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