Tip for Using Schedule: Determine what topic area your item might best fall under.  Look through the Document Types and see if you can find an area/type that best fits the document you are reviewing.  Determine if your office/unit/college is considered the main repository for this item – if you are unsure ask yourself if the document is a “Copy” that you keep housed in your office or if this is the “Original” and no other office has this on file.  The answer will determine if you are considered the primary party responsible for maintaining this document/record. If you cannot find the document type please contact the Registar’s Office for assistance – registrarsoffice@colostate.edu

Important Note regarding records related to pending audit, inspection or litigation: Records whose retention period has expired must be retained if they are related to any pending or reasonably expected audit, inspection, governmental investigation, claim, lawsuit or other official process. This is referred to as a “records hold”. Refer to the CSU Retention of Student Records Policy for additional information.

Last updated: February 2017

Admissions Paperwork (student does not enroll)

Document Type Description Repository Minimum Retention Period (Paper and/or Electronic) Related Authority System of Record BDMS (imaging) Doc Type
Applications & All Application Materials – Domestic and International Student Applications Includes Application for Admission, Admission/Decision Letters; Relevant Correspondence; Waivers of Rights of Access to Letters of Recommendation; Letters of Recommendation(s); Credit by Examination; Entrance Examinations; Residency/Domicile Answers ; Test Credit; Transcripts (all levels) Office of Admissions, Graduate School or CVMBS – DVM program 1 year After Application Term AACRAO SLATE, Department Server

Admissions Paperwork (student enrolls)

Document Type Description Repository Minimum Retention Period (Paper and/or Electronic) Related Authority System of Record BDMS (imaging) Doc Type
Applications & All Application Materials – Domestic and International Student Applications Admission application and supplemental documenation for undergraduate, graduate, international, professional programs, non-degree or special admittance Office of Admissions, Graduate School or CVMBS – DVM program 5 years After Graduation or Last Date of Attendance Schedule 8 section 9-13 SLATE/Banner
Admission Letters Notices of Admission, Denial or Waitlist notification Office of Admissions, Graduate School or CVMBS – DVM program 5 years After Graduation or Last Date of Attendance Schedule 8 section 9-13 SLATE, Department Server
Applications for admission or re-admission Admission application and supplemental documentation for prior/returning CSU students such as undergraduate, graduate, international, professional programs, non-degree or special admittance Office of Admissions, Graduate School or CVMBS – DVM program 5 years After Graduation or Last Date of Attendance Schedule 8 section 9-13 SLATE, Department Server
Correspondence (relevant) Office of Admissions, Graduate School or CVMBS – DVM program 5 years After Graduation or Last Date of Attendance Schedule 8 section 9-13 SLATE, Department Server
Entrance examination reports/test scores Standardized test scores, such as ACT, SAT, LSAT, MCAT, GRE, TOEFL, etc… used for admission decisions Office of Admissions, Graduate School or CVMBS – DVM program 5 years After Graduation or Last Date of Attendance Schedule 8 section 9-13 SLATE, Department Server, Banner
Letters of Recommendation (admissions) Related only to application for admission to program Office of Admissions, Graduate School or CVMBS – DVM program 5 years After Graduation or Last Date of Attendance Schedule 8 section 9-13 SLATE, Department Server, Banner
Residency/Domicile Answers for initial classification Office of Admission, Graduate School, CVMBS-DVM Program and Student Financial Services 5 years After Graduation or Last Date of Attendance Schedule 8 section 9-13 SLATE, Department Server, Banner
Waivers of rights of access (admissions) Waiving right of access to admission letters of recommendation Office of Admissions, Graduate School or CVMBS – DVM program 5 years After Graduation or Last Date of Attendance Schedule 8 section 9-13 SLATE, Department Server, Banner

