Student Academic Records

Student academic records

Academic program records
Record series title Description Retention period
Academic advisement records None 3 years AG
Academic warning Notice of academic action related to academic nonperformance or deficiency 3 years AG
Academic suspension Notice of academic action related to academic nonperformance or deficiency 3 years AG
Academic dismissal Notice of academic action related to academic nonperformance or deficiency P
Academic integrity code violations (with sanctions) Notice of violation of academic integrity policies including sanctions, if any P
Academic records (miscellaneous) Narrative evaluations, competency assessments, etc. P
Correspondence (student) Unrelated to academic records, inquiries 3 years AG
Disciplinary action records Grade or program actions, notice of sanctions related to personal conduct 3 years AG
Grievance or complaint (by student) Various course- or exam-related issues, not grade or FERPA disputes UANS
Leave of absence None UANS
Major changes, certification of second majors, minors None UANS
Petitions (academic) Exceptions to academic rules UANS
Thesis or dissertation None P
Transcripts Permanent academic record P
  1. If college procedures require this to be a part of the academic transcript
Certification and verification records
Record series title Description Retention period
Athlete eligibility reports None UANS or AAR
Athlete records Initial and continuing eligibility information, academic information, documentation of partition, tutor evaluation, and assessment UANS or AAR
Enrollment verifications Verifications of enrollment, graduation, GPA, and other related academics UANS
Residency verification records Documents in support of verifying residency in state for tuition purposes UANS
Teacher certifications None UANS
Transcript requests (student) Official transcript requests by student UANS
VA certification records Certifying documents for federal VA benefits 3 years AG
Degree and certificate records
Record series title Description Retention period
Application for degree or other credential Degree application, record of degree name, etc. 3 years AG or UANS
Degree audit records Degree audits in support of graduation clearing 3 years AG or UANS
Graduation lists Lists of graduates for graduating class P
Substitutions or waivers Approvals to meet program requirements with administrative action UANS
Grade and scholarship or deficiency records
Record series title Description Retention period
Exams (final) and graded coursework None 1 year CC
Grade appeal or complaint Student final grade disputes 1 year
Grade book (faculty) Record of students in course and work completed 5 years CC
Grade change forms Record of authorization to change grade UANS
Grade reports (midterm) Record of midterm grades submitted by faculty ET
Grade submission sheets and data Original record of grades submitted at end of term P
  1. If work not returned to the student
Miscellaneous records
Record series title Description Retention period
Name change authorizations None UANS
Personal data information forms Change of address, race and ethnicity questionnaires, other demographic data UANS
Transfer credit evaluations None 3 years AG
  1. Permanent if part of the institution’s academic transcript
Registration and enrollment records
Record series title Description Retention period
Class schedules (students) Student schedules for each term UANS
Class lists Record of class rosters for each term UANS
Course repeat form and approval None UANS
Credit/no credit, audit, or pass/no pass approvals Authorizations for various enrollment options UANS
Enrollment changes Record of student add/drop/withdraw from class UANS
Hold or encumbrance authorizations Registration and transcript holds UANS
Registration and enrollment records Initial registration forms, current enrollment records UANS
Withdrawal or cancellation of enrollment records Record of request to withdraw from all classes UANS