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Student records are maintained by academic departments throughout 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.
2. Non-Enrolled Student Records
Records received or created and maintained by the various academic departments documenting the application and evaluation process for students applying to enter a school, graduate or professional degree program, but who are denied admission or fail to enroll after having been accepted. These records may contain applications for admission with supporting credentials such as transcripts, results of standardized examinations, letters of recommendation, resumes, application status reports, correspondence, foreign student financial documentation, and other related documentation. The records may also contain applications for fellowships, research or teaching assistantships, and correspondence regarding award or denial of application.
Authorized Retention:
Retain for five (5) years after year applicant is denied enrollment or fails to enroll, then destroy.
3. Student Examination Records
These records include all types of examinations, essay tests, term papers, blue books, and other testing records documenting student mastery of the course materials. Examinations, term papers and other testing materials, at the discretion of the faculty, may be returned to the student once grades have been recorded in grade books or other media used to record grades.
Authorized Retention:
Retain for one (1) year or until contested grade has been resolved, then destroy.
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 Offices or Financial Aid Offices.
These records are credentials of students receiving degrees from the ¾ÅÉ«ÊÓƵ and are used for job placement. Also included are transcripts of grades, interviews, lists of persons to whom credentials are sent, correspondence, etc.
Authorized Retention:
Retain for ten (10) years after date of last activity, then destroy.
Supersedes all prior Placement authorizations dated prior to 12/31/00.
Reviewed 2019-08-05