2026-2027 Academic Catalog

Tag: records

  • Chosen and Legal Name

    The College for Creative Studies recognizes the importance of accommodating members of the institution regarding the use of an individual’s legal or chosen name, while remaining in compliance with federal and legal obligations. There are various reasons students, faculty and staff may choose to use a name to identify themselves that differs from their legal name. It is the policy of the College to use a chosen name (if requested) within CCS systems where a legal name is not absolutely necessary. The use of a chosen name does not automatically change the legal name in College systems/records. Proper documentation is required for students, staff or faculty members that wish to change their legal name.

    Definitions

    Legal Name
    A name, also commonly known as a given name, that appears on the state issued ID card, driver’s license, passport, social security card, birth certificate, and immigration documents.  Documentation (marriage license, court order, divorce decree, etc) is required to change a legal name. A legal name change will result in a comprehensive change in the individual’s records.
    Chosen Name
    A first name that you may choose to be called. It is different from your legal first name and no legal documentation is required. A chosen name, also known as preferred name, is generally used by individuals who choose to use:

    Legal Name Policy

    CCS must always maintain a record of students’ and employees’ legal name and are used where required within CCS records/systems (i.e., Human Resource records, Financial Aid documents, student conduct records, medical/insurance records, academic transcripts, etc). A legal name will continue to appear within institution records for reasons related to conducting institutional business, technology limitations or if required by law. Legal name change requests will be approved based on submission of legal evidence indicating the name change.  All requests must be verified with Information Technology Services through the approving office, to update CCS systems.

    Chosen Name Policy

    A chosen name will appear in select institutional systems, records, or documents in which a legal name is not required. To assure accurate identification, the legal last name will appear along with the chosen first name whenever possible. CCS reserves the right to remove or deny the chosen first name if used inappropriately. This includes, but is not limited to, names using foul or inappropriate language, names submitted to avoid a legal obligation, fraud, and names used to create misrepresentation.  A chosen name that includes numbers or symbols will not be recognized. Each individual may request one chosen first name change during each twelve month period.  An Individual may request to revert back to their legal name at any time. Historical notes in systems may not be updated to reflect the change. 

    A chosen name can appear on CCS ID cards and email, among other approved areas if requested. All requests must be verified with Information Technology Services through the approving office, to update CCS systems.

    For the purpose of F-1 and J-1 student visa status, the legal name must be used on I-20s and DDS-2019s. An individual’s legal name is what appears on the passport.

    Under FERPA, a student’s chosen name or legal name may be disclosed as directory information (unless a request to withhold is on file to prevent disclosure, see FERPA Policy). The Chosen name will be used as first preference.

    Note: Parents/families that have access to your personal CCS accounts, will be able to see the same information accessed by a student or employee. It is recommended that personal accounts and login information is not shared with anyone (including family).

    Procedures for Chosen Name Requests and Legal Name Changes

    Procedures for chosen and legal names may vary. Individuals interested in updating personal records should contact the appropriate office directly related to their status of enrollment or employment. 

    Chosen & Legal Name Display Areas: 

    The below chart indicates where chosen and legal names will appear in CCS records and documents, along with the affiliated campus office*. 

    If a chosen name is requested, it will display on all items in the “Chosen Name” column. 

    The Legal Name will always appear within records listed in the “Legal Name” column.

    *Changes to a name (chosen or legal) may take 2 to 3 business days to update across campus systems.

    “The college will continue to review the section below to adhere to policy updates and institutional changes that impact the use of Chosen and Legal Names.”

    Academic Advising & registration Office (aARO)

    Last Updated: 07/30/20

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    Academic EvaluationTranscripts (Official, Unofficial, and CE)
    Registration ConfirmationEnrollment Verifications
    Class ScheduleSubpoenas
    Graduation Reports
    Academic Standing (probation/suspension)
    Diplomas
    Commencement line-up name cards
    Commencement Program
    Deposit Reports
    Course & Attendance Rosters
    Student Email*
    * All student records (UG, MFA, TC, Guest Students and non credit records)

    Academic Affairs

    Last Updated: 08/10/20

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    Dean’s/President’s list/lettersAcademic Honesty Records/notifications
    Review week schedules for departmentsImre Molnar Award letters
    Mentor or other Departmental student listsAward of Academic Excellence – Graduate Studies
    Student Affairs Monthly Reports

    admissions

    Last Updated: 08/17/20

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    Transfer Credit EvaluationsAcceptance Letters
    Admissions EmailMerit Scholarship Award letters
    Text messagesMailed documents