Transcripts and Course Transfer Evaluations

Document Type Description Repository Minimum Retention Period (Paper and/or Electronic) Related Authority System of Record BDMS (imaging) Doc Type
High School High School transcripts from other institutions – evaluations of coursework for admission criteria, gpa requirements, etc… Office of Admission 5 years After Graduation or Last Date of Attendance Schedule 8 section 9-13 SLATE & BDMS
Post-Secondary Institutions Post-secondary transcripts from other institutions – evaluations of coursework and credit in transfer Graduate School, CVMBS/DVM Program or Registrar’s Office 5 years After Graduation or Last Date of Attendance Schedule 8 section 9-13 SLATE & BDMS
International Post-Secondary Institutions Post-secondary transcripts from International institutions – evaluations of coursework and credit conversion factors in transfer Graduate School, CVMBS/DVM Program or Registrar’s Office 5 years After Graduation or Last Date of Attendance Schedule 8 section 9-13 SLATE & BDMS
Tentative Evaluations Pre-evaluations done for prospective students looking to attend a specific major at CSU – International, Athletics, Continuing Education Transfer Center etc… Registrar’s Office 1 year After Tenntative Evaluation if Student Does Not Enroll
Transfer RE-evaluations Identifies courses in transfer that were RE-evaluated by academic department Registrar’s Office 3 years After Graduation or Last Date of Attendance
Transfer PRE-evaluations Identifies courses in transfer that were PRE-evaluated by academic deparment Registrar’s Office 3 years After Graduation or Last Date of Attendance

Credit and/or Placement by Exam

Document Type Description Repository Minimum Retention Period (Paper and/or Electronic) Related Authority System of Record BDMS (imaging) Doc Type
CSU Challenge Exams Academic Teaching Department and Registrar’s Office 3 years After Graduation or Last Date of Attendance AACRAO Banner
Credit by examination Reports/scores on Advanced Placement, International Baccalaureate, CLEP, etc…. Office of Admission, Graduate School and/or Registrar’s Office 5 years After Graduation or Last Date of Attendance Associate Registrar DARS/Banner
Placement Examination/Scores and Changes/Updates Placement Results for examinations (i.e. Foreign Language, etc…) Academic department 3 years After Graduation or Last Date of Attendance AACRAO

Academic Program Records

Document Type Description Repository Minimum Retention Period (Paper and/or Electronic) Related Authority BDMS (imaging) Doc Type
Academic Records (miscellaneous) Narrative evaluations, competency assessments, Name Change Cards, etc. Registrar’s Office Permanent AACRAO SSN Card
CSU Official Transcripts (PRC’s, microfiche, etc…) Permanent academic record Registrar’s Office Permanent AACRAO N/A
CSU Official Transcripts (PRC’s, microfiche, etc…) Permanent academic record Registrar’s Office Permanent AACRAO N/A
CSU Official Transcript Requests Requests for a transcript of students permanent academic records and the record of payment received for the copy Registrar’s Office 1 year Schedule 8 section 9-16
Major changes, Certification of 2nd Majors, Minors Registrar’s Office 5 years After Graduation or Last Date of Attendance AACRAO Major Changes; Option & Interdisc Study Req Form
Name change authorizations Registrar’s Office 5 years AACRAO Name/SSN Changes
Personal data information forms Change of address, race/ethnicity questionnaires, other demographic data Registrar’s Office Until Academic Need is Satisfied AACRAO Name/SSN Changes
Petitions (Academic) Exceptions to academic rules Graduate School, CVMBS/DVM Program or Registrar’s Office Until Academic Need is Satisfied AACRAO Graduation/AUCC Appeals
Placement test records/scores Math Placement Exam, Compostion Exam, etc… Academic department 3 years After Graduation or Last Date of Attendance AACRAO
Substitutions/waivers Approvals to meet program requirements with administrative action. Graduate School, CVMBS/DVM Program or Registrar’s Office 5 years AACRAO Degree Requirement/Exception Form

