Cornell University Electronic Student Records Systems Project Report

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Appendix J. Comparison of AACRAO Retention of Records and Cornell's Policy 4.7, Retention of University Records

AARCRAO

Cornell

 

Table 1: Repositories and Retention Periods for Undergraduate, Graduate, Professional, Continuing Education and Summer Session, Extramural and Special Programs Student-related Academic Records

A. Admissions data/documents for applicants who do not enroll (whether accepted or rejected) - all retain for 1 year

Admissions for Applicants Who Do Not Enroll, Whether Accepted or Rejected - 2 years

B. Admissions data/documents for applicants who enroll - all retain for 5 years after graduation or date of last admittance, except letters of recommendation and some International Student records. Essential data are retained on academic records.

Admissions for Applicants Who Enroll:

  • Entrance Exam Reports
  • Letters of Recommendation
  • High School Transcripts

- 5 years after graduation or date of last admittance

  • Entrance Exam Reports; Letters of Recommendation; High School Transcripts - - 3 years;

    then

  • Letters of Recommendation- until date of admission
  • Transcripts- High School and Other College - 5 years after graduation or date of last admittance
 

Residency Change Documents (Non-Resident to Resident - 5 years after graduation or date of last admittance

Student Waivers for Right of Access to Letters of Recommendation - Until terminated

Student Waivers for Right of Access…(See Letters of Recommendation for Admission) - Until graduation or date of last attendance

C. Registration and attendance/academic progress records:

Academic Student

Academic action authorizations (dismissal, etc. - 5 years after graduation or date of last admittance

Academic actions- same

 

Academic Integrity Code Violations - 5 years

Academic records (including narrative evaluations, competency assessments, etc.) - Permanent

Academic records - same

Advanced Placement and other placement scores/records (e.g., ASSET, Compass, Accuplacer) - 5 years after graduation or date of last admittance

Advanced Placement Records - 3 years

Applications for graduation - 1 year after graduation or date of last admittance

 

Application for admission or readmission (reentry) - 5 years after graduation or date of last admittance

Application for Admission or Readmission - 3 years

Audit authorizations - 1 year after date submitted

 

Changes of course (add/drop) - 1 year after date submitted

Change of Course - 5 years

Changes of grade forms (update documents) - Permanent

Change of grade -same

 

Change Student ID - Permanent

Class lists (Original grade sheets) - Permanent

Class Lists (original) -same

Class schedules (students) - 1 year after graduation or date of last admittance

Student Class Schedules - same

Correspondence, relevant - 5 years after graduation or date of last admittance

Correspondence that is relevant - 3 years

 

Course Offerings - Permanent

Credit by examination reports/scores (e.g., Advanced Placements, CLEP, PEP) - 5 years after graduation or date of last admittance

 

Credit/no credit approvals (audit, pass/fail, etc.) - 1 year after date submitted

 

Curriculum change authorizations - 5 years after graduation or date of last admittance

Curriculum Change Authorizations - same

Degree audit records - 5 years after graduation or date of last admittance

 

Disciplinary - no recommended retention except keep as long as in force, in a file separate from academic record

Disciplinary Records - generally, 5 years from date of final obligation

 

Enrollment Verifications - 1 year after enrollment date

Fee assessment forms - 5 years after graduation or date of last admittance

 

FERPA documents - retain except for student requests to see their records and defined 'directory information. Disclosures and requests for disclosures should be retained as part of educational record.

 

[Section A. Financial Aid for not enrolled- 1 year]

Financial Aid Records (applicants who do not enroll) - 3 years from date of graduation

Financial Aid documents (see Schedule H) - 3 years after annual audit has been accepted by the Department of Education, for an open audit retain until resolved

Financial Aid Records (applicants who enroll) - 5 years

Foreign/International student forms (I-20, etc.) - 5 years after graduation or date of last admittance, INS requires 1 year but other foreign students' records require 5 so keep INS for 5

International Student Forms - 5 years

Grade reports (registrar's copies) - 1 year after date distributed

Grade Sheets - Permanent
Original Grade Sheets - Permanent

Graduation lists - Permanent

Graduation Lists - same

Graduation authorizations - 5 years after graduation or date of last admittance

 

Hold or encumbrance authorizations - Until released

Hold or Encumbrance Authorizations - same

Medical records - 1 year after graduation or date of last admittance but note says same category as academic record, which is permanent

[Schedule B: Admissions for enrolled:
Medical Records - 5 years after graduation or date of last admittance;

Then this

 

Military documents - 5 years after graduation or date of last admittance

 

Name change authorizations - 5 years after graduation or date of last admittance

Name Changes - Permanent

Pass/fail reports - 1 year after date submitted

 

Personal data information forms - 1 year after graduation or date of last admittance

 

Registration forms - 1 year after graduation or date of last admittance

Student Registration Forms… - 1 year from registration

 

Term Reports [Appropriate Department or College]- 5-7 years

 

Transcripts - Permanent

Transcript requests (student) - 1 year after date submitted

Transcript Requests - same

Transfer credit evaluations - 5 years after graduation or date of last admittance

Transfer Credit Evaluations - same

Tuition and fee changes - 5 years after graduation or date of last admittance

 

Withdrawal authorizations - 2 years after graduation or date of last admittance

Withdrawal Authorizations/Leaves of Absence - Permanent

D. Certification data/documents: enrollment, financial aid assistance records, social security, teacher, VA

1 after certification or 3 years after graduation or date of last admittance

Veterans Administration - 3 years after graduation or date of last certifications

Veterans Administration Certifications - 5 years after graduation or date of last admittance

E. Publications, statistical data/documents and institutional reports

 

Catalogs - Permanent

Catalogs - same

Commencement program - Permanent

Commencement Programs -same

Degree statistics - Permanent

Degree, Grade, Enrollment, and Racial/Ethnic Statistics - same

Enrollment statistics - Permanent

Grade statistics - Permanent

Race/ethnicity statistics - Permanent

Schedule of classes (institutional) - Permanent

Schedule of Classes (institutional) -same

 

SUNY Reports - Permanent

F. Family Educational Rights and Privacy Act (FERPA) data/documents

 

Requests for formal hearings - Permanent

 

Requests for disclosures of personally identifiable information - Permanent

 

Student requests for nondisclosure of directory information - Until terminated by the student or Permanent

 

Student statements on content of records regarding hearing panel decisions - Permanent

 

Student's written consent for records disclosure - Until terminated by the student or Permanent

Consent to Release Personally Identifiable Information (Requests for Non-Disclosure - Keep until next academic year; signatures kept 5 years

Waivers for rights of access - Until terminated by the student or Permanent

 

Written disclosures of hearing panels - Permanent