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 2023

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
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 certifications3 years after graduation or date of last attendance
Human Resources
FMLA Related Documents7 years after employee termination
Employee and Faculty HandbooksPermanent
Employment Records7 years after employee termination
I-9 Documents7 years after employee termination
Job DescriptionsPermanent
Job Applications (Hires)7 years after employee termination
Job Applications (Non Hires)1 year from date application is received
Personnel Files7 years after employee termination
Employee Unemployment Insurance Information7 years after employee termination
Employee Workers Compensation Information7 years after employee termination
Employee Benefit Plan Information6 years after filing or 1 year after plan termination whichever is longer
ERISA Plan Descriptions and Related Documents7 years after filing
Background Check7 years after employee termination
Employee Applications7 years after employee termination
Employee Benefit Election Forms7 years after employee termination
Interview Evaluation and Assessment Results7 years after employee termination
Employee Offer Letter7 years after employee termination
Disciplinary Records7 years after employee termination
Drug Test Results7 years after employee termination
HR PoliciesWhile current + 3 years
Form 55006 years
Summary Plan Descriptions, Annual Reports, Summary Annual Reports6 years
Institutional Advancement
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
Advancement Events / Receptions etc. InformationWhen administrative value ends, records may be destroyed
Gift / Pledge Records7 years hard copies, electronic permanently
Gift acknowledgement letters7 years
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
Scholarship AgeementsPermanent
Sponsored Project AgreementsPermanent
Institutional Equity and Inclusion
Hate, bias, and discrimination complaintsPermanent
Title IX Case recordsPermanent
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 records3 years 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
Housing Application dataPrior academic year retained
Emotional Support Animal recordsPrior academic year retained

EFFECTIVE DATE
July 2, 2019

LAST UPDATED DATE
April 13, 2023

APPROVING OFFICE
Enrollment and Student Services