Sac State University Policy Manual

University Records Disposition Schedule - Student

Policy Administrator: Vice President for Administration
Authority:
Effective Date: March 29, 2001
Updated:
Index Cross-References:
Policy File Number: UMR15053.htm

RECORDS DISPOSITION SCHEDULE

Schedule No. 3- STUDENT RECORDS (September 1986)

Item Number

Description of Records

Retention Period

Remarks

ADMISSION/STUDENT FOLDER ITEMS

  1. Not enrolled-file incomplete.
  2. Not enrolled-file complete; applicant denied admission.
  3. Enrolled

 

  1. 1
  2. 2
  3. 5

 

All items below (1-13): from date last attended, or as noted per item.

1

Academic Records form Other Institutions (including associated worksheets, evaluations, etc.)

 

 

2

Application for Admission

 

 

3

Admissions Correspondence

 

 

4

Confidential Records and Correspondence

 

 

5

Foreign Student Certification (I20 for F Visa or IAP 66 for J Visa)

 

Or 2 years from date last attended.

6

Graduate Credit Requests

 

 

7

Graduate Record Exam

 

 

8

Graduate Study Plans

 

 

9

Graduation Checks

 

 

10

Petitions for Exception to Policy

 

 

11

Statement of Residence

 

 

12

Testing Results, including entrance examinations (see also "Writing Skills Essays"

 

 

13

Miscellaneous Correspondence, Worksheets

 

 

14

ADVISEE FOLDERS

2

From date last attended, or until graduated.

15

CLASS LISTS

1

Per Trustees Audit Division.

16

DISCIPLINARY ACTION

5

Nonacademic disciplinary actions (probation, suspension, dismissal) need not be a part of the student's academic record; Memorandum SA 72-71 (P).

FINANCIAL AID**

(1.) Federal Loan Programs and Grants

 

In compliance with federal regulations. Retention periods below are effective at time of issuance of this schedule.

17

A. Pell Grants

5

From date of final report submitted by covering BEOG funds, or until audit exceptions have been resolved.

18

B. College Work-Study (CWS)

5

From submission of FISCOP or until any audit exceptions have been resolved (unless precluded by Statute of Limitations).

19

C. Guaranteed Student Loans (GSL)

5

Following termination of enrollment.

20

D. Law Enforcement Education Program (LEEP) (Discontinued Program)

5

From close of fiscal year in which transaction took place.

21

E. National Defense/Direct Student Loan (NDSL)

5

From final payment or until audited by HEW or another agency designated by HEW, whichever occurs later, and all audit exceptions have been resolved.

22

F. Nursing Scholarships (Discontinued Program)

5

From close of fiscal year in which scholarship was awarded or until audited, whichever is earlier.

 23

G. Nursing Student Loans

See Remarks

Until Secretary of HEW agrees retention is not longer necessary.

24

H. Supplemental Educational Opportunity grants (SEOG)

5

From submission of FISCOP or until any audit exceptions have been resolved (unless precluded by Statute of Limitations).

25

(2) Short-term or Emergency Student Loans

3

From final payment or writeoff.

26

(3) Special Funds

See Remarks

So long as fund exists or monies are owed to fund. Legal requirement.

27

(4) Duplicate Cashier Receipts

See Remarks

Same as for loan with which they are associated.

28

FOREIGN STUDENT COUNSELING

5

From date last attended.

29

GOVERNMENT PROGRAM CERTIFICATIONS (Social Security Beneficiaries, Veterans, etc.)

5

3

From date last attended, if in folder.

If in separate file; Veterans Administration minimum.

30

GRADE SHEETS

75

From date last attended. Historical data; could be used to recreate student's entire enrollment.

GRADUATE STUDIES

31

(1) Active Candidate Folders

7

From date last attended, unless an extension has been granted.

32

(2) Completed Degree Folders

5

From date last attended.

33

(3) Clearance for Master's Degree

75

Historical data.

34

(4) Deferred/Denied Folders

2

From date last attended.

35

(5) Requests for Graduate Credit for Undergraduate Work

7

From date last attended.

36

GRADUATION LIST

Permanent

Legal requirement.

37

GRIEVANCES

5

From date last attended.

HOUSING RECORDS

38

  1. Student Record

Housing application

Room inventory

Check-out sheet

Damage Charges

Payment ledger card

1

From date last housed.

39

 (2) General Housing Files

5

From date last housed.

40

PERMANENT RECORD CARD

75

From date last attended. Historical data.

41

REGISTRATION AND CHANGE OF PROGRAM FORMS

1

From date of origin.

42

STUDENT ACTIVITIES PROGRAM***

3

From last date attended.

43

STUDENT CLUB/ORGANIZATION RECORDS***

3-5

From date of origin.

44

STUDENT CONFIDENTIAL COUNSELING RECORDS

5 minimum

From date of last counseling contact (per Memorandum SA 83-19 (P)).

 45

STUDENT HEALTH RECORDS (including x-rays)

7

From date of last visit.

46

STUDENT INSURANCE

See Remarks

As long as student is able to file claim under policy. Legal requirement.

STUDENT PLACEMENT

47

(1) Candidate Registration Cards

1

From date last used.

48

(2) Confidential Business, Government, and Industry Candidate Files

1

From date last used.

49

(3) Confidential Education Candidate Files

See Remarks

Registrants will be asked to update the file after 10 years. If not updated, destroy. If updated, repeat process in another 10 years.

50

(4) Position Listings

See Remarks

Upon expiration (technically, not a Student Record)

51

(5) Student Employment Registration Cards

1

From date last attended.

52

STUDY LIST

1

After date effective.

53

TRANSCRIPT REQUESTS

3 months

 

54

Writing Skills Essays

6 months

Student to be notified in advance that score may not be challenged after 6 months.

*Many campuses experience enough demand to justify keeping some kinds of records readily accessible, either as paper or as microfilm, for the entire retention period. Others may want to store departmentally before the retention period has elapsed. Microfilmed copy is a legal record (Gov. Code 14756, Stats. 1965, Ch. 371); destroy originating hardcopy.

**Loan records should be kept readily available for three years after they have been paid off.

***These items are not meant to include Student Association records, which are not State records.