    International admissions

    Last Updated: 08/10/20

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    Individual communication (email & text)Admissions documents & reports
    Institutional communication

    Business Services/Payroll
    Students, faculty & Staff

    Last Updated: 08/10/20

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    Tuition Billing
    Checks
    Pay Stubs
    W2’s
    All payroll systems/reports
    Receipts

    Campus Safety

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    CCS ID cards

    Career Development

    Last Updated: 08/13/20

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    College Central Network (formerly Job Book)
    Display/exhibition, Career Dev. recruiting events (or showcase)

    Financial aid

    Last Updated: 08/10/20

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    Individual Email communicationFinancial Aid Award letters
    Mailed correspondence
    Correspondence with Department of Education
    Loan records
    Pell Grant records
    Enrollment records

    Human resources

    Last Updated: 08/10/20

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    Employee/Phone DirectoryIRS forms
    CCS Employee ID cardBenefits
    CCS Employee email*Retirement
    Employee hire records
    Work-Study hire records
    Tuition remission records
    Employee fee waivers (credit and non-credit)
    *IT updates systems, but does not handle the initial requests for changes. Updates by office requests.

    Information technology

    Last Updated: 08/11/20

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    CCS email address*
    Access Manager*
    Self-Service – student*
    Self-Service – staff*
    WebAdvisor for Faculty*
    Phone Directory*
    *IT updates systems, but does not handle the initial requests for changes. Updates by office requests.

    International Student Services Office (ISSO)
    International Students

    Last Updated: 08/10/20

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    Registration Confirmations (AARO printed)Registration Confirmations (ISSO printed)
    Degree AuditsSEVIS
    Immigration documents

    Office for Institutional Equity & Inclusion

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    Title IX records

    student affairs, Student Life, Housing, Wellness Center, Nurse

    Last Updated: 07/31/20

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    On-Campus housing rostersMeal Plans
    Roommate assignmentsMedical & Insurance Records
    OrientationStudent Disability Services Records
    Disability Accommodation NotificationsStudent Conduct Records
    Student Elections
    Student Organization Representatives

    compliance reporting for Internal & external auditing processes

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    use of Legal name as required

    compliance Reporting Requirements As Mandated By Authorized Entities Of The U.S. Government

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    use of Legal name as required

    Compliance Reporting Requirements AS Mandated By The State OF Michigan

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    use of Legal name as required

    compliance with Subpoenas

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    use of Legal name as required

    alumni Office

    Chosen Name
    (if requested)
    Displays on:    		Legal Name
    will display:
    Tax receipts & gift agreements

  • Record Retention

    The following chart lists the record retention requirements for various areas of the College. The Record Retention Committee is responsible for reviewing this information on an annual basis and updating as needed.

