Registrar Records
|
Contents of Student Academic Files |
Retention Schedule |
| Academic action authorizations (dismissal, etc.) | 10 years after graduation or date of last attendance |
| Academic records | Permanent |
| Acceptance letters | Five years |
| ACT/SAT scores | Five years |
| Applications for admission or readmission | 10 years after graduation or date of last attendance |
| Examination scores (AP, Dept. proficiency exams, etc.) | Ten years |
| Curriculum change authorizations | 10 years after graduation or date of last attendance |
| DD-214 and other armed services records | Five years |
| Degree Audit | Five years |
| Faculty Standing Committee petitions and results | Five years |
| Financial aid assistance records | 5 years after graduation or date of last attendance |
| Foreign student information (I-20, TOEFL scores, etc.) | Five years |
| Grade changes/incomplete removals | Permanent |
| High school transcripts | Ten years |
| Hold or encumbrance authorizations | Until released |
| Letters (general correspondence) | Five years |
| Name change authorization | Ten years |
| Permanent transcripts (record of courses, grades, etc.) | Permanent |
| Requests for formal hearings | Life of affected record |
| Requests and disclosures of personally identifiable information | Life of affected record |
| Special student admission letters | Five years |
| Student requests for nondisclosure of directory information | 1 year after date submitted |
| Student statements on content of records regarding hearing panel decisions | Life of affected record |
| Student’s written consent for record disclosure | Until terminated by student or life of affected |
| Transfer transcripts and evaluations | Until terminated by student or life of affected record |
| Transcripts sent (record of) | Ten years |
| Waivers/Substitutions authorization | Permanent |
| Waivers for rights of access | Ten years |
| Withdrawal from College authorizations | Until terminated by student or life of affected record |
| Written decisions of hearing panels | 5 years after graduation or date of last attendance |
| Other Hard Copy Records | Life of affected record |
| Admission files for students who never enrolled (maintained by the Admissions Office) | Retention Schedule |
| Applications for graduation | Five years |
| Catalogue Grade Runners (Original) | Permanent |
| Commencement Program | Permanent |
| Dean’s Lists | Permanent |
| Degree statistics | Permanent |
| Diplomas (not picked up by student) | Permanent |
| Drop/Add and Overload/Underload petitions | Two years |
| Enrollment statistics | Permanent |
| Enrollment verifications | One year after verification |
| Grade Reports (office copy) | Two years |
| Grade statistics | Permanent |
| Graduation lists and statistics | Permanent |
| Medical records | 1 year after graduation or date of last attendance |
| Pass/Fail Petitions | Two years |
| Racial/ethnic statistics | Permanent |
| Schedule of Classes | Permanent |
| Social security certifications | 1 year after certification |
| Registrar’s Statistical Reports | Permanent |
| Transcripts requests | One year |
| Veterans Administration certifications | 3 years after graduation or date of last attendance |
Notes
- All records are housed in the vault of the Bursar’s Office or the Registrar’s Office unless otherwise noted.
- Number of years refers to period of time following last term of enrollment (if student enrolled) or term of application (if student never enrolled).
- Student academic files are stored alphabetically by student name.
- Other records are filed alphabetically by record type and/or year.
- Online versions of the College Catalogue are available at https://www.rhodes.edu/academics/college-catalogue
Printed from: https://handbook.rhodes.edu/college-handbook/faculty-policies/registrar-records