Facebook linkTwitter linkYouTube linkInstagram link
UST Libraries banner image

Retention Schedules by Department/Office

This page contains the records retention schedules available for various university offices.

Definitions

Definitions of Some Terms Used in the Schedules:

1. ARCHIVAL: Records which have enduring historical, legal,administrative, or fiscal value to the University and which should be retired to the University Archives once the period of their immediate utility to the Office of Origin has expired.

2. PERMANENT: Records which have an indefinite utility to the Office of Origin, often are fiscal or legal in nature, but which typically are not considered ARCHIVAL. These records series should be retained in-house by the Office of Origin and regularly "weeded" as portions of them become redundant.

3. VITAL: Records the destruction of which would place the University in fiscal, legal, or administrative jeopardy, and which generally should exist in duplicate, with the security set housed in the University Archives or another approved secure site.

4. WEED: Generally applied to ARCHIVAL records which, while they might have enduring value, are such that elements of the files in question regularly may be discarded after retirement to the University Archives.

Admissions

Admissions Records Retention Schedule

Retention Schedule A:  Admissions Data/Documents For Applicants
Who Do Not Enter -- Whether Accepted or Rejected

Document TypeRetention Period
Acceptance letters 3 Years After Application Term
Advanced Placement Records 3 Years After Application Term
Applications for Admission 3 Years After Application Term
Correspondence with Applicant and Related Documents 3 Years After Application Term
Entrance Examination Reports (ACT, SAT) 3 Years After Application Term
Letters of Recommendation 3 Years After Application Term
Medical Records  3 Years After Application Term
Military Documents 3 Years After Application Term
Placement Scores 3 Years After Application Term
Readmission Forms 3 Years After Application Term
Recruitment Materials 3 Years After Application Term
Test Scores 3 Years After Application Term
Transcripts -- Other Colleges (see note 3 below) 3 Years After Application Term
Transcripts -- High School (see note 3 below) 3 Years After Application Term
Copies of International Student Documents, If Available

*Alien Registration Receipt Card (evidence of admissibility as a permanent resident)
*Employment Authorization (work permit), if granted
*I-20 (certificate of eligibility for F-I visa status)
* I-94 Card (document issued to non-immigrants; also known as Arrival-Departure Record)
* IAP 66 (certificate of eligibility for J-I visa status)
*Passport Number
*Statement of Educational Costs (shows estimate of total school year costs)
* Statement of Financial Responsibility (shows evidence of adequate financial resources)

3 Years After Application Term


Notes to Admissions Schedule A.

1.  Although the retention period recommended for the documents listed above generally is one year for public institutions, federal legislation, state statutes, or institutional policy may dictate otherwise.  The federal legislation which governs these records is discussed below.

    A.  The IRS requires, for tax-exempt status for private institutions, that the records of applicants who apply and do not enter be retained for three years. 

    B.  VA regulations require that all recruitment materials be retained for three years (see note 4 of  Registrar's Schedule).

2.   Records for applicants who do not enter are not covered by FERPA.

3.   Some documents 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 rather than destroy them.


Retention Schedule B:  Admissions Data/Documents For Applicants Who Enter

Acceptance Letters 5 Years After Graduation or Date of Last Attendance
Advanced Placement Records 5 Years After Graduation or Date of Last Attendance
Applications for Admission or Readmission (Reentry) 5 Years After Graduation or Date of Last Attendance
Correspondence with Applicant and Related Documents 5 Years After Graduation or Date of Last Attendance
Entrance Examination Reports (ACT, SAT) 5 Years After Graduation or Date of Last Attendance
Letters of Recommendation Keep Until Admitted   (see note 2)
Medical Records 5 Years After Graduation or Date of Last Attendance
Military Documents 5 Years After Graduation or Date of Last Attendance
Placement Scores 5 Years After Graduation or Date of Last Attendance
Recruitment Materials Dispose of After Enrollment
Residency Classification Forms 5 Years After Graduation or Date of Last Attendance
Student Waivers -- Rights of Access to Letters of Recommendation for Admission Keep Until Terminated (see note 2 below)
Test Scores 5 Years After Graduation or Date of Last Attendance
Transcripts -- High School 5 Years After Graduation or Date of Last Attendance (See Note 6)
Transcripts -- Other Colleges 5 Years After Graduation or Date of Last Attendance (See Note 6)

