State Agency Schedule 18
Colleges and Universities

Admitted Student Application Records (Item 18-6)

These records document admitted students' applications to the educational institution. Information may include visas, admission test, and proofs of financial support, high school transcripts, and related records.

Retention

Retain for 5 years and then destroy.

(Approved 09/2017)

 

Advising Records (Item 18-7)

These records document the interactions between students and advisors regarding education requirements and planning.

Retention

Retain for 5 years and then destroy.

(Approved 09/2017)

 

Faculty History Records (Item 18-1)

This information includes each teacher's name, department, and classes taught.

Retention

Retain for 65 years.

(Approved 09/2017)

 

Financial Aid Records (Item 18-8)

These records document students' applications and awards of financial aid. Information necessary to support the borrower's eligibility and participation is included.

Retention

Retain for 5 years and then destroy.

(Approved 09/2017)

 

Graduate Student Personnel Records (Item 18-2)

They records document graduate student employment with the educational institution. Information includes application, contracts , evaluations, and related records.

Retention

Retain for 7 years and then destroy.

(Approved 09/2017)

 

Intellectual Property Records (Item 18-4)

These records document intellectual property of the educational institution including applications for and granting of all university copyrights, patents and trademarks.

Retention

Permanent.

(Approved 09/2017)

 

Military and Veteran's Records (Item 18-11)

These records document the academic and enrollment status of students in the military or receiving veterans' benefits. Information includes certificates of release or discharge from active duty, changes pf program or location of training, benefits received, tuition details, and related records.

Retention

Retain for 5 years and then destroy.

(Approved 09/2017)

 

Sponsored Research Records (Item 18-5)

These record document sponsored research conducted by staff and student body. The educational institution ensures the work is managed and financed, consistent with applicable laws and regulations, and findings are disseminated.

Retention

Retain for 6 years and then destroy.

(Approved 09/2017)

 

Student Academic Records (Item 18-13)

These records document students' academic performance. Information includes final grades, supplemental grade changes, Master's theses and Ph.D. dissertations, graduation, and related records.

Retention

Retain for 20 years. Transfer to Archives.

(Approved 09/2017)

 

Student Athletic Records (Item 18-9)

These records document student eligibility and participation in athletic clubs and teams. They are used to monitor students athletes' medical histories during their association with the college or university athletic program.

Retention

Retain for 5 years and then destroy.

(Approved 09/2017)

 

Student Employee Records (Item 18-3)

These records document students temporarily employed by the educational institution. Information includes application, evaluation, work schedule, and related records.

Retention

Retain for 1 year and then destroy.

(Approved 09/2017)

 

Student Housing Records (Item 18-10)

These records document the occupancy of student residences. Information includes residence hall or apartment applications, contracts, accounting records, maintenance, and related information.

Retention

Retain for 3 years and then destroy.

(Approved 09/2017)

 

Student Registration Records (Item 18-12)

These records document students' registrations for classes. Information includes classes added, dropped, withdrawn, and related records.

Retention

Retain for 3 years and then destroy.

(Approved 09/2017)

Page Last Updated March 21, 2018 .