All records for applicants who do not enter school are kept for one year. Such records are not covered by FERPA. All academic records for matriculated students, including non-degree seeking students are kept on-site for a period of no less than five years from the last date of attendance. Academic records for matriculated students whose last date of attendance is more than five years ago may be housed off-site provided the site is deemed to be secure from fire, theft, water damage and other forms of damage or neglect. These records are kept indefinitely.
Academic management records will be retained according to the following guidelines:
- All faculty schedules are retained for three years.
- A final attendance report for each term will be retained for five years after the completion of that term. After the retention period, these reports may be discarded.
- Academic management records not otherwise described will be retained for five years.
The university keeps required records in hard copy or computer file, optical disc (CD/DVD) or other media formats provided that all record information is retrievable in a coherent hard copy format. Any document containing a signature, seal, certification or any other image or mark to validate its authenticity is maintained in original hard-copy form or in an imaged media format. All imaged media format used to maintain required records is capable of reproducing an accurate, legible and complete copy of the original document at approximately the same size of the original document when printed.
To prevent the unintended disclosure or destruction of student’s private information, all academic records are kept in a secure, locked and fireproof location. Acceptable means of protection include fire-rated file cabinets, a secure vault and microfilm records, computer disc, backup tape, printout records (of digital records) or hard copies. The registrar keeps possession of the keys to the files.
Disposal of Sensitive Documents
All employees who handle sensitive or confidential documents must use discretion in viewing, copying, transferring and destroying these documents. No documents other than the exceptions following are to be destroyed, deleted or removed from any file. Exceptions include: purely personal documents, class materials and classroom work products, lesson plans, syllabi and exercises. Attendance records are kept. With these exceptions, no documents may be destroyed without the written approval of the Chief Academic Officer.
Student Academic File Contents
In accordance with American Association of Collegiate Registrars and Admissions Officers (AACRAO) guidelines, student files may contain the following documents:
- Acceptance letter
- Application for admission
- Enrollment agreements
- Name change authorizations
- Official transcripts from other colleges and evaluation of transfer credit
- Readmission forms
- RN licensure documentation
- TOEFL / IELTS reports for international students
Additionally, the following registration, attendance and academic progress records are maintained as part of the student’s permanent file:
- Academic action authorizations (dismissal, etc.)
- Academic advising and/or appeal documentation
- Academic records
- Applications for graduation
- Applications for reentry
- Changes of course (add/drop forms)
- Changes of grade forms
- Credit by examination reports/scores (CLEP, AP)
- Disciplinary action documents (are kept in a file separate from the student’s academic record)
- FERPA documents
- Final transcript of the student’s academic record
- Relevant correspondence
- Student disclosure form
- Transcript requests
- Transfer credit evaluations
- Withdrawal authorizations