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

Document TypeDescriptionRepositoryMinimum Retention Period (Paper and/or Electronic)Related AuthorityBDMS (imaging) Doc Type
Academic Records (miscellaneous)Narrative evaluations, competency assessments, Name Change Cards, etc.Registrar’s OfficePermanentAACRAOSSN Card
CSU Official Transcripts (PRC’s, microfiche, etc…)Permanent academic recordRegistrar’s OfficePermanentAACRAON/A
CSU Official Transcripts (PRC’s, microfiche, etc…)Permanent academic recordRegistrar’s OfficePermanentAACRAON/A
CSU Official Transcript RequestsRequests for a transcript of students permanent academic records and the record of payment received for the copyRegistrar’s Office1 yearSchedule 8 section 9-16
Major changes, Certification of 2nd Majors, MinorsRegistrar’s Office5 years After Graduation or Last Date of AttendanceAACRAOMajor Changes; Option & Interdisc Study Req Form
Name change authorizationsRegistrar’s Office5 yearsAACRAOName/SSN Changes
Personal data information formsChange of address, race/ethnicity questionnaires, other demographic dataRegistrar’s OfficeUntil Academic Need is SatisfiedAACRAOName/SSN Changes
Petitions (Academic)Exceptions to academic rulesGraduate School, CVMBS/DVM Program or Registrar’s OfficeUntil Academic Need is SatisfiedAACRAOGraduation/AUCC Appeals
Placement test records/scoresMath Placement Exam, Compostion Exam, etc…Academic department3 years After Graduation or Last Date of AttendanceAACRAO
Substitutions/waiversApprovals to meet program requirements with administrative action.Graduate School, CVMBS/DVM Program or Registrar’s Office5 yearsAACRAODegree Requirement/Exception Form
Document TypeDescriptionRepositoryMinimum Retention Period (Paper and/or Electronic)Related AuthoritySystem of RecordBDMS (imaging) Doc Type
Applications & All Application Materials – Domestic and International Student ApplicationsAdmission application and supplemental documenation for undergraduate, graduate, international, professional programs, non-degree or special admittanceOffice of Admissions, Graduate School or CVMBS – DVM program5 years After Graduation or Last Date of AttendanceSchedule 8 section 9-13SLATE/Banner
Admission LettersNotices of Admission, Denial or Waitlist notificationOffice of Admissions, Graduate School or CVMBS – DVM program5 years After Graduation or Last Date of AttendanceSchedule 8 section 9-13SLATE, Department Server
Applications for admission or re-admissionAdmission application and supplemental documentation for prior/returning CSU students such as undergraduate, graduate, international, professional programs, non-degree or special admittanceOffice of Admissions, Graduate School or CVMBS – DVM program5 years After Graduation or Last Date of AttendanceSchedule 8 section 9-13SLATE, Department Server
Correspondence (relevant)Office of Admissions, Graduate School or CVMBS – DVM program5 years After Graduation or Last Date of AttendanceSchedule 8 section 9-13SLATE, Department Server
Entrance examination reports/test scoresStandardized test scores, such as ACT, SAT, LSAT, MCAT, GRE, TOEFL, etc… used for admission decisionsOffice of Admissions, Graduate School or CVMBS – DVM program5 years After Graduation or Last Date of AttendanceSchedule 8 section 9-13SLATE, Department Server, Banner
Letters of Recommendation (admissions)Related only to application for admission to programOffice of Admissions, Graduate School or CVMBS – DVM program5 years After Graduation or Last Date of AttendanceSchedule 8 section 9-13SLATE, Department Server, Banner
Residency/Domicile Answers for initial classificationOffice of Admission, Graduate School, CVMBS-DVM Program and Student Financial Services5 years After Graduation or Last Date of AttendanceSchedule 8 section 9-13SLATE, Department Server, Banner
Waivers of rights of access (admissions)Waiving right of access to admission letters of recommendationOffice of Admissions, Graduate School or CVMBS – DVM program5 years After Graduation or Last Date of AttendanceSchedule 8 section 9-13SLATE, Department Server, Banner
Document TypeDescriptionRepositoryMinimum Retention Period (Paper and/or Electronic)Related AuthoritySystem of RecordBDMS (imaging) Doc Type
