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Records Retention General Schedule for Student Records

 

General Schedule for Student Records [NOTE: Records listed in this General Schedule are typically for departmental use and this Schedule may be updated. Official records may be listed separately, with longer retention periods, on specific schedules for the the Registrar's Office or other responsible office. Contact University Archives with questions regarding this General Schedule]

Record Series

(and Description)

Retention Period

(Regardless of Format)

Additional Notes

MDAH#

Academic Authority Charts

The authority charts indicate the areas of positions within the University that have the authority to make specific decisions regarding student issues.  

Registrar’s Office permanently retains the official record. Academic departments may dispose of copies at any time.

 

5691

Acceptance Forms

Acceptance forms are used to verify student admissibility to the University.

Hold records until student graduation; then dispose.

 

5673

Add/Drop Forms (After Deadline)

Forms are used to document courses added/dropped by a student after the deadline each semester.  This record indicates the proper charges to be assessed to a student’s Business Office account for the action.

Hold signed final documents until the end of the semester; then image.  Once image is verified, dispose of paper copies and hold image permanently.

 

5674

Administrative Withdrawals

Records document the need for the academic withdrawal of a student for one term. Files include forms, medical information, police reports, psychological information and other files used to permit withdrawal.

Hold records until graduation, then image. Once image is verified, dispose of paper files and retain the images permanently.

 

5675

Advisement Records

Consists of advisement forms and records of student meetings with advisors related to planning class schedules and degree plan tracking. This series may include plans of study files, degree progress reports, transfer credit permission course files, substitution forms and related files.

Review records two (2) years after student withdraws or graduates. If a Department requests retention, the files are imaged, verified and retained as part of the Student Master File. If no request is made, the records are destroyed.

 

5871

Applications and Letters of Acceptance

Files include student applications for admission, letters of acceptance, standardized test score reports, and transcripts of previous education.

Image and verify files. Once verified, dispose of paper files. Permanently retain undergraduate records in Admissions Office and graduate records in the Graduate School.  Records currently in other formats will be retained permanently in the existing format by the respective office.

 

5695

AP/CLEP/Challenge Exam

Files document credit earned based on alternative means.

Admissions Office permanently retains the official record. Academic departments may dispose of copies at any time. Hold electronic files permanently.

 

5676

Biographical Data

Biographical student data used for general directory information; includes full name, address, phone number, and e-mail address.

Student information is entered into the student information system upon receipt and acceptance of the application for admission. Once matriculated, Registrar’s Office permanently retains the official record. Academic departments may dispose of copies at any time.

 

5696

Cancellations

Student requests to be removed from enrolled classes prior to the first day of a course of a specific term.

Registrar’s Office permanently retains the official record. Academic departments may dispose of copies at any time.

 

5693

Change of Grade Forms

Change of grade forms are completed by the course instructor through the  academic department.  Once approval is granted, the Registrar’s Office receives the  request and implements the grade change.

Record is permananetly retained in the online approval system. Academic departments may dispose of copies at any time.

 

5677

Change of Majors

Forms are used to request and change a major for each student.  These forms are initiated by the student in conjunction with their academic department.

Hold copy one (1) year after graduation, and then dispose.

 

5678

Class Rosters

Student information is stored in a database and class rosters are generated to show  the student enrollment records by course for a given term.

Registrar’s Office permanently retains database files. University Archives permanently retains records pre-dating database implementation. Academic departments may dispose of copies after end of semester.

 

5681

College/Department Applications

This series consists of student applications submitted to a College or Department within USM.

Graduate School holds graduate student files permanently. Academic Departments hold undergraduate files one (1) year after graduation, then dispose.    

 

 

5866

Commencement Programs

Commencement programs list students who filed for graduation.  The list does not indicate degree completion.

Registrar’s Office will send two (2) copies of each commencement program to the University Archives for permanent retention. Registrar’s Office also will retain a permanent copy.

 

5690

Course and Instructor Evaluations (By Students)

Evaluations of courses completed by students, which provide feedback designed to improve the learning experience for both students and instructors.    

