Student - Academic Records, Information Technology Services, UNCG

UNC General Records Retention and Disposition Schedule:
Student - Academic Records

This Schedule applies to records in all media, unless otherwise specified.

Items – a sample listing of items found within a series. Other related records not listed may also be part of a series.
Disposition – all dispositions are minimum requirements and include, where applicable, transfer to the custody of the University Archives for appraisal and final disposition.
Destruction – takes place in the office. Any record with confidential or sensitive information shall be properly destroyed by shredding or by means to ensure that the records cannot be physically recreated.
Original and Reference Copy –original copy (also known as a record copy) is the official authorized copy kept by the office charged with creating or maintaining the record copy. Reference copies (also known as convenience copies) are preserved for the convenience of reference or ease of access.

No destruction of records may take place if litigation or audits are pending or reasonably anticipated or foreseeable.

Refer to prefatory material for additional instructions or contact your university's records officer for clarification.

GU214 Academic Action Authorization
GU215 Academic Records Reports
GU216 Academic Student Advising
GU217 Applications for Graduation
GU218 Certifications / Licenses
GU219 Class Lists
GU220 Commencement
GU221 Comprehensive Examination Results
GU222 Course Catalog
GU223 Course Evaluations by Students
GU224 Credit by Examination
GU225 Degree Audit Authorization
GU226 Degree Listing
GU227 Drop / Add Forms
GU228 Examinations, Tests, Term Papers and Homework Records
GU229 Extra Hour Registration
GU230 Family Educational Rights and Privacy Act Compliance (FERPA)
GU231 Fee Assessment Forms
GU232 Grade Change Appeal and Authorization Forms
GU233 Grade Listings / Grade Sheets
GU234 Graduate Student Records (Departmental File)
GU235 International Student Documents
GU236 Name Changes
GU237 Pass / Fail Forms
GU238 Program Progression Appeals
GU239 Repeat Course
GU240 Student Information System (database)
GU241 Student Teaching Certification
GU242 Theses and Dissertations
GU243 Transcripts
GU244 Transcript Requests (Student)
GU245 Transfer Equivalents
GU246 Undergraduate Student Records (Departmental File)
GU247 Withdrawals from University

