|Skip to Main Content|
  1. PROSPECTIVE STUDENTS
  2. CURRENT STUDENTS
  3. FACULTY & STAFF
  4. ALUMNI
  5. COMMUNITY & FRIENDS
 
  1. CAMPUS LINKS
    1. Inside UNCG
    2. Admissions
    3. Academics
    4. Libraries
    5. Administration
    6. Research & Centers
    7. International Programs
    8. Continuing Education
      & Outreach
    9. Technology
    10. Arts & Entertainment
    11. Employment
    12. Corporate Resources
    13. Giving to UNCG

Information Technology Services

Home » Records Management » General Schedule » Student » Life

UNC General Records Retention and Disposition Schedule:
Student Life

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

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.



Student Life Records

Series # Series Title Series Description Items Disposition
GU306 Career Planning / Placement Records See Series Title resumes, job interview forms, student profile data sheets Destroy in office when administrative value ends.
GU307 Commuter Student Information Information designed for commuting students. correspondence, articles, brochures, newsletter, surveys Transfer to University Archives after 5 years.
GU308 Disciplinary Records (Academic)
(See also: Honor Code Violations

Disciplinary Records (Non-Academic)) 		Brought against students for academic infractions. Comply with 20 U.S.C. 1232g, Student Conduct Code and appeals process. correspondence, charges, evidence, summary, transcripts, audiotapes Expulsion cases: Retain in office permanently. Non-expulsion cases: Destroy in office 8 years after date of settlement or hearing.
GU309 Disciplinary Records
(Non-Academic)		 Brought against students for violations of university rules and regulations. Comply with 20 U.S.C. 1232g, Student Conduct Code and appeals process. correspondence, charges, evidence, summary, transcripts, audiotapes, police reports Expulsion cases: Retain in office permanently. Non-expulsion cases: Destroy in office 8 years after date of settlement or hearing.
GU310 Excused Absences See Series Title   Destroy in office at end of each semester.
GU311 Fraternities and Sororities Comply with 20 U.S.C. 1232g. correspondence, charters, discipline, GPA, membership, reports, photographs, scrapbooks Transfer to University Archives after 5 years.
GU312 Honor Board Records concerning membership functions of the Honor Board. Comply with 20 U.S.C. 1232g. applications, selection criteria, position descriptions, training information Transfer selection criteria, position descriptions, training information, policies and procedures to University Archives when superseded or obsolete. Destroy in office applications and membership lists when administrative value ends.
GU313 Honor Code Violations Violations of university honor code. Comply with 20 U.S.C. 1232g and appeals process. investigations, case files, trial transcripts A. Destroy in office records involving cases tried and resulting in acquittal after verdict.

B. Transfer pertinent information involving cases tried and resulting in conviction to Registrar’s Office and Dean’s Office after verdict. Destroy in office remaining records involving case after 10 years.

C. Destroy in office records not concerning cases after 7 years.
GU314 Intramural Sports See Series Title   Destroy in office after 3 years.
GU315 Non-Traditional Students Information See Series Title correspondence, handbooks, surveys and studies Transfer to University Archives after 5 years.
GU316 Student Counseling Records concerning Center for Counseling and Student Development clients. Comply with 20 U.S.C. 1232g and APA. case notes, test results, treatment plans, referrals, correspondence, evaluations, case summaries Destroy in office 7 years after client’s last visit. Destroy in office case summaries after 10 years.
GU317 Student Accident Reports Comply with 20 U.S.C. 1232g. affidavits, photographs Destroy in office after 7 years.
GU318 Student Associations and Organizations Associations and organizations officially recognized by the university. constitutions, by-laws, newsletters, minutes, brochures, announcements, photographs, reports, scrapbooks Transfer to University Archives after 1 year.
GU319 Student Awards and Honors Comply with 20 U.S.C. 1232g. recommendations, approvals, reference information Transfer information concerning recipients of awards and honors to the Registrar’s Office at end of each grading period to be incorporated into official academic file. Transfer remaining records to University Archives after 5 years.
GU320 Student Government Association See Series Title constitution, by-laws, committee files, correspondence, fiscal records, meeting minutes, annual reports Transfer to University Archives after 1 year.
GU321 Student Legal Services Records concerning the administration of student legal services. reports, correspondence, financial data, budgets Transfer to University Archives after 5 years.
GU322 Student Legal Services Cases Comply with 20 U.S.C. 1232g. reports, transcripts, opinions Destroy in office 5 years after completion of action and resolution of all issues.
GU323 Services to Students with Disabilities Comply with 20 U.S.C. 1232g and HIPAA. health professional evaluation reports, autobiographical essays, copies of admission applications, high school transcripts, physicians’ statement, counseling interview notes Destroy in office 4 years after graduation or separation.




Information Technology Services
The University of North Carolina at Greensboro
Greensboro, NC 27402-6170
Technical Support 336.256.TECH (8324)