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Student Record Retention

Student academic records

Unreturned student tests, quizzes, assignments, papers

Department or entity: Academic Affairs
Format: Hard copy or electronic (i.e. Moodle)
Limiting criteria: None
Storage location: Faculty secured file cabinet
Applicable federal/state law, agency or organization best practice: AACRO Retention, Disposal and Archive of Student Records Manual (2013)
Safe destruction date: One year after graduation
Contact: 
Notes:
These materials are the property of Augustana College. Upon separation from the college, these materials are to be returned to the appropriate department chair or the Office of Academic Affairs.

Faculty grade books

Department or entity: Academic Affairs
Format: Hard copy or electronic (i.e. Moodle)
Limiting criteria: None
Storage location: Faculty secured file cabinet
Applicable federal/state law, agency or organization best practice: AACRO Retention, Disposal and Archive of Student Records Manual (2013)
Safe destruction date: Five years after graduation
Contact: 
Notes:
These materials are the property of Augustana College. Upon separation from the college, these materials are to be returned to the appropriate department chair or the Office of Academic Affairs.

Advising materials

Department or entity: Academic Affairs
Format: Hard copy or electronic (i.e. Moodle)
Limiting criteria: None
Storage location: Faculty secured file cabinet
Applicable federal/state law, agency or organization best practice: AACRO Retention, Disposal and Archive of Student Records Manual (2013)
Safe destruction date: Three years after graduation
Contact: 
Notes:
These materials are the property of Augustana College. Upon separation from the college, these materials are to be returned to the appropriate department chair or the Office of Academic Affairs.

Faculty grading material

Department or entity: Reading/Writing Center
Format: Hard copy
Limiting criteria: None
Storage location: RWC Director's office
Safe destruction date: One year after graduation
Contact:

Minor honor code violations

Department or entity: Academic Affairs
Format: Hard copy
Limiting criteria: 2006-present
Storage location: Associate Dean of College, Academic Affairs
Contact:

Major honor code violations

Department or entity: Academic Affairs
Format: Hard copy
Limiting criteria: 2006-present
Storage location: Dean of Students Office
Contact:

Major honor code violations

Department or entity: Academic Affairs
Format: Digital copy
Limiting criteria: 2012-present plus some earlier minor violations
Storage location: Colleague Software
Contact:

Faculty grievance records

Department or entity: Academic Affairs
Format: Hard copy
Limiting criteria: None
Storage location: Academic Affairs cabinets and attic
Safe destruction date: 10 years after faculty member leaves the college
Contact:

Student complaints records

Record of student complaints

Department or entity: Academic Affairs
Format: Hard copy
Limiting criteria: None
Storage location: Academic Affairs secured file cabinet
Safe destruction date: One year after graduation
Contact:

Department or entity: Financial Aid
Format: Hard copy
Limiting criteria: None
Storage location: Business Office and Financial Aid
Safe destruction date: One year after graduation
Contact:

Department or entity: Student Life
Format: Hard copy
Limiting criteria: None
Storage location: Student services file
Safe destruction date: One year after graduation
Contact:

Student recruitment records

Student-athlete recruitment materials

Department or entity: Athletics
Format: Hard and digital copy
Limiting criteria: Yearly
Storage location: Front Rush
Safe destruction date: Deleted at discretion of coach
Contact:

Admission materials, which may include entrance exams (SAT, ACT, TOFEL), letter of admission, formal correspondence, class rank, recalculated GPA, test-optional contract, interview notes, certification of finances

Department or entity: Admissions
Format: Digital copy
Limiting criteria: None
Storage location: Colleague Software
Safe destruction date: Destroyed four years after expected start term for non-enrolling students. Application goes to the Dean of Students files for enrolling students. Official high school transcripts go to the Office of the Registrar for the educational record.
Contact:

Admission materials, which may include entrance exams (SAT, ACT, TOFEL), letter of admission, formal correspondence, class rank, recalculated GPA, test-optional contract, interview notes, certification of finances

Department or entity: Admissions
Format: Hard copy
Limiting criteria: None
Storage location: Prospect file
Safe destruction date: Destroyed four years after expected start term for non-enrolling students. Application goes to the Dean of Students files for enrolling students. Official high school transcripts go to the Office of the Registrar for the educational record.
Contact:

Returning student applications

Department or entity: Student Life
Format: Hard copy
Limiting criteria: 1960-present
Storage location: Student services file
Applicable federal/state law, agency or organization best practice: FERPA
Safe destruction date: Permanent
Contact:

All official transcripts

Department or entity: Student Life
Format: Hard copy
Limiting criteria: 1960-present
Storage location: Student services file
Applicable federal/state law, agency or organization best practice: FERPA
Safe destruction date: Permanent
Contact:

Cancellation/non-return/withdrawal notices

Department or entity: Student Life
Format: Hard copy
Limiting criteria: 1960-present
Storage location: Student services file
Applicable federal/state law, agency or organization best practice: FERPA
Safe destruction date: Permanent
Contact:

HS standing (strip)

Department or entity: Student Life
Format: Hard copy
Limiting criteria: 1960-present
Storage location: Student services file
Applicable federal/state law, agency or organization best practice: FERPA
Safe destruction date: One year after graduation
Contact:

Letter of interest in participating in collegiate athletics

Department or entity: Student Life
Format: Hard copy
Limiting criteria: 1960-present
Storage location: Student services file
Applicable federal/state law, agency or organization best practice: NCAA
Safe destruction date: One year after graduation
Contact:

Student disciplinary records

Student-athlete disciplinary records

Department or entity: Athletics
Format: Hard copy
Limiting criteria: From 2008-present
Storage location: AD office
Applicable federal/state law, agency or organization best practice: NCAA/CCIW 
Safe destruction date: None
Contact:

Student medical records

Medical records

Department or entity: Athletics
Format: Electronic (SIMS)
Limiting criteria: From 2006-present
Storage location: SIMS
Applicable federal/state law, agency or organization best practice: HIPPA
Safe destruction date: None
Contact:

Medical records

Department or entity: Athletics
Format: Paper
Limiting criteria: 2008-present
Storage location: Attic Carver, locked file cabinets
Applicable federal/state law, agency or organization best practice: HIPPA
Safe destruction date: Seven years
Contact:

Medical records

Department or entity: Athletics
Format: Paper
Limiting criteria: Active students
Storage location: Carver ATR: locked file
Applicable federal/state law, agency or organization best practice: HIPPA
Safe destruction date: Seven years
Contact:

Student emergency cards

Department or entity: Athletics
Format: Hard copy
Limiting criteria: Yearly
Storage location: Athletic kits
Applicable federal/state law, agency or organization best practice: HIPPA
Safe destruction date: End of season
Contact:

Medical records for accommodations

Department or entity: Residential Life
Format: Hard, digital copy
Limiting criteria: One year (hard copy), none (electronic)
Storage location: File cabinet in Assistant Director office (hard), O Drive (electronic)
Applicable federal/state law, agency or organization best practice: FERPA
Safe destruction date: One year
Contact:
Notes: Resubmit medical documentation annually

Student NCAA/CCIW records

Team rosters

Department or entity: Athletics
Format: Digital copy
Limiting criteria: 2000-present
Storage location: Access database
Applicable federal/state law, agency or organization best practice: NCAA/CCIW
Safe destruction date: Permanent
Contact:

Team rosters

Department or entity: Athletics
Format: Hard copy
Limiting criteria: Pre-2000
Storage location: Attic Carver, locked file cabinet
Applicable federal/state law, agency or organization best practice: NCAA/CCIW
Safe destruction date: Permanent
Contact:

Team eligibility forms

Department or entity: Athletics
Format: Hard copy
Limiting criteria: 2006-present
Storage location: AD Office
Applicable federal/state law, agency or organization best practice: NCAA
Safe destruction date: Six years
Contact:

Drug testing consent forms

Department or entity: Athletics
Format: Hard copy
Limiting criteria: 2006-present
Storage location: AD Office
Applicable federal/state law, agency or organization best practice: NCAA
Safe destruction date: Six years
Contact:

Medical hardship waivers

Department or entity: Athletics
Format: Hard copy
Limiting criteria: 2008-present
Storage location: AD Office
Applicable federal/state law, agency or organization best practice: NCAA/CCIW
Safe destruction date: None
Contact:

