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REGISTRAR’S OFFICE AUTHORIZATION NO. 77-127

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  1. Academic Record
  2. Transcript Requests
  3. Bio Demo (Campus Community Shared Data
  4. Test Score Reports
  5. Career/Program/Plan
  6. Tuition and Refund Appeal
  7. Residenty Appeals Files
  8. Extension and Correspondence Applications
  9. Course Approvals
  10. Final Exam Arrangements
  11. Schedule of Classes
  12. Enrollment Report
  13. Administrative Student Record Change Files
  14. Enrollment Changes
  15. Enrollment Certifications Files
  16. FERPA (Family Education Rights & Privacy Act) Authorization Action Forms
  17. Athletic Certification Records
  18. Veteran Certification Records
  19. Graduation Clearance/Application to Graduate/Final Degree Audit
  20. Graduation Lists

 

 

Item Number

1.  Academic Record

These are the official record transcripts of students' grades, credits granted, courses taken and degrees conferred. Transcript records include, but are not limited: to grade changes, academic renewal evaluations, course repeat/GPA adjustments, retroactive withdrawal/revision of record, transfer rules, class rosters, grade rosters and test scores.

Authorized Retention:

Retain permanently.

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2. 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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3. Bio Demo (Campus Community Shared Data)

Documentation and data related to a student’s personal information such as name changes, address updates, ethnicity, social security number, email address, telephone number and other official documentation.

Authorized Retention:

Retain Permanent unless not an enrolled student. See Admissions authorization for retention non-enrolled students.

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4. Test Score Reports

These are records of applicant’s test scores including TOEFL (English tests for foreign non-English speaking students) scores. Test records for students who are admitted are kept in the Admissions Office’s application file.

Authorized Retention:

  1. Enrolled Applicants – Retain permanently.
  2. Denied/Cancelled/Pending – Retain for five (5) years, then destroy.
  3. Academic Unit/Department – Retain for two (2) years, then destroy.

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5. Career/Program/Plan

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

Authorized Retention:

Retain permanently.

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6. Tuition and Refund Appeal

Documentation and data related to student appeal of financial records, including financial and residency records.

Authorized Retention:

  1. Enrolled Applicants – Retain permanently.
  2. Denied/cancelled/pending – Retain for five (5) years, then destroy.

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7. Residenty Appeals Files

These records document residency appeals and are the official documentation used to determine a student’s intent to remain in Missouri as a resident of the state for an indefinite period. They include petitions and supporting documentation, Midwest Student Exchange Forms and supporting documents, and METRO RATE petitions and supporting documentation.

Authorized Retention:

Retain for twenty (20) years, then destroy.

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8. Extension and Correspondence Applications

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

Authorized Retention:

Retain permanently.

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9. Course Approvals

These are records of course curriculum approvals. They include, but are not limited to: new course requests, old forms, modifications, curriculum changes, internal and external course catalog, and Schedule of Classes (SOC).

Authorized Retention:

Retain permanent and transfer a copy to Archives.

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10. 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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11. Schedule of Classes

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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12. Enrollment Report

These records are census, enrollment and DHE report statistics and reports.

Authorized Retention:

Retain permanently and transfer a copy to Archives.

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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 permanently.

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14. Enrollment Changes

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

Authorized Retention:

Retain five (5) years, then destroy.

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15. Enrollment Certifications Request

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

Authorized Retention:

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

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16. FERPA (Family Education Rights & Privacy Act) Authorizations

These are the source information that a student provides to authorize a change in their FERPA status with the university. Records include but not limited to subpoenas and student authorizations to release or restrict release of FERPA protected information.

Authorized Retention:

Retain permanently or until changed by the student.

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 fifteen (15) years, then destroy.

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18. Veteran Certification Records

Certifying documents for federal veteran benefits.

Authorized Retention:

Retain three (3) years, then destroy.

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19. Graduation Clearance/Application to Graduate/Final Degree Audit

These are the documents used to verify completion of graduation requirements and any related materials.

Authorized Retention:

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Retain for five (5) years unless merged with student file, then destroy. If transferred to studenfile, follow retention for Item 1 above.

20. Graduation Lists

These are lists of graduates for each graduating class, including the graduation report to the Board of Curators.

Authorized Retention:

Retain permanently and transfer a copy to Archives.

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Reviewed 2016-08-17.