Records Management and Archives

University System of Georgia records retention policies and procedures

USG Records Retention Schedules

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CATEGORY:  Student Records     Total: 50


Academic Standing Reports

Number:  0472-06-001

Description:  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), 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; and academic honors and awards.

Retention:  5 years.


Admission Program Records

Number:  0472-06-002

Description:  This series provides summary information relating to student admission programs that may be used for control, planning, or review.

Retention:  Final reports: PERMANENT; All other records: 5 years.


Alumni and Alumni Associations Records

Number:  0472-06-003

Description:  This series documents the activities of alumni and alumni groups.

Retention:  Programs, agendas, minutes, bylaws, and reports: PERMANENT; mailing lists, data cards and files for individual alumni, and membership directories: Until superseded; All other records: 5 years.


Athletic Scholarship and Grant-in-Aid Award Records

Number:  0472-06-004

Description:  This series is used to provide athletic departments with information pertaining to player eligibility and receipt of financial aid in the form of scholarships to monitor accounts, and to assist in complying with NCAA, NAIA, and conference rules and regulations. These records include: squad lists; conference eligibility reports; team roster update sheets; scholarship count sheets; applications; nominee lists; eligibility questionnaires; eligibility reports; and credit voucher request sheets.

Retention:  NCAA records: 10 years; All other records: 5 years.


Class Gift Records

Number:  0472-06-005

Description:  This series provides a record of gifts given to the institution by classes.

Retention:  PERMANENT.


College Department Student Files

Number:  0472-06-006

Description:  This file contains documents related to the college's process of graduation certification. Included are checklist for graduation, grade reports, student academic records, official change of grade forms, official request forms for permission to change colleges within the university system, and letters of reference.

Retention:  5 years after graduation or date of last enrollment.


Commencement Records

Number:  0472-06-007

Description:  This series documents commencement program planning and implementation at the institution.

Retention:  1 Commencement Program: PERMANENT; All other records: Useful life.


Course and Class Records

Number:  0472-06-008

Description:  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.

Retention:  Permanent.


Credit Bureau Reports

Number:  0472-06-009

Description:  This series documents holders of student loans that have been reported to credit bureaus.

Retention:  2 years after collected or deemed uncollectible.


Diploma Mailing Verification Records

Number:  0472-06-010

Description:  This series documents students' requests to have diplomas and other graduation records distributed to specific addresses.

Retention:  1 year.


Enrollment Reports

Number:  0472-06-011

Description:  This series is used to provide the President's office with a record of enrollments which may be used for planning and research. Information contained in the reports includes student names and levels, grade point averages, demographic data, and academic majors.

Retention:  Final reports: PERMANENT; All other records: 2 years.


Examinations, Tests, Term Papers, Homework Records, and Grade Books

Number:  0472-06-012

Description:  This series documents student subject mastery in institution courses. Records may include but are not limited to: examinations and answers; quizzes and answers; homework assignments; course papers; term papers; essay assignments; and grade books. This series does not include graduate student qualifying or comprehensive examinations.

Retention:  Uncontested grade results: 1 term after completion; Contested grade results: Until resolved, whichever is longer.


Family Educational Rights and Privacy Act (FERPA) Documents

Number:  0472-06-013

Description:  This series documents the process of student information release requests and consent authorizations or denials in accordance with the Family Educational Rights and Privacy Act. Records may include but are not limited to: requests for formal hearings; requests for release of personally identifiable information; records of disclosures made to third parties; student statements regarding hearing panel decisions; written decisions of the hearing panel; written consent of the student to disclose records; and waivers for rights of access.

Retention:  Life of the affected record.


Federal Title IV Institutional Records

Number:  0472-06-014

Description:  Records document an institution's eligibility to participate in and its administration of Federal Title IV programs, including Federal Family Education Loan (FFEL), Direct Loan, Federal Perkins Loan, and Nursing Loan. Records include: Institutional Program Participation Agreement; recertification; education program eligibility; accreditation reviews and reports; state agency reports; audits and program reviews and consortia agreements between and among schools.

Retention:  7 years after expiration of agreement.


Federal Title IV Student Loan Records

Number:  0472-06-015

Description:  This series document student eligibility for and administration of individual student loans under the Federal Title IV Aid Programs, including Federal Family Loan (FFEL), Direct Loan, Federal Perkins Loan, and Nursing Loan. Records may include but are not limited to: eligibility records (student and/or parent); applications; disbursement records; promissory notes; Student Status Confirmation Reports (SSCR); repayment schedules; statements of rights and responsibilities; documentation of all professional judgments decisions; financial aid history information; documentation of student's satisfactory academic progress.