    Reviewed and Updated: April 2025

    Data/DocumentsMinimum Retention Time
    Academic Advising and Registration
    Academic action authorizations (dismissal, etc.)7 years after graduation or date of last attendance
    Academic records (including demographic info and transcripts)Permanent
    Advanced placement & other placement tests7 years after graduation or date of last attendance
    Applications for graduation1 year after graduation ro date of last attendance
    Applications for readmission7 years after graduation or date of last attendance
    Audit authorizations1 year after date submitted
    Changes of course (add/drop)1 year after date submitted
    Change of grade formsPermanent
    Class lists (original grade sheets)Permanent
    Class schedules (students)1 year after graduation or date of last attendance
    Correspondence, relevant7 years after graduation or date of last attendance
    Credit by exam reports/scores (CLEP, PEP)7 years after graduation or date of last attendance
    Credit/no credit approvals (audit, pass/fail etc.)1 year after date submitted
    Curriculum change form7 years after graduation or date of last attendance
    Degree audit records7 years after graduation or date of last attendance
    Enrollment verifications1 year after verification
    Fee assessment forms7 years after graduation or date of last attendance
    FERPA documentsSee FERPA schedule – permanet record retention
    Grade reports (registrar’s copies)1 year after date submitted
    Graduation authorizations7 years after graduation or date of last attendance
    Graduattion ListsPermanent
    Hold or encumbrance authorizations7 years after graduation or date of last attendance
    Military records7 years after graduation or date of last attendance
    Name change authorizations7 years after graduation or date of last attendance
    Pass/fail requests1 year after date submitted
    Personal data information forms1 year after graduation or date of last attendance
    Placement test records/scores7 years after graduation or date of last attendance
    Registration forms1 year after date submitted
    Teacher certificationsPermanent
    Transcript requests (student)1 year after date submitted
    Transfer credit evaluations7 years after graduation or date of last attendance
    Veterans Administration3 years after graduation or date of last attendance
    Withdrawal authorizations2 years after graduation or date of last attendance
    Admissions Office
    Acceptance letters – International Students3 years after graduation or date of last attendance
    Admissions decision and scholarship data1 year after graduation or date of last attendance
    Advanced Placement Records1 year after graduation or date of last attendance
    Application data for admission1 year after graduation or date of last attendance
    Entrance exams/test scores (ACT, SAT, TOEFL)1 year after graduation or date of last attendance
    Letters of Recommendation1 year after graduation or date of last attendance
    Recruitment materialsMay dispose of materials after enrollment
    Other test scores1 year after graduation or date of last attendance
    Scholarship letters – International Students3 years after graduation or date of last attendance
    Transcripts – high schools7 years after graduation or date of last attendance
    Transcripts – international high schools and colleges7 years after graduation or date of last attendance
    Transcripts – other colleges7 years after graduation or date of last attendance
    Argonaut Building/Argo-Business Services
    Closing Document Binders (agreements with financing sources, Articles of Incorporation of all entities, other corporate papers37 years
    Contractor Contracts (all signed contracts during the construction/renovation phases)37 years
    Draw Packages (Contractor Invoices, legal invoices, payments, paper & electronic)37 years
    IRS Tax Returns (returns filed for all entities)37 years
    Reporting Documents (Statements, officer certificates, other reporting documents necessary for compliance with bonds, loan and tax credit requirements, paper & electronic)37 years
    Business Services
    Accounts Payable/Receivables (cash reports, month-end reports, bank reconciliation, consolidated reports)7 years (fiscal year) from date of creation
    Accounts Payable/Receivables (year-end reports)Permanent
    Bond (compliance reports, bank statements)Permanent
    Bookstore (price list keep indefinitely for textbooks)Permanent
    Cancelled Checks (relating to expenditures)7 years (fiscal year) from date of creation
    Expense Records (travel & expense reports, American Express, Mastercard)7 years (fiscal year) from date of creation
    Fixed Assets/Depreciation Schedule (inventory listing of furniture, equipment, computers, etc)Permanent
    Internal Revenue Tax Returns, other returns (returns submitted on our behalf by auditors, sales & usage tax report)Permanent
    Leasing AgreementsPermanent
    Official budget and revisions (approved budget, draft worksheets, electronic documents)7 years (fiscal year) from date of creation
    Purchase Orders (purchase req’s submitted by departments, original PO used for materials)7 years (fiscal year) from date of creation
    Family Educational Rights and Privacy Act Data/Documents (FERPA)
    Request for formal hearingsPermanent
    Requests & diclosures of personally identifiable infoPermanent
    Student requests for nondisclosures of directory infoUntil terminated by student or parent
    Student statements on content of records regarding hearing panel discussionsPermanent
    Student’s written consent for records disclosureUntil terminated by student or parent
    Waivers for rights of accessUntil terminated by student or parent
    Written decision of hearing panelsPermanent
    Financial Aid Office
    Financial Aid documents3 years after annual audit has been accepted by DOE