Copies of International Student Documents, If available

* Alien Registration Receipt Card (evidence of admissibility as a permanent resident)
* Employment Authorization (Work Permit -- if granted)
* I-20 (certificate of eligibility for F-I visa status)
*I-94 Card (document issued to non-immigrants; also known as Arrival-Departure Record)
* IAP 66 (certificate of eligibility for J-I visa status)
* Passport Number
* Statement of Educational Costs (shows estimate of total school year costs)
*Statement of Financial Responsibility (shows evidence of adequate financial resources)
No upper limit for international students on student visas.  For exchange-visitor visas, 3 years after graduation or date of last attendance.

 Notes to Admissions Schedule B.

1.  The retention periods recommended above are based on the following:
    A.  All appropriate forms for a given student are maintained in that student's separate individual folder and are retained no l longer than five years after graduation, or the date, or term and year, of last attendance.
    B.  Uniform retention periods allow for the destruction of an entire folder, which will save considerable sorting.
    C.  Essential data will be recorded on academic records which are retained permanently.

2.  FERPA states that letters of recommendation not accompanied by waivers and retained beyond their intended use may be viewed by the student.  As a consequence, it is recommended that these letters be destroyed after admission of the student.  Waivers of rights of access filed with letters of recommendations should be retained as long as the file is retained.  Students who revoke their waivers of rights of access may not see letters of recommendation submitted during the time the waivers were in force.

3.  VA regulations state that the following student records must be retained for at least three years after termination of enrollment:
    A.  Records of previous education or training (transcripts from other colleges and source documents for nontraditional credit). 
    B.  Evidence of formal admission (acceptance letters).  The regulations state that longer retention will not be required unless a written request is received from the General Accounting Office or the VA no later than 30 days prior to the end of the three-year period. 

4.  Educational institutions which participate in federal, state, and private programs of  low-interest loans to students must retain student records of admission and placement for five years after graduation or withdrawal.  In the event of an open audit, records must be retained until all questions are resolved. 

5.  Some documents 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 rather than destroy them.


NB:  Schedules A. and B. are adapted from Guide for Retention and Disposal of Student Records (Washington: AACRAO, 1998).

Revised September 1998

Alumni Relations

Alumni Relations Records Retention Schedule

Document TypeRetention Period
Alumni Lists  Permanent
Articles of Incorporation Alumni Association VITAL/Archival

Revised December 2002

Auxiliary Services

Auxiliary Services Records Retention Schedule

Document TypeRetention Period
Vending Machine Contracts 6 Years
  Oct. 1995

Bookstore

Bookstore Records Retention Schedule

Document TypeRetention Period
Book and Textbook Orders 7 Years
  Oct. 1995

Business Office

Business Office Records Retention Schedule

Document TypeRetention Period
Billings 7 Years
Endowed Fund Records Permanent
Registers, Accounts Receivable                        10 Years
Registers, Bonds 10 Years
Registers, Cash Book 7 Years
Registers, Check 8 Years
Registers, Dividend 7 Years
Telephone Charge Summaries 2 Years
Travel Expense Reports 4 Years
Vouchers 15 Years
   
  October 1995

Campus Activities

Campus Activities Retention Schedule

Document TypeRetention Period
Student Organizations, Annual Reports Archival
Student Organizations, Minutes Archival
Student Organizations, Publications Archival
  October 1995

Committee Chairs

Committee Chairs (Faculty & University) Records Retention Schedule

Document TypeRetention Period
Minutes, Ad Hoc Faculty or University Committees/Task Forces Archival
Minutes, Faculty or University Committees Archival
Minutes, Subcommittees  Archival
  October 1995

Controller

Controller's Office Records Retention Schedule

Document TypeRetention Period
Accident Reports 30 Years After Case Resolution
Accounting Transactions, Current VITAL, Permanent
Accounting Transactions, Previous VITAL, Permanent
Audit Reports, Annual Archival
Audit Work Papers (UST Staff) 5 Years
Balance Sheets, Audited Permanent
Balance Sheets, Working Until After Audit
Bank Statements 3 Years
Bookstore Daily Cash Sheets 7 Years
Budget Modification Forms 1 Year
Budget Reports, Annual Preparation Permanent
Budget Reports, Interim 3 Years
Budget Statistical Expense Analyses 10 Years
Budget Summaries  7 Years
Canceled Checks 8 Years
Cash Books 3 Years
Cash Disbursements 3 Years
Cash Receipts 7 Years
Cash Reconciliation Work Papers 3 years
Cash Registers 10 Years
Cash Reports 10 Years
Cash Summaries 7 Years
Collection Receipts Permanent
Contracts VITAL, Permanent
Correspondence, Accounting/Financial 7 Years
Correspondence, Tax 10 Years
Cost Accounting Recaps 10 Years
Cost Labor Distribution Records 3 Years
Cost Report and Statement 3 Years
Cost Revenue Record 3 Years
Cost Studies ARCHIVAL
Daily Cashier Reconciliations 7 Years
Food Service Daily Cash Sheets 7 Years
General Cash Book 10 Years
General Ledger Permanent
Government Quarterly Reports (DOE, SBDC) 7 Years
Institutional Cost Analysis Permanent
Insurance Claims Permanent
Insurance Policies Permanent
Journal Entry Forms 1 Year
Long-Range Plan 10 Years
NODS FISH Reports Permanent
NODS Paid-In-Full Notifications Permanent
NODS Year-End Student Loans VITAL, Permanent
Notes, Mortgages-Expired 8 Years
Petty Cash Paid Out Documentation 7 Years
PIED/HEDGES Annual Report Archival
Reports Permanent
Restricted Account Documentation Permanent
Room & Standing Deposit Reports 7 Years
Statements, Certified Permanent
Statements, Periodic 2 Years
Student Accounts Current + 1 Year
Student A/R-ACSA Contracts 7 Years
Student A/R-Daily Reports 7 Years
Student A/R-Delinquent Notes 7 Years
Student A/R-FYE Tuition Balances Permanent
Student A/R-NSF Checks 7 Years
Student A/R-Refund Documentation 7 Years
Student A/R-Scholarship-Gift Reports 7 Years
Student A/R-University Ticket Adjustments 7 Years
Student A/R-Write-off Documentation Permanent
Student Cash Receipts Current
Tax Returns Permanent
Trustee Investment Reports 7 Years
Voucher Accounting, Authority for Cash 10 Years
Voucher Accounting, Distribution of Charges 10 Years
Voucher Accounting, Index 10 Years
Voucher Accounting, Requisitions 7 Years
  October 1995

Counseling, Personal and Testing

Counseling, Personal and Testing Records Retention Schedule

Document TypeRetention Period
Counseling/Testing Records VITAL, 10 Years
  rev. December 2002

Credit Union

Credit Union Records Retention Schedule

Document TypeRetention Period
Annual Reports Archival
Articles of Incorporation Archival
Payroll Deductions 10 Years
  October 1995

Dean of Students Office

Dean of Students Office Records Retention Schedule

Document TypeRetention Period
Discipline Files, Student Exonerated Graduation
Discipline Files, Student Not Exonerated 5 Years
  October 1995

