EDUCATIONAL
ID Title Description Retention Disposition Function
92 Academic Action Notifications Communications notifying students of dismissal, academic probation, etc. Active +1 year Destroy Educational
93 Academic Records (includes grades, course evaluations, competency assessments, etc.) Record of academic work pursued. Active +6 years Review for permanent retention. Educational
94 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 Destroy Educational
95 Acceptance Letters for Applicants Who Do Not Matriculate Letters notifying students of acceptance or non-acceptance to the institution. 1 year Destroy Educational
96 Admission Correspondence for Applicants Who Do Matriculate Form letters regarding admission and/or enrollment at the institution. Active +1 year Destroy Educational
97 Advanced Placement Records for Applicants Who Do Matriculate Forms and records supporting consideration for advanced placement in course(s) where no credit is granted. Active +1 year. Scores valid for 5 years. Destroy Educational
98 Advanced Placement Records for Applicants Who Do Not Matriculate Forms and records supporting consideration for advanced placement in course(s). 1 year Destroy Educational
99 Annual Interim Fiscal Operations Reports Reports to federal government on expenditures for federal student loan programs. Active +6 years Archives. Review for historical value. Educational
100 Applications for Admission or Readmission (Reentry) for Applicants Who Do Matriculate Forms requesting admission or readmission to the institution. Active +1 Year Destroy Educational
101 Applications for Admission or Readmission (Reentry) for Applicants Who Do Not Matriculate Forms requesting admission or readmission to the institution. 1 Year Destroy Educational
5 Applications for Graduation Active + 1 year Destroy Educational
102 Audit Authorizations Approval forms to audit a class. Retain 1 year after audit. Destroy Educational
103 Award Letters Summarizes students' financial aid each year and confirms acceptance or rejection. Active +6 Years Destroy Educational
104 Basic Education Opportunity Grant (Pell) Files Includes eligibility, statement of educational purpose, correspondence, etc. Active +6 Years Destroy Educational
105 Catalogs Official bulletins of the institution. Indefinite Archives Educational
106 Change of Course Schedule (Add / Drop) Active +1 Year Destroy Educational
107 Change of Grade Forms (Update Documents) Active +6 Years Permanent Educational
108 Check Registers for Federal Loans Record of checks sent to students for National Direct Student Loans and Health Education Assistance Loans. Active +6 Years Destroy Educational
109 Class Schedules (Students) Lists of classes student took a given term. Active +1 Year Destroy Educational
110 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 Destroy Educational
111 Commencement Programs Indefinite Archives Educational
112 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 Destroy Educational
113 Correspondence for Applicants Who Do Not Matriculate 1 year Destroy Educational
114 Correspondence, Relevant Student-specific correspondence (other than admissions). Active +1 year Destroy Educational
115 Credit by Examination Form Active +6 years Permanent Educational
116 Credit/No Credit Approvals Active +1 year Destroy Educational
117 Curriculum Development Files Files documenting approval of new programs and degrees. Indefinite Archives. Review for continuing administrative or historical value. Educational
118 Degree Statistics Indefinite Archives Educational
119 Draft Registration Compliance Record Testimony to draft registration by student in order to receive financial aid. Active +6 years Destroy Educational
6 Enrollment Statistics Indefinite Archives Educational
120 Entrance Examination & Placement Test Reports (ACT, CEEB Test Scores) for Applicants Who Do Matriculate Standardized test scores related to admission to the institution and placement test scores. Active +1 year Destroy Educational
121 Entrance Examination & Placement Test Reports (ACT, CEEB Test Scores) for Applicants Who Do Not Matriculate Standardized test scores related to admission to the institution and placement test scores. 1 year Destroy Educational
122 Faculty Grade Report (Grade or narrative) Copy of grade reports as submitted to registrar by faculty. Active +6 years Permanent Educational
123 Foreign Student Forms (I-20, etc.) for Applicants Who Do Matriculate Note: Since many items included in foreign students' records are to be retained for at least five years, it is recommended that Immigration and Naturalization Service documentation also be retained five years. 5 years. Destroy Educational
124 Grade Reports (Registrar's Copies) Copy of grade report as sent to student. Grade or narrative. Active +1 year Destroy Educational
125 Grade Statistics Indefinite Archives Educational
126 Graduate Scholarship / Assistantship Awards Records sent by colleges to Financial Aid indicating awards to graduate students. Active + 6 Years Destroy Educational
127 Graduation Authorizations Documents certifying completion of degree requirements. Active + 1 Year Destroy Educational
33 Graduation Lists Indefinite Archives Educational
128 Grants-In-Aid Records Authorizations from Athletic Department including copies of quarterly billings and payments. Active + 6 Years Destroy Educational
129 Guaranteed Student Loan Applications Copy of student loan application which is forwarded back to potential lending institution. Active + 6 Years Destroy Educational
130 Health Profession Loan Student Files Contains all documents relating to granting of loans, including correspondence, promissory note, confidential form, etc. Active + 6 Years Destroy Educational
131 IPEDS Reports (Integrated Postsecondary Education Data System) Indefinite Archives Educational
