Educational & Student Records
| Title of Series | Description | Retention |
|---|---|---|
| Academic Advising Records - current and graduated students | Advising records including advising notes, registration information, correspondence with and regarding the student, record of appointments, and referrals | 5 years after date of graduation |
| Academic Advising Supporting Documents - current and graduated students | Supporting documentation (such as correspondence with student) that is linked to within the advising record but stored within a remote application. | 5 years after date of graduation |
| Academic Grievance Files | Files documenting grievances by students against faculty members | Active + 6 Years |
| Admissions - Applicant Flow Data File | Statistical information, percentages dealing with race, religion, sex. ect. | 6 Years |
| Admissions - Applicants who do matriculate - advanced placement records | Forms and records supporting consideration for advanced placement in course(s) where no credit is granted. | Active + 1 Year |
| Admissions - Applicants who do matriculate - applications for admission or readmission | Forms requesting admission or readmission to the institution | Active + 1 Year |
| Admissions - Applicants who do Matriculate Correspondence | Form letters regarding admission and/or enrollment at the institution. | Active + 1 Year |
| Admissions - Applicants who do Matriculate - Entrance Examination & Placement Test Reports | Standardized test scores related to admission to the institution and placement test scores | Active + 1 Year. |
| Admissions - Applicants who do matriculate - Letters of Recommendation | Letters of reference supporting application to the institution | Active + 1 Year |
| Admissions - Applicants who do matriculate - Medical Records | Medical records related to application to the institution | Active + 1 Year |
| Admissions - Applicants who do matriculate - Personalized Recruitment Materials | Student-specific letters related to encouraging potential student to attend the institution | Active + 3 Years |
| Admissions - Applicants who do matriculate - High School Transcripts | Note: Some documents in other countries may be originals and therefore difficult or impossible for the applicant to replace. The records custodian may want to return these documents to the applicant | Active + 1 Year |
| Admissions - Applicants who do matriculate - Transcripts, Other Institutions of Higher Learning | Records of course taken at other post-secondary institutions and documents supporting prior learning, including credit for military training. See note above. | Active + 1 Year |
| Admissions - Applicants who do matriculate - Transfer Credit Evaluations | Active + 1 Year | |
| Admissions - Applicants who do not matriculate - Acceptance Letters | Student-specific correspondence relating to admission and enrollment at the institution | Active + 1 Year |
| Admissions - Applicants who do not matriculate - Acceptance Letters | Letters notifying students of acceptance or non-acceptance to the institution | 1 Year |
| Admissions - Applicants who do not matriculate - Access to See Letters of Recommendation Waiver | Student waivers for rights of access to see Letters of Recommendation for Admission | Active + 3 Years |
| Admissions - Applicants who do not matriculate - Advanced Placement Records | Forms and records supporting consideration for advanced placement in course(s) where no credit is granted | 1 Year |
| Admissions - Applicants who do not matriculate - Applications for Admission or Readmission | Forms requesting admission or readmission to the institution. | 1 Year |
| Admissions - Applicants who do not matriculate - Correspondence | Forms requesting admission or readmission to the institution. | 1 Year |
| Admissions - Applicants who do not matriculate - Entrance examination & Placement Test Reports | Standardized test scores related to admission to the institution and placement test scores. | 1 Year |
| Admissions - Applicants who do not matriculate - International Student Forms | I-20s and supporting documentation. | Active + 3. |
| Admissions - Applicants who do not matriculate - International Student Forms | I-20s and supporting documentation. | Active + 3. |
| Admissions - Applicants who do not matriculate - letters of recommendation | Letters of reference supporting application to the institution. | 1 Year |
| Admissions - Applicants who do not matriculate - medical records | Medical records related to application to the institution. | 1 Year |
