Records Retention
Name/Type of Document |
Retention Status |
Office with Oversight Responsibility Once Student Matriculates |
| Academic standing records (good standing, probation, suspension, dismissal) | Permanent | Registrar |
| Academic transcripts | Permanent | Registrar |
| Address change forms | 1 year | Registrar |
| Advanced Placement (AP), International Baccalauerate (IB), and other pre-matriculation test scores | Permanent | Registrar |
| Applications for Incomplete Grade | 1 year after Incomplete turned to a regular grade | Registrar |
| Applications for Transfer of Credit | Permanently for courses transferrred. If no transcript is received by graduation or by permanent separation (resignation, dismissal, matriculation at another institution, etc.), then no original is kept | Registrar |
| Change of (residency) status forms | Original kept 1 year after graduation or permanent separation (resignation, dismissal, matriculation at another institution, etc.) | Registrar |
| College Entrance Examination Board scores | Permanent | Registrar |
| Comment Cards and Failure Forms | 6 years after graduation or permanent separation (resignation, dismissal, matriculation at another institution, etc.) | Student Affairs |
| Course offering/scheduling worksheets | 10 years | Registrar |
| Course registration records | 2 years | Registrar |
| Degree audit records | 6 years after graduation or permanent separation (resignation, dismissal, matriculation at another institution, etc.) | Registrar |
| Enrollment forms | 6 years after graduation or permanent separation (resignation, dismissal, matriculation at another institution, etc.) | Registrar |
| Enrollment verification request forms | 1 year | Registrar |
| Grade change notices from faculty | Permanent | Registrar |
| Grade submissions from faculty | Permanent |
Registrar |
| List of graduates | Permanent | Registrar |
| Major and minor certification records | 6 years after graduation or permanent separation (resignation, dismissal, matriculation at another institution, etc.) | Registrar |
| Minutes of the Recording Committee | Permanent | Registrar |
| New course proposals and revisions | Permanent | Registrar |
| Notifications of prizes and awards | 6 years after graduation or permanent separation (resignation, dismissal, matriculation at another institution, etc.) | Student Affairs |
| Official transcripts from other colleges/universities attended, including off-campus study programs | Permanent | Registrar |
| Petitions to the Recording Committee | 6 years after graduation or permanent separation (resignation, dismissal, matriculation at another institution, etc.) | Student Affairs |
| Record of disciplinary outcomes resulting from a Conduct Officer or Informal Hearing, including periods of probation | 6 years after graduation or permanent separation (resignation, dismissal, matriculation at another institution, etc.) | Student Affairs |
| Record of disciplinary outcomes resulting from a Formal Hearing including hearings before either a panel of the Conduct Review Board or single Presiding Dean, or as a result of an Administrative Disposition Without a Hearing | 10 years after graduation or permanent separation (resignation, dismissal, matriculation at another institution, etc.) | Student Affairs |
| Records in connection with reports, complaints, supportive measures or formal or alternative proceedings under the College's Title IX Policy | 7 years after graduation or permanent separation (resignation, dismissal, matriculation at another institution, etc.) | Student Affairs |
| Re-Enrollment materials | 6 years after graduation or permanent separation (resignation, dismissal, matriculation at another institution, etc.) | Student Affairs |
| Request for electronic services forms (course auditor forms) | 1 semester | Registrar |
| Residence status records (here, leave of absence, suspension, dismissal, resigned, etc.) | 1 year after graduation or permanent separation (resignation, dismissal, matriculation at another institution, etc.) | Registrar |
| Secondary school or previous post secondary institution transcripts | 6 years after graduation or permanent separation (resignation, dismissal, matriculation at another institution, etc.) | Student Affairs |
| Security Reports | Permanent | Safety and Security |
| Signed copies of academic honor code/social code pledge | 6 years after graduation or permanent separation (resignation, dismissal, matriculation at another institution, etc.) | Student Affairs |
| Student files as maintained by the Office of the Dean of Students | 6 years after graduation or permanent separation (resignation, dismissal, matriculation at another institution, etc.) | Student Affairs |
| Student folder log indicating who has used file | 6 years after graduation or permanent separation (resignation, dismissal, matriculation at another institution, etc.) | Student Affairs |
| Transcript request forms | 1 year | Registrar |