Records Retention Schedule

  Office with Oversight Responsibility Once Student Matriculates  
Name/Type of Document Registrar's Office Student Affairs Office Retention Status
Academic transcripts X   permanent
College Entrance Examination Board scores X   permanent
Advanced Placement and International Baccalaureate test scores X   permanent
Official transcripts from other colleges/universities attended, including off-campus study programs
X   permanent
Residence status records (here, leave of absence, suspension, dismissal, resigned, etc.) X   permanent
Academic standing records (good standing, probation, suspension, dismissal) X   permanent
Disciplinary status records leading to probation, suspension, or dismissal   X permanent
Disciplinary status records leading to fines or warnings   X 6 years after graduation or resignation
New course proposals X   permanent
Course offering worksheets (tan sheets) X   10 years
Degree audit records X   6 years after graduation or resignation
Major and minor certification records X   6 years after graduation or resignation
Applications for Transfer of Credit X   6 years after graduation or resignation
Major/minor declaration and change forms X   1 year after graduation or resignation
Petitions to the Recording Committee X X 6 years after graduation or resignation
Applications for Incomplete grade   X 1 year after Incomplete turned to a regular grade
Grade submissions from faculty X   permanent
Grade change notices from faculty X   permanent
List of graduates X   permanent
Course registration cards (Phase I, Phase II, and Add/Drop) X   2 years
Enrollment forms X   6 years after graduation or resignation
Transcript request forms X   1 year
Enrollment Verification request forms X   1 year
Address change forms X   1 year
Minutes of the Recording Committee X   permanent
Change of (residency) status forms X X original kept 1 year after graduation or resignation
Request for electronic services forms (auditor forms) X   1 semester
Secondary school transcripts   X 6 years after graduation or resignation
Advisors' record cards with photos   X 6 years after graduation or resignation
Miscellaneous correspondence with student/about student   X 6 years after graduation or resignation
Student folder log indicating who has used file   X 6 years after graduation or resignation
Deans' notes covering meetings/conversations with student   X 6 years after graduation or resignation
Signed copies of academic honor code/social code pledge   X 6 years after graduation or resignation
Comment and failure cards   X 6 years after graduation or resignation
Security reports   X 6 years after graduation or resignation
Readmission materials   X 6 years after graduation or resignation
Notifications of prizes and awards   X 6 years after graduation or resignation

For more information contact Jan E. Brackett, Registrar.

Policy adopted as of December 1998
Records retention schedule updated June 2012