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 2024
| Data/Documents | Minimum 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 tests | 7 years after graduation or date of last attendance |
| Applications for graduation | 1 year after graduation ro date of last attendance |
| Applications for readmission | 7 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 | 7 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 form | 7 years after graduation or date of last attendance |
| Degree audit records | 7 years after graduation or date of last attendance |
| Enrollment verifications | 1 year after verification |
| Fee assessment forms | 7 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 | 7 years after graduation or date of last attendance |
| Graduattion Lists | Permanent |
| Hold or encumbrance authorizations | 7 years after graduation or date of last attendance |
| Military records | 7 years after graduation or date of last attendance |
| Name change authorizations | 7 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 | 7 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 | 7 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 – International Students | 3 years after graduation or date of last attendance |
| Admissions decision and scholarship data | 1 year after graduation or date of last attendance |
| Advanced Placement Records | 1 year after graduation or date of last attendance |
| Application data for admission | 1 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 Recommendation | 1 year after graduation or date of last attendance |
| Recruitment materials | May dispose of materials after enrollment |
| Other test scores | 1 year after graduation or date of last attendance |
| Scholarship letters – International Students | 3 years after graduation or date of last attendance |
| Transcripts – high schools | 7 years after graduation or date of last attendance |
| Transcripts – international high schools and colleges | 7 years after graduation or date of last attendance |
| Transcripts – other colleges | 7 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 |
| 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 Agreements | Permanent |
| 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 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 decision 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 | 3 years after graduation or date of last attendance |
| Human Resources | |
| Background Check | 7 years after employee termination |
| Disciplinary Records | 7 years after employee termination |
| Drug Test Results | 7 years after employee termination |
| Employee and Faculty Handbooks | Permanent |
| Employee Applications | 7 years after employee termination |
| Employee Benefit Election Forms | 7 years after employee termination |
| Employee Benefit Plan Information | 6 years after filing or 1 year after plan termination whichever is longer |
| Employee Offer Letter | 7 years after employee termination |
| Employee Unemployment Insurance Information | 7 years after employee termination |
| Employee Workers Compensation Information | 7 years after employee termination |
| Employment Records | 7 years after employee termination |
| ERISA Plan Descriptions and Related Documents | 7 years after filing |
| FMLA Related Documents | 7 years after employee termination |
| Form 5500 | 6 years after date of filing |
| HR Policies | While current + 3 years |
| I-9 Documents | 1 year after termination or 3 years after date of hire (which ever is later |
| Interview Evaluation and Assessment Results | 7 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 Descriptions | Permanent |
| Performance Evaluations | 7 years after employee termination |
| Personnel Files | 7 years after employee termination |
| Summary Plan Descriptions, Annual Reports, Summary Annual Reports | 6 years after date of filing |
| Institutional Advancement | |
| Advancement Events / Receptions etc. Information | When administrative value ends, records may be destroyed |
| Alumni Records | Permanent |
| Annual Reports (endowment, scholarship, etc) | 7 years |
| Biographical records (prospects & donors) | Permanent |
| Cash and non-cash gift records | 7 years |
| Donor documentation | 7 years after expenditure of the gift or donation |
| Gift / Pledge Records | 7 years hard copies, electronic permanently |
| Gift acknowledgement letters | 7 years |
| Gift Ageements (scholarship, sponsored project, etc.) | Permanent |
| Gift batch records | 7 years |
| Revenue Records Contributions, Grant and Non Gift Records – all documents supporting the transaction such as donor correspondence except for credit card information | 7 years hard copies, electronic permanently |
| Institutional Equity and Inclusion | |
| Hate, bias, and discrimination complaints | Permanent |
| Title IX Case records | Permanent |
| International Student Services | |
| Academic records of enrollemnt | 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 |
| 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 |
| Concurrent Enrollment documents | 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 |
| Copy of employment authorization card | 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 |
| F1, F2, J1 & J2 Visa copies | 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 |
| I-20s issued | 3 Years after graduation| OPT/ STEM OPT dates or last attendance |
| 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 |
| Program extension approval 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 |
| STEM OPT I983 Trainging plan | 3 Years after graduation| OPT/ STEM OPT dates or last attendance |
| Termination reasons | 3 Years after graduation| OPT/ STEM OPT dates or last attendance |
| Transcripts | 3 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 Paperwork | 3 years |
| Events Records (attendance, post event surveys) | 3 years |
| Portoflio Site (hire.ccsdetroit.edu includes student portfolio | 1 year after graduation/alumni continued inclusion if requested |
| Precollege and Continuing Studies | |
| Articulation Agreements/MOUs | 7 years |
| Camp Docs | When administrative value ends, records may be destroyed |
| Non-Colleague Outreach Agreements and Program Details | 3 years |
| Precollege and Continuing Studies Catalog | 5 years |
| Publications, Statistical Data/Documents and Institutional Reports | |
| Catalogs | Permanent (digital and/or paper) |
| Commencement Programs | Permanent (digital and/or paper) |
| Degree Statistics | Permanent (digital and/or paper) |
| Enrollment Statistics | Permanent (digital and/or paper) |
| Grade Statistics | Permanent (digital and/or paper) |
| Schedule of Classes | Permanent (digital and/or paper) |
| Student Affairs | |
| ADA records | 3 years after graduation or date of last attendance |
| Disciplinary action records | Permanent |
| Emotional Support Animal records | Prior academic year retained |
| Housing Application data | Prior academic year retained |
| Housing charge records | Prior academic year retained |
| Housing withdrawal records | Prior academic year retained |
| Meal plan contracts | Prior academic year retained |
| Medical records | 3 years after graduation or date of last attendance |