Student Conduct/Behavior Records

Document Type Description Repository Minimum Retention Period (Paper and/ or Electronic) Related Authority System of Record BDMS (imaging) Doc Type
Conduct: Academic Integrity Code Violations (with sanctions) Notice of violation of academic integrity policies including sanctions, if any Conflict Resolution and Student Conduct Services 7 years from last incident ASCA (Association of Student Conduct Administration) Maxient Academic Misconduct (AM)
Conduct: Academic Warning Notice of academic action related to academic non-performance/ deficiency Conflict Resolution and Student Conduct Services & Student Case Management 3 years After Graduation or Last Date of Attendance Maxient, Titanium
Conduct: Dismissal Notice of academic action related to academic non-performance/ deficiency Conflict Resolution and Student Conduct Services & Student Case Management Permanent Maxient, Titanium
Conduct: Suspension Notice of academic action related to academic non-performance/ deficiency Conflict Resolution and Student Conduct Services & Student Case Management 3 years After Graduation or Last Date of Attendance Maxient, Titanium
Grievance/ Complaint on Faculty / Staff / Student (by student) Complaints filed by a student on another student and/or faculty/ staff that are not Academic in Nature Until Academic Need is Satisfied
Student Conduct Records Discipline records other than academic misconduct that are FERPA protected and suspension/ expulsion decisions that are coded on the students official transcript Conflict Resolution and Student Conduct Services & Student Case Management 7 years from last incident except suspension/ expulsion which are Permanent ASCA; AACRAO and CLERY Maxient, Titanium

Certification/Verification Records

Document Type Description Repository Minimum Retention Period (Paper and/or Electronic) Related Authority System of Record BDMS (imaging) Doc Type
Certifications Campus Recreation
Teacher Certifications School of Education
Enrollment Verifications Verifications of enrollment, graduation, GPA and other related academics Registrar’s Office Until Academic Need is Satisfied AACRAO
Lawful Presence records Documents in support of verifying state lawful presence requirements Student Financial Services & Registrar’s Office CO State Law – HB 1023 Lawful Presence Affidavit; Drivers License; Birth Certificate; Certificate of US Citizenship; Certicate of Naturalization; Immigration Documents; State ID Card; Passport – US; Passport – International; Permanent Residence Card; Proof of Citizenship; Report of Birth Abroad of a US Citizen
Residency verification records Documents in support of verifying residency in state for tuition purposes. Student Financial Services Until Academic Need is Satisfied AACRAO Residency Documents; Drivers License – Parent; State Tax Documents; State ID Card; Permanent Residence Card
Transcript requests (student) Official transcript requests by student – hard copy requests submitted to RO (does not include NSC or Scrip Safe orders) Registrar’s Office Until Academic Need is Satisfied AACRAO
VA certification records Certifying documents for federal VA benefits Military & Veteran Education Benefit Office & Registrar’s Office 3 years After Graduation or Last Date of Attendance AACRAO & VA VA Documents; VA Other Forms; Military DD214

Correspondence (students)

Document Type Description Repository Minimum Retention Period (Paper and/or Electronic) Related Authority System of Record BDMS (imaging) Doc Type
Academic Advisement Records Includes notes about a student, possible courses the student would take and correspondence with a student Various Office(s) 5 years After Graduation or Last Date of Attendance
Correspondence (student) Related to academic records and inquiries – not part of student Academic Record Various Office(s) 1 year After Correspondence Term

Course Information

Document Type Description Repository Minimum Retention Period (Paper and/or Electronic)

 

Related Authority

 

BDMS (imaging) Doc Type
Exams (final)/Graded Coursework Academic department 1 year After Course Completion if Work Not Returned to Student
Faculty/Instructor Evaluations (by students) Academic department 1 semester or Until Academic Need is Satisfied
Grade appeal/ complaint Student final grade disputes Academic department Faculty Council
Grade Book (facutly) Used to record grades for each college/ departmental student enrolled in a specific course at the end of each semester.  The grade book/ sheet/ report reflects the following information:  student number, student name, course title, semester, department, course number, section, instructor, tracking of grades for assignments/ examinations throughout semester Academic department 5 years After Course Completion AACRAO; Schedule 8 section 9-3
Grade Reports (midterm reporting) Record of midterm grades submitted by Faculty Academic department Through the End of Term AACRAO
Grade changes, discrepancies, recovery forms Record of authorization to change grade Registrar’s Office Permanent AACRAO Grade Changes, Discrepancy & Recovery
Grade Rolls (i.e. Grade submission sheets/data) Original record of grades submitted at end of term Registrar’s Office Permanent AACRAO
Incomplete Grade Contracts Requirements for course completion and Course Syllabus for student completion and verifiable need to allow a grade of ‘Incomplete – I’ Academic department 3 years After Graduation or Last Date of Attendance or Course Completion – whichever is shorter Faculty Council
Scholarships Administed by Colleges/ Departments Administrative and student information regarding local scholarship programs including applications, aards, receipients, etc… (not fiscal data) Academic department
Senior Citizen Visitation Forms Record of request to audit specific course Registrar’s Office 5 years Associate Registrar