Academic Deans Offices

Academic Deans Records Retention Schedule

Document TypeRetention Period
Adjunct Faculty Files 5 Years After Last Employment
Catalogs, Undergraduate & Graduate VITAL, Archival
Course Listings & Revised Lists 7 Years
Dissertations/Theses VITAL, Archival
  October 1995

Department and Office Heads

Department and Office Head Records Retention Schedule

Document TypeRetention Period
Annual Reports Archival
Minutes, Department/Office Meetings               Archival
                                                   October 1995

Development Office

Development Office Records Retention Schedule

Document TypeRetention Period
Alumni-Development System 7 Years
Check Receipts 7 Years
Corporate/Foundation Donors 7 Years
Estate Files and Registers Permanent
Individual Donors 7 Years
Life Insurance Information 7 Years
Newspaper Clippings Archival/Weed
  October 1995

Executive Vice President for Academic Affairs

Executive Vice President for Academic Affairs Office Records Retention Schedule

 

Document TypeRetention Period
Accreditation Files/Reports Archival
Departmental Reviews Archival
Faculty Files, Full-time Archival
Faculty Promotion/Tenure Records Archival
  October 1995

Executive Vice President for Administrative Affairs

Executive Vice President for Administrative Affairs Records Retention Schedule

Document TypeRetention Period
Affirmative Action Program, Annual Reports Archival
Affirmative Action Program, Discrimination Charges 10 Years After Separation, or Until Final Disposition of Case
Affirmative Action Program, Policies Archival
Human Subjects, Adverse Effects Reports Lifetime of Individual;At Least 5 Years After Incident; 30 Years Following Report of Reaction to Hazardous Substances
Human Subjects,Consent Forms 10 Years After Project Completion
Human Subjects, Radiation Safety 50 Years
Organization Charts, University Archival
   
  Rev. Dec 2002

Facilities Scheduling

Facilities Scheduling Records Retention Schedule

Document TypeRetention Period
Buildings on Campus Room-Use Records, Non Academic 1 Year
  December 2002

Faculty Members

Faculty Members Records Retention Schedule

Document TypeRetention Period
Grades, Student Grade Books                       7 Years
  October 1995

Faculty Unit Heads

Faculty Unit Heads Records Retention Schedule

Document TypeRetention Period
Faculty Meeting Minutes (All Units) Archival
  October 1995

Note : Unit heads of the University Faculty, the College Faculty, the College Faculty Senate, the Graduate Faculty Assembly, and the University Senate.

Financial Aid

Financial Aid Records Retention Schedule

Document TypeRetention Period
Former Students 5 Years After Separation
Graduated Students 5 Year After Separation
Student Earning Statements 7 Years
  October 1995

Grievance Committee

Grievance Committee Records Retention Schedule

Document TypeRetention Period
Grievances/Complaints, Student 10 Years
  October 1995

Health Service

HEALTH SERVICE RECORDS SCHEDULE

Document TypeRetention Period
Medical Records, Student VITAL, 10 Years
  October 1995

Human Resources

Human Resources Records Retention Schedule

Document TypeRetention Period
Applicant Files, Faculty/Staff, Not Hired 3 Years
Claims, Insurance Group 7 Years
Claims, Litigated VITAL, Permanent
Claims, No Legal Action 7 Years
Claims, Workmen's Compensation 7 Years
Contracts, Leases VITAL
Contracts, Employees Terminated 7 Years
Contracts, Labor Union 10 Years
Correspondence, Personnel 7 Years
Disability & Sick Leave Records 7 Years
Garnishments/Attachments 7 Years
Grievances/Complaints, Faculty/Staff  3 Years After Final Disposition of Complaint
Grievances/Complaints, Labor Union 10 Years, or 3 Years After Last Effective Date of Relevant Union Agreement, Whichever  is Later
Handbooks, Employee Archival
Injury Frequency Reports 10 Years
Insurance Policies, Accident 7 Years After Claim
Insurance Policies, Employee 10 Years After Cancellation, Separation, or Settlement
Job Announcements 3 Years
Pension/Annuity/Retirement Records Lifetime of Employee/Dependent
Personnel Files 7 Years After Separation
Personnel Benefits Files 25 Years After Separation
Personnel Confidential Files (Misc.) Permanent
Personnel, Individual Staff Files 7 Years After Separation
Personnel, Job Classification Schemes Archival
Personnel, Medical Records Duration of Employment +  30 Years
Personnel, Payroll Information Permanent
Personnel, Performance Appraisals Permanent
Personnel, Vacation Records 3 Years
Time Sheets/Card/Records 8 Years
Withholding Tax Records  10 Years
  December 2010

