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Educational & Student Records

Title of Series Description Retention Disposition Retention Group
Academic Grievance Files Files documenting grievances by students against faculty members Active + 6 Years Destroy. Review for continuing administrative and historical value and potential transfer to Institutional Archives LEG4000
Admissions - Applicant Flow Data File Statistical information, percentages dealing with race, religion, sex. ect. 6 Destroy LEG5000
Admissions - Applicants who do matriculate - advanced placement records Forms and records supporting consideration for advanced placement in course(s) where no credit is granted. Active + 1 Year  Destroy  EDU1010 
Admissions - Applicants who do matriculate - applications for admission or readmission Forms requesting admission or readmission to the institution Active + 1 Year  Destroy  EDU1100 
Admissions - Applicants who do Matriculate Correspondence Form letters regarding admission and/or enrollment at the institution.  Active + 1 Year  Destroy  EDU1010 
Admissions - Applicants who do Matriculate - Entrance Examination & Placement Test Reports Standardized test scores related to admission to the institution and placement test scores Active + 1 Year. Destroy  EDU1010 
Admissions - Applicants who do matriculate - Letters of Recommendation Letters of reference supporting application to the institution Active + 1 Year  Destroy  EDU1010
Admissions - Applicants who do matriculate - Medical Records Medical records related to application to the institution Active + 1 Year Destroy EDU1010
Admissions - Applicants who do matriculate - Personalized Recruitment Materials Student-specific letters related to encouraging potential student to attend the institution Active + 3 Years Destroy EDU1020
Admissions - Applicants who do matriculate - High School Transcripts Note: Some documents in other countries may be originals and therefore difficult or impossible for the applicant to replace. The records custodian may want to return these documents to the applicant Active + 1 Year Destroy EDU1010
Admissions - Applicants who do matriculate - Transcripts, Other Institutions of Higher Learning Records of course taken at other post-secondary institutions and documents supporting prior learning, including credit for military training. See note above. Active + 1 Year Destroy EDU1010
Admissions - Applicants who do matriculate - Transfer Credit Evaluations   Active + 1 Year Destroy EDU1010
Admissions - Applicants who do not matriculate - Acceptance Letters Student-specific correspondence relating to admission and enrollment at the institution Active + 1 Year Destroy EDU 1010
Admissions - Applicants who do not matriculate - Acceptance Letters Letters notifying students of acceptance or non-acceptance to the institution 1 Year Destroy EDU1100
Admissions - Applicants who do not matriculate - Access to See Letters of Recommendation Waiver Student waivers for rights of access to see Letters of Recommendation for Admission Active + 3 Years Destroy EDU1030
Admissions - Applicants who do not matriculate - Advanced Placement Records Forms and records supporting consideration for advanced placement in course(s) where no credit is granted 1 Year Destroy EDU1100
Admissions - Applicants who do not matriculate - Applications for Admission or Readmission Forms requesting admission or readmission to the institution. 1 Year Destroy EDU1100
Admissions - Applicants who do not matriculate - Correspondence Forms requesting admission or readmission to the institution. 1 Year Destroy EDU 1100
Admissions - Applicants who do not matriculate - Entrance examination & Placement Test Reports Standardized test scores related to admission to the institution and placement test scores. 1 Year Destroy EDU1100
Admissions - Applicants who do not matriculate - Foreign Student Forms I-20s and other forms. Note: Since many items included in foreign students' records are to be retained for at least five years. It is recommended that Immigration and Naturalization Service documentation also be retained five years Active + 3. Destroy LEG5040
Admissions - Applicants who do not matriculate - letters of recommendation Letters of reference supporting application to the institution. 1 Year Destroy EDU1100
Admissions - Applicants who do not matriculate - medical records Medical records related to application to the institution. 1 Year Destroy EDU1100
Admissions - Applicants who do not matriculate - Personalized Recruitment Materials Student-specific letters related to encouraging potential student to attend the institution. Note: VA regulations require that all recruitment materials be retained 3 years. Active + 3 Destroy EDU1020
Admissions - Applicants who do not matriculate - Residency Status Documents Documents supporting determination of legal domicile (residency) 6 Years Destroy LEG5000
Admissions - Applicants who do not matriculate - Transcripts High School Note: Some document from institutions in other countries may be originals and therefore difficult or impossible for the applicant to replace. The records custodian may want to return these documents to the applicant. 1 Year Destroy EDU1100
Admissions - Applicants who do not matriculate - Transcripts, Other institutions of higher learning Records of courses taken at other post-secondary institutions and documents supporting prior learning, including credit for military training. 1  Year Destroy EDU1100
Annual Interim Fiscal Operations Reports (University specific) Reports to federal government on expenditures for federal programs.  Active + 6 Years  Archives. Review for historical value.  EDU2000 (See Note 3) 
Classes - Audit Authorizations Approval forms to audit a class Active + 3 Year Destroy  EDU1015
