Student Academic Records

Student academic records

Academic program records
Record series titleDescriptionRetention period
Academic advisement recordsNone3 years AG
Academic warningNotice of academic action related to academic nonperformance or deficiency3 years AG
Academic suspensionNotice of academic action related to academic nonperformance or deficiency3 years AG
Academic dismissalNotice of academic action related to academic nonperformance or deficiencyP
Academic integrity code violations (with sanctions)Notice of violation of academic integrity policies including sanctions, if anyP
Academic records (miscellaneous)Narrative evaluations, competency assessments, etc.P
Correspondence (student)Unrelated to academic records, inquiries3 years AG
Disciplinary action recordsGrade or program actions, notice of sanctions related to personal conduct3 years AG
Grievance or complaint (by student)Various course- or exam-related issues, not grade or FERPA disputesUANS
Leave of absenceNoneUANS
Major changes, certification of second majors, minorsNoneUANS
Petitions (academic)Exceptions to academic rulesUANS
Thesis or dissertationNoneP
TranscriptsPermanent academic recordP
  1. If college procedures require this to be a part of the academic transcript
Certification and verification records
Record series titleDescriptionRetention period
Athlete eligibility reportsNoneUANS or AAR
Athlete recordsInitial and continuing eligibility information, academic information, documentation of partition, tutor evaluation, and assessmentUANS or AAR
Enrollment verificationsVerifications of enrollment, graduation, GPA, and other related academicsUANS
Residency verification recordsDocuments in support of verifying residency in state for tuition purposesUANS
Teacher certificationsNoneUANS
Transcript requests (student)Official transcript requests by studentUANS
VA certification recordsCertifying documents for federal VA benefits3 years AG
Degree and certificate records
Record series titleDescriptionRetention period
Application for degree or other credentialDegree application, record of degree name, etc.3 years AG or UANS
Degree audit recordsDegree audits in support of graduation clearing3 years AG or UANS
Graduation listsLists of graduates for graduating classP
Substitutions or waiversApprovals to meet program requirements with administrative actionUANS
Grade and scholarship or deficiency records
Record series titleDescriptionRetention period
Exams (final) and graded courseworkNone1 year CC
Grade appeal or complaintStudent final grade disputes1 year
Grade book (faculty)Record of students in course and work completed5 years CC
Grade change formsRecord of authorization to change gradeUANS
Grade reports (midterm)Record of midterm grades submitted by facultyET
Grade submission sheets and dataOriginal record of grades submitted at end of termP
  1. If work not returned to the student
Miscellaneous records
Record series titleDescriptionRetention period
Name change authorizationsNoneUANS
Personal data information formsChange of address, race and ethnicity questionnaires, other demographic dataUANS
Transfer credit evaluationsNone3 years AG
  1. Permanent if part of the institution’s academic transcript
Registration and enrollment records
Record series titleDescriptionRetention period
Class schedules (students)Student schedules for each termUANS
Class listsRecord of class rosters for each termUANS
Course repeat form and approvalNoneUANS
Credit/no credit, audit, or pass/no pass approvalsAuthorizations for various enrollment optionsUANS
Enrollment changesRecord of student add/drop/withdraw from classUANS
Hold or encumbrance authorizationsRegistration and transcript holdsUANS
Registration and enrollment recordsInitial registration forms, current enrollment recordsUANS
Withdrawal or cancellation of enrollment recordsRecord of request to withdraw from all classesUANS