How long to retain student academic records
Use this page to determine how long you need to hold on to student academic records.
Student Academic Records
| Abbreviation | Meaning |
|---|---|
| AAR | Pursuant to athletic association rules |
| AAT | After application term |
| AFT | After first term of enrollment |
| AG | After graduation term or last term of attendance |
| AY | From award year |
| CC | After course completion |
| ET | End of term |
| P | Permanent |
| RD | From date of required disclosure |
| UA | Until admitted |
| UANS | Until administrative need is satisfied |
| UT | Until terminated by the student |
Student academic 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 |
- If college procedures require this to be a part of the academic transcript ↵
| 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 |
| 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 |
| 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 |
- If work not returned to the student ↵
| 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 |
- Permanent if part of the institution’s academic transcript ↵
| 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 |