Retention:  Records relating to a borrower's eligibility: 5 years after the end of the award year in which the student last attended the institution; Records relating to administration of the loan: 5 years after the end of the award year in which aid was awarded and dispersed; Fiscal Operations Report, Application to Participate and supporting documentation: 5 years after the end of the award year in which the FISAP is submitted. Borrower's Loan Records: 5 years after loan repayment, debt cancellation, or assignment to the U.S. Department of Education. All other records: 5 years after the end of the award year in which the records are submitted.


Fraternity and Sorority Membership Records

Number:  0476-06-016

Description:  This series documents personal information on each organization member.

Retention:  5 years after last enrollment.


Grade Change Reports

Number:  0472-06-017

Description:  This series documents grade changes submitted by instructors through the academic departments to the registrar.

Retention:  5 years after record creation.


Graduate Student Tuition Remission Records

Number:  0472-06-018

Description:  This series documents the remission of tuition for courses taken by eligible graduate students, such as research and/or teaching assistants.

Retention:  8 years.


Graduate Students Denied Admission/No Show Records

Number:  0472-06-019

Description:  This series documents the application and evaluation process for students applying to enter an instructional unit's academic graduate program who are denied admission or who were admitted but failed to enroll or withdrew. Records may include but are not limited to: applications for admission to graduate school forms; departmental action forms; standardized examination reports; foreign student financial documentation; departmental or college supplemental application forms; departmental or college student application status reports; letters of recommendation; resumes; and transcripts.

Retention:  3 years after application term


International Student Records

Number:  0472-06-020

Description:  This series documents institution assistance to international students who have applied for admission to academic programs. These records primarily concern institution admissions, immigration issues, and other non-academic matters. Records may include but are not limited to: letters of inquiry from prospective students; official replies to inquiries; copies of visas; scholarship information; institution admissions forms; graduate school applications; transcripts of previous college work; grade reports of prior college work; grade reports from institutional courses; international student advisors' notes; degree completion certificates; explanations for student withdrawals; and recommendations and evaluations of students.

Retention:  5 years after graduation or date of last attendance but at least 1 year after final notice to Immigration and Naturalization Service; Non-admitted applicant records: 2 years.


Internship Program Records

Number:  0472-06-021

Description:  This series is used to provide a record of the administration of student internship, practicum, and cooperative education programs. Records may include but are not limited to: applications for internships internal and external to the institution; agreements with departments; postings/notices; student resumes; transcripts; copies of contracts; and proposed institution listings.

Retention:  5 years.


Minority Scholars Program Records

Number:  0472-06-022

Description:  This series documents the application, selection, and progress of students belonging to various minority groups who apply for minority scholarships. This series may contain but is not limited to: applications; candidate selection information; academic and personal information about applicants; notifications of award; notifications of denial of award; applicants letters of decline; and notifications of transfer to another institution.

Retention:  5 years after award notification.


Month-to-Month Transaction Reports

Number:  0472-06-023

Description:  This series documents student loan activity on a monthly basis by transaction type.

Retention:  2 years.


National Testing Records

Number:  0472-06-024

Description:  This series provides a record of the services rendered to clients by administering tests required of students seeking admission to various programs or seeking to substitute already acquired knowledge for formal college courses. Records may include but are not limited to: testing rules and regulations; rosters of test takers; seating charts; supervisors' reports; and vouchers for payment of testing. This series does not include test scores.

Retention:  3 years after testing date.


Pell Grant Reports

Number:  0472-06-025

Description:  This series consists of copies of summary reports submitted to the Pell Grant Scholarship program on a routine basis. Reports summarize money awarded, received and disbursed, the balance remaining, and dates.

Retention:  5 years after audit.


Placement Records

Number:  0472-06-026

Description:  This series documents the written reference history of a student to be forwarded to potential employers or professional schools. Records may include but are not limited to: credentials records showing where, when, and cost of letters sent; release of information form which includes a listing of the reference letters to be sent; reference letters; student teaching reports; professional program certificates; personal data sheets; resumes; and college interview forms.

Retention:  5 years.


Placement Survey Records

Number:  0472-06-027

Description:  This series documents the results of a placement survey conducted every two years of recent graduates. Records may include but are not limited to: reports and questionnaires that provide the following information on individual alumni: career status or job title; continuing education; geographic location; source of finding employment; relationship of employment to major; salary; computer training needs; and number of years enrolled.

Retention:  Reports: PERMANENT; Questionnaires: 3 years.


