Admissions Records for Applicants Who Enter | |
|---|---|
DOCUMENT | RETENTION PERIOD |
Acceptance Letters | 10 years after graduation (YAG) or date of last attendance (DOLA) |
Advanced Placement Scores | 10 YAG or DOLA |
Application for Admission/Readmission | 10 YAG or DOLA |
Application for Admission (Statement of Purpose) | 10 YAG or DOLA |
Entrance Exam Reports (ACT, CEEB) | 10 YAG or DOLA |
Letters of Recommendation | Until Admitted (see note 1) |
Placement Scores | 10 YAG or DOLA |
Portfolio submissions | 1 year after entrance or as asked for by student |
Student Waivers for Rights of Access to Letters of Recommendation for Admission | Until terminated (see note 1) |
Test Scores | 10 YAG or DOLA |
Transcripts (other colleges) | 10 YAG or DOLA |
Transcripts (high school) | 10 YAG or DOLA |
Registration and Academic Records | |
Academic Action Authorizations (dismissal, etc.) | 5 YAG or DOLA |
Academic Record Transcript | Permanent |
Application for Graduation | 3 YAG or DOLA |
Audit Authorizations | 3 years after date submitted |
Add/Drop/Course Withdrawal | 3 years after date submitted |
Change of Grade | Permanent |
Class Schedules for Students | Permanent |
Credit by Examination Forms | 5 YAG or DOLA |
Credit/No Credit Approvals | Permanent |
Curriculum/Major Change Authorizations | 5 YAG or DOLA |
Degree Audit Records | 5 YAG or DOLA |
Graduation Lists | Permanent |
Name Change Authorizations | 5 YAG or DOLA |
Pass/Fail Requests | 2 years after date submitted |
Transfer Credit Evaluations | 5 YAG or DOLA |
Withdrawal Authorizations | 3 YAG or DOLA |
Certification Data/Documents | |
Enrollment Verifications | 1 year after verification |
Teacher Certifications | 1 year after certification |
Publications, Statistical Data/Documents, and Institutional Reports | |
Course Catalog | Permanent |
Commencement Program | Permanent |
Family Educational Rights and Privacy Act Data/Documents | |
Hearing Requests | Life of affected record |
Student Requests for Nondisclosure of Directory Information | Life of affected record |
Other Related Documents | Life of affected record |
notes:
1. FERPA states that letters of recommendation not accompanied by waivers and retained beyond their intended use may be viewed by the student. Waivers of rights of access filed with letters of recommendation are retained as long as the file is retained. Students who revoke their waivers of rights of access may not see letters of recommendation submitted during the time the waivers were in force.
This Retention and Disposal policy was adopted July 1998. It was reviewed and approved by the academic deans, the Office of Academic Affairs, the Registrar and the Archivist. It has been modified since.