University Student Record Retention Schedule
Many University departments and offices maintain student records in physical and digital forms. A large number of systems and databases across campus contain student records. CSU is committed to the proper retention, storage, retrieval, and disposal of such records in order to meet legal requirements, optimize use of space, minimize cost, and secure sensitive information. The University policy provides retention requirements and guidance for the handling of student records.
Information about individual students should be retained only so long as it is valid and useful for legitimate University business and educational purposes, or as specified in the Student Records Retention Schedule (whichever is longer). Those responsible for student records have an obligation to dispose of them in accordance with this policy when the specified retention period has expired.
Tips 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” 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, contact the Office of the Registrar for assistance.
University Student Records Retention Schedule
Academic Program Records
Admissions Paperwork (Student Enrolls)
Admissions Paperwork (Student Does Not Enroll)
Certification/Verification Records
Correspondence (Students)
Course Information
Credit and/or Placement by Exam
Diplomas
Family Educational Rights and Privacy Act (FERPA) Records
Graduation
Miscellaneous
NCAA
Registration/Enrollment Records
Special Funded Programs/Participant Files
Student Conduct/Behavior Records
Transcripts and Course Transfer Evaluations
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