Hold in the current files area one (1) semester after evaluations have been completed, then dispose.

 

5850

Course Substitutions

Files include documentation to support student credit for course substitution not specifically listed in a student’s core program.  The records are initiated by the student through the academic advisor and circulated for approval within the student’s department and College.  Once approved, the documents are sent to the Registrar’s Office.

Image and verify records; then dispose of paper files. Registrar’s Office holds imaged records permanently.

 

5698

Disciplinary Action

Documentation summarizing disciplinary actions taken against an individual student for violations of the student code of conduct.

Registrar’s Office permanently retains the official record. Academic departments may dispose of copies at conclusion of disciplary action and appeals process.

 

  5692

Excessive Repeat

Forms filed by a student requesting approval from their department Dean and the Provost’s Office to repeat a class beyond the established policy.

Hold department copy until student graduates; then dispose. Approved copy is imaged by the Registrar’s Office. Once verified, the paper copy is disposed. The Registrar’s Office permanently retains the approved copy.

 

5679

Final Examination Files

This series consists of files related to final examinations given to students in classes.  Included are examination forms and graded test examinations.    

Hold one (1) year after course completion, then dispose.

 

5961

Final Grade Reports

Consists of final grade reports released to students for a semester. Final grade reports include course information, semester information, student information and final grades.

Registrar’s Office permanently retains the official record. Academic departments may dispose of copies at any time. 

 

5877

Grades

This series consists of all grades entered into the Southern’s Online Accessible Records (SOAR) database included, but not limited to, weekly, midterm, and final grades by the faculty.  

Registrar’s Office permanently retains the official record. Academic departments may dispose of copies at any time. 

 

5963

Grade Appeals or Complaints

Consists of files related to student appeals of final course grades.  Included are grade appeal forms, correspondence, coursework documentation, documentation of excused and unexcused absences, examination grades, attendance records, or other supporting files.  

Image and verify, then dispose of paper files; Registrar retains image in the student master files permanently.

 

5875

Gradebooks

This series consists of gradebooks.  Documentation includes class identifying information, student’s name/information and grades for coursework and examinations.  

Hold five (5) years after course completion; then dispose.

 

5962

Grade Rosters

Grades are submitted to the Registrar’s Office by instructors at the end of each semester.

Registrar’s Office permanently retains the official grade  rosters. Academic departments may dispose of copies after end of semester.

 

5680

Graduation Applications

Applications for graduation are submitted by students to their departments for review.  Once approved, the application is forwarded to the Registrar’s Office for inclusion in the student record.

Image and verify files. Once verified, Registrar’s Office retains imaged record permanently. Academic departments may dispose of copies after end of semester.

 

 

5697

Graduation Lists

Degree applications are completed by students.  Once approved, the forms are  submitted to the Registrar’s Office.  The application information is entered into the  student information system and a graduation list is generated.

Approved applications are imaged and retained permanently by the Registrar’s Office. Academic departments may dispose of copies after end of semester.

 

5682

Hold Records

This series consists of records detailing issues related to students’ accounts that must be addressed prior to registration.  Holds are placed on student files related to outstanding balances, not being advised and/or other administrative reasons.  Included are notations to a student’s account in Southern’s Online Accessible Records (SOAR).      

Retain permanently.

 

5934

Petitions

This series consists of student petitions related to exceptions or changes to standing academic rules or University practices. Examples include petitions to modify rules or regulations, institute new policies, or otherwise alter documented procedures of the University.

Hold three (3) years after closure of grievance/complaint, then dispose.

 

5892

Race/Ethnicity Reporting

Consists of statistical reports for student enrollment, classification, graduation rates, in-state students, out-of-state students and transfer students based on race and ethnic origin. This data assists the University of Southern Mississippi in developing educational outreach and diversity programs, program planning and both domestic and international recruitment.

Image and verify; Registrar will hold electronic files (image) permanently.  Academic departments may dispose of copies at any time.

 

5880

Reinstatement Forms 

Forms used to approve the reinstatement of a suspended student.  

