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- EnrolledAdmission Application Files
- Denied, Cancelled/Pending (Includes admitted not enrolled)
- Bio Demo (Campus Community Shared Data)
- Test Score Reports
- Career/Program/Plan
- Tuition and Refund Appeal
- Residency Appeals Files
- Prospect Files
- Immigration Admission Records
- Orphaned/Unmatched Admission Materials
- Paper Records
ITEM NUMBER
These files contain those records created or received in connection with admitting a student to the ¾ÅÉ«ÊÓƵ and include the application form, high school and college transcripts, military records, letters of recommendation or achievement, letters of admission or non-admission, etc.
1. Enrolled Admission Application Files
Authorized Retention:
- Application form, official high school and college transcripts, advanced standing report, official communications, and confidential documents – retain for twenty (20) years, then destroy.
- Application fee, approval forms, letters of recommendation, personal statements, unofficial high school and college transcripts, immunization/medical records, financial documents, affidavit of support, disability documents, application cancellation requests, transfer credit report, advising profile documents, early scholarship data, personal communication documents, and miscellaneous documents – retain for ten (10) years, then destroy.
2. Denied, Cancelled/Pending (Includes admitted not enrolled)
- Application form, official and high school and college transcripts, unofficial high school and college transcripts, advanced standing report, official and personal communications, application fee, approval forms, letters of recommendation, personal statements, immunization/medical documents, disability documents, application cancellation requests, advising profiles documents, early scholarship date and confidential documents – retain for five (5) years, then destroy.
- Financial documents, affidavit of support, and miscellaneous documents – retain for one (1) year, then destroy.
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:
Permanent unless not an enrolled student. See Item 2 above for retention non-enrolled students.
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:
- Enrolled Applicants – Retain permanently.
- Denied/cancelled/pending – Retain for five (5) years, then destroy.
- Academic Unit/Department – Retain for two (2) years, then destroy.
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.
strong>Authorized Retention:
Retain permanently.
6. Tuition and Refund Appeal
Documentation and data related to student appeal of financial records, including financial and residency records.
Authorized Retention:
- Enrolled Applicants – Retain permanently.
- Denied/cancelled/pending – Retain for five (5) years, then destroy.
7. Residency 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.
8. Prospect Files
These records include all relevant information including prospect data and correspondence related to a prospective student.
Authorized Retention:
Retain for five (5) years, then destroy.
9. Immigration Admission Records
These records contain I-20/I-94/passport/DS-2013, visa, I-901 receipts, I-539, 1-797, other immigration change document, SEVIS correspondence, employment documents, Advisor Routing Forms, Check-in Contacts, Action Request Forms and logs for international students.
Authorized Retention:
Retain for five (5) years, then destroy.
10. Orphaned/Unmatched Admission Materials
These records have no matched application for admission: They include official high school and college transcripts, test score reports, letters of recommendation, personal statements, bio/demo data, application fee and personal communications.
Authorized Retention:
Retain for one (1) year, then destroy.
11. Paper Records
Authorized Retention:
- Paper copies of records that have been imaged – retain for one (1) year, then destroy.
- Paper records that have NOT been imaged and are the official copy of the record – retain for the length of time specified above for that record type.
This authorization supersedes Records Retention Authorizations 73-33, 38-101, 80-18 and 77-12.
Reviewed 2019-08-05