Registration/Enrollment Records

Document Type Description Repository Minimum Retention Period (Paper and/or Electronic) Related Authority System of Record BDMS (imaging) Doc Type
Class lists Record of class rosters for each term Registrar’s Office Until Academic Need is Satisfied AACRAO
Class schedule (students) Student schedule for each term Registrar’s Office Schedule 8 section 9-11
Course repeat form/approval – Repeat/Delete forms Registrar’s Office Until Academic Need is Satisfied AACRAO
Credit/no credit, audit, pass/fail approvals Authorizations for various enrollment options Registrar’s Office Until Academic Need is Satisfied AACRAO Audit or Pass Fail Option
Enrollment Changes Record of student add/drop/withdraw from class or departmental drop Registrar’s Office Until Academic Need is Satisfied AACRAO
Enrollment/Registration Statistics Per term report of enrolled students, e.g. by class, by course, totals, headcount and FTE Institutional Research Permanent CDHE/ SERDS
Grade distribution and other grade statistics Report of grades given including summary grade point statistics by class Registrar’s Office Until Academic Need is Satisfied AACRAO
Hold or encumbrance authorizations Registration and transcript hold Business & Financial Services Until Academic Need is Satisfied AACRAO
Registration/ Enrollment records Initial registration forms, current enrollment records Registrar’s Office Schedule 8 section 9-11
Restriction/ Registration Overrides Identifies specific courses/sections for which limited permission is given for enrollment (which the student is otherwise prevented from adding) Registrar’s Office 5 years  Assistant Registrar
Schedules of classes Per term listing of all courses offered including time/day and seat limits Registrar’s Office Permanent Associate Registrar
Withdrawal, cancellation or enrollment records Record of request to withdraw from all classes Registrar’s Office 5 years Assistant Registrar

Graduation

Document Type Description Repository Minimum Retention Period (Paper and/or Electronic) Related Authority BDMS (imaging) Doc Type
Application for degree or other credential Degree application, record of degree name, etc. Graduate School, CVMBS/DVM Program or Registrar’s Office 3 years After Graduation AACRAO; Schedule 8 section 9-2
Commencement Programs Published record of graduates for public distribution (at least 1-2 copies must be retained) Provost Office & Registrar’s Office Permanent
Graduation File, Final Contract and/or Degree audit records/ Contracts/ GUIDES – (‘AWD’) Files which document the fulfillment of qualifications necessary to graduate from a specific program of study. Graduate School, CVMBS/DVM Program or Registrar’s Office 3 years After Graduation or Academic Need is Satisified Graduation Contract & Supplement; & Degree Requirement Supp
Degree audit records/ Contracts/ GUIDES – (‘DKW’) Degree audits /contracts that are not complete – student did not graduate (DKW). Registrar’s Office 5 years After Graduation or Academic Need is Satisified Schedule 8 section 9-4 Graduation Contract & Supplement; & Degree Requirement Supp
Degree statistics Record of degrees granted by institution per graduation term and/or annually. Institutional Research Permanent N/A
Graduation Lists Lists of graduates for graduating class. Registrar’s Office Permanent Board of Governor’s Lists
Honors Lists Lists of graduates that have designated honors classifications at the time of Graduation: Honors Track I & Track II (Discipline & University Honors), Distinction, etc… University Honors Program and Registrar’s Office 3 years After Graduation N/A
Thesis/ Dissertation Files May include the official printed or electronic copy of the dissertation/ thesis. Requirements for electronic version of the signature page will be at the instiutions discretion. CSU Morgan Library Permanent Schedule 8 section 10-4

Diplomas

Document Type Description Repository Minimum Retention Period (Paper and/or Electronic)

 

Related Authority

 

System of Record BDMS (imaging) Doc Type
Diploma Sent List

 

List of diploma recipients for a given term (shows degree conferred, date mailed to student & address mailed to)

 

Registrar’s Office

 

Returned

 

Registrar’s Office

 

Apostilles (requests)

 

Student requests for a certified/ notarized/ authenticated copy of the CSU diploma.