Academic department will retain until graduation of student. Approved forms are imaged and retained permanently by the Registrar’s Office.

 

5683

Requests For and Disclosures of Personally Identifiable Information

Consists of files related to requests for and disclosure of personally identifiable information. Included are requests for disclosure forms, Social Security numbers, residency status files, academic transcripts, test scores, academic standing files and other related files.

Image and verify, then dispose of paper files; Registrar will hold image in the student master files permanently.  

 

5881

Requests For Nondisclosure of Directory Information

Student request to opt out of directory information disclosure.  Included are the nondisclosure forms.  

Image and verify, then dispose of paper files; Registrar will hold image in the student master files permanently.

 

5882

Returned Diplomas/Request for Replacement Diplomas

Consists of files related to diplomas returned by alumni for requested correction and replacement.  Included are requests for replacement diploma forms, marriage certificates, divorce decrees, correspondence, and related files.

Image requests for new diplomas; hold image permanently.  After returned diplomas have been verified, dispose of paper files.

 

5876

Schedule of Classes

This series consists of semester class schedules.  

Registrar will hold electronic files permanently. Transfer two (2) copies to the University Archives on a semester basis.  Academic departments may dispose of copies at any time.

 

5945

State Residency Verification

Consists of files related to students' proof of state residency for in-state tuition purposes. Included are state tax returns, copies of state driver licenses, proof of vehicle registration, copies of voter eligibility records, verification of employment files, transcripts, military files and related files.

Image and verify, then dispose of paper files; hold image in the student master files permanently.

 

5874

Student Class Schedules

Consists of student class schedules for each semester. Student class schedules include student information, semester date range, class information, class location and instructor.

Hold electronic files in the student master files permanently.

 

5879

Student's Written Consent for Records Disclosure

Consent forms of students permitting records disclosure to a third party.

Image and verify forms. Registrar’s Office will retain records permanently. Academic departments may dispose of copies at any time.

 

5687

Theses/Dissertations

Consists of graduate and honors students' theses and dissertations submitted in support of candidature for academic degrees and presenting the authors' research or findings.

Paper and electronic theses and dissertations are transferred from the Graduate School and Honors College to the University Libraries for permanent retention.

 

5872

Transcripts

Transcripts document a student’s academic record and are held in paper, microfiche,  and as electronic images.

Registrar’s Office permanently retains the official record. Academic departments may dispose of copies at any time.

 

5684

Transcript Requests

Student requests for copies of transcripts.

Image and verify paper requests, or merge born digital requests and Registrar will retain permanently.  Academic departments may dispose of copies at any time.

 

5688

Transfer Credit Evaluations

Files document credits a student transfers from another institution to the University.  Included are transcripts, course catalogs, and other information used to evaluate the applicability of credit.

Once approved, image and verify the files. Registrar’s Office permanently retains the official record. Academic departments may dispose of copies at any time.

 

5685

Tuition Files

This series consists of records related to details of charges to support the account balances of students.  

Image and verify paper, then dispose of paper files. Business Services will hold electronic files permanently. Academic departments may dispose of copies at any time.

 

5939

Undergraduate and Graduate Bulletins

University bulletins describe the student requirements to earn a particular degree, along with course descriptions. 

Registrar’s Office will provide two (2) paper copies of Undergraduate Bulletins to the University Archives annually for permanent retention.  Registrar’s Office will retain the electronic file permanently.  The Graduate School will provide two (2) paper copies of Graduate Bulletins to the University Archives annually for permanent retention. Graduate School will retain electronic file permanently.  

 

5689

University Withdrawals

Documentation of a student’s request to discontinue enrollment during a given term, which must be approved by the college and academic department.  Once approved, the Registrar’s Office withdraws the student.

Registrar’s Office retains record permanently.  Academic departments may dispose of copies at any time.

 

5686

Veterans Administration Certifications

These files document student eligibility for Veterans Administration educational benefits.

Image and verify records; then dispose of paper files. Registrar retains image permanently.

 

5694

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