Academic/Student Records

ID	Title	Description	Creator / Responsible Unit	Retention Period	After Retention
S1	Admissions Records - Non-Enrolled Students	Includes but is not limed to applications, resumes, academic transcripts, test scores and placement tests, writing samples and statements, letters of recommendation, acceptance letters, visas and other documentation, and residency documentation.	Enrollment and Student Services, Undergraduate Admissions, ORGS	3 years	Dispose - Could this be added to the University Archives?
S2	Admissions Records - Enrolled Students	Includes but is not limed to applications, resumes, academic transcripts, test scores and placement tests, writing samples and statements, letters of recommendation, acceptance letters, visas and other documentation, and residency documentation.	Enrollment and Student Services, Undergraduate Admissions, ORGS	7 years after Admission	Dispose - Could this be added to the University Archives?
S3	General Student Records	Includes but is not limited to advising records, application for degrees, degree audits, major / minor selections, enrollment verification, transfer credit evaluation, academic petitions, substitutions, waivers, and appeals, Student Disability Services case files, disciplinary records, leaves of absence and withdrawal, and records pertaining to athletics participation.	Registrar, Enrollment and Student Services, College of the Student, ORGS, Student Disability Services	Contact the Records Management Team for more information.	Contact the Records Management Team for more information.
S4	Special Student Records	Includes but is not limited to records related to specialized credentials and training, student teaching, practicum evaluations and others for CMED.	Registrar, Enrollment and Student Services, College of the Student, ORGS	Contact the Records Management Team for more information.	Contact the Records Management Team for more information.
S5	Financial Aid Records	All records related to a specific student's application for, awarding of, and disbursement of funds.	ESS, Scholarships and Financial Aid	5 years	Dispose - Could this be added to the University Archives?
S6	FERPA Compliance	Includes requests for nondisclosure of directory information, requests for formal hearings, waivers for rights of access, and written consent for records disclosure.	Registrar, Office handling waivers, consent to disclosure, or formal hearing request	100 years	Dispose - Could this be added to the University Archives?
S7	Academic Student Complaints	Documents related to academic student complaints.	Student Affairs	10 years	Contact the Records Management Team for more information.
S8	Student Conduct Records	Records related to and/or generated through complaints, investigations, and disciplinary actions pertaining to cases of violations or potential violations of any university policy related to the conduct of an individual student.	Office of Student Conduct	Permanent in cases of suspension, dismissal, or conduct holds; 7 years otherwise	Dispose - Could this be added to the University Archives?
S9	Registered Student Organization Conduct Records	Records related to and/or generated through complaints, investigations, and disciplinary actions pertaining to cases of violations or potential violations of any university policy related to the conduct of a registered student organization.	Office of Student Conduct	Permanent	Retain in the original creating unit
S10	Course Evaluations	Hard copy Student Opinion Survey forms filled out by students near the conclusion of each course. SOS reports containing aggregate SOS scores based on the information from the individual surveys are considered Administrative Records of Academic Planning and Analysis. As such, they are maintained per the Administrative Records type retention schedule.	Academic Planning and Analysis	6 months	Dispose - Could this be added to the University Archives?
S11	Grades and Coursework	Includes exams, grade lists, graded coursework.	Department of the Student or Instructor	1 year	Dispose - Could this be added to the University Archives?
S12	Theses and Dissertations	Theses and Dissertations written by students in pursuit of a graduate degree.	College of Graduate Studies	Immediately Transfer to CMU Libraries	CMU Libraries keeps permanently
S13	Course Syllabi	Operational/teaching syllabi used by instructors for their courses offered at CMU.	Department of the Instructor	30 years	Dispose - Could this be added to the University Archives?
S14	Instruction and Individual Curriculum Notes	Documents showing course requirements, class descriptions, and reading lists. The Archives recommends transferring this material once it is no longer being actively used. Faculty members have the option of sending this material.	The instructor who created the documents	As long as useful	Dispose - Could this be added to the University Archives?

Updated June 23, 2022