IRT Audiovisual Production

IRT Audiovisual Production Records Retention Schedule

Document TypeRetention Period
Audio Tapes, Campus Events Archival, Weed
Films, Campus Events Archival, Weed
VCR Tapes, Campus Events Archival, Weed
  Rev. December 2002

IRT-Information Technology

IRT-Information Technology Records Retention Schedule

Document TypeRetention Period
Computing Records, Electronic Tapes 7 Years
Maintenance Agreements Permanent
University Hardware/Software List 7 Years
  Rev. December 2002

IRT-Telecommunications

IRT-Telecommunications Records Retention Schedule

Document TypeRetention Period
Telephone Installation Records 7 Years
  rev. December 2002

Institutional Research and Analysis

Institutional Research and Analysis Records Retention Schedule

Document TypeRetention Period
Room Use Records, Academic Permanent
Surveys, University-Wide, Summary Archival
Surveys, University-Wide,Detail 3 Years
  Rev. December 2002

"Office of Origin" (i.e. documents common to many offices)

"Office of Origin" Records Retention Schedule

Document TypeRetention Period
Advising Files 5 Years After Graduation
Applicant Files, Assistantship/Fellowship Not Hired 1 Year
Bank, Cancelled Checks  7 Years
Bank, Deposit Books/Slips 7 Years
Bank, Reconciliations 7 Years
Budget Preparation Files 3 Years
Budget Requests 3 Years
Circulars, Mass Mailings Permanent, Weed
Complaints Documentation 7 Years
Contracts, Service 6 Years After Contract Period
Conventions/Professional Meeting Files 5 Years
Copyright Records Permanent
Correspondence, Contractual 10 Years
Correspondence, General/Misc./Alphabetical 3 Years/Archival (see Note)
Correspondence, Legal 7 Years After Any Litigation
Correspondence, Project Files 3 Years/Archival
Correspondence, Subject Files 3 Years/Archival
Course Syllabi 5 Years
Credit Cards, University 6 Years After Cancellation
Disaster Recovery Plans Permanent
Entertainment, Gift, Gratuity Files 7 Years
Grant Proposals, Funded Archival, Weed
Grant Proposals, Rejected 3 Years
Guarantees, Warranties Until Date of Expiration
Journals, Magazines, (University-Produced) Archival
Newsletters & Other Dept. or Office Serial Publications (Intra-Campus) Archival
Patents VITAL, Archival
Purchase Requisitions 7 Years
Receipts 7 Years
Search Committee Records Keep One Previous Search Per Position
Seminars, Short Courses, Conferences (UST Sponsored) Archival, Weed
Work Orders 5 Years
   
  October 1995

Note : General, Miscellaneous, and Alphabetical correspondence files constitute the single most common record series in a typical office. Generally, the most important Archival correspondence files are those that chronicle significant events or programs in the history of a given Department or Office. These important files often also are described as "Project" or "Subject" files. Please contact the University Archives if you have any questions concerning the correspondence files in your office.