Applications & All Application Materials – Domestic and International Student ApplicationsIncludes 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 program1 year After Application TermAACRAOSLATE, Department Server
Document TypeDescriptionRepositoryMinimum Retention Period (Paper and/or Electronic)Related AuthoritySystem of RecordBDMS (imaging) Doc Type
CertificationsCampus Recreation
Teacher CertificationsSchool of Education
Enrollment VerificationsVerifications of enrollment, graduation, GPA and other related academicsRegistrar’s OfficeUntil Academic Need is SatisfiedAACRAO
Lawful Presence recordsDocuments in support of verifying state lawful presence requirementsStudent Financial Services & Registrar’s OfficeCO State Law – HB 1023Lawful 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 recordsDocuments in support of verifying residency in state for tuition purposes.Student Financial ServicesUntil Academic Need is SatisfiedAACRAOResidency 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 OfficeUntil Academic Need is SatisfiedAACRAO
VA certification recordsCertifying documents for federal VA benefitsMilitary & Veteran Education Benefit Office & Registrar’s Office3 years After Graduation or Last Date of AttendanceAACRAO & VAVA Documents; VA Other Forms; Military DD214
Document TypeDescriptionRepositoryMinimum Retention Period (Paper and/or Electronic)Related AuthoritySystem of RecordBDMS (imaging) Doc Type
Academic Advisement RecordsIncludes notes about a student, possible courses the student would take and correspondence with a studentVarious Office(s)5 years After Graduation or Last Date of Attendance
Correspondence (student)Related to academic records and inquiries – not part of student Academic RecordVarious Office(s)1 year After Correspondence Term
Document TypeDescriptionRepositoryMinimum Retention Period (Paper and/or Electronic)Related AuthorityBDMS (imaging) Doc Type
Course SyllabiAn outline of basic course information (course number, section, title, semester, meeting times, days, place, format), instructor information (name, title, office, location, office phone number, e-mail), and description of course contentAcademic department5 years After Course Completion
Exams (final)/Graded CourseworkAcademic department1 year After Course Completion if Work Not Returned to Student
Faculty/Instructor Evaluations (by students)Academic department1 semester or Until Academic Need is Satisfied
Grade appeal/ complaintStudent final grade disputesAcademic departmentFaculty Council
Grade Book (faculty)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 semesterAcademic department5 years After Course CompletionAACRAO; Schedule 8 section 9-3
Grade Reports (midterm reporting)Record of midterm grades submitted by FacultyAcademic departmentThrough the End of TermAACRAO
Grade changes, discrepancies, recovery formsRecord of authorization to change gradeRegistrar’s OfficePermanentAACRAOGrade Changes, Discrepancy & Recovery
Grade Rolls (i.e. Grade submission sheets/data)Original record of grades submitted at end of termRegistrar’s OfficePermanentAACRAO
Incomplete Grade ContractsRequirements for course completion and Course Syllabus for student completion and verifiable need to allow a grade of ‘Incomplete – I’Academic department3 years After Graduation or Last Date of Attendance or Course Completion – whichever is shorterFaculty Council
Scholarships Administed by Colleges/ DepartmentsAdministrative and student information regarding local scholarship programs including applications, aards, receipients, etc… (not fiscal data)Academic department
Senior Citizen Visitation FormsRecord of request to audit specific courseRegistrar’s Office5 yearsAssociate Registrar
Document TypeDescriptionRepositoryMinimum Retention Period (Paper and/or Electronic)Related AuthoritySystem of RecordBDMS (imaging) Doc Type
CSU Challenge ExamsAcademic Teaching Department and Registrar’s Office3 years After Graduation or Last Date of AttendanceAACRAOBanner
Credit by examinationReports/scores on Advanced Placement, International Baccalaureate, CLEP, etc….Office of Admission, Graduate School and/or Registrar’s Office5 years After Graduation or Last Date of AttendanceAssociate RegistrarDARS/Banner
Placement Examination/Scores and Changes/UpdatesPlacement Results for examinations (i.e. Foreign Language, etc…)Academic department3 years After Graduation or Last Date of AttendanceAACRAO
