REGISTRAR’S OFFICE AUTHORIZATION NO. 77-127

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  1. Admission Application Files
  2. Academic Record
  3. Transcript Requests
  4. Grade Changes/Grade Rolls
  5. Extension and Correspondence Applications
  6. Dual Enrollments and Transfers
  7. Class Rolls
  8. Course Approvals
  9. Final Exam Arrangements
  10. Course Scheduling
  11. Enrollment Report
  12. Foreign Student Test Scores
  13. Administrative Student Record Change Files
  14. Drop and Add Files
  15. Enrollment Certifications Files
  16. FERPA (Family Education Rights & Privacy Act) Authorization Action Forms
  17. Athletic Certification Records

 

ITEM NUMBER

1. Admission Application Files

These files contain those records created or received in connection with admitting a student to the University of Missouri and include the application form, high school and college transcripts, military records, letters of recommendation or achievement, letters of admission or non-admission, etc.

Authorized Retention:

A. Records of students who apply for admission to the University of Missouri and are admitted and who then enroll will be retained for a minimum of five (5) years, but not more than twenty (20) years, then destroy.

B. Records of students who apply for admission to the University of Missouri and are pending/admitted, but do not enroll, will be retained one (1) year, then destroyed.

C. Records of students who apply for admission to the University of Missouri and are denied admission will be retained for five (5) years, then destroyed.

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2. Academic Record

These are the official record transcripts of students' grades, credit granted, courses taken and degrees conferred.

Authorized Retention:

Retain permanently.

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3. Transcript Requests

These are student requests for copies of their transcripts.

Authorized Retention:

Retain for a period of administrative value not to exceed one (1) year, then destroy.

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4. Grade Changes/Grade Rolls

These are forms and documents pertaining to changes in grades that are posted on the permanent record. These records include but are not limited to student name, student number and the grade earned. The original record (which is considered the official record) is transmitted to the Registrar's Office to be entered into the student's official transcript.

Authorized Retention:

Retain permanently.

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5. Extension and Correspondence Applications

These records are applications to take correspondence or extension courses through the Center for Distance and Independent Study (CDIS). These are the official copy of these documents sent to the Registrar's Office from the Center for Distance and Independent Study and contain the student's final grade.

Authorized Retention:

Retain for five (5) years, then destroy, provided a microfilm copy of record has been made and retained for permanent retention.

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6. Dual Enrollments and Transfers

These are copies of requests for transfers from one division or department to another (change of major) and dual enrollments in two divisions at once.

Authorized Retention:

Retain for two (2) years, then destroy OR merge with admissions enrollment file.

NOTE: If merged with the admissions enrollment file, these records are retained according to the retention requirements for this record series.

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7. Class Rolls

These are class rolls for each course offered in a semester, including enrollments of persons certified for enrollment at the University who are enrolled in courses off-campus.

Authorized Retention:

Retain for period of reference value not to exceed one (1) year, then destroy.

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Item 8. Authorized Retention updated 07/01/09 from destroy to transfer to Campus Archives.

8. Course Approvals

These are copies of course curriculum approvals.

Authorized Retention:

Retain for a minimum of two (2) years, but not more than twenty (20) years, then transfer to Campus Archives.

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9. Final Exam Arrangements

These are records of arrangements for final examinations, including scheduled time and place, changes in regular schedule and policy statements relating to the administration of exams.

Authorized Retention:

Retain for period of reference value not to exceed one (1) year, then destroy.

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Item 10. Authorized Retention updated 07/01/09 from destroy to transfer to Campus Archives.

10. Course Scheduling

These are arrangements for course and room scheduling, changes in the schedule of courses as printed, etc.

Authorized Retention:

Retain for reference value not to exceed one (1) year, then transfer to Campus Archives.

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11. Enrollment Report

These records are enrollment report statistics and reports.

Authorized Retention:

Retain for ten (10) years, then transfer to Archives.

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12. Foreign Student Test Scores

These are copies of "TOEFL" scores (English tests for foreign non-English speaking students). Test records for students who are admitted are kept in the Admissions Office's application files.

Authorized Retention:

Retain for period of reference value not to exceed two (2) years, then destroy OR merge with admissions enrollment file.

NOTE: If merged with the admissions enrollment file, these records are retained according to the retention requirements for this record series.

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13. Administrative Student Record Change Files

These records contain original documentation regarding student record changes that were authorized and processed administratively. These documents are varied but, all have the same purpose which is to request a record change outside of regular procedures and are retained in case someone questions the change.

Authorized Retention:

Retain for a minimum of five (5) years, but not longer than twenty (20) years, then destroy. File may be merged with the admissions file.

NOTE: If merged with the admissions enrollment file, these records are retained according to the retention requirements for this record series.

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14. Drop and Add Files

These records document notices of courses which students have dropped or added after their registration. 

Authorized Retention:

Retain two (2) years, then destroy.

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15. Enrollment Certifications Files

These records document certifications of enrollments sent to the Veterans Administration, Selective Service, Social Security and other organizations for veteran’s benefits, student deferments, Social Security benefits, student discounts, etc.   

Authorized Retention:

 Retain for reference value not to exceed three (3) years after last term of enrollment, then destroy.

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16. FERPA (Family Education Rights & Privacy Act) Authorization Action Forms

These forms are the source document that a student signs to authorize a change in their FERPA status with the university.  There are two forms; one form the student authorizes the university to release FERPA protected information to specific individuals.  The second form the student restricts the university from releasing any information about them including directory information.

Authorized Retention:

Retain for one (1) year in the office, transfer to the Records Center and retain for five (5) years after student's last date of enrollment, then destroy.

Citation: 34 CFR Part 99.33(a)

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17. Athletic Certification Records

These student athlete files are used for the purpose of certification to compete as well as institutional reporting.  Student files must be retained for routine auditing by outside agencies.

Authorized Retention:

Retain for a period of fifteen (15) years total between the office and the Records Center, then destroy.

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This authorization supersedes Records Retention Authorization 73-33.

 

 

 

 

 


 

 

 


Reviewed 2012-07-13.