Core institutional database records are retained indefinitely. The retention schedule below applies to paper records, electronic records, and any ancillary files. Ancillary files including documents on personal computers, and other servers. This is the recommended minimal retention period as identified by the American Association of Collegiate Registrars and Admissions Officers (AACRAO).
|
Type of Record/ Document |
Type Retention Period |
|
Academic Transcript (WJC) |
Permanent |
|
Academic Dismissal |
Permanent |
|
Academic Integrity Violations |
Permanent |
|
graduation lists |
Permanent |
|
Course catalogues |
Permanent |
|
Degree Statistics |
Permanent |
|
Thesis/ Dissertations |
Permanent |
|
Enrollment Statistics |
Permanent |
|
Internal Transfer Form |
Permanent |
|
Gender/Nationality Reporting |
Permanent |
|
STUDENT ELECTRONIC ACADEMIC DATA |
|
|
Data Change Logs |
10 years after graduation or last date attendance |
|
Email data/information |
Until administrative need is satisfied |
|
Enrollment Data |
10 years after graduation or last date attendance |
|
Grade Data |
Permanent |
|
Student Demographic Information |
15 years after graduation or last date attendance |
|
FORMS |
|
|
Type of Record/ Document Type |
Retention Period |
|
Academic Actions (dismissals, change of status, etc.) |
10 years after graduation or last date attendance |
|
Academic Transcript (other institutions) |
7 years after graduation or last date |
|
Academic Warnings (CANs/NODs) |
10 years after graduation or last date attendance |
|
Academic Withdrawal Forms |
5 years after graduation or last date attendance |
|
Admissions Application Records (matriculated students) |
5 years after graduation or last date attendance |
|
Admissions Letters (acceptance, denial, or waitlist) (matriculated students) |
5 years after graduation or last date attendance |
|
Admissions Letters of Recommendation (all students) * Letters of recommendation not accompanied by waivers must be destroyed after admission and field placement of the student |
1 semester after admission |
|
Admissions Application Records (nonmatriculated students) |
2 years after receipt |
|
Admissions Application Records (re-entry) |
7 years after graduation or last date attendance |
|
Admissions Information Change Form |
5 years after graduation or last date attendance |
|
Authentication Form |
5 years after graduation or last date attendance |
|
Audit Course Form |
5 years after graduation or last date attendance |
|
Concentration/minors/majors Declaration Forms |
5 years after graduation or last date attendance |
|
Correspondence (related to academic record) |
5 years after graduation or last date attendance |
|
Course Add/Drop Form |
1 year after date submitted |
|
Course Prerequisite Waiver Form |
5 years after graduation or last date attendance |
|
Course Substitution Form |
5 years after graduation or last date attendance |
|
Course Waiver Form |
5 years after graduation or last date attendance |
|
Course Withdrawal Form |
5 years after graduation or last date attendance |
|
Degree Audit Records |
5 years after graduation or last date attendance |
|
Demographic Information Change Form |
5 years after graduation or last date attendance |
|
Disciplinary action records (academic probation, sanctions related to personal conduct) |
10 years after graduation or last date attendance |
|
Doctoral/Thesis Project Form |
10 years after graduation or last date attendance |
|
Enrollment Change Status Form |
5 years after graduation or last date attendance |
|
Entrance Exams Reports/ Test Scores |
5 years after graduation or last date attendance |
|
External Transfer of Credit Form |
10 years after graduation or last date attendance |
|
Grade Sheets |
Until administrative need is satisfied |
|
Grade Change Form |
Until administrative need is satisfied |
|
Graduation Application |
5 years after graduation or last date attendance |
|
Grievance/complaint (by student not related to grades disputes) |
Until administrative leave is satisfied |
|
International students visa documents |
5 years after graduation or last date attendance |
|
Internal Transfer of Credit Form |
10 years after graduation or last date attendance |
|
Leave of Absence Form |
5 years after graduation or last date attendance |
|
Name Change Form |
5 years after graduation or last date attendance |
|
Petitions (academic- exceptions to rules) |
5 years or until administrative need is satisfied |
|
Program Transfer Petition Form |
5 years or until administrative need is satisfied |
|
Reinstatement Request Form |
5 years or until administrative need is satisfied |
|
Student Course Schedule |
5 years after graduation or date of last attendance |
|
Student Complaint Files |
5 years after closure of complaints |
|
Student Disciplinary Records |
5 years after graduation or last date of attendance |
|
Transfer of Credit Petition Form |
5 years after graduation or last date of attendance |