Student Records
Record Series
*Office of Record
Period of
Retention
1. Academic Actions (Dismissals, etc.)
CHE-Registrar
5 years from
graduation or date
of last attendance
2. Academic Integrity Code Violations
CHE-Registrar
5 years from
graduation
3. Academic Records that are narrative
CHE-Registrar
evaluations, competency assessments, etc.
(ex: math & language placement)
Permanent
4. Student Folders
Advanced Placement records,
Applications for Admission or
Readmission, Correspondence that is
relevant, Entrance Exam Reports (ACT,
CEEB, etc.), Residency Classification
Forms, Transcripts-High School and
others, student waivers granting
permission to University Registrar to
release data
A. Students Who Do Not Enroll,
Whether
Accepted or Rejected
2 yrs from date of
Central-Admissions start of a application
term
CHE-Admissions
If enrolled transfer
to Registrar and
retain the
same as if enrolled
C. Students Who Enroll
CHE-Registrar
Graduates-5 years
after graduation, all
others
permanent
D. Students Who Withdraw
CHE-Registrar
5 years in
Registrar's Office
B. Students Given Guaranteed
Transfer
1 year from date
submitted
5. Change of Course Forms (add/drop)
CHE-Registrar
6. Change of Grade Forms
*University
Registrar
CHE-Registrar
7. Change to Student ID Number (often
SSN)
University Registrar Permanent
8. Class Lists (original)
University Registrar Permanent
9. Curriculum Change Authorizations - ex:
general and other petitions
CHE-Registrar
Graduates-5 years
after graduation,
all others permanent
CHE-Associate
Dean's Office
Permanent
CHE-Associate
Dean's Office
Permanent
CHE-Associate
Dean
Permanent
CHE-Associate
Dean
Permanent
Graduate School
Permanent
Graduate School
Permanent
Permanent
5 years
10. Fellowships
a. Undergraduate
1. Background
2. Summary lists of recipients and
remarks
b. Graduate
1. Background
2. Summary lists of recipients and
remarks
c. SUNY
1. Background
2. Summary lists of recipients and
remarks
11. Grade Sheets
University Registrar Permanent
12. Graduate Programs
a. Applications
1. Accepted
*Graduate School
Permanent
2. Rejected
CHE-Appropriate
Dept.
2 year
b. List of degrees received including
name, advisor, title of thesis, degree and
date
Appropriate Dept.
Permanent
c. SUNY Fellowships
Graduate School
Permanent
13. Graduation Lists
University Registrar Permanent
14. Letters of Recommendation
CHE-Admissions
15. Name changes
University Registrar Permanent
16. Recruitment material
CHE-Admissions
Until date of
enrollment
17. Release form for Dean's Certification
CHE-Registrar
5 years
18. Residency Certificates
CHE-Registrar
Until date of
enrollment
19. Residency Change Documents (NonResident to Resident)
University Bursar
5 years from
graduation or date
of last attendance
20. Statistical Reports Relating to Enrollment, CHE-Associate
Ethnicity, Degrees
Dean for Research
and Facilities
Until date of
enrollment
Permanent
21. Student Class Schedules
University Registrar 1 year from
graduation or date
of last attendance
22. Study Abroad Applications
CHE-Registrar
Retain course
material in student
folder, other
material shred when
done in program
23. SUNY Reports
Institutional
Research and
Planning Office
Permanent
24. Term Reports
CHE-Appropriate
Dept.
5-7 years
25. Theses/Dissertations
University Libraries
Circulating copy
*University
Permanent
Archives
26. Transcripts
University Registrar Permanent
27. Transfer Credit Evaluations
CHE-Registrar
28. Withdrawal Authorizations/Leaves of
Absence
CHE-Registrar
Graduates-5 year
after graduation, all
other permanent
Graduates-5 years
after graduation, all
other permanent