Recruiters Records

Number:  0472-06-028

Description:  This series provides a record of recruiter visits to the campus to conduct job interviews. Records may include but are not limited to: scheduling calendars; Recruiter Schedules; affirmative action statements; recruiter information forms; lists of interviewees; and feedback forms from recruiters.

Retention:  2 years.


Residency Affidavits

Number:  0472-06-029

Description:  This series documents declarations filed by students regarding state residency status which is critical for determining tuition status.

Retention:  5 years after graduation or date of last attendance but at least 1 year after final notice to Immigration and Naturalization Service.


Services to Students with Disabilities (SSD) Records

Number:  0472-06-030

Description:  This series documents student participation in the Services to Students with Disabilities Program. Records may include but are not limited to: health professional evaluation reports; recommendations for student applicants; high school transcripts and academic work-sheets; autobiographical essays; copies of applications for admission; copies of notices of admission; special admissions applications checklists; questionnaires; and physicians' statements and letters of recommendation.

Retention:  5 years after last contact.


Special Academic Programs Student Records

Number:  0472-06-031

Description:  This series documents and tracks the application, admission, selection, and progress of institution students participating in special academic programs serving, guiding, and aiding institution students, including counseling, tutoring, and tuition waiver assistance. Programs may include but are not limited to: the English Language Institute (ELI) and American English Institute; Educational Opportunities Program (EOP); non-traditional student programs; Older Than Average Student Program and Adult Learners; National Student Exchange Program (NSE); Native American Science Program (NASP); University Exploratory Studies Student Program (UESP); Study Abroad Program; Academic Learning Services (ALS); Peer Advising; and other special academic programs. This series consists of individual files for students and includes but is not limited to: application documentation; personal information; medical and health documentation; admission and non-acceptance documentation; recommendations and evaluative materials; copies of academic records; counseling and advising notes and documentation; risk release and insurance forms; immigration and citizenship documentation; financial responsibility records; and reports.

Retention:  Accepted and enrolled participants: 5 years; Denied admission or did not enroll: 2 years.


Special Program Student Records

Number:  0472-06-032

Description:  This series documents and tracks the application, selection, and progress in special instructional programs of elementary through high school and non-institution students belonging to special, minority, or disadvantaged groups. Examples of programs to which this series applies are Science and Mathematics Investigative Learning Experiences (SMILE), Upward Bound, High School Equivalency, and other non-institution programs. Records may include but are not limited to: application and admission documentation; personal and family information; medical and health documentation; selection and decision making documentation; Educational Opportunity Program (EOP) documentation; notifications of admission and non-admission; recommendations and evaluative materials; copies of academic records; counseling and advising notes and documentation; housing and conduct documentation; federal student aid reports; risk release and insurance forms; immigration and citizenship documentation; and financial responsibility records.

Retention:  3 years after separation from program.


Student Academic Records

Number:  0472-06-033

Description:  These records consist of the official student record of individual students for their period of enrollment at a university and include all academic documentation for individual students. Records may include but are not limited to: transcripts; narrative evaluations, competency assessments, and academic action; petitions for exemption from institution regulations and procedures; applications for withdrawal from the institution; standardized examination reports; letters of recommendation; admissions applications; notices of admission; standardized placement and evaluation exams; transcripts; requests for transfer of credit; statements of completion of requirements for degree; major department/degree change requests; assignments of advisor; compositions of dissertation/thesis committee and any changes thereof; certifications of transferred courses; grade reports; course waiver requests; removal of incomplete grades forms; year time-limit appeal records; oral and written exam results; petitions or letters requesting exemption from institution regulations or procedures; advising checklists; official graduation audits; program advisors' reports showing progress towards academic degrees; awards; student enrollment in courses; and changes in enrollment grade reports; registration forms; registration change forms (add/drop forms); withdrawal forms; application for re-admission forms; independent study approvals; grading basis change forms; and name change forms.

Retention:  Transcripts: PERMANENT; 5 years after date of last attendance.


Student Activity Reports

Number:  0472-06-034

Description:  This series provides a record of graduate and undergraduate student statistics in a specific instructional unit and is used to provide summary information which may be used for planning or review.

Retention:  Until superseded or obsolete.


Student Admissions Records

Number:  0472-06-035

Description:  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, transcripts from other colleges, and transcripts from high school.

Retention:  Records of applicants who enroll: 5 years after graduation or date of last attendance; All other records: 1 year after application term.


Student Advising Records

Number:  0472-06-036

Description:  This series is used to provide a record of an undergraduate and/or graduate student's academic progress within a specific department and/or college program. Most of the components in this record series are reference copies of records maintained in the files of the Registrar's Office and/or the Graduate School and are maintained for the convenience of the student academic advisors.

