Record Retention Recommendations

As recommended by AACRAO Retention of Records 2013

Academic advisement records
3 years after graduation
Academic warning (related to academic non-performance or deficiency)
5 years after graduation
Academic integrity violation
Permanent
Academic records (miscellaneous narrative evaluations, assessments, etc.)
Permanent
Correspondence (related to academic records, inquiries)
1 year
Disciplinary Action Records
5 years after graduation
Grievance/complaint issued by student (other than FERPA or grade appeals)
3 years after closure
Major/minor/certificate/concentration changes
5 years after graduation
Appeals for exception to academic policy
4 years
Thesis/Dissertation
Permanent
Athlete eligibility reports
1 year after certification
Athlete records (includes eligibility information, academic information, documentation of participation, tutor evaluations, etc.)
10 years
Enrollment verifications
1 year after verification
Residency verification records
6 years after submission
Teacher certifications
1 year after certification
Transcript requests (by student)
1 year after submitted
VA certification records
3 years after graduation
Degree audits
5 years after graduation
Returned diplomas
5 years
Graduation lists
Permanent
Substitution/waivers for degree requirements
5 years after graduation
Final exams/graded coursework
1 year after course completion
Grade appeal/complaint
1 year
Faculty grade book
5 years after course completion
Grade change forms
3 years after graduation
Final grade reports
1 year after date distributed
Midterm grade reports
End of term
Final Grade submission data
Permanent
Name, SSN, DOB, and gender updates
50 years
Personal data update (marital status, race, ethnicity or other demographic)
1 year
Transfer credit evaluations
5 years after graduation
Tuition and fee charges
5 years after graduation
Student class schedule
1 years after graduation
Class lists
Permanent
Credit/no credit, audit, pass/no pass approval
1 year after date submitted
Drop/add/requests
1 year after date submitted
Withdrawal requests
5 year after date submitted
Catalogs
Permanent
Commencement programs
Permanent
Instruction evaluations (by students)
1 semester

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