Registration/Enrollment Records

Document TypeDescriptionRepositoryMinimum Retention Period (Paper and/or Electronic)Related AuthoritySystem of RecordBDMS (imaging) Doc Type
Class listsRecord of class rosters for each termRegistrar’s OfficeUntil Academic Need is SatisfiedAACRAO
Class schedule (students)Student schedule for each termRegistrar’s OfficeSchedule 8 section 9-11
Course repeat form/approval – Repeat/Delete formsRegistrar’s OfficeUntil Academic Need is SatisfiedAACRAO
Credit/no credit, audit, pass/fail approvalsAuthorizations for various enrollment optionsRegistrar’s OfficeUntil Academic Need is SatisfiedAACRAOAudit or Pass Fail Option
Enrollment ChangesRecord of student add/drop/withdraw from class or departmental dropRegistrar’s OfficeUntil Academic Need is SatisfiedAACRAO
Enrollment/Registration StatisticsPer term report of enrolled students, e.g. by class, by course, totals, headcount and FTEInstitutional ResearchPermanentCDHE/ SURDS
Grade distribution and other grade statisticsReport of grades given including summary grade point statistics by classRegistrar’s OfficeUntil Academic Need is SatisfiedAACRAO
Hold or encumbrance authorizationsRegistration and transcript holdBusiness & Financial ServicesUntil Academic Need is SatisfiedAACRAO
Registration/ Enrollment recordsInitial registration forms, current enrollment recordsRegistrar’s OfficeSchedule 8 section 9-11
Restriction/ Registration OverridesIdentifies specific courses/sections for which limited permission is given for enrollment (which the student is otherwise prevented from adding)Registrar’s Office5 years Assistant Registrar
Schedules of classesPer term listing of all courses offered including time/day and seat limitsRegistrar’s OfficePermanentAssociate Registrar
Withdrawal, cancellation or enrollment recordsRecord of request to withdraw from all classesRegistrar’s Office5 yearsAssistant Registrar