| Admissions - Applicants who do not matriculate - Personalized Recruitment Materials | Student-specific letters related to encouraging potential student to attend the institution. Note: VA regulations require that all recruitment materials be retained 3 years. | Active + 3 |
| Admissions - Applicants who do not matriculate - Residency Status Documents | Documents supporting determination of legal domicile (residency) | 6 Years |
| Admissions - Applicants who do not matriculate - Transcripts High School | Note: Some document from institutions in other countries may be originals and therefore difficult or impossible for the applicant to replace. The records custodian may want to return these documents to the applicant. | 1 Year |
| Admissions - Applicants who do not matriculate - Transcripts, Other institutions of higher learning | Records of courses taken at other post-secondary institutions and documents supporting prior learning, including credit for military training. | 1 Year |
| Annual Interim Fiscal Operations Reports (University specific) | Reports to federal government on expenditures for federal programs. | Active + 6 Years |
| Class Absence Records | Records collected or created by faculty to document a student's absence from class | 1 year after conclusion of course |
| Classes - Audit Authorizations | Approval forms to audit a class | Active + 3 Year |
| Classes - Change of Course Schedule (Add/Drop) | Active + 1 Year | |
| Classes - Class Schedules (Students) | List of classes student took a given term | Active + 1 Year |
| Classes - Credit by Examination Form | Indefinite | |
| Classes - Credit/No Credit Approvals | Note: Review for continuing administrative and historical value and potential transfer to institutional archives | Active + 3 Years |
| Classes - Graded Coursework | Graded papers, exams and other coursework not picked up by the student | 1 year |
| Classes - Official Class Roster | Lists of students enrolled for individual classes | Active + 3 Years |
| Classes - Pass/Fail Request | Active + 1 Year | |
| Classes - Registration/Enrollment Forms | Active + 3 Years | |
| Classes - Withdrawal Authorizations | Active + 3 Years | |
| Course Syllabi | 5 Years after conclusion of semester | |
| Curriculum - Catalogs | Official course bulletins of the institution. Note: Review for continuing historical value and potential transfer to institutional archives | Indefinite |
| Curriculum - Development Files | Files documenting approval of new programs and degrees. Note: Review for continuing historical value and potential transfer to institutional archives | Indefinite |
| Curriculum - Schedule of Classes (Institutional) | Schedule of classes offered each term by the institution. | Indefinite |
| Financial Aid - General - Non-Recipient Files | Copy of FAF for students who did not receive aid or enter the university or college | 1 Year |
| Financial Aid - Non U.S. Dept. of Education Funding - General Administrative - Annual Interim Fiscal Operations Report | Reports to federal government on expenditures for federal programs. Note: Review for continuing administrative or historical value and potential transfer to institutional archives. | Active + 6 Years |
| Financial Aid - Non U.S. Dept. of Education Funding - National Guard Scholarship Rosters | List of students receiving scholarships from the Ohio National Guard. Note: Review for continuing administrative and historical value and potential transfer to institutional archives. | Active + 1 Year |
| Financial Aid - Non U.S. Dept. of Education Funding - Ohio Academic Scholarship Rosters | Lists of students receiving scholarships for current academic year | Active + 1 Years |
| Financial Aid - Non U.S. Dept. of Education Funding - Ohio Bureau of Vocational Rehab Grants Files | Record of awards by state agency for students with disabilities | Active + 6 Years |
| Financial Aid - Non U.S. Dept. of Education Funding - Ohio Instructional Grants - Files | Record submitted by student for payment of fees. Eventually sent to OBOR for payment. Note: Review for continuing administrative and historical value and potential transfer to institutional archives. | Active + 1 Year |
| Financial Aid - Non U.S. Dept. of Education Funding - Ohio Instructional Grants - Rosters | List of students receiving grants for current academic year. | Academic + 6 Years |
| Financial Aid - Non U.S. Dept. of Education Funding - Student Files | Files on recipients, including: FAF's, and FAF need analysis reports, parental tax files, award letters, Statement of Educational Progress, grants-in-aid documentation, guaranteed student loan applications, health profession loan files, nursing loan files, scholarships, National Merit Scholarships, graduate assistantships, sponsored student accounts | Active + 6 Years |
