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
| 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 |
| Document Type | Description | Repository | Minimum Retention Period (Paper and/or Electronic) | Related Authority | System of Record | BDMS (imaging) Doc Type |
|---|---|---|---|---|---|---|
| Applications & All Application Materials – Domestic and International Student Applications | Admission application and supplemental documentation for undergraduate, graduate, international, professional programs, non-degree or special admittance | Office of Admissions, Graduate School or CVMBS – DVM program | 5 years After Graduation or Last Date of Attendance | Schedule 8 section 9-13 | SLATE/Banner | |
| Admission Letters | Notices of Admission, Denial or Waitlist notification | Office of Admissions, Graduate School or CVMBS – DVM program | 5 years After Graduation or Last Date of Attendance | Schedule 8 section 9-13 | SLATE, Department Server | |
| Applications for admission or re-admission | Admission application and supplemental documentation for prior/returning CSU students such as undergraduate, graduate, international, professional programs, non-degree or special admittance | Office of Admissions, Graduate School or CVMBS – DVM program | 5 years After Graduation or Last Date of Attendance | Schedule 8 section 9-13 | SLATE, Department Server | |
| Correspondence (relevant) | Office of Admissions, Graduate School or CVMBS – DVM program | 5 years After Graduation or Last Date of Attendance | Schedule 8 section 9-13 | SLATE, Department Server | ||
| Entrance examination reports/test scores | Standardized test scores, such as ACT, SAT, LSAT, MCAT, GRE, TOEFL, etc… used for admission decisions | Office of Admissions, Graduate School or CVMBS – DVM program | 5 years After Graduation or Last Date of Attendance | Schedule 8 section 9-13 | SLATE, Department Server, Banner | |
| Letters of Recommendation (admissions) | Related only to application for admission to program | Office of Admissions, Graduate School or CVMBS – DVM program | 5 years After Graduation or Last Date of Attendance | Schedule 8 section 9-13 | SLATE, Department Server, Banner | |
| Residency/Domicile Answers for initial classification | Office of Admission, Graduate School, CVMBS-DVM Program and Student Financial Services | 5 years After Graduation or Last Date of Attendance | Schedule 8 section 9-13 | SLATE, Department Server, Banner | ||
| Waivers of rights of access (admissions) | Waiving right of access to admission letters of recommendation | Office of Admissions, Graduate School or CVMBS – DVM program | 5 years After Graduation or Last Date of Attendance | Schedule 8 section 9-13 | SLATE, Department Server, Banner |
| Document Type | Description | Repository | Minimum Retention Period (Paper and/or Electronic) | Related Authority | System of Record | BDMS (imaging) Doc Type |
|---|---|---|---|---|---|---|
| Applications & All Application Materials – Domestic and International Student Applications | Includes 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 program | 1 year After Application Term | AACRAO | SLATE, Department Server |
| 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 |
| Document Type | Description | Repository | Minimum Retention Period (Paper and/or Electronic) | Related Authority | System of Record | BDMS (imaging) Doc Type |
|---|---|---|---|---|---|---|
| Academic Advisement Records | Includes notes about a student, possible courses the student would take and correspondence with a student | Various Office(s) | 5 years After Graduation or Last Date of Attendance | |||
| Correspondence (student) | Related to academic records and inquiries – not part of student Academic Record | Various Office(s) | 1 year After Correspondence Term |
| Document Type | Description | Repository | Minimum Retention Period (Paper and/or Electronic) | Related Authority | BDMS (imaging) Doc Type |
|---|---|---|---|---|---|
| Course Syllabi | An 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 content | Academic department | 5 years After Course Completion | ||
| Exams (final)/Graded Coursework | Academic department | 1 year After Course Completion if Work Not Returned to Student | |||
| Faculty/Instructor Evaluations (by students) | Academic department | 1 semester or Until Academic Need is Satisfied | |||
| Grade appeal/ complaint | Student final grade disputes | Academic department | Faculty 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 semester | Academic department | 5 years After Course Completion | AACRAO; Schedule 8 section 9-3 | |