 

Registrar’s Office

 

Graduation Address Lists

 

Lists of mailing address for graduates in a specific graduating class showing to which address the Diploma was mailed.

 

Registrar’s Office

 

Graduation Lists
Returned Diplomas Diplomas returned to University by postal service as ‘undeliverable’ Registrar’s Office

 

5 years AACRAO

Special Funded Programs/Participant Files

Document Type Description Repository Minimum Retention Period (Paper and/or Electronic) Related Authority System of Record BDMS (imaging) Doc Type
Participant file (i.e. academic, personal, social, cultural support and issues are documented) Participant files document enrollment and participation in the Project, which includes an application, supporting data that verifies eligibility, Participant Selection Matrix, referral forms (if appropriate), and the Intake Interview Form. Additional records maintained will include: Signed Agreements for Participation, notes on all contacts with the Participant, tutoring received, group workshops attended, goal setting, assessments, graduation plan, tutoring records, course schedule for each semester, unofficial transcripts, and financial aid records. Various Office (i.e. The Access Center; ……..) 3 years After Conclusion of Funding Cycle U.S. Department of Education Varies by Office N/A

Miscellaneous Items

Document Type Description Repository Minimum Retention Period (Paper and/or Electronic) Related Authority System of Record BDMS (imaging) Doc Type
Application for Identification Card RAMcard – application for identification (I.D.) cards for students; for non-matriculated individuals participating in activities sponsored by the institution, etc… RAMcard 6 years After application Schedule 8 section 9-5
Application for Specialty Programs (Ambassadors; Peer Tutor; Peer Advisor; etc…) 3 years After Graduation or Last Date of Attendance
Payment for ID Card Documentation/Receipt of payment for ID card RAMcard 3 years After Application Schedule 8 section 9-7
Student Cumulative and/or Co-Curricular Activity Files Files which document a student’s activities, other than academic, while enrolled at the institution SLiCE 3 years After Graduation or Last Date of Attendance Schedule 8 section 9-14
Tutoring Request Forms CVMBS; Student Athlete Support Services; etc… 3 years After Graduation or Last Date of Attendance

NCAA

Document Type Description Repository Minimum Retention Period (Paper and/or Electronic) Related Authority System of Record BDMS (imaging) Doc Type
Athletic Eligibility reports Report showing student-athlete Academic Progress & Progress towards Degree Completion. Athletic Compliance and Registrar’s Office Until Academic Need is Satisfied or Pursuant to NCAA rules AACRAO & NCAA Division I
Athletic Reports Initial continuing eligibility information, academic information, documentation of participation, tutor evaluation and assessment. Student Athlete Support Services, Athletic Compliance and Registrar’s Office 6 years Pursuant to NCAA rules AACRAO & NCAA Division I
Athletic Participation/ EADA documents Athletic Compliance 3 years From Date of Required Disclosure AACRAO

Family Educational Rights and Privacy Act (FERPA) Records

Document Type Description Repository Minimum Retention Period (Paper and/or Electronic) Related Authority System of Record BDMS (imaging) Doc Type
Requests for formal hearings Student-initiated request for formal hearing regarding amendment of education record Registrar’s Office Permanent AACRAO
Requests for and disclosures of personally identifiable information Necessary for compliance with record-keeping requirements in FERPA Registrar’s Office Permanent AACRAO FERPA – Parent Affidavit
Requests for nondisclosure of directory information Student request to opt-out of directory information disclosure Registrar’s Office Permanent or Until Terminated by Student AACRAO FERPA – Confidentiality Requests
Statements on content of records regarding hearing panel discussions If student request for amendment of record not granted, then student statement is included in record Registrar’s Office Permanent AACRAO
Written consent for records disclosure Student signed (electronic or paper) authorization for disclosure of education record Academic Departments, Registrar’s Office, etc… Permanent or Until Terminated by Student AACRAO
Waivers for rights of access Registrar’s Office Until Terminated by Student AACRAO
Written decisions of hearing panels Decisions resulting from formal hearings regarding amendments of education records Registrar’s Office Permanent AACRAO