132 Letters of Recommendation for Applicants Who Do Matriculate Letters of reference supporting application to the institution. Active + 1 Year Destroy Educational
133 Letters of Recommendation for Applicants Who Do Not Matriculate Letters of reference supporting application to the institution. 1 Year Destroy Educational
134 Medical Records for Applicants Who Do Matriculate Medical records related to application to the institution. Active + 1 Year Destroy Educational
135 Medical Records for Applicants who Do Not Matriculate Medical records related to application to the institution. 1 Year Destroy Educational
136 National Guard Scholarship Rosters Lists of students receiving scholarships from the Ohio National Guard. Active Destroy. Review for continuing administrative or historical value. Educational
137 National Merit Scholarship Files Includes correspondence and applications by finalists. Active + 6 Years Destroy Educational
138 Non-Recipient Financial Aid Files Copy of FAF for students who did not receive aid or enter the university or college. 1 Year Destroy Educational
139 Nursing Loan Student Files Contains all documents relating to granting of loans, including correspondence, confidential information sheet, promissory note, etc. Active + 6 Years Destroy Educational
143 OBOR Reports (Ohio Board of Regents) Indefinite Archives Educational
144 Official Class Roster Lists of students enrolled for individual classes. Active Destroy Educational
145 Ohio Academic Scholarship Rosters Lists of students receiving scholarships for current academic year. Active Destroy. Review for continuing administrative or historical value. Educational
146 Ohio Bureau of Vocational Rehabilitation Files Record of awards by state agency for handicapped students. Active + 6 Years Destroy Educational
147 Ohio Instructional Grant Files Record submitted by student for payment of fees. Eventually sent to OBOR for payment. Active Destroy. Review for continuing administrative or historical value. Educational
148 Ohio Instructional Grant Rosters List of students receiving grants for current academic year. Active + 6 Years Destroy Educational
7 Pass/Fail Request Active + 1 year Destroy Educational
140 Personalized Recruitment Materials for Applicants Who Do Matriculate Student-specific letters related to encouraging potential student to attend the institution. 3 Years (VA regulations require this)
3 Years (VA regulations)		 Destroy Educational
141 Personalized Recruitment Materials for Applicants Who Do Not Matriculate Student-specific letters related to encouraging potential student to attend the institution. 3 Years (VA regulations require this)
3 Years (VA regulations)		 Destroy Educational
149 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 Destroy Educational
142 Program Requirement Modification Change of major forms; degree requirement waiver or substitution authorization. Active + 1 Year Destroy Educational
150 Racial/Ethnic Statistics Indefinite Archives Educational
34 Registration/Enrollment Forms Retain 1 year after audit or 3 years after end of term. Destroy Educational
151 Requests and Disclosures of Personally Identifiable Information Active + 3 Years Destroy Educational
152 Requests for Formal Hearings Relates to privacy documentation. Active + 3 Years Destroy Educational
153 Schedule of Classes (Institutional) Schedule of classes offered each term by the institution. Indefinite Archives Educational
154 Sponsored Student Account Files Record of students sponsored by corporations and special scholarships, including authorizations, transactions, account numbers, etc. Active + 6 Years Destroy Educational
155 Statement of Educational Progress Confirms individual student's progress toward degree to maintain federal financial aid. Active + 6 Years Destroy Educational
156 Student Financial Aid Files Files on recipients, including award notices, FAF's, and FAF need analysis reports. Active + 6 Years Destroy Educational
157 Student Requests for Nondisclosure of Directory Information Active + 3 Years Destroy Educational
158 Student Statements on Content of Records Regarding Hearing Panel Decisions Active + 3 Years Destroy Educational
159 Student Waivers for Rights of Access To See Letters of Recommendation for Admission for Applicants Who Do Matriculate Active + 3 Years Destroy Educational
160 Student's Written Consent for Records Disclosure Active + 3 Years Destroy Educational
8 Tax Files Copies of parents' 1040 tax form used to prove student's dependency. Active + 6 years Destroy Educational
161 Transcript Requests -- Other Than Student Requested Active + 6 Years Permanent Educational
162 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 applicant to replace. The records custodian may want to return these documents to the applicant.) Active + 1 Year Destroy (see description) Educational
163 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 (see description) Educational
164 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 + 1 Year Destroy (see description) Educational
165 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 Destroy (see description) Educational
166 Transfer Credit Evaluations Active + 1 Year Destroy Educational
167 Tuition and Fee Schedule Listing of fee charges for each term by an institution. Indefinite Archives Educational
168 Veterans Administration Records and Correspondence Active + 3 Years Destroy Educational
169 Withdrawal Authorizations Retain 1 year after audit or 3 years after end of term (whichever is first) Destroy Educational
170 Work-Study Student Files Contains application, PERS exemption form, and evaluations of students employed under Work-Study Program. Active + 6 Years Destroy Educational
171 Written Decisions of Hearing Panels Relates to privacy documentation. Active + 3 Years Destroy Educational