Retention:  5 years after graduation or date of last attendance but at least 1 year after final notice to Immigration and Naturalization Service.


Student Certification Records

Number:  0472-06-037

Description:  This series documents the preparation of students earning degrees and/or certification for licenses or certificates to enter a profession and forms the basis of the initial certification for various professions. Records may include: applications for admission to a program; registration for practicum hours and evidence of the completion of the practicum; transcripts; narrative evaluations on practicum; notice of completion of hours required for certification; recommendations; and evaluations.

Retention:  5 years after initial certification application by student.


Student Conduct Records/Disciplinary Actions Records

Number:  0472-06-038

Description:  This series documents academic dishonesty and conduct violations among students. Records may include but are not limited to: incidents reports; final reports; evidence; notifications of allegation; Timely Notice Forms; Conduct-Pending, Conduct-Restitution, and Suspension Lists; Quarterly Security Reports; disciplinary reports; informal discussion notes; formal hearing notes; final summary statements; decision statements; and appeals documentation.

Retention:  5 years after graduation or date of last attendance but at least 1 year after final notice to Immigration and Naturalization Service.


Student Development Transcripts Records

Number:  0472-06-039

Description:  Series documents students participation in university clubs, organizations, honor societies, and special academic programs such as the Study Abroad Program; volunteer service in community organizations; and honors and awards received.

Retention:  Transcripts: PERMANENT; All other records: 5 years.


Student Grievance Records

Number:  0472-06-040

Description:  This series documents grievance brought forward by students against the institutions which do not result in litigation. Grievances may pertain to academic issues; housing; affirmative action and equal opportunity; student conduct; and other issues. Records include: notices of grievance; informal discussion notes; grievance responses; formal hearing notes (including audio tapes); final summary statements; settlement agreements; and appeals documentation.

Retention:  5 years after graduation or date of last attendance.


Student Loan Cash Input Transaction Lists

Number:  0472-06-041

Description:  This series documents the repayment of student loans on a daily basis and is used to apply the loan payments to the individual student accounts. This series includes daily listings of loan payments received.

Retention:  4 years.


Student Loan Check Requests Lists and Payment Coupons

Number:  0472-06-042

Description:  This series documents loan disbursements made to students and payments made by loan holders. This series consists of quarterly lists of issued loan checks and payment coupons that accompany each quarterly or monthly payment made to the student loan office.

Retention:  4 years.


Student Recruitment Records

Number:  0472-06-043

Description:  This series documents effort of the institutional units to recruit students based upon disadvantaged status, academic performance, and other criteria. Records may include but are not limited to: prospects lists; interview and conversation notes; photographs; personal information forms and resumes; test scores; and academic transcripts.

Retention:  5 years.


Student Statistical Reports

Number:  0472-06-044

Description:  This series documents student status and enrollment at the institution. Records may include: specialized listings and statistical reports pertaining to departmental and college registration, course changes, add/drops, geographical distribution of students, student age and gender data, mortality of classes, student transfers from other schools, student body grade point averages and GPA's of living groups, veterans enrollment, and reports documenting student and enrollment by term.

Retention:  Summary and annual reports: PERMANENT; All other records: 3 years.


Theses and Dissertations

Number:  0472-06-045

Description:  This series documents the completion and academic acceptance of graduate theses and dissertations presented to colleges in fulfillment of requirements for graduate degrees.

Retention:  PERMANENT.


Transcript Hold or Encumbering Authorization Forms

Number:  0472-06-046

Description:  This series documents holds on transcripts and academic reporting information placed by the institution. This series consists of forms authorizing the holding of academic records and information until the subject of the academic record takes a specific action.

Retention:  Until release of hold.


Transcript Request Forms

Number:  0472-06-047

Description:  This series provides a record of students' requests for transcripts.

Retention:  Requests for official transcripts: 6 months; Requests for unofficial transcripts: 1 month.


Undergraduate Degree Audit and Application for Graduation Records

Number:  0472-06-048

Description:  This series documents student completion of degree requirements. Records may include but are not limited to: work sheets; transcripts; transfer course evaluations; and official graduation audit forms.

Retention:  5 years after last enrollment.


Veterans Records

Number:  0472-06-049

Description:  This series documents the entitlement status and enrollment of veterans in the institution.

Retention:  3 years following termination of enrollment period.


Work Study Program Administrative Records

Number:  0472-06-050

Description:  Series documents the administration of the Federal Work Study program at the institution.

Retention:  5 years.


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