Document TypeDescriptionRepositoryMinimum Retention Period (Paper and/or Electronic)Related AuthoritySystem of RecordBDMS (imaging) Doc Type
Diploma Sent ListList of diploma recipients for a given term (shows degree conferred, date mailed to student & address mailed to)Registrar’s Office
ReturnedRegistrar’s Office
Apostilles (requests)Student requests for a certified/ notarized/ authenticated copy of the CSU diploma.Registrar’s Office
Graduation Address ListsLists of mailing address for graduates in a specific graduating class showing to which address the Diploma was mailed.Registrar’s OfficeGraduation Lists
Returned DiplomasDiplomas returned to University by postal service as ‘undeliverable’Registrar’s Office5 yearsAACRAO
Document TypeDescriptionRepositoryMinimum Retention Period (Paper and/or Electronic)Related AuthoritySystem of RecordBDMS (imaging) Doc Type
Requests for formal hearingsStudent-initiated request for formal hearing regarding amendment of education recordRegistrar’s OfficePermanentAACRAO
Requests for and disclosures of personally identifiable informationNecessary for compliance with record-keeping requirements in FERPARegistrar’s OfficePermanentAACRAOFERPA – Parent Affidavit
Requests for nondisclosure of directory informationStudent request to opt-out of directory information disclosureRegistrar’s OfficePermanent or Until Terminated by StudentAACRAOFERPA – Confidentiality Requests
Statements on content of records regarding hearing panel discussionsIf student request for amendment of record not granted, then student statement is included in recordRegistrar’s OfficePermanentAACRAO
Written consent for records disclosureStudent signed (electronic or paper) authorization for disclosure of education recordAcademic Departments, Registrar’s Office, etc…Permanent or Until Terminated by StudentAACRAO
Waivers for rights of accessRegistrar’s OfficeUntil Terminated by StudentAACRAO
Written decisions of hearing panelsDecisions resulting from formal hearings regarding amendments of education recordsRegistrar’s OfficePermanentAACRAO
Document TypeDescriptionRepositoryMinimum Retention Period (Paper and/or Electronic)Related AuthorityBDMS (imaging) Doc Type
Application for degree or other credentialDegree application, record of degree name, etc.Graduate School, CVMBS/DVM Program or Registrar’s Office3 years After GraduationAACRAO; Schedule 8 section 9-2
Commencement ProgramsPublished record of graduates for public distribution (at least 1-2 copies must be retained)Provost Office & Registrar’s OfficePermanent
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 Office3 years After Graduation or Academic Need is SatisifiedGraduation 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 Office5 years After Graduation or Academic Need is SatisifiedSchedule 8 section 9-4Graduation Contract & Supplement; & Degree Requirement Supp
Degree statisticsRecord of degrees granted by institution per graduation term and/or annually.Institutional ResearchPermanentN/A
Graduation ListsLists of graduates for graduating class.Registrar’s OfficePermanentBoard of Governor’s Lists
Honors ListsLists 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 Office3 years After GraduationN/A
Thesis/ Dissertation FilesMay 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 LibraryPermanentSchedule 8 section 10-4
Document TypeDescriptionRepositoryMinimum Retention Period (Paper and/or Electronic)Related AuthoritySystem of RecordBDMS (imaging) Doc Type
Application for Identification CardRAMcard – application for identification (I.D.) cards for students; for non-matriculated individuals participating in activities sponsored by the institution, etc…RAMcard6 years After applicationSchedule 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 CardDocumentation/Receipt of payment for ID cardRAMcard3 years After ApplicationSchedule 8 section 9-7
Student Cumulative and/or Co-Curricular Activity FilesFiles which document a student’s activities, other than academic, while enrolled at the institutionSLiCE3 years After Graduation or Last Date of AttendanceSchedule 8 section 9-14
Tutoring Request FormsCVMBS; Student Athlete Support Services; etc…3 years After Graduation or Last Date of Attendance
