| 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 |
| Graduation 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 |
College for Creative Studies