Payroll

Payroll Records Retention Schedule

Document TypeRetention Period
Analysis 10 Years
Bonus Data 10 Years
Canceled Checks 8 Years
Cash Record 10 Years
Changes 8 Years
Deductions 8 Years
History 10 Years
Rate Authorizations 10 Years
Summaries  30 Years
  October 1995

Physical Plant

Physical Plant Records Retention Schedule

Document TypeRetention Period
Appraisals: Building, Plant, Property 9 Years
Blueprints, Extant Buildings Permanent
Blueprints, Razed Buildings Archival
Building Permits 25 Years
Buildings On Campus, Construction Specification Files VITAL, Permanent
Buildings On Campus, Inspections 25 Years
Buildings On Campus, Key Records Permanent
Buildings On Campus, Permits 20 Years
Buildings On Campus, Plans Permanent
Environmental Impact Studies Permanent
Geological Reports Permanent
Maps, Plats of Campus Archival
Vehicle Records, Accident File 7 Years After Final Case Activity
Vehicle Records, Drivers License Records 1 Year
Vehicle Records, Operation/Maintenance 5 Years
Vehicle Records,Personal Mileage Logs 7 Years
Vehicle Records, Title While Vehicle is Owned
Vehicle Records, Transfers/Sales 6 Years
Work Orders 5 Years
  October 1995

Post Office

Post Office Records Retention Schedule

Document TypeRetention Period
Irregularities 3 Years
Meter Record 1 Year
Registered and Insured Log 3 Years
  October 1995

President's Office

President's Office Records Retention Schedule

Document TypeRetention Period
Articles of Incorporation, University VITAL, Archival
Bylaws, University VITAL, Archival
  October 1995

Procurement

Procurement Records Retention Schedule

Document TypeRetention Period
Accounts Payable, Invoices 6 Years
Accounts Payable, Ledger 10 Years
Accounts Receivable, Ledger 30 Years
Bids, Accepted 15 Years
Bids, Rejected  6 Years
Bills of Lading/Waybills 2 Years After Project Completion
Checks, Dividend 10 Years (see Note)
Checks, Expense 10 Years
Checks, General/Miscellaneous 8 Years
Checks, Payroll 8 Years
Checks, Petty Cash  4 Years
Checks, Register  8 Years
Checks, Tax  Permanent
Checks, Voucher 8 Years
Claims, Freight 7 Years
Claims, Open 10 years
Contracts, Leases VITAL
Exchanges  10 Years
Purchase Contracts 10 Years
Renegotiated Contracts 10 Years
Vendor Contracts 7 Years
Correspondence, Purchasing  7 Years
Demurrage Reports 3 Years
Depreciation Schedules  While Equipment is Utilized
Equipment, Cost Reports 2 Years
Equipment, Purchase Records 7 Years
Freight, Bills Paid 5 Years
Freight, Loadings  7 Years
Purchasing, Computer Reports 1 Year Paper, 7 Years Fiche
Employee Reimbursements  7 Years
Orders/Requisitions, Capital Equipment 10 Years
Orders/ Requisitions, Supplies 7 Years
  Rev. December 2002

Note : Except for any checks used to pay taxes, for securities, and for investments, which are part of the "Permanent" file.

Public Safety and Parking Services

Public Safety and Parking Services Records Retention Schedule

Document TypeRetention Period
Facilities Check File 3 Years
Fingerprints (Safety Personnel) 1 Year After Separation
Incident Reports 10 Years
  Rev. December 2002