Document TypeDescriptionRepositoryMinimum Retention Period (Paper and/or Electronic)Related AuthoritySystem of RecordBDMS (imaging) Doc Type
Athletic Eligibility reportsReport showing student-athlete Academic Progress & Progress towards Degree Completion.Athletic Compliance and Registrar’s OfficeUntil Academic Need is Satisfied or Pursuant to NCAA rulesAACRAO & NCAA Division I
Athletic ReportsInitial continuing eligibility information, academic information, documentation of participation, tutor evaluation and assessment.Student Athlete Support Services, Athletic Compliance and Registrar’s Office6 years Pursuant to NCAA rulesAACRAO & NCAA Division I
Athletic Participation/ EADA documentsAthletic Compliance3 years From Date of Required DisclosureAACRAO
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/ SERDS
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
Document TypeDescriptionRepositoryMinimum Retention Period (Paper and/or Electronic)Related AuthoritySystem of RecordBDMS (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 CycleU.S. Department of EducationVaries by OfficeN/A
Document TypeDescriptionRepositoryMinimum Retention Period (Paper and/ or Electronic)Related AuthoritySystem of RecordBDMS (imaging) Doc Type
Conduct: Academic Integrity Code Violations (with sanctions)Notice of violation of academic integrity policies including sanctions, if anyConflict Resolution and Student Conduct Services7 years from last incidentASCA (Association of Student Conduct Administration)MaxientAcademic Misconduct (AM)
Conduct: Academic WarningNotice of academic action related to academic non-performance/ deficiencyConflict Resolution and Student Conduct Services & Student Case Management3 years After Graduation or Last Date of AttendanceMaxient, Titanium
Conduct: DismissalNotice of academic action related to academic non-performance/ deficiencyConflict Resolution and Student Conduct Services & Student Case ManagementPermanentMaxient, Titanium
Conduct: SuspensionNotice of academic action related to academic non-performance/ deficiencyConflict Resolution and Student Conduct Services & Student Case Management3 years After Graduation or Last Date of AttendanceMaxient, 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 NatureUntil Academic Need is Satisfied
Student Conduct RecordsDiscipline records other than academic misconduct that are FERPA protected and suspension/ expulsion decisions that are coded on the students official transcriptConflict Resolution and Student Conduct Services & Student Case Management7 years from last incident except suspension/ expulsion which are PermanentASCA; AACRAO and CLERYMaxient, Titanium
ocument TypeDescriptionRepositoryMinimum Retention Period (Paper and/or Electronic)Related AuthoritySystem of RecordBDMS (imaging) Doc Type
High SchoolHigh School transcripts from other institutions – evaluations of coursework for admission criteria, gpa requirements, etc…Office of Admission5 years After Graduation or Last Date of AttendanceSchedule 8 section 9-13SLATE & BDMS
Post-Secondary InstitutionsPost-secondary transcripts from other institutions – evaluations of coursework and credit in transferGraduate School, CVMBS/DVM Program or Registrar’s Office5 years After Graduation or Last Date of AttendanceSchedule 8 section 9-13SLATE & BDMS
International Post-Secondary InstitutionsPost-secondary transcripts from International institutions – evaluations of coursework and credit conversion factors in transferGraduate School, CVMBS/DVM Program or Registrar’s Office5 years After Graduation or Last Date of AttendanceSchedule 8 section 9-13SLATE & BDMS
Tentative EvaluationsPre-evaluations done for prospective students looking to attend a specific major at CSU – International, Athletics, Continuing Education Transfer Center etc…Registrar’s Office1 year After Tenntative Evaluation if Student Does Not Enroll
Transfer RE-evaluationsIdentifies courses in transfer that were RE-evaluated by academic departmentRegistrar’s Office3 years After Graduation or Last Date of Attendance
Transfer PRE-evaluationsIdentifies courses in transfer that were PRE-evaluated by academic deparmentRegistrar’s Office3 years After Graduation or Last Date of Attendance

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