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, Composition 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 |