Record Retention Recommendations
As recommended by AACRAO Retention of Records 2019
Academic advisement records
3 years after graduation
Academic warning, undergraduate (related to academic probation/drop)
Permanently retained on transcript
Academic warning, graduate students (related to academic non-performance or deficiency within their program)
3 years after graduation; kept in student's academic department
Academic integrity violation
Permanent
Correspondence (related to academic records, inquiries)
3 years after graduation
Disciplinary Action Records
3 years after graduation
Major/minor/certificate/concentration changes
3 years after graduation
Appeals for exception to academic policy
Permanent
Thesis/Dissertation
Permanent
Athlete eligibility reports
7 years after certification
Enrollment verifications
1 year after verification
Residency verification records
7 years after submission
Teacher certifications
1 year after certification
Transcript requests (by student)
1 year after submitted
Degree audits
3 years after graduation
Returned diplomas
1 calendar year from conferral
Graduation lists
Permanent
Substitution/waivers for degree requirements
3 years after graduation
Grade appeal/complaint
1 year
Faculty grade book
5 years after course completion
Grade change forms
3 years after graduation or last date of attendance
Final grade reports
1 year after date distributed
Midterm grade reports
End of term
Final Grade submission data
Permanent
Name, SSN, DOB, and gender updates
50 years
Personal data update (marital status, race, ethnicity or other demographic)
1 year
Transfer credit evaluations
3 years after graduation or last date of attendance
Credit/no credit, audit, pass/no pass approval
1 year after date submitted
Drop/add/requests
1 year after date submitted
Withdrawal requests
3 years after graduation or last date of attendance
Catalogs
Permanent
Commencement programs
Permanent
Instruction evaluations (by students)
1 semester
