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CMU Records Retention Schedule

Academic / Student Records

ID ​TitleDescription

Creator / Responsible Unit

Retention Period

After Retention

S1

Admissions Records - Non-Enrolled Students

Includes but is not limed to applications, resumes, academic transcripts, test scores and placement tests, writing samples and statements, letters of recommendation, acceptance letters, visas and other documentation, and residency documentation.

Enrollment and Student Services, Undergraduate Admissions, ORGS

3 years

​Dispose - Could this be added to the University Archives? Check here.

​S2

​Admissions Records - Enrolled Students

​Includes but is not limed to applications, resumes, academic transcripts, test scores and placement tests, writing samples and statements, letters of recommendation, acceptance letters, visas and other documentation, and residency documentation.

​Enrollment and Student Services, Undergraduate Admissions, ORGS

7 years after Admission

​Dispose - Could this be added to the University Archives? Check here.

​S3 ​General Student Records

​Includes but is not limited to advising records, application for degrees, degree audits, major / minor selections, enrollment verification, transfer credit evaluation, academic petitions, substitutions, waivers, and appeals, disciplinary records, leaves of absence and withdrawal, and records pertaining to athletics participation.

​Registrar, Enrollment and Student Services, College of the Student, ORGS

​Contact the Records Management Team for more information.

Contact the Records Management Team for more information.

​S4 Special Student Records​

​Includes but is not limited to records related to specialized credentials and training, student teaching, practicum evaluations and others for CMED.

Registrar, Enrollment and Student Services, College of the Student, ORGS

​Contact the Records Management Team for more information.

​Contact the Records Management Team for more information.

​S5 ​Financial Aid Records

All records related to a specific student's application for, awarding of, and disbursement of funds.

​ESS, Scholarships and Financial Aid

​5 years

​Dispose - Could this be added to the University Archives? Check here.

​S6 ​FERPA Compliance

Includes requests for nondisclosure of directory information, requests for formal hearings, waivers for rights of access, and written consent for records disclosure.

Registrar, Office handling waivers, consent to disclosure, or formal hearing request

​100 years

​Dispose - Could this be added to the University Archives? Check here.

​S7

​Academic Student Complaints

Documents related to academic student complaints.

Student Affairs 
10 years 

​Contact the Records Management Team for more information.

​S8 ​Student Conduct Records

​Records related to and/or generated through complaints, investigations, and disciplinary actions pertaining to cases of violations or potential violations of any university policy related to the conduct of an individual student.

​Office of Student Conduct

Permanent in cases of suspension, dismissal, or conduct holds; 7 years otherwise

​Dispose - Could this be added to the University Archives? Check here.

​S9

​Registered Student Organization Conduct Records

​Records related to and/or generated through complaints, investigations, and disciplinary actions pertaining to cases of violations or potential violations of any university policy related to the conduct of a registered student organization.

Office of Student Conduct

​Permanent

​Retain in the original creating unit

​S10
​Course Evaluations

Hard copy ​Student Opinion Survey forms filled out by students near the conclusion of each course.

SOS reports containing aggregate SOS scores based on the information from the individual surveys are considered Administrative Records of Academic Planning and Analysis. As such, they are maintained per the Administrative Records type retention schedule.

​Academcic Planning and Analysis

​6 months

​Dispose - Could this be added to the University Archives? Check here.

​ S11
​Grades and Coursework

​Includes exams, grade lists, graded coursework.

​Department of the Student or Instructor

​1 year

​Dispose - Could this be added to the University Archives? Check here.

​S12
Theses and Dissertations​

​Theses and Dissertations written by students in pursuit of a graduate degree.

​College of Graduate Studies

Immediately Transfer to CMU Libraries

​CMU Libraries keeps permanently

​S13
​Course Syllabi

​Operational/teaching syllabi used by instructors for their courses offered at CMU.

​Department of the Instructor

​30 years

​Dispose - Could this be added to the University Archives? Check here.

​S14

​Instruction and Individual Curriculum Notes

​Documents showing course requirements, class descriptions, and reading lists. The Archives recommends transferring this material once it is no longer being actively used. Faculty members have the option of sending this material.

The instructor who created the documents

As long as useful

​Dispose - Could this be added to the University Archives? Check here.


Personnel and Human Resources Records

Administrative Records

Business and Financial Records

Health and Counseling Records

Law Enforcement Records

Non-Records

Updated November 13, 2019