| Grade Reports (midterm reporting) | Record of midterm grades submitted by Faculty | Academic department | Through the End of Term | AACRAO | |
| Grade changes, discrepancies, recovery forms | Record of authorization to change grade | Registrar’s Office | Permanent | AACRAO | Grade Changes, Discrepancy & Recovery |
| Grade Rolls (i.e. Grade submission sheets/data) | Original record of grades submitted at end of term | Registrar’s Office | Permanent | AACRAO | |
| Incomplete Grade Contracts | Requirements for course completion and Course Syllabus for student completion and verifiable need to allow a grade of ‘Incomplete – I’ | Academic department | 3 years After Graduation or Last Date of Attendance or Course Completion – whichever is shorter | Faculty Council | |
| Scholarships Administered by Colleges/ Departments | Administrative and student information regarding local scholarship programs including applications, awards, recipients, etc… (not fiscal data) | Academic department | |||
| Senior Citizen Visitation Forms | Record of request to audit specific course | Registrar’s Office | 5 years | Associate Registrar |
| Document Type | Description | Repository | Minimum Retention Period (Paper and/or Electronic) | Related Authority | System of Record | BDMS (imaging) Doc Type |
|---|---|---|---|---|---|---|
| CSU Challenge Exams | Academic Teaching Department and Registrar’s Office | 3 years After Graduation or Last Date of Attendance | AACRAO | Banner | ||
| Credit by examination | Reports/scores on Advanced Placement, International Baccalaureate, CLEP, etc…. | Office of Admission, Graduate School and/or Registrar’s Office | 5 years After Graduation or Last Date of Attendance | Associate Registrar | DARS/Banner | |
| Placement Examination/Scores and Changes/Updates | Placement Results for examinations (i.e. Foreign Language, etc…) | Academic department | 3 years After Graduation or Last Date of Attendance | AACRAO |
| Document Type | Description | Repository | Minimum Retention Period (Paper and/or Electronic) | Related Authority | System of Record | BDMS (imaging) Doc Type |
|---|---|---|---|---|---|---|
| Diploma Sent List | List of diploma recipients for a given term (shows degree conferred, date mailed to student & address mailed to) | Registrar’s Office | ||||
| Returned | Registrar’s Office | |||||
| Apostilles (requests) | Student requests for a certified/ notarized/ authenticated copy of the CSU diploma. | Registrar’s Office | ||||
| Graduation Address Lists | Lists of mailing address for graduates in a specific graduating class showing to which address the Diploma was mailed. | Registrar’s Office | Graduation Lists | |||
| Returned Diplomas | Diplomas returned to University by postal service as ‘undeliverable’ | Registrar’s Office | 5 years | AACRAO |
| Document Type | Description | Repository | Minimum Retention Period (Paper and/or Electronic) | Related Authority | System of Record | BDMS (imaging) Doc Type |
|---|---|---|---|---|---|---|
| Requests for formal hearings | Student-initiated request for formal hearing regarding amendment of education record | Registrar’s Office | Permanent | AACRAO | ||
| Requests for and disclosures of personally identifiable information | Necessary for compliance with record-keeping requirements in FERPA | Registrar’s Office | Permanent | AACRAO | FERPA – Parent Affidavit | |
| Requests for nondisclosure of directory information | Student request to opt-out of directory information disclosure | Registrar’s Office | Permanent or Until Terminated by Student | AACRAO | FERPA – Confidentiality Requests | |
| Statements on content of records regarding hearing panel discussions | If student request for amendment of record not granted, then student statement is included in record | Registrar’s Office | Permanent | AACRAO | ||
| Written consent for records disclosure | Student signed (electronic or paper) authorization for disclosure of education record | Academic Departments, Registrar’s Office, etc… | Permanent or Until Terminated by Student | AACRAO | ||
| Waivers for rights of access | Registrar’s Office | Until Terminated by Student | AACRAO | |||
| Written decisions of hearing panels | Decisions resulting from formal hearings regarding amendments of education records | Registrar’s Office | Permanent | AACRAO |
| Document Type | Description | Repository | Minimum Retention Period (Paper and/or Electronic) | Related Authority | BDMS (imaging) Doc Type |
|---|---|---|---|---|---|
