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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state and federal requirements, optimize the use of space, minimize the cost of record retention, and ensure that outdated and unneeded records are properly destroyed.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 Destroys outdated and useless records; and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 Records Official
Repository Duration (Years)
Academic Action (Dismissal, etc.) Registrar 5 Years
Academic Records (Transcripts, etc.) Registrar Permanent
Advance Placement Registrar 5 Years
Application for Graduation Registrar 5 Years
Applications for Re-admission Registrar 5 Years
Catalogs Registrar Online
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 Registrar Permanent
Information
Waivers of Rights of Access (FERPA) Registrar Until Terminated By Student or
Permanent
Financial Aid Records Fin Aid 5 Years Last Date of
Enrollment
Federal Aid (Perkins, FSEOG, ACG, SMART, PELL) Fin Aid 5 Years After End of Award
Financial Aid History for Transfer Students Fin Aid 5 Years From Award Year
PHEAA Grant Award Reconciliation Rosters Fin Aid 5 Years From Date of
Certification
Audit and Review Reports Fin Aid 5 Years From Award Year
Other Records Pertaining to Financial Responsibility and Fin Aid 5 Years From Award Year
Standards of Administrative Capability
Federal Work-Study Payroll Records Fin Aid 5 Years from Award Year
Records Supporting Data on Required Reports, Such as: Fin Aid 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 Fin Aid 5 Years From Award Year
Information Record (ISIR)
Application Data Submitted to the Department of Education Fin Aid 3 Years From Award Year
or Lender by the School on Behalf of the Student
Documentation of Student's Eligibility Fin Aid 5 Years from Award Year
Financial Aid History for Transfer Students Fin Aid 5 Years From Award Year
Documentation of Student's Satisfactory Academic Progress Fin Aid 5 Years From Award Year
Data Used to Establish Student's Admission, Enrollment Fin Aid 5 Years From Award Year
Status, Period of Enrollment
Documents Used to Verify Applicant's Data Fin Aid 5 Years From Award Year
Documentation Related to the Receipt of Aid, Such As: Fin Aid 5 Years From Award Year
Amount of Grant, Loan, FWS Award; and Calculations
Used to Determine Aid Amounts
Date and Amount of Disbursements Fin Aid 5 Years From Award Year
Documentation of Initial or Exit Loan Counseling Fin Aid 5 Years From Award Year
Reports and Forms Used for Participation in the SFA Program Fin Aid 5 Years From Award Year;
Documentation Supporting the School's Calculation of its Fin Aid 3 Years From Award Year
Completion/Graduation or Transfer-Out Rate
Campus-Based Aid (Perkins Loan, SEOG, and Federal Fin Aid 5 Years From End of Award
Year
Work Study)
Pell Grant Fin Aid 5 Years From End of Award
Year
Fiscal Operations Report (FISAP) Fin Aid 5 Years From End of Award
Year Report Submitted
Perkins Original Promissory Notes Fin Aid Until Loan is Satisfied or (Electronic and Hard Copies) Documents are Needed to Enforce Obligation
Records of Student Accounts Fin Aid 5 Years From Award Year
Account Collection Data (Non-Perkins) Stu Accts 6 Years
Accounts Receivable Statements (Bills) Stu Accts 3 Years
FFEL Loans All Other Documents Stu Accts 5 Years After End of Award
Paid Grant Reconciliations Stu Accts 5 Years From Date of
Document
Perkins Payment Records Stu Accts 5 Years After End of Award
Perkins Personal Data Forms Stu Accts 3 Years From Date When Loan
Is Paid In Full
Student Refund Policy and Schedules Stu Accts 6 Years
Residency Verification Stu Accts 6 Years After Submission
Tuition and Fee Charges Stu Accts 6 Years
1098T Stu Accts 7 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.
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