Record Retention Policy

Data/Documents Minimum Retention Time
Academic Advising and Registration
Academic action authorizations (dismissal, etc.) 5 years after graduation or date of last attendance
Academic records (including narrative evals, compete.) Permanent
Advanced placement & other placement tests 5 years after graduation or date of last attendance
Applications for graduation 1 year after graduation ro date of last attendance
Applications for admission or readmission 5 years after graduation or date of last attendance
Audit authorizations 1 year after date submitted
Changes of course (add/drop) 1 year after date submitted
Change of grade forms Permanent
Class lists (original grade sheets) Permanent
Class schedules (students) 1 year after graduation or date of last attendance
Correspondence, relevant 5 years after graduation or date of last attendance
Credit by exam reports/scores (CLEP, PEP) 5 years after graduation or date of last attendance
Credit/no credit approvals (audit, pass/fail etc.) 1 year after date submitted
Curriculum change form 5 years after graduation or date of last attendance
Degree audit records 5 years after graduation or date of last attendance
Enrollment verifications 1 year after verification
Fee assessment forms 5 years after graduation or date of last attendance
FERPA documents See FERPA schedule – permanet record retention
Grade reports (registrar’s copies) 1 year after date submitted
Graduation authorizations 5 years after graduation or date of last attendance
Graduattion Lists Permanent
Hold or encumbrance authorizations
Military records 5 years after graduation or date of last attendance
Name change authorizations 5 years after graduation or date of last attendance
Pass/fail requests 1 year after date submitted
Personal data information forms 1 year after graduation or date of last attendance
Placement test records/scores 5 years after graduation or date of last attendance
Registration forms 1 year after date submitted
Teacher certifications Permanent
Transcript requests (student) 1 year after date submitted
Transfer credit evaluations 5 years after graduation or date of last attendance
Veterans Administration 3 years after graduation or date of last attendance
Withdrawal authorizations 2 years after graduation or date of last attendance
Admissions Office
Acceptance Letters 5 years after graduation or date of last attendance
Advanced Placement Records 5 years after graduation or date of last attendance
Applications for admission/readmission 5 years after graduation or date of last attendance
Correspondence, relevant date 5 years after graduation or date of last attendance
Entrance exams/test scores (ACT, SAT, TOEFL) 5 years after graduation or date of last attendance
Letters of Recommendation 5 years after graduation or date of last attendance
Recruitment materials May dispose of materials after enrollment
Other test scores 5 years after graduation or date of last attendance
Transcripts – high schools 5 years after graduation or date of last attendance
Transcripts – international high schools and colleges Permanent
Transcripts – other colleges 5 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 papers 37 years
Draw Packages (Contractor Invoices, legal invoices, payments, paper & electronic) 37 years
Reporting Documents (Statements, officer certificates, other reporting documents necessary for compliance with bonds, loan and tax credit requirements, paper & electronic) 37 years
IRS Tax Returns (returns filed for all entities) 37 years
Contractor Contracts (all signed contracts during the construction/renovation phases) 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
Purchase Orders (purchase req’s submitted by departments, original PO used for materials) 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
Cancelled Checks (relating to expenditures) 7 years (fiscal year) from date of creation
Official budget and revisions (approved budget, draft worksheets, electronic documents) 7 years (fiscal year) from date of creation
Bookstore (price list keep indefinitely for textbooks) Permanent
Expense Records (travel & expense reports, American Express, Mastercard) 7 years (fiscal year) from date of creation
Bond (compliance reports, bank statements) Permanent
Leasing Agreements Permanent
Family Educational Rights and Privacy Act Data/Documents (FERPA)
Request for formal hearings Permanent
Requests & diclosures of personally identifiable info Permanent
Student requests for nondisclosures of directory info Until terminated by student or parent
Student statements on content of records regarding hearing panel discussions Permanent
Student’s written consent for records disclosure Until terminated by student or parent
Waivers for rights of access Until terminated by student or parent
Written decisiosn of hearing panels Permanent
Financial Aid Office
Financial Aid documents 3 years after annual audit has been accepted by DOE
Financial aid assistance records 3 years after graduation or date of last attendance
Social security certifications 1 year after certification
Human Resources
Institutional Advancement
International Student Services
ISSO forms 3 Years after graduation| OPT/ STEM OPT dates or last attendance
Passport Information 3 Years after graduation| OPT/ STEM OPT dates or last attendance
I-20s issued 3 Years after graduation| OPT/ STEM OPT dates or last attendance
Transcripts 3 Years after graduation| OPT/ STEM OPT dates or last attendance
Copy of employment authorization card 3 Years after graduation| OPT/ STEM OPT dates or last attendance
Copy of 1-94 3 Years after graduation| OPT/ STEM OPT dates or last attendance
Financial and support documents for initial I20 3 Years after graduation| OPT/ STEM OPT dates or last attendance
Admissions acceptance letter 3 Years after graduation| OPT/ STEM OPT dates or last attendance
Appication to the college and supporting adm requirements 3 Years after graduation| OPT/ STEM OPT dates or last attendance
Curricular Practical Training authorizations 3 Years after graduation| OPT/ STEM OPT dates or last attendance
STEM OPT I983 Trainging plan 3 Years after graduation| OPT/ STEM OPT dates or last attendance
Program extension approval documents 3 Years after graduation| OPT/ STEM OPT dates or last attendance
F1, F2, J1 & J2 Visa copies 3 Years after graduation| OPT/ STEM OPT dates or last attendance
Termination reasons 3 Years after graduation| OPT/ STEM OPT dates or last attendance
Addresses of student for duration of program 3 Years after graduation| OPT/ STEM OPT dates or last attendance
Academic records of enrollemnt 3 Years after graduation| OPT/ STEM OPT dates or last attendance
Concurrent Enrollment documents 3 Years after graduation| OPT/ STEM OPT dates or last attendance
Reduced Course load authorization documents 3 Years after graduation| OPT/ STEM OPT dates or last attendance
Publications, Statistical Data/Documents and Institutional Reports
Catalogs Permanent
Commencement Programs Permanent
Degree Statistics Permanent
Enrollment Statistics Permanent
Grade Statistics Permanent
Schedule of Classes Permanent
Student Affairs
Disciplinary action records permanent
Medical records 1 year after graduation or date of last attendance
ADA records 3 years after graduation or date of last attendance
Meal plan contracts prior academic year retained
Housing charge records prior academic year retained
Housing withdrawal records prior academic year retained
Title IX Case records permanent
Housing Application data permanent

EFFECTIVE DATE
July 2, 2019

LAST UPDATED DATE
August 1, 2019

APPROVING OFFICE
Enrollment and Student Services