    Financial aid assistance records3 years after graduation or date of last attendance
    Social security certifications3 years after graduation or date of last attendance
    Human Resources
    Background Check7 years after employee termination
    Disciplinary Records7 years after employee termination
    Drug Test Results7 years after employee termination
    Employee and Faculty HandbooksPermanent
    Employee Applications7 years after employee termination
    Employee Benefit Election Forms7 years after employee termination
    Employee Benefit Plan Information6 years after filing or 1 year after plan termination whichever is longer
    Employee Offer Letter7 years after employee termination
    Employee Unemployment Insurance Information7 years after employee termination
    Employee Workers Compensation Information7 years after employee termination
    Employment Records7 years after employee termination
    ERISA Plan Descriptions and Related Documents7 years after filing
    FMLA Related Documents7 years after employee termination
    Form 55006 years after date of filing
    HR PoliciesWhile current + 3 years
    I-9 Documents1 year after termination or 3 years after date of hire (which ever is later
    Interview Evaluation and Assessment Results7 years after employee termination
    Job Applications (Hires)7 years after employee termination
    Job Applications (Non Hires)1 year from date application is received – 3 years if interviewed
    Job DescriptionsPermanent
    Performance Evaluations7 years after employee termination
    Personnel Files7 years after employee termination
    Summary Plan Descriptions, Annual Reports, Summary Annual Reports6 years after date of filing
    Institutional Advancement
    Advancement Events / Receptions etc. InformationWhen administrative value ends, records may be destroyed
    Alumni RecordsPermanent
    Annual Reports (endowment, scholarship, etc)7 years
    Biographical records (prospects & donors)Permanent
    Cash and non-cash gift records7 years
    Donor documentation7 years after expenditure of the gift or donation
    Gift / Pledge Records7 years hard copies, electronic permanently
    Gift acknowledgement letters7 years
    Gift Ageements (scholarship, sponsored project, etc.)Permanent
    Gift batch records7 years
    Revenue Records Contributions, Grant and Non Gift Records – all documents supporting the transaction such as donor correspondence except for credit card information7 years hard copies, electronic permanently
    Office of Civil Rights
    Hate, bias, and discrimination complaintsPermanent
    Title IX Case recordsPermanent
    Office of Global Engagement
    Academic records of enrollemnt3 Years after graduation| OPT/ STEM OPT dates or last attendance
    Addresses of student for duration of program3 Years after graduation| OPT/ STEM OPT dates or last attendance
    Admissions acceptance letter3 Years after graduation| OPT/ STEM OPT dates or last attendance
    Appication to the college and supporting adm requirements3 Years after graduation| OPT/ STEM OPT dates or last attendance
    Concurrent Enrollment documents3 Years after graduation| OPT/ STEM OPT dates or last attendance
    Copy of 1-943 Years after graduation| OPT/ STEM OPT dates or last attendance
    Copy of employment authorization card3 Years after graduation| OPT/ STEM OPT dates or last attendance
    Curricular Practical Training authorizations3 Years after graduation| OPT/ STEM OPT dates or last attendance
    F1, F2, J1 & J2 Visa copies3 Years after graduation| OPT/ STEM OPT dates or last attendance
    Financial and support documents for initial I203 Years after graduation| OPT/ STEM OPT dates or last attendance
    I-20s issued3 Years after graduation| OPT/ STEM OPT dates or last attendance
    ISSO forms3 Years after graduation| OPT/ STEM OPT dates or last attendance
    Passport Information3 Years after graduation| OPT/ STEM OPT dates or last attendance
    Program extension approval documents3 Years after graduation| OPT/ STEM OPT dates or last attendance
    Reduced Course load authorization documents3 Years after graduation| OPT/ STEM OPT dates or last attendance
    STEM OPT I983 Trainging plan3 Years after graduation| OPT/ STEM OPT dates or last attendance
    Termination reasons3 Years after graduation| OPT/ STEM OPT dates or last attendance
    Transcripts3 Years after graduation| OPT/ STEM OPT dates or last attendance
    Office of Partnerships
    Agreements (Sponsored Projects, Design Sprints, Competitions)7 years
    External Partner Contact Information (NEON)Ongoing
    For Credit Internship Paperwork3 years
    Events Records (attendance, post event surveys)3 years
    Portoflio Site (hire.ccsdetroit.edu includes student portfolio1 year after graduation/alumni continued inclusion if requested
    Precollege and Continuing Studies
    Articulation Agreements/MOUs7 years
    Camp DocsWhen administrative value ends, records may be destroyed
    Non-Colleague Outreach Agreements and Program Details3 years
    Precollege and Continuing Studies Catalog5 years
    Publications, Statistical Data/Documents and Institutional Reports
    CatalogsPermanent (digital and/or paper)
    Commencement ProgramsPermanent (digital and/or paper)
    Degree StatisticsPermanent (digital and/or paper)
    Enrollment StatisticsPermanent (digital and/or paper)
    Grade StatisticsPermanent (digital and/or paper)
    Schedule of ClassesPermanent (digital and/or paper)
    Student Affairs
    ADA records3 years after graduation or date of last attendance
    Disciplinary action recordsPermanent
    Emotional Support Animal recordsPrior academic year retained
    Housing Application dataPrior academic year retained
    Housing charge recordsPrior academic year retained
    Housing withdrawal recordsPrior academic year retained
    Meal plan contractsPrior academic year retained
    Medical records3 years after graduation or date of last attendance