ITEM NO.
1. Student Records
Student records are maintained by academic departments throughtout the University and are used to provide documentation of an undergraduate or graduate student's academic progress within a specific department or program. Some components of these files are reference copies of records maintained in the Registrar's/Admissions Office, and/or the Graduate School. They may contain applications for program admission, grade reports, degree program requirements, lists of courses taken, exams taken, advisor's notes, biographical information, graduation checklists, letters of recommendation, awards, correspondence, placement office files, etc.
Authorized Retention:
Retain for five (5) years after last period of enrollment, then destroy.
Departments with longer reference or administrative requirements may microfilm prior to destruction. Records retained on electronic media, or other media, must be retained in such a manner as to ensure that all records are available during the five (5) year retention period.
Note: Records may be microfilmed at any time during the five (5) year retention period. Records microfilmed can be destroyed immediately.
Note:
This authorization supersedes Authorization 77-06 and all other authorizations, dated prior to June 1, 1997, related to student academic records. The authorization does not apply to campus Registrar's/Admissions Office or Financial Aids Offices.
Reviewed 2019-08-05