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Academic Records

Student 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.