| Application for degree or other credential | Degree application, record of degree name, etc. | Graduate School, CVMBS/DVM Program or Registrar’s Office | 3 years After Graduation | AACRAO; Schedule 8 section 9-2 | |
| Commencement Programs | Published record of graduates for public distribution (at least 1-2 copies must be retained) | Provost Office & Registrar’s Office | Permanent | ||
| 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 Office | 3 years After Graduation or Academic Need is Satisfied | Graduation 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 Office | 5 years After Graduation or Academic Need is Satisfied | Schedule 8 section 9-4 | Graduation Contract & Supplement; & Degree Requirement Supp |
| Degree statistics | Record of degrees granted by institution per graduation term and/or annually. | Institutional Research | Permanent | N/A | |
| Graduation Lists | Lists of graduates for graduating class. | Registrar’s Office | Permanent | Board of Governor’s Lists | |
| Honors Lists | Lists 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 Office | 3 years After Graduation | N/A | |
| Thesis/ Dissertation Files | May include the official printed or electronic copy of the dissertation/ thesis. Requirements for electronic version of the signature page will be at the institution’s discretion. | CSU Morgan Library | Permanent | Schedule 8 section 10-4 |
| Document Type | Description | Repository | Minimum Retention Period (Paper and/or Electronic) | Related Authority | System of Record | BDMS (imaging) Doc Type |
|---|---|---|---|---|---|---|
| Application for Identification Card | RAMcard – application for identification (I.D.) cards for students; for non-matriculated individuals participating in activities sponsored by the institution, etc… | RAMcard | 6 years After application | Schedule 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 Card | Documentation/Receipt of payment for ID card | RAMcard | 3 years After Application | Schedule 8 section 9-7 | ||
| Student Cumulative and/or Co-Curricular Activity Files | Files which document a student’s activities, other than academic, while enrolled at the institution | SLiCE | 3 years After Graduation or Last Date of Attendance | Schedule 8 section 9-14 | ||
| Tutoring Request Forms | CVMBS; Student Athlete Support Services; etc… | 3 years After Graduation or Last Date of Attendance |
| Document Type | Description | Repository | Minimum Retention Period (Paper and/or Electronic) | Related Authority | System of Record | BDMS (imaging) Doc Type |
|---|---|---|---|---|---|---|
| Athletic Eligibility reports | Report showing student-athlete Academic Progress & Progress towards Degree Completion. | Athletic Compliance and Registrar’s Office | Until Academic Need is Satisfied or Pursuant to NCAA rules | AACRAO & NCAA Division I | ||
| Athletic Reports | Initial continuing eligibility information, academic information, documentation of participation, tutor evaluation and assessment. | Student Athlete Support Services, Athletic Compliance and Registrar’s Office | 6 years Pursuant to NCAA rules | AACRAO & NCAA Division I | ||
| Athletic Participation/ EADA documents | Athletic Compliance | 3 years From Date of Required Disclosure | AACRAO |
| Document Type | Description | Repository | Minimum Retention Period (Paper and/or Electronic) | Related Authority | System of Record | BDMS (imaging) Doc Type |
|---|---|---|---|---|---|---|
| Class lists | Record of class rosters for each term | Registrar’s Office | Until Academic Need is Satisfied | AACRAO | ||
| Class schedule (students) | Student schedule for each term | Registrar’s Office | Schedule 8 section 9-11 | |||
| Course repeat form/approval – Repeat/Delete forms | Registrar’s Office | Until Academic Need is Satisfied | AACRAO | |||
| Credit/no credit, audit, pass/fail approvals | Authorizations for various enrollment options | Registrar’s Office | Until Academic Need is Satisfied | AACRAO | Audit or Pass Fail Option | |
| Enrollment Changes | Record of student add/drop/withdraw from class or departmental drop | Registrar’s Office | Until Academic Need is Satisfied | AACRAO | ||
| Enrollment/Registration Statistics | Per term report of enrolled students, e.g. by class, by course, totals, headcount and FTE | Institutional Research | Permanent | CDHE/ SURDS | ||
| Grade distribution and other grade statistics | Report of grades given including summary grade point statistics by class | Registrar’s Office | Until Academic Need is Satisfied | AACRAO | ||
