University Policies

Registrar Retention Policy

Registrar
Registrar

The Department will categorize its document types to ensure that the College’s data retention guidelines are in compliance with federal, state and local mandates.

All Document Types within the Department will be reviewed for compliance, at which time they will be available via the College’s electronic storage system. At such time the electronic versions will be considered ‘originals’ and the paper versions shredded.

As of April 13, 2009 the following Document Types will be kept as originals in electronic format only, for the period specified by existing Federal and State mandates.

  • Bachelors graduation files, pre-1987
  • Masters graduation files, pre-1987
  • Bachelors graduation files, 1988-present
  • Masters graduation files, 1988-present
  • Withdrawn files - all
  • Special/Non-matric paperwork
  • Withdrawn/Graduated Card File
  • Grade rosters
  • Social Security Certifications
  • Transfer Credit Evaluations
  • Academic Action Authorizations
  • Credit/No Credit Approval Forms
  • Curriculum Change Authorizations (Major)
  • Academic Records - Degree Progress
  • Advanced Placement Records
  • Intent to Graduate Forms
  • Application for Readmission/Reinstatement
  • Add/drop forms
  • Registration Forms
  • Pass/Fail forms
  • Name Change Authorizations
  • Acceptance Letter
  • Application
  • Relevant Admissions Correspondence
  • Entrance Exam Reports-ACT,GRE, CEEB
  • Placement Scores
  • Tuition Residency Forms
  • FERPA Waiver for Recommendations
  • High School/College transcripts
  • Personal Data Forms
  • Change of Grade Forms
  • Hold/encumbrance Authorizations
  • Graduation authotizations - Major Eval/Gen Ed
  • Withdrawal forms - course and College
  • Written Decisions of Hearing Panels
  • Academic Dismissal Appeal Records
  • External Requests for Enrollment Verification
  • FERPA Info Requests and Disclosures
  • Student Requests for Non-Disclosure of Dir Info
  • Student Statements at Hearings
  • Veterans Aministration Certification
  • Waivers for Rights of Access to student info
  • Student's Written Consent for Records Disclosure
  • Student tanscripts
  • Transcript Request Forms
  • Student Ethics Agreement
  • Credit by Examination Paperwork
  • Independent Study Paperwork & Info
  • Experience Credit Prog Dept Files
  • Schedule of Classes - brochures
  • Suspension lists - academic/disciplinary
  • Master Schedule File 

Exception: The College will retain paper/original documents for any matter that is "in controversy" (internally or externally) or that has concluded but subject to an appeal period.
See also “Institutional Data Classification” policy.

2009-04-15