Title Description Retention Disposition Function
Academic Action Notifications Communications notifying students of dismissal, academic probation, etc. Active + 1 year Destroy Education
Academic Records (includes grades, course evaluations, competency assessments, etc.) Record of academic work pursued. Indefinite Eperm Education
Academic Review and Promotions Committee Materials Contains copies of Academic Review and Promotions Committee Materials from ARP meetings including agendas and student information Active + 6 years Shred Education
Academic Review and Promotions Committee Records Contains information related to ARP actions for individual students Active + 6 years Shred Education
Acceptance Letters and Relevant Admissions Correspondence for Applicants Who Do Matriculate Student-specific correspondence relating to admission and enrollment at the institution. Active + 1 year Shred Education
Acceptance Letters for Applicants Who Do Not Matriculate Letters notifying students of acceptance or non-acceptance to the institution. 1 year Shred Education
Admission Correspondence for Applicants Who Do Matriculate Form letters regarding admission and/or enrollment at the institution. Active + 1 year Shred Education
Advanced Placement Records for Applicants Who Do Matriculate Forms and records supporting consideration for transfer in course(s) where no credit is granted. Scores valid for 5 years. Active + 1 year Shred Education
Advanced Placement Records for Applicants Who Do Not Matriculate Forms and records supporting consideration for transfer in course(s). 1 year Shred Education
Alumni Licensure and Verification Requests Contains requests for verification of credentials from hospitals and various physician credentialing agencies 2 years Shred Education
Annual Interim Fiscal Operations Reports Reports to federal government on expenditures for federal student financial aid programs. Active + 6 years Shred Education
Applications for Admission or Readmission (Reentry) for Applicants Who Do Matriculate Forms requesting admission or readmission to the institution. Active + 3 year Shred Education
Applications for Admission or Readmission (Reentry) for Applicants Who Do Not Matriculate Forms requesting admission or readmission to the institution. 1 year Shred Education
Applications for Graduation Title self descriptive. Active + 1 year Shred Education
Audit Authorizations Approval forms to audit a class. Retain 1 year after audit. Shred Education
Award Letters Summarizes students' Finance/Accounting aid each year and confirms acceptance or rejection. Active + 6 years Shred Education
Catalogs Official bulletins of the institution. Indefinite Historic Archives Education
Change of Course Schedule (Add / Drop) Title self descriptive. Active + 1 year Destroy Education
Change of Grade Forms (Update Documents) Title self descriptive. Indefinite Eperm Education
Check Registers for Federal Loans Record of checks sent to students for National Direct Student Loans and Health Education Assistance Loans. Active + 6 years Shred Education
Class Schedules (Students) Lists of classes student took a given term. Active + 1 year Destroy Education
Cohort Default Rates Federal loan default rates as reported by the Department of Education Indefinite Eperm Education
College/Department Office Student Files Files maintained in individual college and department offices on students enrolled in that college or department. Includes transcripts, letters of recommendation, etc. Includes students who have graduated, actively enrolled students, and students who are no longer actively enrolled. Active + 1 year Shred Education
Commencement Programs Title self descriptive. Indefinite Historic Archives Education
Complaint Files Record of student grievances based on equal opportunity and affirmative action regulations. Files arranged alphabetically. Active + 6 years Destroy Education
Continuing Education Student Records Files include two types of records: students enrolled in special interest courses, and students enrolled in professional certification programs. Active + 6 years Shred Education
Correspondence for Applicants Who Do Not Matriculate Title self descriptive. 1 year Shred Education
Correspondence, Relevant Student-specific correspondence (other than admissions). Active + 1 year Shred Education
Credit/No Credit Approvals Title self descriptive. Active + 1 year Shred Education
Curriculum Development Files Files documenting approval of new programs and degrees. Indefinite Historic Archives Education
Dean's Letters/Medical Student Performance Evaluations (MSPE) Title self descriptive. Indefinite Eperm Education
Degree Statistics Title self descriptive. Indefinite Eperm Education
Diplomas Copies of medical school diplomas for alumni Indefinite Eperm Education
Draft Registration Compliance Record Testimony to draft registration by student in order to receive Finance/Accounting aid. Active + 6 years Shred Education
