|
| Andrews
University
|
AUARC Use only
RG |
| RECORDS
RETENTION SCHEDULE
(RRS) |
|
|
STUDENT
RECORDS
Schedule
2:
Academic Records
|
|
This records retention schedule will
apply to the Andrews University campus and all of its affiliated
institutions. Records disposition
may not take place if there is an open records request, or if there
is pending litigation or audit involving these records.
TRAINING AND ASSISTANCE:
The staff of the Andrews University Archives and Records Center
will provide training and assistance with the implementation of
this student records schedule.
CONFIDENTIALITY: All record series
which are transferred to the AUARC are treated as confidential with
the exception of those designated as open by the approved Records
Retention Schedule.
Approvals: This document has been
created for the office of the Registrar from a Records Retention
Schedule approved by the AUARC and the AUARC Committee.
Codes:
Retention in Office: 00 = years, U
= useful life in office/period of reference value
Retention in RC: PERM = Permanent,
00 = years
Final Disposition: Archives = University
Archives, AHC = Adventist Heritage Center, D = discard/shred/erase,
R = review with AURC for PERM
in RC, Archives or AHC, or D
|
Title
of Record Series
|
Retention
in
Office
|
Retention
in RC
|
Final
Disposition
|
Comments
|
| Section
1: Academic
Records Data/Documents |
| Academic
Records
These
include narrative evaluations, competency assessments, etc.
|
PERM |
--- |
|
|
| AU
Bulletins |
PERM |
|
|
Note:
Send 2 copies to
the Archives when first produced.
|
| Change
of Grade Forms,
update documents |
PERM |
--- |
|
|
| Check
Sheets,
degree audit
records |
5 |
--- |
D |
After
graduation or date of last attendance. |
| Class
Lists,
original grade
sheets |
PERM |
--- |
|
|
| Commencement
Program |
PERM |
|
|
Note:
Send 2 copies to
the Archives when first produced.
|
| Degree
Audit Records
See:
Check
Sheets
|
|
|
|
|
| FERPA
Documents |
U |
--- |
D |
Note:
FERPA specifically
requires institutions to maintain records of requests and
disclosures of personally identifiable information except
for defined "directory information" and requests from students
for their own records. These records are part of the student's
educational records; therefore, they must be retained as long
as the educational records to which they refer are retained
by the institution .
|
| Graduation
Lists |
PERM |
|
|
|
| Name
Change Authorization |
5 |
--- |
D |
After
graduation or date of last attendance. |
| Schedule
of Classes,
institutional |
10 |
--- |
D |
Note:
Send 2 copies to
the Archives when first produced.
|
| Student
Files,
attending
To the content of these
student folders coming from the office of Admissions, the
following other materials/ documents may be added over the
years: Academic Action Authorizations (incl. dismissal, etc.),
Advanced Placement Records, Application for Graduation, Applications
for Admission or Readmission (reentry), Audit Authorizations,
Change of Course (drop/add),Correspondence (relevant), Credit
by examination Forms, Curriculum Change Authorizations, Degree
Audit Records, FERPA Documents (section 2), Name Change Authorization,
Registration Forms, Transfer Credit Evaluations Withdrawal
Authorizations Enrollment Verifications Teachers Certifications,
Veterans Administration Certifications, etc.
|
5 |
--- |
D |
After
graduation or date of last attendance.
Note:
These are the Graduate and Undergraduate Student Records from
Admissions.
|
| Teachers
Certifications |
5 |
--- |
D |
After
certification. |
| Veterans
Administration Certifications |
5 |
--- |
D |
After
graduation or date of last attendance. |
|
| Section
2: Family
Educational Rights and Privacy Act Data/Documents
When applicable, a copy
of the records in these Folders is also placed in the folder
of the student.
Note: Whenever
the recommended retention period is the Life of the
affected record, the retention period of the FERPA
document is meant to be the same as that of the student records
to which it pertains: Students'
Waivers of Rights to Access to Letters of Recommendation,
for example, should be retained until terminated or the letters
themselves are destroyed (see RRS 1 and 2). If the retention
period for a record to which a FERPA document pertains is
permanent, the FERPA document should also be permanently retained
and microfilmed for added security.
|
| Requests
for Formal Hearings |
5 |
--- |
D |
After
life of affected record. |
| Requests
and Disclosures of Personally
Identifiable
Information
|
5 |
--- |
D |
After
life of affected record. |
| Student
Requests for Non-disclosure of
Directory
Information
|
5 |
--- |
D |
After
date submitted if so indicated in the institution's policy statement. |
| Student
Statements on Content of Records Regarding Hearing Panel Decisions
|
5 |
--- |
D |
After
life of affected record. |
| Student's
Written Consent for Records
Disclosure
|
5 |
--- |
D |
Until
terminated by student or life of effected record. |
| Waiver
of Rights of Access |
5 |
--- |
D |
Until
terminated by student or life of effected record. |
| Written
Decisions of Hearing Panels |
5 |
--- |
D |
After
life of affected record. |
|
