/Direct Student oan (NDS) X X 5 Years Financial Aid 916-278-6980 4.2.36 Nursing Scholarships (Discontinued Program) X X 5 Years Financial Aid 916-278-6980 4.2.37 Nursing Student oans X X Until secretary of HEW agrees retention is no longer necessary Financial Aid 916-278-6980 4.2.38 Short-term or Emergency Student loans X X 3 Years Financial Aid 916-278-6980 4.2.39 Special Funds X X So long as fund exists or monies are owed to fund. egal Required. Financial Aid 916-278-6980 4.2.40 Duplicate Cashiers Receipts X X Same as for loan with which they are associated Financial Aid 916-278-6980 4.2.41 Foreign Student Counseling X 5 Years Financial Aid 916-278-6980 4.2.42 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 916-278-6980 4.2.43 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 916-278-7748
Identifier Title Custodian 4.2.22 Value: - egal H - Historical O F H V Perkins promissory notes and repayment schedules Stephen Garcia X 34 CFR 674.19 Until loan is satisfied date loan assigned, cancelled, or repaid 4.2.23 Perkins repayment records Stephen Garcia X 34 CFR 674.19 edgers identifying Student Financial 4.2.19 Aid transactions Stephen Garcia X 34 CFR 668.24 4.2.14 Federal work-study payroll records Stephen Garcia X 34 CFR 668.24 Bank statements for accounts containing Student Financial Aid 4.2.3 funds Stephen Garcia X 34 CFR 668.24 4.3 International Student Education 4.3.1 Acceptance etter 4.3.2 4.3.3 4.3.4 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 4.3.5 Copy of I-94 Card (document issued to non-immigrants; also known as Arrival-Departure ) * X AACRAO If enroll Scan- Perm. If not 4 4.3.6 Correspondence, relevant sem. X AACRAO Source Authority Contact Contact Number Student Financial Services/Bursar 916-278-7433 Student Financial Services/Bursar 916-278-7433 award year Accounting Services 916-278-4679 award year Payroll 916-278-5597 award year Accounting Services 916-278-4679 attendance Global Education 916-278-6686 attendance Global Education 916-278-6686 No upper limit for international students on student visas. For exchange visitor visas, attendance. Global Education 916-278-6686 No upper limit for international students on student visas. For exchange visitor visas, attendance. Global Education 916-278-6686 No upper limit for international students on student visas. For exchange visitor visas, attendance. Global Education 916-278-6686 attendance Global Education 916-278-6686
Identifier Title Custodian 4.3.7 4.3.8 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 4.3.9 Passport number 4.3.10 4.3.11 Statement of Educational Costs (shows estimate of total school year costs) Statement of Financial Responsibility (shows evidence of adequate financial resources) 4.3.12 Transcripts - high school 4.3.13 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 916-278-6686 No upper limit for international students on student visas. For exchange visitor visas, attendance. Global Education 916-278-6686 No upper limit for international students on student visas. For exchange visitor visas, attendance. Global Education 916-278-6686 No upper limit for international students on student visas. For exchange visitor visas, attendance. Global Education 916-278-6686 No upper limit for international students on student visas. For exchange visitor visas, attendance. Global Education 916-278-6686 attendance (See Note 1) Global Education 916-278-6686 attendance (See Note 1) Global Education 916-278-6686
Identifier Title Custodian 4.4.1 Academic Eligibility Review Forms Athletic Director 4.4.2 Air Travel - Informed Consent Athletic Director 4.4.3 Athlete Physicals/Athletic Injury Report Athletic Director 4.4.4 Athletic Grant-In-Aid Agreements Athletic Director 4.4.5 4.4.6 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
Identifier Title Custodian 4.4.7 Drug-Testing Consent/Results Athletic Director 4.4.8 Historical Report Athletic Director 4.4.9 etter of Intent - Conference Athletic Director 4.4.10 etter of Intent - National Athletic Director 4.4.11 NCAA Student Athlete Statement Athletic Director 4.4.12 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
Identifier Title Custodian 4.4.13 Student Host Instructions Athletic Director 4.4.14 Student-Athlete Code of Conduct Athletic Director 4.4.15 Student-Athlete Employment Approval Athletic Director 4.4.16 Student-Athlete Financial Aid Report Athletic Director 4.4.17 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 4.5.1 Actions warranting Clery Reporting 5 years X X X 20 USC 1092(f) 7 years from date of incident VP Student Affairs 916-278-6060 4.5.2 Disciplinary Expulsion 5 years X X X Executive Order 970 Permanently noted on transcript. Permanently retain judicial case records. VP Student Affairs 916-278-6060
Identifier Title Custodian Value: - egal H - Historical O F H V Source Authority Contact Contact Number 4.5.3 Disciplinary Probation 5 years X X X Executive Order 970 4.5.4 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 916-278-6060 Permanently noted on transcript. Permanently retain judicial case records. VP Student Affairs 916-278-6060 4.5.5 4.5.6 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 916-278-6060 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 916-278-6060
Identifier Title Custodian 4.6 Student Health s Value: - egal H - Historical O F H V 4.6.1 Medical records NA X AACRAO 4.6.2 Personal data information forms NA X AACRAO 4.7 Veteran s Source Authority Contact Contact Number attendance Student Health Center 916-278-6035 1 year after graduation or date of attendance Student Health Center 916-278-6035 4.7.1 Veterans administration graduation or date of attendance certifications X AACRAO attendance certifications Veterans Affairs 916-278-7893