| Financial Aid - Non U.S. Dept. of Education Funding - Work-Study Student Files | Contains application, PERS exemption form, and evaluations of students employed under Work-Study Program | Active + 6 Years |
| Financial Aid - U.S. Dept. of Education Funding - Federal Loan Check Registers | Records of checks sent to students for National Direct Student Loans and Health Education Assistance Loans | Active + 3 Years |
| Financial Aid - U.S. Dept. of Education Funding - General Administrative - Annual Interim Fiscal Operations Report | Reports to federal government on expenditures for federal programs. Note: Review for continuing administrative or historical value and potential transfer to institutional archives. | Active + 3 Years |
| Financial Aid - U.S. Dept of Education Funding - Student Files | Files on recipients, including: FAF's, and FAF need analysis reports, parental tax files, draft registration compliance record, award letters, State of Educational Progress, Basic Education Opportunity Grant (Pell) Files, grants-in-aid documentation, guaranteed student loan applications, health profession loan files, nursing loan files, scholarships, graduate assistantships, sponsored student accounts. | Active + 3 Years |
| Financial Aid - U.S. Dept. of Education Funding - Work-Study Student Files | Contains application, PERS exemption form, and evaluations of students employed under Work-Study program. | Active + 3 Years |
| Gender discrimination & harassment investigation & disciplinary files - students, employees and visitors | Records of Investigations, informal resolutions, determinations, appeals, hearing recordings, sanctions, remedies | 7 years |
| Grades - Change of Grade Forms (Update Documents) | Indefinite | |
| Grades - Faculty Grade Report (Grade or narrative) | Copy of grade reports as submitted to registrar by faculty | Indefinite |
| Grades - Grade Reports (Registrar's Copies) | Copy of grade report as sent to student. Grade or narrative | Active + 1 Year |
| Grades - Grade Statistics | Note: Review for continuing administrative and historical value and potential transfer to institutional archives | Indefinite |
| Graduation - Application for Graduation | Active + 1 Year | |
| Graduation - Commencement Programs | Note: Review for continuing administrative and historical value and potential transfer to institutional archives | Indefinite |
| Graduation - Graduation Authorizations | Documents certifying completion of degree requirements | Active + 5 Years |
| Graduation - Graduation Lists | Note: Review for continuing administrative and historical value and potential transfer to institutional archives | Indefinite |
| Grants-In-Aid Records (University specific) | Authorizations from Athletic Department including copies of quarterly billings and payments. | Active + 6 Years |
| Head Start | Documents of Head Start meetings and grantee level matters. | Active + 5 Years |
| Health Profession Loan Student Files (University specific) | Contains all documents relating to granting of loans, including correspondence, promissory note, confidential form, etc. | Active + 6 Years |
| IPEDS Reports (Integrated Postsecondary Education Data System) | Indefinite | |
| OBOR Reports (Ohio Board of Regents) | Indefinite | |
| Ohio Academic Scholarship Rosters (University specific) | Lists of students receiving scholarships for current academic year. | Active |
| OPA MCE Continuing Education Event Records | Records reflecting accreditation efforts, attendance, and feedback of events hosted by KSU earning Ohio Psychological Association Mandatory Continuing Education credits | 2 Years |
| Recordings of remote test proctoring sessions | Audio and/or video recordings of student's desktops and/or student's camera feeds recorded during remote test proctoring sessions | 1 year |
| Requests - Disclosures of Personally Identifiable Information | Active + 3 Years | |
| Requests - Health Insurance Waivers | Signed waiver indicating student's acceptance or waiver of university student health insurance. | 1 Year |
| Requests - Student Requests for Nondisclosure of Directory Information | Active + 3 Years | |
| Requests - Student's Written Consent for Records Disclosure | Active + 3 Years | |
| Research - Grants Files - Awarded | Files containing proposal, budgets, accounting information on grants received by faculty members from federal and state agencies and private foundations. Note: Review for continuing administrative and historical value and potential transfer to institutional archives. | Active + 6 Years |
