Utah Department of Administrative Services

Division of Archives & Records Service

Higher Education (Board of Regents) Schedule

 

8-1. ACADEMIC RECORD FILES 

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


8-4. GRADUATION FILES

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

8-10. REGISTRATION FILES

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

8-12. TRANSCRIPT REQUESTS

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