Student - Financial Aid Records, Information Technology Services, UNCG

UNC General Records Retention and Disposition Schedule:
Student - Financial Aid 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.

GU270 Financial Aid Administrative
GU271 Financial Aid Fiscal
GU272 Financial Aid Recipients
GU273 Financial Aid Reports
GU274 Loan Administration
GU275 Scholarship Administration
GU276 Scholarship Applications (Awarded)
GU277 Scholarship Applications (Awarded, Not Accepted or Rejected)
GU278 Scholarship / Loan Reference
GU279 Veterans’ Benefits

Student - Financial Aid Records

Series #	Series Title	Series Description	Items	Disposition
GU270	Financial Aid Administrative	Administrative records concerning federal and state student financial aid. Comply with 20 U.S.C. 1232g.	applications, participation agreements, recommendations, correspondence, tax returns, guidelines, award notifications, eligibility criteria	Destroy in office 3 years after graduation or separation.
GU271	Financial Aid Fiscal	Financial management records concerning federal and state financial aid. Comply with 20 U.S.C. 1232g.	statements of accounts, work-study award, audit reports, check rosters, checks	Destroy in office 3 years after graduation or separation.
GU272	Financial Aid Recipients	Records of concerning award of federal and state student financial aid. Comply with 20 U.S.C. 1232g.	eligibility criteria, GPA record, correspondence, financial history, disbursement reports	Destroy in office 3 years after graduation or separation.
GU273	Financial Aid Reports	Summary reports to Chancellor and administration on yearly awards.	year end and summary reports	Transfer to University Archives after 3 years.
GU274	Loan Administration	Records concerning the administration of loans. Comply with 20 U.S.C. 1232g.	promissory notes, enrollment verification, correspondence, accounting statements, cancellation requests, disbursement rosters, repayment records	Destroy in office 3 years from date loan assigned, cancelled or repaid.
GU275	Scholarship Administration	Records concerning the administration of student scholarships. Comply with 20 U.S.C. 1232g.	correspondence, guidelines, reports, funding sources, trust fund withdrawals, description of scholarships, names of students, accounting records	Original: Destroy in office 3 years after graduation or separation. Reference: Destroy in office when administrative value ends.
GU276	Scholarship Applications (Awarded)	Applications for scholarships awarded by university. Comply with 20 U.S.C. 1232g.	applications, correspondence, recommendations, approvals, disbursements, accounting records	Destroy in office 3 closed fiscal years after graduation or separation and when released from all audits.
GU277	Scholarship Applications (Awarded, Not Accepted or Rejected)	Applications for scholarships awarded by university, rejected by student. Comply with 20 U.S.C.1232g.	applications, approvals, correspondence, recommendations	Destroy in office 5 years after application.
GU278	Scholarship / Loan Reference	Records describing scholarships and loans.	brochures, flyers, requirements, guidelines	Transfer to University Archives when superseded or obsolete.
GU279	Veterans’ Benefits	Records concerning veterans’ benefits awarded. Comply with 20 U.S.C. 1232g.	accounting statements, applications, correspondence, enrollment verifications, award notifications	Destroy in office 3 years after graduation or separation.

Information Technology Services

UNC General Records Retention and Disposition Schedule: Student - Financial Aid Records

Student - Financial Aid Records

UNC General Records Retention and Disposition Schedule:
Student - Financial Aid Records