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Registrar Retention Policy

Worcester State College Policy

Policy Title: 


Document Retention/Document Management






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.

Policy Statement:


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. 

Policy Description:


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Withdrawn files - all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Withdrawn/Graduated Card File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


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

Additional Information:


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.



Approved By:  Julie Chaffee

Approval Date:  04.15.2009

Revision Date:


Last modified at 8/4/2009 4:52 PM  by Chhoeuk, Sopheap