Registrar

Registrar Records Retention Schedule

Document TypeRetention Period
Academic Action Authorizations (Dismissal, Etc.) 5 Years After Graduation or Date of Last Attendance
Academic Assessment Records (such as grade rosters) VITAL, Archival
Advanced Placement Records 5 years after graduation or date of last attendance
Applications for Graduation 1 Year After Graduation or Date of Last Attendance
Applications for Admission or Readmission (Reentry) 5 Years After Graduation or Date of Last Attendance
Audit Authorizations  1 Year After Date Submitted
Changes of Course (add/drop)  1 Year After Date Submitted
Change of Grade Forms (update documents) Archival
Class Lists (original grade sheets) Archival
Class Schedules (Individual Student's) 1 Year After Graduation or Date of Last Attendance
Committee on Studies Forms 5 Years After Graduation or Date of Last Attendance.
Correspondence  5 Years After Graduation or Date of Last Attendance
Credit by Examination Forms  5 Years After Graduation or Date of Last Attendance
Credit/No-Credit Approvals (audit, pass/fair, etc.)  1 Year After Date Submitted
Curriculum Change Authorizations 5 Years After Graduation or Date of  Last Attendance
Degree Audit Records 5 Years After Graduation or Date of  Last Attendance
Disciplinary Action Documents (see note 7)
Faculty Grade Rosters Archival
Fee Assessment Forms 5 Years After Graduation or Date of   Last Attendance
FERPA Documents (see note 3)
Financial Aid Documents  3 Years After Annual Audit Has Been Accepted by the Department of Education (see note 5)
Foreign/International Student Forms (I-20, etc.) 5 Years After Graduation or Date of Last Attendance (see note 8)
Grade Reports (Registrar's Copies) 1 Year After Date Distributed
Graduation Lists  Archival
Graduation Authorizations 5 Years After Graduation or Date of Last Attendance
Medical Records 1 Year After Graduation or Date of Last Attendance
Military Documents  5 Years After Graduation or Date of Last Attendance
Name Change Authorizations 5 Years After Graduation or Date of Last Attendance
Pass/Fail Requests  1 Year After Date Submitted
Personal Data Information Forms  1 Year After Graduation or Date of  Last Attendance
Registration forms    1 Year After Date Submitted
Transcripts (High School) 5 Years After Graduation or Date of Last Attendance.
Transcripts (College) - appear as St. Thomas Records on the St. Thomas Transcript
Archival
Transcript requests (Student) 1 Year After Date Submitted
Transfer Credit Evaluations   5 Years After Graduation or Date of  Last Attendance
Tuition and Fee Charges 5 Years After Graduation or Date of Last Attendance
Waiver/Substitution Forms (includes Foreign Language Waivers/TOEFL) 5 Years After Graduation or Date of Last Attendance.
Withdrawal Authorizations 2 Years After Graduation or Date of Last Attendance

Notes to Registrar's Schedule:

1. Any record recommended for permanent (archival) retention should be microfilmed for security, even if the originals are retained.  The microfilm should be stored and secured in an off-site location.

2. The recommended five-year retention period noted above should begin with the date of graduation, or with the date, or term and year, of last attendance.

3. FERPA specifically requires institutions to maintain records of requests and disclosures of personally-identifiable information except for defined "directory information" and requests from students for their own records.  The records of disclosures and requests-for-disclosures are considered part of a student's educational record; therefore, they must be retained as long as the education records to which they refer are retained.

4. The VA regulations state that the following records must be retained for at least three years after termination of enrollment:

   * Grade reports and/or statements of progress (academic records) 
   * Change of course forms
   * Transfer credit evaluations
   * Degree audit records

VA regulations require that all advertising, sales, and enrollment materials (e.g., catalogs) used by or on behalf of the institution be retained three years after the termination of a veteran's enrollment. In addition, records of tuition and fees charged to, and collected from, students, grade reports and statements of progress (academic records), and previous education and training documents (transfer credit evaluations) be retained for three years.

5. Educational institutions that participate in federal, state, and private programs of low-interest loans to students must retain a student's records of academic progress, attendance, and courses studied, for three years after graduation or withdrawal, according to an amendment to the "General Education Provisions Act" amended by the "Improving America's Schools Act" of 1994 (Public Law 103-382).  In the event of an open audit, records must be retained until all questions are resolved.   Please note the retention requirements regarding certain specific record-types found below.