Enrollment Statistics Title self descriptive. Indefinite Eperm Education
Entrance Examination & Placement Test Reports (ACT, SAT, MCAT scores) for Applicants Who Do Matriculate Standardized test scores related to admission to the institution and placement test scores. Active + 1 year Shred Education
Entrance Examination & Placement Test Reports (ACT, SAT, MCAT Scores) for Applicants Who Do Not Matriculate Standardized test scores related to admission to the institution and placement test scores. 1 year Shred Education
Faculty Grade Report (Grade or narrative) Copy of grade reports as submitted to registrar by faculty. Indefinite Eperm Education
Federal Stafford Loan Applications Copy of loan application. Active + 6 years Shred Education
Grade Comment Forms Contains back-up data for clerkship and elective evaluations including attending and resident comment forms Active + 1 year Shred Education
Grade Reports (Registrar's Copies) Copy of grade report as sent to student. Grade or narrative. Indefinite Eperm Education
Grade Statistics Title self descriptive. Indefinite Eperm Education
Graduation Authorizations Documents certifying completion of degree requirements. Active + 1 year Shred Education
Graduation Lists Title self descriptive. Indefinite Historic Archives Education
Health Profession/Primary Care Loan Student Files Contains all documents relating to granting of loans, including correspondence, promissory note, confidential form, etc. Active + 6 years Shred Education
Immunization Records Contains all information related to immunizations administered by the COM and other physicians Active + 3 years Shred Education
IPEDS Reports (Integrated Postsecondary Education Data System) Title self descriptive. Indefinite Eperm Education
LCME 1B Reports Finance/Accounting Aid statistics by award year reported to the Association of American Medical Colleges Indefinite Eperm Education
Leave of Absence Authorizations Title self descriptive. Active + 3 years Shred Education
Letters of Recommendation for Applicants Who Do Matriculate Letters of reference supporting application to the institution. Active + 1 year Shred Education
Letters of Recommendation for Applicants Who Do Not Matriculate Letters of reference supporting application to the institution. 1 year Shred Education
Licenses and Permits Any license or permit Active + 3 years Destroy Education
Loan for Disadvantaged Students (LDS) Files Contains all documents relating to granting of loans, including correspondence, confidential information sheet, promissory note, etc. Active + 6 years Shred Education
Medical Records for Applicants Who Do Matriculate Medical records related to application to the institution. Active + 1 year Shred Education
Medical Records for Applicants who Do Not Matriculate Medical records related to application to the institution. 1 year Shred Education
Military Scholarship Rosters (Army, Navy, Air Force, National Guard) Lists of students receiving scholarships from the military Active + 1 year Shred Education
National Guard Scholarship Rosters Lists of students receiving scholarships from the Ohio National Guard. Active Shred Education
National Merit Scholarship Files Includes Correspondence and applications by finalists. Active + 6 years Shred Education
NEOUCOM Student Handbooks Contains all COM policies and procedures for a given academic year Indefinite Historic Archives Education
Non-Recipient Finance/Accounting Aid Files Copy of FAF for students who did not receive aid or enter the university or college. 1 year Shred Education
OBOR Reports (Ohio Board of Regents) Title self descriptive. Indefinite Eperm Education
Official Class Roster Lists of students enrolled for individual classes. Active Shred Education
Ohio Academic Scholarship Rosters Lists of students receiving scholarships for current academic year. Active + 6 years Shred Education
Ohio Bureau of Vocational Rehabilitation Files Record of awards by state agency for handicapped students. Active + 6 years Shred Education
Ohio Residency Applications Contains information related to students requests for in-state residency status Active + 3 years Shred Education
Placement Files Files maintained on alumni for purposes of career placement. Includes credentials, letters of recommendations, etc. Students pay to have credentials maintained. Active + 1 year Shred Education
Program Requirement Modification Change of major forms; degree requirement waiver or substitution authorization. Active + 1 year Shred Education
Racial/Ethnic Statistics Title self descriptive. Indefinite Eperm Education
Recruitment Materials General Videos, publications, posters, advertisements, etc. used to recruit students to attend the institution. 5 years Historic Archives Education
Registration/Enrollment Forms Title self descriptive. Active + 3 years Shred Education
