Record Retention Policy

Data/DocumentsMinimum 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 tests5 years after graduation or date of last attendance
Applications for graduation1 year after graduation ro date of last attendance
Applications for admission or readmission5 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, relevant5 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 form5 years after graduation or date of last attendance
Degree audit records5 years after graduation or date of last attendance
Enrollment verifications1 year after verification
Fee assessment forms5 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 authorizations5 years after graduation or date of last attendance
Graduattion ListsPermanent
Hold or encumbrance authorizations 
Military records5 years after graduation or date of last attendance
Name change authorizations5 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/scores5 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 evaluations5 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 Letters5 years after graduation or date of last attendance
Advanced Placement Records5 years after graduation or date of last attendance
Applications for admission/readmission5 years after graduation or date of last attendance
Correspondence, relevant date5 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 Recommendation5 years after graduation or date of last attendance
Recruitment materialsMay dispose of materials after enrollment
Other test scores5 years after graduation or date of last attendance
Transcripts – high schools5 years after graduation or date of last attendance
Transcripts – international high schools and collegesPermanent
Transcripts – other colleges5 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
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 AgreementsPermanent
  
  
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 decisiosn 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 certifications1 year after certification
  
  
Human Resources 
  
  
  
  
  
  
Institutional Advancement 
  
  
  
  
  
  
International Student Services 
ISSO forms3 Years after graduation| OPT/ STEM OPT dates or last attendance
Passport Information3 Years after graduation| OPT/ STEM OPT dates or last attendance
I-20s issued3 Years after graduation| OPT/ STEM OPT dates or last attendance
Transcripts3 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
Copy of 1-943 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
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
Curricular Practical Training authorizations3 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
Program extension approval documents3 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
Termination reasons3 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
Academic records of enrollemnt3 Years after graduation| OPT/ STEM OPT dates or last attendance
Concurrent Enrollment 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
  
  
Publications, Statistical Data/Documents and Institutional Reports
 
CatalogsPermanent
Commencement ProgramsPermanent
Degree StatisticsPermanent
Enrollment StatisticsPermanent
Grade StatisticsPermanent
Schedule of ClassesPermanent
  
  
Student Affairs 
Disciplinary action recordspermanent
Medical records1 year after graduation or date of last attendance
ADA records3 years after graduation or date of last attendance
Meal plan contractsprior academic year retained
Housing charge recordsprior academic year retained
Housing withdrawal recordsprior academic year retained
Title IX Case recordspermanent
Housing Application datapermanent

EFFECTIVE DATE
July 2, 2019

LAST UPDATED DATE
September 3, 2019

APPROVING OFFICE
Enrollment and Student Services