Pell Grant Documents -- Last day of the award year

SEOG CWS documents -- Date UST files its Fiscal Operations Report for that award year

Perkins Grant Documents -- Date UST files its Fiscal Operations Report for that award year (award records); date of the loan's assignment, cancellation, or final repayment (loan records)

Stafford SLS PLUS documents -- Last day of the borrower's attendance (records); date report is completed (reports)

In addition to keeping a record of all financial aid sources the student receives, institutions will need a "financial aid transcript" for a transfer student.

6. The IRS requires that private schools retain copies of all admission and scholarship brochures, catalogs, and advertising materials for a period of three years beginning with the year after compilation or acquisition of same.

7.  No recommended retention period is given for disciplinary action documents, except that they be retained (while in force) in a file separate from the student's academic record.

8.  Student records created and maintained by medical and dental schools partially consist of  narrative assessments of academic progress or of clinical practice.  For purposes of this retention schedule, such records are deemed academic records.

9.  The Immigration and Naturalization Service requires that a school  keep a given record used to comply with its reporting requirements for a period of at least one year.  Since many items included in a foreign student's cumulative file are retained for at least five years, it is recommended that INS documentation also be retained for five years.

Rev. 06/2009

Sports Information

Sports Information Office Records Retention Schedule

Document TypeRetention Period
Athletic Records Archival
  October 1995

University Relations

University Relations Records Retention Schedule

Document TypeRetention Period
Advertising, Activity Reports Archival
Advertising, Contracts VITAL, 7 Years
Advertising, Correspondence 5 Years
Advertising, Drawings/Layouts 5 Years
Advertising, Estimates 2 Years
Advertising, Price Sheets 3 Years
Community Relations Documentation Archival
Employee Biography Files Archival
News Releases Archival
Newspaper Clippings Archival, Weed
Photographs, Negatives Archival, Weed
Research for Presentations 5 Years
Tear Sheets 2 Years
Trademarks, Logos (University) Archival
  Rev. December 2002

Vice President for Finance and Administration

Vice President for Finance and Administration

Document TypeRetention Period
Abstracts, Land or Court Permanent
Affidavits 10 Years
Amicus Curiae Briefs 25 Years
Amortization Records 25 Years
Bonds, Cancelled 7 Years
Bonds, Coupons 7 years
Bonds, Registers 10 Years
Brokers' Statements 7 Years
Budget, Authorizations 5 Years
Budget, Capital Plan Archival, Weed
Budget, Operating Archival, Weed
Capital Asset Records Archival, Weed
Capital Stock Certificates Permanent
Collateral, Bank   7 Years
Contracts  VITAL, Generally 10 Years After Expiration
Contracts, Construction 7 Years
Contracts, Loans 10 Years
Contracts, Renegotiated 10 Years
Contracts, Waivers (Notarized) 12 Years
Correspondence, Contractual 10 Years
Correspondence, Lost Stock Certificates 7 Years
Court Papers, Litigation Permanent
Credit, Advices 7 Years
Credit, Applications 5 Years
Credit, Authorizations  5 Years
Credit, Memos  7 Years
Credit, Reports & Ratings  7 Years
Debit, Advices  7 Years
Debit, Memos  7 Years
Deeds and Other Title Papers  VITAL, Permanent
Dividend Register 7 Years 
Easements, Rights of Way  VITAL, Permanent
Options, Property  20 Years After Term of Option 
Options, Stock  7 Years After Term of Option
Trust Agreements  25 Years After Final Activity
Wills Permanent
Zoning Documents 20 Years
   Rev. December 2002

Vice President/Rector, St. Paul Seminary and School of Divinity

Vice President/Rector, St. Paul Seminary and School of Divinity Records Retention Schedule

Document TypeRetention Period
Articles of Incorporation VITAL, Archival
Bylaws VITAL, Archival
Faculty Files, Full-time Archival
  October 1995

Note : All other University full-time faculty files are housed in the office of the Vice President for Academic Affairs (see above).