Higher Education (Board of Regents) Schedule
Contents
Files containing official documentation listing student's courses, grades, credits earned, and status achieved. Often referred to as a transcript.
RETENTION
Record copy: Permanent. Retain by registrar for 10
years after graduation or withdrawal and
then transfer to State Archives or the
respective institution's archives.
Duplicate copies: Retain until administrative need ends and
then destroy.
PRIMARY CLASSIFICATION
Private.
Approved: 07/1990
8-2. CASH REGISTER TAPES FOR STUDENT TRANSCRIPTS
Daily cash register tapes noting monies received for transcripts
of the students' permanent academic record.
RETENTION
Record copy: Retain for 1 year and then destroy.
Duplicate copies: Retain for 1 year and then destroy.
PRIMARY CLASSIFICATION
Public.
Approved: 07/1990
8-3. DEPARTMENT LISTS REQUESTING STUDENT TRANSCRIPTS
Lists of requested students' transcripts of permanent academic
record for use in the academic departments of the institutions of
higher education.
RETENTION
Record copy: Retain by agency for 1 year and then
destroy.
Duplicate copies: Retain for 1 year and then destroy.
PRIMARY CLASSIFICATION
Private.
Approved: 07/1990
Files which document the fulfillment of qualifications necessary
to graduate from one of Utah's institutions of higher education.
RETENTION
Retain for 1 year and then destroy and then destroy.
PRIMARY CLASSIFICATION
Private.
Approved: 07/1990
8-5. IDENTIFICATION CARD APPLICATIONS FOR MATRICULATED STUDENTS
Applications for identification (I.D.) cards for students,
faculty, and staff.
RETENTION
Record copy: Retain by agency for 6 years and then
destroy.
Duplicate copies: Retain for 3 years and then destroy.
PRIMARY CLASSIFICATION
Private.
Approved: 07/1990
8-6. IDENTIFICATION CARD APPLICATIONS FOR NON-MATRICULATED STUDENTS
Applications for identification cards for non-matriculated
individuals participating in activities sponsored by an
institution of higher education.
RETENTION
Record copy: Retain by agency for 6 years and then
destroy.
Duplicate copies: Retain for 3 years and then destroy.
PRIMARY CLASSIFICATION
Private.
Approved: 07/1990
8-7. IDENTIFICATION CARD RECEIPT BOOKS
Receipt books for monies received in payment for identification
(I.D.) cards.
RETENTION
Record copy: Retain by agency for 3 years and then
destroy.
Duplicate copies: Retain for 1 year and then destroy.
SUGGESTED PRIMARY CLASSIFICATION
Private.
Approved: 07/1990
8-8. INTERNATIONAL IDENTIFICATION CARD APPLICATIONS
Applications for identification cards for students traveling out
of the country in order to receive international student
benefits.
RETENTION
Record copy: Retain by agency for 1 year and then
destroy.
Duplicate copies: Retain for 1 year and then destroy.
SUGGESTED PRIMARY CLASSIFICATION
Private.
Approved: 07/1990
8-9. MONTHLY RECEIPTS FOR MONIES RECEIVED FOR TRANSCRIPTS
Cash register tapes collected monthly noting monies received by
the sale of copies of students' transcripts.
RETENTION
Record copy: Retain by agency for 3 years and then
destroy.
Duplicate copies: Retain for 1 year and then destroy.
SUGGESTED PRIMARY CLASSIFICATION
Public.
Approved: 07/1990
Files which document student enrollment, registration, and
participation in course work and other academic activities at any
of Utah's institutions of higher education.
RETENTION
Record copy: Retain by agency for 5 years after
graduation or withdrawal and then destroy.
Duplicate copies: Retain until administrative need ends and
then destroy.
SUGGESTED PRIMARY CLASSIFICATION
Private.
Approved: 07/1990
8-11. STUDENT CUMULATIVE FILES
Files which document a student's activities, other than academic,
while enrolled in one of Utah's institutions of higher education.
RETENTION
Record copy: Retain by agency for 5 years after
graduation or withdrawal and then destroy.
Duplicate copies: Retain until administrative need ends and
then destroy.
SUGGESTED PRIMARY CLASSIFICATION
Public.
Approved: 12/1992
Request form for a transcript of student's permanent academic
records and the record of payment received for the copy.
RETENTION
Record copy: Retain by agency for 1 year and then
destroy.
Duplicate copies: Retain for 1 year and then destroy.
SUGGESTED PRIMARY CLASSIFICATION
Private.
Approved: 07/1990
8-13. VISITING SCHOLARS INFORMATION FILES
Files containing identifying information on scholars temporarily
working at an institution of higher education.
RETENTION
Record copy: Retain by agency for 5 years and then
destroy.
Duplicate copies: Retain for 3 years and then destroy.
SUGGESTED PRIMARY CLASSIFICATION
Private.
Approved: 07/1990