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Financial Aid 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.


  • 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.