Records Management and Archives

University System of Georgia records retention policies and procedures

USG Records Retention Schedules

CATEGORY: Student Records

Total: 50   Sorted by title. Showing 25 per page.

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and reports: PERMANENT; mailing lists, data cards and files for individual alumni, and membership directories: Until superseded; All other records: 5 years.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. These records fall under the requirements of 16 CFR 314.4(c)(6), but it has been determined that no conflict exists because these records are necessary for the business operations of USG institutions and to comply with state law. Therefore,  the retention requirements listed in this schedule should be followed.

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.

↑ Top