RSS Icon Twitter icon Facebook icon

ADMISSIONS OFFICE AUTHORIZATION NO. 77-129

Navigation Menu

  1. Admission Application Files
  2. Request to Re-Enroll Application Files
  3. Recreated/Duplicate Application Files
  4. Insufficient Application Fees
  5. Student Admissions Informational Files
  6. Unmatched Admission Materials
  7. Residency Appeals Files
  8. Transfers of Division
  9. Admissions Ambassador Program
  10. Model Programs

 

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.

TOP

2. Request to Re-Enroll Application Files

These are applications from MU students who have not been enrolled at the University for at least one semester and want to reenroll.

Authorized Retention:

Retained for reference value, not to exceed two (2) years, then destroy or merge with the admissions enrollment file.

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

TOP

3. Recreated/Duplicate Application Files

These records contain student information including, but not limited to, transcripts, test scores and other official documents submitted for students that have attended the University of Missouri, but whose original file is either on microfilm or stored in the Records Center.

Authorized Retention:

Retained for administrative purposes, not to exceed one (1) year, then destroy.

TOP

4. Insufficient Application Fees

These records contain application materials from applicants with no or insufficient application fee and copy of the Admissions Office correspondence to the applicant requesting the appropriate fee.

Authorized Retention:

Retain for administrative purposes, not to exceed one (1) year, then destroy.

TOP

5. Student Admissions Informational Files

A. Visiting Student: These are records/forms of students that visit the University and file an application.

Authorized Retention:

Retain transcripts and letters for one (1) year, and test scores for two (2) years, then destroy.

B. Inquiries/Temporary Student Files: These files consist of unsolicited information and correspondence from a prospective student with no admission application on file. These are considered inquiries/temporary files in the event the individual files an application in the near future.

Authorized Retention:

Retain for administrative purposes, not to exceed one (1) year, then destroy.

TOP

6. Unmatched Admission Materials

These records include, but are not limited to, transcripts, letters of recommendation, and test scores, which have no matched application for admission.

Authorized Retention:

Retain transcripts and letters for one (1) year, and test scores for two (2) years, then destroy.

TOP

7. Residency Appeals Files

These are records documenting appeals made to the Committee on Fees and Residency. They include, but are not limited to, student's written appeal, the original petition, and all supporting documents as well as a copy of the letter sent to the student with the committee's decision.

Authorized Retention:

Retain for five (5) years, then destroy or merge with the admissions enrollment file and retain per item number 1. A. of this authorization.

TOP

8. Transfers of Division

These are forms that students complete to transfer from one academic unit to another.

Authorized Retention:

Retain for administrative purposes, not to exceed five (5) years, then destroy.

TOP

9. Admissions Ambassador Program

A. Ambassador Events

These records document individual events, i.e., college fairs, student receptions and scholarship programs, which are repeated on an annual basis. Past years' files are used as a guide to planning the forward year's events.

Authorized Retention:

Retain for reference value, not to exceed two (2) years, then transfer to Campus Archives.

B. Alumni Ambassador Member Files

These are records documenting each member's activity and correspondence from their initial day of joining the program. Members of the program are made up of students, parents and alumni.  The file is maintained for as long as the ambassador is active in the program.

Authorized Retention:

Retain until individual is no longer a member of the program, then transfer to Campus Archives.

TOP

10. Model Programs

These records document the formal agreement made between the University of Missouri-Rolla and other educational institutions as related to the courses of study for students to follow during their first two years of Engineering or Science at their institution prior to transferring to the University of Missouri to complete their degree. Once a student starts the program, they are permitted to transfer to the University based upon the requirements of the program at the time they started. The Model Programs are published in booklet form.

Authorized Retention:

Retain at least one (1) copy of each program booklet in the Admissions Office for twenty (20) years, then destroy. Transfer two (2) copies of each program booklet to Campus Archives at the time of publication.

TOP

This authorization supersedes Records Retention Authorizations 73-33, 38-101, 80-18 and 77-12.

 

 

 

 


Reviewed 2012-07-10.