Requests and Disclosures of Personally Identifiable Information Title self descriptive. Active + 3 years Shred Education
Requests for Formal Hearings Relates to privacy documentation. Active + 3 years Shred Education
Schedule of Classes (Institutional) Schedule of classes offered each term by the institution. Indefinite Eperm Education
Scholarship for Disadvantaged Student Files Contains all information related to granting of scholarships, including correspondence Active + 6 years Shred Education
Service Center Chargeback Documentation Reports and other records held by Service Centers detailing charges for services performed. Includes monthly billing reports, calculations for usage, copies of vouchers, bills, etc. 4 years Destroy Education
Sponsored Student Account Files Record of students sponsored by corporations and special scholarships, including authorizations, transactions, account numbers, etc. Active + 6 years Shred Education
Statement of Educational Progress Confirms individual student's progress toward degree to maintain federal Finance/Accounting aid. Active + 6 years Shred Education
Student Finance/Accounting Aid Files Files on recipients, including award notices, FAF's, and FAF need analysis reports. Active + 6 years Shred Education
Student Health Insurance Records Contains all information related to a student's enrollment in the COM student health, dental, vision, life and disability insurance plan Active + 1 year Shred Education
Student Loan Disbursement Rosters Title self descriptive. 6 years Shred Education
Student Requests for Nondisclosure of Directory Information Title self descriptive. Active + 3 years Shred Education
Student Statements on Content of Records Regarding Hearing Panel Decisions Title self descriptive. Active + 3 years Shred Education
Student Waivers for Rights of Access To See Letters of Recommendation for Admission for Applicants Who Do Matriculate Title self descriptive. Active + 3 years Shred Education
Student's Written Consent for Records Disclosure Title self descriptive. Active + 3 years Shred Education
Tax Files Copies of parents' 1040 tax form used to prove student's dependency. Active + 6 years Shred Education
Transcript Requests -- Enrolled Students Title self descriptive. Active + 3 years Shred Education
Transcript Requests -- Other Than Student Requested Title self descriptive. Active + 3 years Shred Education
Transcript/Deans Letter/MSPE Requests - Alumni Title self descriptive. 3 years Shred Education
Transcripts - High School for Applicants Who Do Matriculate Applicants high school transcripts. (Some documents from institutions in other countries may be originals and therefore difficult or impossible for the applicantto replace. The records custodian may want to return these documents to the applicant.) Active + 3 year Shred Education
Transcripts - High School for Applicants Who Do Not Matriculate Applicant's high school transcripts. (Some documents from institutions in other countries may be originals and therefore difficult or impossible for the applicant to replace. The records custodian may want to return these documents to the applicant.) 1 year Destroy Education
Transcripts - Other Colleges for Applicants Who Do Matriculate Records of courses taken at other post-secondary institutions and documents supporting prior learning, including credit for military training. (Some documents from institutions in other countries may be originals and therefore difficult or impossible for the applicant to replace. The records custodian may want to return these documents to the applicant.) Active + 3 year Shred Education
Transcripts - Other Colleges for Applicants Who Do Not Matriculate Records of courses taken at other post-secondary institutions and documents supporting prior learning. (Some documents from institutions in other countries may be originals and therefore difficult or impossible for the applicant to replace. The records custodian may want to return these documents to the applicant.) 1 year Shred Education
Transfer Credit Evaluations Title self descriptive. Active + 1 year Shred Education
Tuition and Fee Schedule Listing of fee charges for each term by an institution. Indefinite Historic Archives Education
Veterans Administration Records and Correspondence Title self descriptive. Active + 3 years Shred Education
Viewbooks A recruitment document. 5 years Historic Archives Education
Withdrawal Authorizations Title self descriptive. Retain 1 year after audit or 3 years after end of term (whichever is first) Shred Education
Work-Study Student Files Contains application, PERS exemption form, and evaluations of students employed under Work-Study Program. Active + 6 years Shred Education
Written Decisions of Hearing Panels Relates to privacy documentation. Active + 3 years Shred Education
Yearbooks Title self descriptive. Indefinite Historic Archives Education

- Northeastern Ohio Universities College of Medicine -
Records Retention (2004)