| Hold or encumbrance authorizations | Registration and transcript hold | Business & Financial Services | Until Academic Need is Satisfied | AACRAO | ||
| Registration/ Enrollment records | Initial registration forms, current enrollment records | Registrar’s Office | Schedule 8 section 9-11 | |||
| Restriction/ Registration Overrides | Identifies specific courses/sections for which limited permission is given for enrollment (which the student is otherwise prevented from adding) | Registrar’s Office | 5 years | Assistant Registrar | ||
| Schedules of classes | Per term listing of all courses offered including time/day and seat limits | Registrar’s Office | Permanent | Associate Registrar | ||
| Withdrawal, cancellation or enrollment records | Record of request to withdraw from all classes | Registrar’s Office | 5 years | Assistant Registrar |
| Document Type | Description | Repository | Minimum Retention Period (Paper and/or Electronic) | Related Authority | System of Record | BDMS (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 Cycle | U.S. Department of Education | Varies by Office | N/A |
| Document Type | Description | Repository | Minimum Retention Period (Paper and/ or Electronic) | Related Authority | System of Record | BDMS (imaging) Doc Type |
|---|---|---|---|---|---|---|
| Conduct: Academic Integrity Code Violations (with sanctions) | Notice of violation of academic integrity policies including sanctions, if any | Conflict Resolution and Student Conduct Services | 7 years from last incident | ASCA (Association of Student Conduct Administration) | Maxient | Academic Misconduct (AM) |
| Conduct: Academic Warning | Notice of academic action related to academic non-performance/ deficiency | Conflict Resolution and Student Conduct Services & Student Case Management | 3 years After Graduation or Last Date of Attendance | Maxient, Titanium | ||
| Conduct: Dismissal | Notice of academic action related to academic non-performance/ deficiency | Conflict Resolution and Student Conduct Services & Student Case Management | Permanent | Maxient, Titanium | ||
| Conduct: Suspension | Notice of academic action related to academic non-performance/ deficiency | Conflict Resolution and Student Conduct Services & Student Case Management | 3 years After Graduation or Last Date of Attendance | Maxient, 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 Nature | Until Academic Need is Satisfied | ||||
| Student Conduct Records | Discipline records other than academic misconduct that are FERPA protected and suspension/ expulsion decisions that are coded on the students official transcript | Conflict Resolution and Student Conduct Services & Student Case Management | 7 years from last incident except suspension/ expulsion which are Permanent | ASCA; AACRAO and CLERY | Maxient, Titanium |
| Document Type | Description | Repository | Minimum Retention Period (Paper and/or Electronic) | Related Authority | System of Record | BDMS (imaging) Doc Type |
|---|---|---|---|---|---|---|
| High School | High School transcripts from other institutions – evaluations of coursework for admission criteria, gpa requirements, etc… | Office of Admission | 5 years After Graduation or Last Date of Attendance | Schedule 8 section 9-13 | SLATE & BDMS | |
| Post-Secondary Institutions | Post-secondary transcripts from other institutions – evaluations of coursework and credit in transfer | Graduate School, CVMBS/DVM Program or Registrar’s Office | 5 years After Graduation or Last Date of Attendance | Schedule 8 section 9-13 | SLATE & BDMS | |
| International Post-Secondary Institutions | Post-secondary transcripts from International institutions – evaluations of coursework and credit conversion factors in transfer | Graduate School, CVMBS/DVM Program or Registrar’s Office | 5 years After Graduation or Last Date of Attendance | Schedule 8 section 9-13 | SLATE & BDMS | |
| Tentative Evaluations | Pre-evaluations done for prospective students looking to attend a specific major at CSU – International, Athletics, Continuing Education Transfer Center etc… | Registrar’s Office | 1 year After Tentative Evaluation if Student Does Not Enroll | |||
| Transfer RE-evaluations | Identifies courses in transfer that were RE-evaluated by academic department | Registrar’s Office | 3 years After Graduation or Last Date of Attendance | |||
| Transfer PRE-evaluations | Identifies courses in transfer that were PRE-evaluated by academic department | Registrar’s Office | 3 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