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Records Management and Archives

Records Retention Schedules

Print friendly Modified May 3, 2010

The revised schedules for the retention and/or disposition of the following university system records are based upon the requirements of the Georgia Records Act (O.C.G.A. 50-18-90 et seq.). This version includes revised schedules as filed with the Division of Archives and History, Office of Secretary of State as of April 1, 2009.

USG Records Retention Manual (Revised March 30, 2010)

Series: A: Administration | B: Academic Affairs | C: Auxiliary Services | D: Information Management and Planning | E: Intercollegiate Athletics | F: Library/Archives/Records Management and Museum | G: Human Resources | H: Publications/Promotions and Alumni Relations | I: Research | J: Police/Security and Safety | K: Student Records | L: Student Affairs | M: Finance | N: Property Management and Control | O: Legal

K21 Admissions Records for Applicants Who Do Enroll (Accepted)

Explanation: This series documents the application process for individuals seeking admission to the institution. Records may include but are not limited to: acceptance letters, advanced placement records, applications for admission, entrance exam reports, letters of recommendation, medical records, readmission forms, recruitment materials, test scores, residency classification forms, transcripts from other colleges, transcripts from high school, and related correspondence. Foreign student admissions records are included in this series.

Record Copy: Admissions Office

Retention: 5 years after graduation or date of last attendance

Citation or Reference: Professional Standard of the American Association of Collegiate Registrars and Admissions Officers

Background Information:


K22 Student Tracking Records

Explanation: This series documents student enrollment in courses and changes in enrollment. The series also documents admission status changes, affiliation and registration in colleges or schools, and changes in grading basis. Records may include but are not limited to: registration forms; registration change forms (add/drop forms); withdrawal forms; application for re-admission forms; change of schools (within the institution) forms; and grading basis (unsatisfactory/satisfactory) change forms.

Record Copy: Registrar

Retention: 5 years after graduation or date of last attendance

Citation or Reference: O.C.G.A. 9-3-26

Background Information:


K23 Academic Action Authorizations

Explanation: This series documents actions taken by the institution against a student, including dismissal, suspension, and demotion.

Record Copy: Registrar

Retention: 5 years after graduation or date of last attendance

Citation or Reference:

Background Information:


K24 Course Schedule Change Forms and Data

Explanation: This series documents student requests to drop/add or withdraw from an individual class during the semester.

Record Copy: Registrar

Retention: 5 years after graduation or date of last attendance

Citation or Reference: O.C.G.A. 9-3-26

Background Information:


K25 Withdrawal Forms and Data

Explanation: This series documents student request for withdrawal from all registered classes for the semester.

Record Copy: Registrar

Retention: 5 years after graduation or date of last attendance

Citation or Reference: O.C.G.A. 9-3-26

Background Information:


K26 Original Grade Sheets/ Class Lists

Explanation: This series provides instructional units with an official record of students enrolled in courses taught and documents test scores and semester end grades of each student.

Record Copy: Institutional Archives, Registrar

Retention: Permanent

Citation or Reference:

Background Information:


K27 Class Schedules of Students

Explanation: This series provides a list of the classes registered for by an individual student for a particular semester.

Record Copy: Registrar

Retention: 5 years after graduation or date of last attendance

Citation or Reference: O.C.G.A. 9-3-26

Background Information:


K28 Curriculum Change Authorizations

Explanation: This series documents student requests to change their field of major study.

Record Copy: Registrar

Retention: 5 years after graduation or date of last attendance

Citation or Reference:

Background Information:


K29 Fee Assessment Forms

Explanation: This series documents the payment of fees for course fees, lab time, diplomas, commencement exercises, etc.

Record Copy: Registrar

Retention: 5 years after graduation or date of last attendance

Citation or Reference:

Background Information:


K30 Academic Standing Reports

Explanation: This series documents student academic standing, including academic deficiency and the status changes of academically deficient students. Records may include: reports containing student names, grade point averages (GPA's), grade point deficiencies, and numbers of previous suspensions and probations; student petitions for re-evaluation; report of student progress toward academic readmission/removal of probation status at other institutions; academic honors and awards; and related documentation and correspondence.

Record Copy: Registrar

Retention: 5 years

Citation or Reference:

Background Information: