Academic Records Retention and Disposal Policy

  • MAINTAINED PERMANENTLY BY THE REGISTRAR indicates the item is scanned into the student's file or data is stored in Banner. It is prohibited to store/scan additional versions of this data as it increases the liability of protecting FERPA data.
  • FIVE YEARS means from date of graduation or last date of eligibility for undergraduate and graduate students within their degree program time limits.
  • If a document is to be kept for 1 year or less, do not scan the document in the interim. Keep and then shred after 1 year.

ITEMS TO BE RETAINED

LENGTH/BY WHOM

Academic Records - Copy of student's courses, credits, grades, scores on proficiency/placement examinations, education and enrollment verifications, transcript requests, copies of I-20's and other pertinent data representing their academic history at Grand Valley.

Permanently by Registrar.

Admission Applicants - Who do not enroll whether they are accepted or rejected.

Permanently by Registrar. Note - some departments keep additional required information on students.  This should only be maintained for one year after application term by department.

Admissions Applicants - Who enroll.

Permanently by Registrar. Note - some departments keep additional required information on students.  This should only be maintained for 5 years from date of graduation or last date of eligibility for undergraduate and graduate students within their degree program time limits.

Advising Plans - Notes from faculty after advisement sessions with students.

5 years from date of graduation or last date of eligibility for undergraduate and graduate students within their degree program time limits.

Appeal for Change of Grade - Student requested through their department a review and consideration of a different final grade.

1 year by department.

Appeals to Registrar - Examples of appeals may include time limits for graduation, residency, tuition refund, retroactive withdrawals, tuition appeals, etc.

Permanently by Registrar.

Applications for Graduation - Form a student completes and submits to the Registrar's Office informing them of their intent to graduate at the end of the specified semester.

Permanently by Registrar.

Blackboard Accounts - Instructor virtual grade book.

1 year; then Blackboard courses are archived.

Catalog Information - Data submitted to be included in catalog from academic departments.

Permanently by Registrar.

Class Lists - Roster of students enrolled in class at time of printing list.

Permanently by Registrar - no need to keep pre-banner copies.

Correspondence - To and from faculty member regarding student issues.

5 years from date of graduation or last date of eligibility for undergraduate and graduate students within their degree program time limits.

Course Syllabi - Instructor outline of the course requirements. May include information about tests, projects, reading assignments, as well as required textbooks.

5 years from date last offered by department unless accreditation board requires a different retention period.

Courses Offered per Semester - Schedule of classes.

Permanently by Registrar.

Declaration of Majors - Form student's complete to declare/change a major

Permanently by Registrar.

Department Files for Secondary Admits - Additional information departments may keep on these types of programs.

5 years from date of graduation or last date of attendance by department.

Disciplinary Actions - Information received on students.

5 years from date of graduation or last date of eligibility for undergraduate and graduate students within their degree program time limits.

Examinations, Tests, Quizzes - Examinations, tests, quizzes, and term papers used to demonstrate student's knowledge of materials learned in a particular course.

1 year by department

Examinations for Credit or Placement - Scores from tests and your institution equivalencies for AP, CLEP and other types of standardized tests.

Permanently by Registrar.

Exceptions to Repeat Policies - Students who complete a form to request an exception to the existing repeat course policy.

Permanently by Registrar.

Faculty Course Evaluations - Forms completed by students evaluating various aspects of the teaching of courses.

7 years by department.

Grade Changes - Forms faculty submitted to change a grade for a student in their particular course and semester.

Permanently by Registrar.

Grades Received by Students - List of the mid-term and final grades submitted by the faculty for student's in their class for the semester.

Permanently by Registrar.

Graduation Audits - Evaluation by Registrar's Office staff to determine if a student met all the requirements to be awarded their degree.

Permanently by Registrar.

Health Related Programs Health Forms - Copies of physical examinations, immunizations and other documents.

Maintained by department, determined by program or accreditation.

Master's or Doctoral Students - Thesis or final project report, or (in health related programs) protocol.

Permanently bound or digital format, archived by library.

Permit Overrides for Classes - Approvals for students to register for classes that have certain restrictions.

Permanently by Registrar.

Registration and Drop/Add - Forms students may complete when registering for classes or making changes to their schedule.

Permanently by Registrar.

Schedule of Classes Forms - used by department for submission to record's office during the schedule development cycle.

1 year by department (scheduling process forms).

Transfer Credit - Grand Valley approved transfer credit equivalencies and copies of transcripts from other colleges and universities.

Permanently by Registrar.

Waiver/Substitutions - Department approval of courses requested for degree requirements.

Permanently by Registrar.

The information on this page is based on the recommended time period outlined  in the retention of records manual by the American Association of Collegiate Registrar's and Admissions Officers, (AACRAO), 2000.

 

GVSU Records Retention Policy, 2008. Revised 2017.



Page last modified July 18, 2017