College of Human Ecology Records Retention Policy
STUDENT RECORDS
*=office of record
Record Series
*Office of
Record
Period of Retention
1. Academic action documentation
*CHE-Registrar
5 years from graduation or
date of last attendance
2. Academic integrity code violations (findings of
violation and related case files)
*CHE-Registrar
Permanent
3. Academic records (petitions, degree progress,
actions, grade change forms, etc.)
*CHE-Registrar
5 years from graduation or
date of last attendance
A. Students Who Do Not Enroll, Whether
Accepted or Rejected
*CentralAdmissions
2 yrs from date of start of
application term
B. Students Given Guaranteed Transfer
If enrolled transfer to
*CHE-Admissions Registrar and retain the
same as if enrolled
C. Students Who Enroll
*CHE-Registrar
5 years from graduation or
date of last attendance
D. Students Who Withdraw
*CHE-Registrar
5 years in Registrar's Office
*University
Registrar
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
5. Class enrollment
6. Curriculum change authorizations - ex: general and *CHE-Registrar
other petitions
5 years from graduation or
date of last attendance
7. Degree Recipients
Permanent
*University
Registrar
*CHE Registrar
8. Degree requirement exception/change petitions
9.
Enrollment Change Forms
*CHE Registrar
5 years from graduation
or date of last
attendance
1 year from date or
enrollment
10. Fellowships
a. Undergraduate
1. Background
*CHE-Associate
Dean's Office
Permanent
2. Summary lists of recipients and remarks
*CHE-Associate
Dean's Office
Permanent
1. Background
*CHE-Associate
Dean
Permanent
2. Summary lists of recipients and remarks
*CHE-Associate
Dean
Permanent
b. Graduate
c. SUNY
1. Background
*Graduate School Permanent
2. Summary lists of recipients and remarks
*Graduate School Permanent
11. Grade changes
12. Grades
*University
Registrar
Permanent
CHE-Registrar
5 years
*University
Registrar
Permanent
13. Graduate programs
a. Applications
1. Accepted **
*Graduate School Permanent
2. Rejected
*Graduate School 2 years from start of
application term
** Exception-Sloan applications (those
accepted and for those
who graduated)
*CHE - Registrar
5 years from graduation or
date of last attendance
c. SUNY fellowships
*Graduate School Permanent
PAM Dept. (until
accreditation
granted)
14. Letters of recommendation
*CHE-Admissions Until date of enrollment
15. Name changes
*University
Registrar
16. Recruitment material
*CHE-Admissions Until date of matriculation
17. Release form for dean's certification
*CHE-Registrar
5 years
18. Residency certificates
*CHE-Registrar
5 years
19. Residency change documents (non-resident to
resident)
*University
Bursar
5 years from graduation or
date of last attendance
20. Schedule of classes and course offerings
*University
Registrar
Permanent
5 years from graduation or
date of last attendance
21. Statistical reports relating to enrollment, ethnicity, *CHE- Associate
degrees
Deans
Permanent
22. Study abroad applications
Retain course material in
student folder, other
material shred when done
in program
*CHE-Registrar
23. SUNY reports
*Institutional
Research and
Planning Office
Permanent
24. Theses/Dissertations
University
Libraries
*University
Archives
Circulating copy
25. Transcripts
*University
Registrar
5 years from graduation or
date of last attendance
26. Transfer credit evaluations
*CHE-Registrar
5 years from graduation or
date of last attendance
27. Withdrawal authorizations/leaves of absence
*CHE-Registrar
Last updated: 1/2014
Permanent
5 years from graduation or
date of last attendance