Classes - Change of Course Schedule (Add/Drop)   Active + 1 Year Destroy  EDU1010 
Classes - Class Schedules (Students) List of classes student took a given term Active + 1 Year Destroy  EDU1010
Classes - Credit by Examination Form Indefinite Permanent EDU1000
Classes - Credit/No Credit Approvals Note: Review for continuing administrative and historical value and potential transfer to institutional archives Active + 3 Years    
Classes - Graded Coursework
Graded papers, exams and other coursework not picked up by the student
1 year
Destroy  
Classes - Official Class Roster Lists of students enrolled for individual classes Active + 3 Years Destroy EDU1015
Classes - Pass/Fail Request Active + 1 Year   Destroy EDU1010
Classes - Registration/Enrollment Forms Active + 3 Years   Destroy EDU1015
Classes - Withdrawal Authorizations Active + 3 Years   Destroy EDU3000
Curriculum - Catalogs Official course bulletins of the institution. Note: Review for continuing historical value and potential transfer to institutional archives Indefinite Permanent EDU3000
Curriculum - Development Files Files documenting approval of new programs and degrees. Note: Review for continuing historical value and potential transfer to institutional archives Indefinite Permanent EDU3000
Curriculum - Schedule of Classes (Institutional) Schedule of classes offered each term by the institution. Indefinite Permanent EDU3000
Financial Aid - General - Non-Recipient Files Copy of FAF for students who did not receive aid or enter the university or college 1 Year Destroy EDU1100
Financial Aid - Non U.S. Dept. of Education Funding - General Administrative - Annual Interim Fiscal Operations Report Reports to federal government on expenditures for federal programs. Note: Review for continuing administrative or historical value and potential transfer to institutional archives. Active + 6 Years Destroy EDU2000
Financial Aid - Non U.S. Dept. of Education Funding - National Guard Scholarship Rosters List of students receiving scholarships from the Ohio National Guard. Note: Review for continuing administrative and historical value and potential transfer to institutional archives. Active + 1 Year Destroy EDU1010
Financial Aid - Non U.S. Dept. of Education Funding - Ohio Academic Scholarship Rosters Lists of students receiving scholarships for current academic year Active + 1 Years Destroy EDU1010
Financial Aid - Non U.S. Dept. of Education Funding - Ohio Bureau of Vocational Rehab Grants Files Record of awards by state agency for students with disabilities Active + 6 Years Destroy EDU2000
Financial Aid - Non U.S. Dept. of Education Funding - Ohio Instructional Grants - Files Record submitted by student for payment of fees. Eventually sent to OBOR for payment. Note: Review for continuing administrative and historical value and potential transfer to institutional archives. Active + 1 Year Destroy EDU1010
Financial Aid - Non U.S. Dept. of Education Funding - Ohio Instructional Grants - Rosters List of students receiving grants for current academic year. Academic + 6 Years Destroy EDU2000
Financial Aid - Non U.S. Dept. of Education Funding - Student Files Files on recipients, including: FAF's, and FAF need analysis reports, parental tax files, award letters, Statement of Educational Progress, grants-in-aid documentation, guaranteed student loan applications, health profession loan files, nursing loan files, scholarships, National Merit Scholarships, graduate assistantships, sponsored student accounts Active + 6 Years Destroy EDU2000
Financial Aid - Non U.S. Dept. of Education Funding - Work-Study Student Files Contains application, PERS exemption form, and evaluations of students employed under Work-Study Program Active + 6 Years Destroy EDU2000
Financial Aid - U.S. Dept. of Education Funding - Federal Loan Check Registers Records of checks sent to students for National Direct Student Loans and Health Education Assistance Loans Active + 3 Years Destroy EDU2100
Financial Aid - U.S. Dept. of Education Funding - General Administrative - Annual Interim Fiscal Operations Report Reports to federal government on expenditures for federal programs. Note: Review for continuing administrative or historical value and potential transfer to institutional archives. Active + 3 Years Destroy EDU2100
Financial Aid - U.S. Dept of Education Funding - Student Files Files on recipients, including: FAF's, and FAF need analysis reports, parental tax files, draft registration compliance record, award letters, State of Educational Progress, Basic Education Opportunity Grant (Pell) Files, grants-in-aid documentation, guaranteed student loan applications, health profession loan files, nursing loan files, scholarships, graduate assistantships, sponsored student accounts. Active + 3 Years Destroy EDU2100
Financial Aid - U.S. Dept. of Education Funding - Work-Study Student Files Contains application, PERS exemption form, and evaluations of students employed under Work-Study program. Active + 3 Years Destroy EDU2100
Grades - Change of Grade Forms (Update Documents)   Indefinite Permanent EDU1000
Grades - Faculty Grade Report (Grade or narrative) Copy of grade reports as submitted to registrar by faculty Indefinite Permanent EDU1000
Grades - Grade Reports (Registrar's Copies) Copy of grade report as sent to student. Grade or narrative Active + 1 Year Destroy EDU1010
Grades - Grade Statistics Note: Review for continuing administrative and historical value and potential transfer to institutional archives Indefinite Permanent EDU3000
Graduation - Application for Graduation   Active + 1 Year Destroy EDU1010
Graduation - Commencement Programs Note: Review for continuing administrative and historical value and potential transfer to institutional archives Indefinite Permanent EDU3000
