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FACULTY/STAFF > DEPARTMENTS & OFFICES > ACADEMIC AFFAIRS > ACADEMIC FORMS > RECORDS RETENTION AND DISPOSITION
Records Retention and Disposition

Policy Statement:

Robert Morris University is committed to effective records retention to preserve its history, meet applicable state and federal requirements, optimize the use of space, minimize the cost of record retention, and ensure that outdated and unneeded records are properly destroyed.

Reason for Policy:

The University requires consistent treatment of records. Maintenance, retention, and disposal procedures for University records must be followed systematically by staff in designated official repositories. Additionally, duplicate copies of these records, retained in locations other than official repositories, must be disposed of when they no longer serve a business purpose. 

This policy is intended to ensure that Robert Morris University:
         1. Meets applicable state and federal requirements;
         2. Optimizes the use of space;
         3. Minimizes the cost of records retention; 
         4. Destroys outdated and useless records; and 
          5. Preserves the history of the University

Responsibilities: 

The University Policy for the Retention of Records is applicable to all departmental offices of the University.

Each department is responsible to properly retain and dispose of University records as outlined below.

Types of RecordsOfficial RepositoryDuration (Years)
Academic Action (Dismissal, etc.)Registrar5 years
Academic Records (Transcript, etc.)RegistrarPermanent
Advance PlacementRegistrar5 years
Application for GraduationRegistrar5 years
Applications for Re-admissionRegistrar5 years
CatalogsRegistrar
Change of Grade FormsRegistrarPermanent
Change of course (add/drop)Registrar5 years
Class ListsRegistrarPermanent
Change of MajorRegistrar5 years
Class SchedulesRegistrarPermanent
Commencement ProgramsRegistrarPermanent
Medical Withdrawal RelevantRegistrar5 years
CorrespondenceRegistrar5 years
Credit by Exam ReportsRegistrar5 years
Curriculum Change FormsRegistrar5 years
Degree ApplicationRegistrar5 years
Degree Audit RecordsRegistrar5 years
Academic StandingRegistrar5 years
Grade Submission/ Verification Data (instructors)RegistrarPermanent
Graduation ListsRegistrarPermanent
International Student Forms (visa documentation, etc.)CGE3 years
Military DocumentsRegistrar5 years after graduation or date of last attendance
Veterans Certification RecordsVETS Center3 years after graduation or date of last attendance
Certifications
Name Change AuthorizationsRegistrar5 years
Transfer Credit EvaluationsRegistrar5 years after graduation or date of last attendance
TranscriptsRegistrarPermanent
Transcript Request FormsRegistrar5 years
WithdrawalRegistrar5 years
Requests and Disclosures of Personally Identifiable InfoRegistrarPermanent
Waivers of Rights of Access (FERPA)RegistrarUntil terminated by student / permanent
Financial Aid RecordsFinAid5 years after last date of enrollment
Federal Aid (Perkins, FSEOG, ACG, SMART, PELL)FinAid5 years after end of award
Financial Aid History for Transfer StudentsFinAid5 years from award year
PHEAA Grant Award Reconciliation RostersFinAid5 years from certification date
Audit and Review ReportsFinAid5 years from award year
Other Records Pertaining to Financial Responsibility / Standards of Admin. CapabilityFinAid5 years from award year
Federal Work-Study Payroll RecordsFinAid5 years from award year
Records Supporting Data on Required Reports, Such as:FinAid5 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)FinAid5 years from award year
Application Data Submitted to the Department of Education or Lender by the School on Behalf of the StudentFinAid3 years from award year
Documentation of Student's EligibilityFinAid5 years from award year
Financial Aid History for Transfer StudentsFinAid5 years from award year
Documentation of Student's Satisfactory Academic ProgressFinAid5 years from award year
Data Used to Establish Student's Admission, Enrollment Status, Period of EnrollmentFinAid5 years from award year
Documents Used to Verify Applicant's DataFinAid5 years from award year
Documentation Related to the Receipt of Aid, Such As:FinAid5 years from award year
-Amount of Grant, Loan, FWS Award; and Calculations used to determine aid amounts
Date and Amount of DisbursementsFinAid5 years from award year
Documentation of Initial or Exit Loan CounselingFinAid5 years from award year
Reports and Forms Used for Participation in the SFA ProgramFinAid5 years from award year
Documentation Supporting the School's Calculation of its Completion/Graduation of Transfer-Out rateFinAid3 years from award year
Campus-Based Aid (Perkins Loan, SEOG, and Federal Work Study)FinAid5 years from end of award year
Pell GrantFinAid5 years from end of award year
Fiscal Operations Report (FISAP)FinAid5 years from end of award year report submitted
Perkins Original Promissory NotesFinAidUntil Loan is Satisfied or documents needed to enforce obligation
Records of Student AccountsFinAid5 years from award year
Account Collection Data (Non-Perkins)Student Accounts6 years
Accounts Receivable Statements (Bills)Student Accounts3 years
FFEL Loans All Other DocumentsStudent Accounts5 years after end of award
Paid Grant ReconciliationsStudent Accounts5 years from date of document
Perkins Payment RecordsStudent Accounts5 years after end of award
Perkins Personal Data FormsStudent Accounts3 years from date when loan is paid in full
Student Refund Policy and SchedulesStudent Accounts6 years
Residency VerificationStudent Accounts6 years after submission
Tuition and Fee ChargesStudent Accounts6 years
1098TStudent Accounts7 years (online)

Notes: 

  •  The recommended five-year retention period noted in the above schedules should begin with the date of graduation or the date, term or semester and year of last attendance. 
  • The Family Educational Rights and Privacy Act (FERPA) specifically requires institutions maintain records of requests and disclosures of personally identifiable information except for defined "directory information" and requests from students for their own records. The records of disclosures and requests for disclosures are considered part of the students' educational records; therefore, they must be retained as long as the education records to which they refer are retained by the institution.
  • Immigration and Naturalization Service (INS) regulations require the university must keep a record used to comply with the reporting requirements for at least one year. Since many items included in foreign students' records are to be retained for at least five years, it is recommended the INS documentation also be retained for five years.
  • The Veterans Administration (VA) regulations require the following records must be retained for at least three years after termination of enrollment:
    • Grade reports and/or statements of progress (academic records)
    • Change of course forms
    • Transfer credit evaluation
    •  Degree audit records
  • The University may be required to retain records for longer periods of time if the records are involved in a Student Financial Aid (SFA) program review, audit or investigation. If the three year retention period expires before the issue is resolved, records must be retained until resolution is achieved.
  •  Financial Aid records are normally maintained by Financial Aid Offices.