| Research - Grants Files - Not Awarded | Applications are proposals by faculty for rants that were not funded. | 1 Year |
| Research - Research Protocol Committee Files | Includes lists of protocols to be considered, new reviews, approvals, requests, and revised protocol forms. Note: Review for continuing administrative and historical value and potential transfer to institutional archives | Active + 10 Years |
| Research - Research Protocol Records | Includes protocol correspondence, grant information, approval forms, progress reports, prescription drug tracking forms, memos, history sheets, previously active protocol, and LAMS file. | Active + 3 Years |
| Sponsored Student Account Files | Record of students sponsored by corporations and special scholarships, including authorizations, transactions, account numbers, etc. | Active + 6 Years |
| Statement of Educational Progress (University specific) | Confirms individual student's progress toward degree to maintain federal financial aid. | Active + 6 Years |
| Statistics - Degree | Indefinite | |
| Statistics - Enrollment | Indefinite | |
| Statistics - Racial/Ethnic | Indefinite | |
| Student Accessibility Services - Exam Records | Documents created and maintained for Student Accessibility Services for the purpose of student specific accommodated exam administration. Including exam appointment, exam schedules, exam administration records, completed exams that have been scanned and emailed to instructors, proctor logs, proctor schedules, professor permissions and phone messages. | 1 Year |
| Student Accessibility Services Records – Documentation for students who have not completed the SAS registration process | Examples of this documentation include, but are not limited to, high school Individualized Education Plans (IEPs), letters from providers, or disability verification forms for students who have not completed the registration process | One year from date of receipt |
| Student Accessibility Services Student Files | Files maintained by Student Accessibility Services regarding services provided to specific students. Active = period during which services are requested and or received. | Active + 7 years |
| Student Disciplinary Files | Files maintained by student affairs on students who have been accused of disciplinary violations | Active + 6 Years |
| Student Disciplinary Files – Suspension, Dismissal, Non-student visitor persona non grata | Files maintained by student affairs on students who have been found responsible and sanctioned to suspension or dismissal; and non-student visitors found responsible and issued persona non grata status | Indefinite |
| Student Records - Academic Records | Record of academic work pursued, including: grades, course evaluations, competency assessments, etc. | Indefinite |
| Student Records - College or Departmental Office Files | Files maintained in individual college and department offices on students enrolled in that college or department. Includes transcripts, letters of recommendation, etc. Includes students who have graduated, actively enrolled students, and students who are no longer actively enrolled. | Active + 1 Year |
| Student Records - Continuing Education | Files include two types of records: students enrolled in special interest courses, and students enrolled in professional certification programs. | Active + 3 Years |
| Student Records - Correspondence | Student-specific correspondence relating to student records (other than admissions) | Active + 1 Year |
| Student Records - Program Requirement Modification | Change of major forms; degree requirement waiver or substitution authorization | Active + 1 Year |
| Student Records - Transcript Requests (other than student requested) | Active + 3 Years | |
| Student Records - Veterans Administration Records and Correspondence | Active + 3 Years | |
| Student's Written Consent for Records Disclosure (University specific) | Active + 3 Years | |
| Transfer Credit Evaluations (University specific) | Active + 1 Year | |
| Tuition and Fee Schedule | Listing of fee charges for each term by an institution. | Indefinite |
| Tuition Refund Appeals - Approved | The Committee's communication to the student notifying them of the approval | 4 years |
| Tuition Refund Appeals - Denied | The Committee's communication to the student documenting the denial. In cases of a second deliberation after an initially denied appeal, the following documents related to the second deliberation should be retained: Supporting documents, email communication, and the Committee's communication to the student documenting the subsequent denial. | 4 years |