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; Certificate 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 |