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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.


  • GU306 Career Planning / Placement Records
  • GU307 Commuter Student Information
  • GU308 Disciplinary Records (Academic) (See also: Honor Code Violations Disciplinary Records (Non-Academic))
  • GU309 Disciplinary Records (Non-Academic)
  • GU310 Excused Absences
  • GU311 Fraternities and Sororities
  • GU312 Honor Board
  • GU313 Honor Code Violations
  • GU314 Intramural Sports
  • GU315 Non-Traditional Students Information
  • GU316 Student Counseling
  • GU317 Student Accident Reports
  • GU318 Student Associations and Organizations
  • GU319 Student Awards and Honors
  • GU320 Student Government Association
  • GU321 Student Legal Services
  • GU322 Student Legal Services Cases
  • GU323 Services to Students with Disabilities

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.