Graduation - Graduation Authorizations Documents certifying completion of degree requirements Active + 1 Year Destroy EDU1010
Graduation - Graduation Lists Note: Review for continuing administrative and historical value and potential transfer to institutional archives Indefinite Permanent EDU3000
Grants-In-Aid Records (University specific) Authorizations from Athletic Department including copies of quarterly billings and payments. Active + 6 Years Destroy EDU2000 (See Note 3)
Head Start Documents of Head Start meetings and grantee level matters. Active + 5 Years Destroy LEG2000
Health Profession Loan Student Files (University specific) Contains all documents relating to granting of loans, including correspondence, promissory note, confidential form, etc. Active + 6 Years Destroy EDU2000 (See Note 3)
IPEDS Reports (Integrated Postsecondary Education Data System)   Indefinite Archives EDU3000
OBOR Reports (Ohio Board of Regents)   Indefinite Archives EDU3000
Ohio Academic Scholarship Rosters (University specific) Lists of students receiving scholarships for current academic year. Active Destroy. Review for continuing administrative or historical value. EDU3010
Placement Files Files maintained on alumni for purposes of career placement. Includes credentials, letters of recommendations, etc. Students pay to have credentials maintained. Active + 1 Year Destroy EDU1010
Requests - Disclosures of Personally Identifiable Information Active + 3 Years   Destroy EDU1030
Requests - Health Insurance Waivers Signed waiver indicating student's acceptance or waiver of university student health insurance. 1 Year Destroy ADM9900
Requests - Student Requests for Nondisclosure of Directory Information   Active + 3 Years Destroy EDU1030
Requests - Student's Written Consent for Records Disclosure   Active + 3 Years Destroy EDU1030
Research - Grants Files - Awarded Files containing proposal, budgets, accounting information on grants received by faculty members from federal and state agencies and private foundations. Note: Review for continuing administrative and historical value and potential transfer to institutional archives. Active + 5 Years Destroy LEG2000
Research - Grants Files - Not Awarded Applications are proposals by faculty for rants that were not funded. 1 Year Destroy ADM9900
Research - Research Protocol Committee Files Includes lists of protocols to be considered, new reviews, approvals, requests, and revised protocol forms. Note: Review for continuing administrative and historical value and potential transfer to institutional archives Active + 10 Years Destroy ADM3000
Research - Research Protocol Records Includes protocol correspondence, grant information, approval forms, progress reports, prescription drug tracking forms, memos, history sheets, previously active protocol, and LAMS file. Active + 3 Years Destroy LEG5020
Sponsored Student Account Files Record of students sponsored by corporations and special scholarships, including authorizations, transactions, account numbers, etc.  Active + 6 Years Destroy EDU2000 (See Note 3)
Statement of Educational Progress (University specific) Confirms individual student's progress toward degree to maintain federal financial aid. Active + 6 Years Destroy EDU2000 (See Note 3)
Statistics - Degree   Indefinite Archives EDU3000
Statistics - Enrollment   Indefinite Archives EDU3000
Statistics - Racial/Ethnic   Indefinite Archives EDU3000
Student Disciplinary Files Files maintained by student affairs on students who have been accused of disciplinary violations Active + 6 Years Destroy LEG4000
Student Disciplinary Files - Academic Action Notifications Communications notifying students of dismissal, academic probation, etc. Active + 1 Year Destroy EDU1010
Student Disciplinary Files - Requests for Formal Hearings   Active + 3 Years Destroy EDU1030
Student Disciplinary Files - Student Statements Regarding Hearing Panel Decisions Student statements on content of records regarding hearing panel decisions Active + 3 Years Destroy EDU1030
Student Disciplinary Files - Written Decisions of Hearing Panels   Active + 3 Years Destroy EDU1030
Student Records - Academic Records Record of academic work pursued, including: grades, course evaluations, competency assessments, etc. Indefinite Archive EDU1000
Student Records - College or Departmental Office Files Files maintained in individual college and department offices on students enrolled in that college or department. Includes transcripts, letters of recommendation, etc. Includes students who have graduated, actively enrolled students, and students who are no longer actively enrolled. Active + 1 Year Destroy EDU1010
Student Records - Continuing Education Files include two types of records: students enrolled in special interest courses, and students enrolled in professional certification programs. Active + 3 Years Destroy EDU1015
Student Records - Correspondence Student-specific correspondence relating to student records (other than admissions) Active + 1 Year Destroy EDU1010
Student Records - Program Requirement Modification Change of major forms; degree requirement waiver or substitution authorization Active + 1 Year Destroy EDU1010
Student Records - Transcript Requests (other than student requested)   Active + 3 Years Destroy EDU1030
Student Records - Veterans Administration Records and Correspondence   Active + 3 Years Destroy EDU1020
Student's Written Consent for Records Disclosure (University specific)   Active + 3 Years Destroy EDU1030
Transfer Credit Evaluations (University specific)   Active + 1 Year Destroy EDU1010
Tuition and Fee Schedule Listing of fee charges for each term by an institution. Indefinite Archives EDU3000