Retention of Records
In accordance with many of the academic record retention guidelines as set forth by the American Association of Collegiate Registrars and Admission Officers (AACRAO), the University of Evansville's Office of the Registrar follows this schedule for the maintenance and destruction of records. This schedule applies to records of persons who matriculate to UE as degree-seeking undergraduates. Each summer, records that have "expired," according to this schedule, are destroyed.
| Record | Retention Schedule |
|---|---|
| Academic action authorizations (warning, probation, dismissal, etc.) | 5 years after graduation or date of last attendance |
| Academic transcripts of UE | Permanent** |
| Applications for graduation | 5 years after graduation or date of last attendance |
| Applications for admission or readmission and admission letters | 5 years after graduation or date of last attendance |
| Athletic eligibility reports | 1 year after certification |
| Athlete records (initial and continuing eligibility information and academic information) | 10 years |
| Changes of course (add/drop), audit authorization, independent study authorization, internship registration, pass/fail authorization | 1 year after date submitted |
| Change of grade forms (update documents) | 5 years after graduation or date of last attendance |
| Class lists | Permanent* |
| Class schedules (students) | Permanent* |
| Correspondence, relevant | 5 years after graduation or date of last attendance |
| Credit by examination and placement reports/scores (AP, CLEP, internal placement results, etc.) | 5 years after graduation or date of last attendance |
| Degree audit records | 5 years after graduation or date of last attendance |
| Diplomas (returned) | 5 years after graduation |
| Entrance examination reports/scores (ACT/SAT) | 5 years after graduation or date of last attendance |
| FERPA documents: request for nondisclosure of directory information and request for termination of nondisclosure of directory information | Permanent |
| FERPA documents: requests for and disclosure of personally identifiable information | As long as the education records to which they refer are retained |
| FERPA documents: written consent for records disclosure | Permanent |
| FERPA documents: waiver of rights of access | As long as the record is maintained |
| FERPA documents: request for formal hearing regarding amendment of education record; statement on content of records regarding hearing panel decision; written decision of hearing panel | As long as the record is maintained |
| Grade reports (registrar's copies) | Permanent* |
| Graduation lists | Permanent* |
| Major/minor changes | Permanent* |
| Name change authorizations | 5 years after graduation or date of last attendance |
| Petitions (academic) | 5 years after graduation or date of last attendance |
| Registration forms | Permanent* |
| Substitutions/waivers | 5 years after graduation or date of last attendance |
| Transcript requests (student) | 1 year after date submitted |
| Transcripts — other college | 5 years after graduation or date of last attendance |
| Transcripts — high school | 5 years after graduation or date of last attendance |
| Transfer credit evaluations | 5 years after graduation or date of last attendance |
| Verifications of enrollment, graduation, GPA, and other related academics | 1 year after verification |
| Withdrawal/cancellation authorizations | 5 years after graduation or date of last attendance |
* Maintained in system only and retention schedule applies only to records that exist in current student information system.
** Maintained in system only from 1987 forward. Previous transcripts are maintained in hard copy or digital image format.
Source: AACRAO. (2010). AACRAO's Retention of Records: Guideline for Retention and Disposal of Student Records. Author.