Student - Academic Records

Series #	Series Title	Series Description	Items	Disposition
GU214	Academic Action Authorization	Authorization to change student database.	forms, correspondence	Destroy in office 5 years after graduation or separation.
GU215	Academic Records Reports	Comply with 20 U.S.C. 1232g.	athletic eligibility, enrollment, grade distribution, international students, incompletes, failures, degree statistics, race, ethnicity, schedule of classes, student ranking, retention	Original: Data retained in Registrar’s Office permanently. Destroy in office reports when administrative value ends. Reference: Destroy in office when reference value ends.
GU216	Academic Student Advising	Comply with 20 U.S.C. 1232g.	advisors’ notes and reports, copies of transcripts, official graduation audits, comprehensive exam results, correspondence, recommendation letters	Destroy in office 5 years after graduation or separation.
GU217	Applications for Graduation	Completed student applications to graduate. Comply with 20 U.S.C.1232g.		Destroy in office 1 year after graduation or separation.
GU218	Certifications / Licenses	Documents supporting application for professional certificates or licenses. Comply with 20 U.S.C. 1232g.	applications, registration, evidence of completion of practicum, transcripts, narrative evaluation of practicum, completion of hours for certification, recommendations, evaluations	Original: Destroy in office 5 years after graduation or separation. Reference: Destroy in office when reference value ends.
GU219	Class Lists	Lists of students enrolled in courses taught. Comply with 20 U.S.C.1232g.	name, social security number or student ID number, term, enrollment status	Original: Permanent in Registrar’s Office. Reference: Destroy in office at end of semester or when administrative value ends.
GU220	Commencement	See Series Title	programs, attendance forms, planning records, correspondence	Transfer to University Archives after 1 year.
GU221	Comprehensive Examination Results (See also: Credit by Examination Examinations, Tests, Term Papers and Homework Records)	Comply with 20 U.S.C. 1232g.		Original: Permanent in Registrar’s Office. Reference: Destroy in office 1 year after verification from Registrar’s Office.
GU222	Course Catalog	Catalog describing courses offered by the university listing program and degree requirements.		Original: Transfer 2 copies to University Archives when published. Retain 1 copy in Registrar’s Office permanently. Transfer 10 or more copies (as required) of each publication to the State Documents Clearinghouse, State Library of North Carolina, when received from printer, in accordance with GS 125-11.8(b). Reference: Destroy in office when superseded or obsolete.
GU223	Course Evaluations by Students	Course evaluations completed by students.		Destroy in office when administrative value ends.
GU224	Credit by Examination (See also: Comprehensive Examination Results Examinations, Tests, Term Papers and Homework Records)	Academic credits awarded to students by special examination. Comply with 20 U.S.C. 1232g.	examination results, transcripts	Original: Retain in Registrar’s Office permanently. Reference: Transfer to Registrar’s Office to be incorporated into official academic file.
GU225	Degree Audit Authorization	Comply with 20 U.S.C. 1232g.	list of courses taken, number of credits needed to graduate, clearance notes, advisor error documentation	Original: Destroy in office 5 years after graduation or separation. Reference: Destroy in office when superseded or obsolete.
GU226	Degree Listing	Listings of departmental students scheduled to receive degrees at end of semester. Comply with 20 U.S.C. 1232g.		Destroy in office when administrative value ends.
GU227	Drop / Add Forms	Comply with 20 U.S.C. 1232g.		Original: Destroy in office 1 year after date submitted. Reference: Destroy in office when reference value ends.
GU228	Examinations, Tests, Term Papers and Homework Records (See also: Comprehensive Examination Results Credit by Examination)	Completed student examinations, etc. not returned to student. Comply with 20 U.S.C. 1232g and University Code of Conduct.	examinations, tests, term paper, homework	Destroy in office 1 year after completion of course for uncontested grade results. If challenged, destroy after resolution of challenge.
GU229	Extra Hour Registration	Requests by students to register for extra hours. Comply with 20 U.S.C. 1232g.	requests, authorizations	Destroy in office 1 year after date submitted.
GU230	Family Educational Rights and Privacy Act Compliance (FERPA)	Comply with 20 U.S.C. 1232g.	requests for formal hearings, requests for release of information, written decisions of hearing panel, waivers for rights of access, correspondence	Permanent.
GU231	Fee Assessment Forms	See Series Title		Destroy in office 5 years after graduation or separation.
GU232	Grade Change Appeal and Authorization Forms	Used by students and faculty to appeal and change course grades. Comply with 20 U.S.C. 1232g.	forms, correspondence	Original: Retain in Registrar’s Office permanently. Destroy in office remaining records after 5 years. Reference: Destroy in office upon verification from Registrar’s Office.
GU233	Grade Listings / Grade Sheets	Comply with 20 U.S.C. 1232g.	name, course, grade	Retain in Registrar’s Office permanently.
GU234	Graduate Student Records (Departmental File)	Comply with 20 U.S.C. 1232g.	correspondence, enrollment forms, grades, practicum, internships	Destroy in office 5 years after graduation or separation.
GU235	International Student Documents	Comply with 20 U.S.C. 1232g, 8 C.F.R. 214.2(f)(6)(iii)(B) 8 C.F.R. 214.3(g), 8C.F.R. 214.3(k) 22 C.F.R. 62.10(h)	1-20 (copy of certificate of eligibility for F-1 visa status) copy of alien registration receipt card, copy of “arrival-departure” record (form I-94), copy of certificate of eligibility for J-1 visa status (DS-2019), statement of financial eligibility, correspondence	Enrolled, destroy in office or return 10 years after graduation or separation. Non-enrolled, destroy 1 year after application term. Note: records are to be maintained separately from admissions process.
GU236	Name Changes		correspondence, name change forms	Destroy in office 5 years after graduation or separation.
GU237	Pass / Fail Forms	Comply with 20 U.S.C. 1232g.		Destroy in office 1 year after request submitted.
GU238	Program Progression Appeals	Comply with 20 U.S.C. 1232g.	forms, correspondence	Transfer outcome of appeal to Registrar’s Office. Destroy in office remaining records 5 years after resolution of appeal.
GU239	Repeat Course	Records concerning students’ attempts to repeat courses in order to raise grades. Comply with 20 U.S.C. 1232g.	requests, disapprovals	Destroy in office after 2 years.
GU240	Student Information System (database)	Comply with 20 U.S.C. 1232g.	admission applications, transcripts, correspondence, grades, raised grades, extra hour registration, repeat course, add/drop	Update data routinely and retain in Registrar’s Office permanently.
GU241	Student Teaching Certification	Comply with 20 U.S.C. 1232g.	correspondence, applications, transcripts, check sheets, grades, drop/add, class schedules	Original: Retain in Registrar’s Office permanently. Reference: Destroy in office after 5 years after graduation or separation.
GU242	Theses and Dissertations	See Series Title		Retain 1 copy at university permanently.
GU243	Transcripts	Comply with 20 U.S.C. 1232g.		Retain in Registrar’s Office permanently.
GU244	Transcript Requests (Student)	Comply with 20 U.S.C. 1232g.	request, invoice	Destroy in office 1 year after date submitted.
GU245	Transfer Equivalents	Records concerning grade transfer equivalents from other institutions. Comply with 20 U.S.C. 1232g.	correspondence, transcripts, list of credit hours earned	Retain in Registrar’s Office permanently.
GU246	Undergraduate Student Records (Departmental File)	Comply with 20 U.S.C. 1232g.	correspondence, grade listings, practicum, internships	Destroy in office 5 years after graduation or separation.
GU247	Withdrawals from University	Comply with 20 U.S.C. 1232g.	withdrawal forms	Destroy in office 5 years after graduation or separation.

Information Technology Services

UNC General Records Retention and Disposition Schedule: Student - Academic Records

Student - Academic Records

UNC General Records Retention and Disposition Schedule:
Student - Academic Records