Types of Records | Official Repository | Duration (Years) |
Academic Action (Dismissal, etc.) | Registrar | 5 years |
Academic Records (Transcript, etc.) | Registrar | Permanent |
Advance Placement | Registrar | 5 years |
Application for Graduation | Registrar | 5 years |
Applications for Re-admission | Registrar | 5 years |
Catalogs | Registrar | |
Change of Grade Forms | Registrar | Permanent |
Change of course (add/drop) | Registrar | 5 years |
Class Lists | Registrar | Permanent |
Change of Major | Registrar | 5 years |
Class Schedules | Registrar | Permanent |
Commencement Programs | Registrar | Permanent |
Medical Withdrawal Relevant | Registrar | 5 years |
Correspondence | Registrar | 5 years |
Credit by Exam Reports | Registrar | 5 years |
Curriculum Change Forms | Registrar | 5 years |
Degree Application | Registrar | 5 years |
Degree Audit Records | Registrar | 5 years |
Academic Standing | Registrar | 5 years |
Grade Submission/ Verification Data (instructors) | Registrar | Permanent |
Graduation Lists | Registrar | Permanent |
International Student Forms (visa documentation, etc.) | CGE | 3 years |
Military Documents | Registrar | 5 years after graduation or date of last attendance |
Veterans Certification Records | VETS Center | 3 years after graduation or date of last attendance |
Certifications | | |
Name Change Authorizations | Registrar | 5 years |
Transfer Credit Evaluations | Registrar | 5 years after graduation or date of last attendance |
Transcripts | Registrar | Permanent |
Transcript Request Forms | Registrar | 5 years |
Withdrawal | Registrar | 5 years |
Requests and Disclosures of Personally Identifiable Info | Registrar | Permanent |
Waivers of Rights of Access (FERPA) | Registrar | Until terminated by student / permanent |
Financial Aid Records | FinAid | 5 years after last date of enrollment |
Federal Aid (Perkins, FSEOG, ACG, SMART, PELL) | FinAid | 5 years after end of award |
Financial Aid History for Transfer Students | FinAid | 5 years from award year |
PHEAA Grant Award Reconciliation Rosters | FinAid | 5 years from certification date |
Audit and Review Reports | FinAid | 5 years from award year |
Other Records Pertaining to Financial Responsibility / Standards of Admin. Capability | FinAid | 5 years from award year |
Federal Work-Study Payroll Records | FinAid | 5 years from award year |
Records Supporting Data on Required Reports, Such as: | FinAid | 5 years from award year |
-SFA Program Reconciliation Reports | | |
-Audit Reports and School Response | | |
-Pell Grants Statements of Accounts | | |
-Accrediting and Licensing Agency Reports | | |
The Student Aid Report (SAR) or Institutional Student Info Record (ISIR) | FinAid | 5 years from award year |
Application Data Submitted to the Department of Education or Lender by the School on Behalf of the Student | FinAid | 3 years from award year |
Documentation of Student's Eligibility | FinAid | 5 years from award year |
Financial Aid History for Transfer Students | FinAid | 5 years from award year |
Documentation of Student's Satisfactory Academic Progress | FinAid | 5 years from award year |
Data Used to Establish Student's Admission, Enrollment Status, Period of Enrollment | FinAid | 5 years from award year |
Documents Used to Verify Applicant's Data | FinAid | 5 years from award year |
Documentation Related to the Receipt of Aid, Such As: | FinAid | 5 years from award year |
-Amount of Grant, Loan, FWS Award; and Calculations used to determine aid amounts | | |
Date and Amount of Disbursements | FinAid | 5 years from award year |
Documentation of Initial or Exit Loan Counseling | FinAid | 5 years from award year |
Reports and Forms Used for Participation in the SFA Program | FinAid | 5 years from award year |
Documentation Supporting the School's Calculation of its Completion/Graduation of Transfer-Out rate | FinAid | 3 years from award year |
Campus-Based Aid (Perkins Loan, SEOG, and Federal Work Study) | FinAid | 5 years from end of award year |
Pell Grant | FinAid | 5 years from end of award year |
Fiscal Operations Report (FISAP) | FinAid | 5 years from end of award year report submitted |
Perkins Original Promissory Notes | FinAid | Until Loan is Satisfied or documents needed to enforce obligation |
Records of Student Accounts | FinAid | 5 years from award year |
Account Collection Data (Non-Perkins) | Student Accounts | 6 years |
Accounts Receivable Statements (Bills) | Student Accounts | 3 years |
FFEL Loans All Other Documents | Student Accounts | 5 years after end of award |
Paid Grant Reconciliations | Student Accounts | 5 years from date of document |
Perkins Payment Records | Student Accounts | 5 years after end of award |
Perkins Personal Data Forms | Student Accounts | 3 years from date when loan is paid in full |
Student Refund Policy and Schedules | Student Accounts | 6 years |
Residency Verification | Student Accounts | 6 years after submission |
Tuition and Fee Charges | Student Accounts | 6 years |
1098T | Student Accounts | 7 years (online) |