Disposal and Retention of Student Records Documents
TBR Guideline Reference: G-070, Disposal of Recor
Approved by: Bruce Blanding
Original Date Effective: 2013-09-19
(Document Retention: Standard practice for students who entered the school.)
1 Year
Transcript Requests (student) - 1 year after date requested
Enrollment Verifications, Logs or Lists - 1 year after date submitted
Changes of Course (add/drop) - 1 year after date submitted
Grade Reports (Registrars copies) -1 year after date distributed
Registration Forms - 1 year after date submitted
Social Security Certificates - 1 year after certified
Audit Authorizations - year after date submitted
Changes of Course (add/drop) - year after date submitted
Credit/No Credit Approvals - 1 year after date submitted
1 Year (after last attendance or graduation)
Applications for Graduation - 1 year after graduation or date of last attendance
Class Schedules (Students) - 1 year after graduation or date of last attendance
3 Years (after last attendance or graduation)
Withdrawal Authorizations - 3 years after graduation or date of last attendance
Requested differences for JSCC based on previous practices
Graduation Authorizations - Permanent
Applications for Graduation - Permanent
Degree Audit Records, Reports - Permanent
5 Years (after last attendance or graduation)
Applications for Admission or Readmission (Re-entry) - 5 years after graduation or date of last attendance
Curriculum Change Authorizations (Change of Major forms) - 5 years after graduation or date of last attendance
Credit by Examination Forms - 5 years after graduation or date of last attendance
Transfer Credit Evaluations - 5 years after graduation or date of last attendance
Academic Action Authorizations (Dismissal, etc.) - 5 years after graduation or date of last attendance
Name Change Authorizations - 5 years after graduation or date of last attendance
Correspondence, Relevant - 5 years after graduation or date of last attendance
Residence Classification Forms - 5 years after graduation or date of last attendance
Degree Audit Records, Reports - 5 years after graduation or date of last attendance
Entrance Examinations Reports (ACT, CEEB) - 5 years after graduation or date of last attendance
Transcripts - High schools, other colleges - 5 years after graduation or date of last attendance
Foreign Student Forms (I-20) - 5 years after graduation or date of last attendance
Graduation Authorizations - 5 years after graduation or date of last attendance
Advance Placement Records Student's high school advance placement scores - 5 years after graduation or date of last attendance
AAPP Scan Sheets and Essay Booklets (Hard Copy) - 5 years after date of test
Permanently
Change of Grade Forms (Update Forms) - Permanently
Student Disciplinary Files:
- For matters resulting in expulsion/suspension - Permanently
- Resulting in a finding of no violation(s) - At conclusion of disciplinary process
Commencement Program - Retain 1 copy permanently
Class Lists (Original Grade Sheets or Cards) - Permanently
Graduation Lists - Permanently
Permanent Student Cards - Permanently