Transfer and contact release requests

Department or entity: Athletics
Format: Hard copy
Limiting criteria: 2008-present
Storage location: AD Office
Applicable federal/state law, agency or organization best practice: NCAA/CCIW
Safe destruction date: None
Contact:

Student financial aid records

Perkins Loan MPN and Entrance

Department or entity: Business Office
Format: Hard and/or digital copy
Limiting criteria: None
Storage location: Business Office
Applicable federal/state law, agency or organization best practice: DOE
Safe destruction date: Until loan is paid in full
Contact:

Perkins payment records

Department or entity: Business Office
Format: Hard copy from UAS and able to retrieve online
Limiting criteria: None
Storage location: Business Office
Applicable federal/state law, agency or organization best practice: DOE
Safe destruction date: Seven years
Contact:

ISIR, verification documentation, Professional judgment documentation, COA, FA SAP records

Department or entity: Financial Aid
Format: Hard and/or digital copy
Limiting criteria: None
Storage location: Financial Aid
Applicable federal/state law, agency or organization best practice: DOE
Safe destruction date: Three years after the end of the award year in which the student last attended
Contact:

FSA program reconciliation reports

Department or entity: Financial Aid
Format: Hard and/or digital copy
Limiting criteria: None
Storage location: Financial Aid
Applicable federal/state law, agency or organization best practice: DOE
Safe destruction date: Three-five years
Contact:

State grant and scholarship award disbursements

Department or entity: Financial Aid
Format: Hard and/or digital copy
Limiting criteria: None
Storage location: Financial Aid
Applicable federal/state law, agency or organization best practice: DOE
Safe destruction date: Three years after the end of the award year in which the student last attended
Contact:

Direct Loan entrance and exit counseling information

Department or entity: Financial Aid
Format: Hard and/or digital copy
Limiting criteria: None
Storage location: Financial Aid
Applicable federal/state law, agency or organization best practice: DOE
Safe destruction date: Three years after the end of the award year in which the student last attended
Contact:

Student incident records

Incident reports (including email, reports, supporting documentation, etc.)

Department or entity: Campus Police/Public Safety
Format: Hard copy printed and filed in student file
Limiting criteria: None
Safe destruction date: Seven years
Contact:

Parking tickets

Department or entity: Campus Police/Public Safety
Format: Hard copy
Limiting criteria: None
Safe destruction date: Seven years
Contact:

Daily reports (not criminal, but unusual)

Department or entity: Campus Police/Public Safety
Format: Hard copy
Limiting criteria: None
Safe destruction date: Seven years
Contact:

Student employment records

Student employee application

Department or entity: Facilities Services
Format: Hard copy
Limiting criteria: None
Safe destruction date: One year
​​​​​​​Contact:

Student employment records

Department or entity: Residential Life
Format: Hard copy
Limiting criteria: None
Storage location: File cabinet in Residential Life back office
Safe destruction date: 10 years
​​​​​​​Contact:

Student legal records

FERPA complaints and breaches

Department or entity: Registrar
Format: Hard copy
Limiting criteria: 1992-present
Storage location: Office of the Registrar
Applicable federal/state law, agency or organization best practice: FERPA
Safe destruction date: Permanent
​​​​​​​Contact:

Privacy waiver forms (consent to disclose personally identifiable information)

Department or entity: Registrar
Format: Hard copy
Limiting criteria: 1992-present
Storage location: Office of the Registrar
Applicable federal/state law, agency or organization best practice: FERPA
Safe destruction date: Until revoked by the individual or as long as student's education record is maintained
​​​​​​​Contact:

Power of attorney documents

Department or entity: Registrar
Format: Hard copy
Limiting criteria: None
Storage location: Office of the Registrar
Applicable federal/state law, agency or organization best practice: AACRAO
Safe destruction date: As long as student's education record is maintained
​​​​​​​Contact:

Student housing records

Housing applications

Department or entity: Residential Life
Format: Digital copy
Limiting criteria: None
Storage location: Simple Campus Software
Applicable federal/state law, agency or organization best practice: FERPA
Safe destruction date: None
​​​​​​​Contact:

Off-campus housing requests

Department or entity: Residential Life
Format: Hard copy, electronic
Limiting criteria: One year hard copy, none electronic
Storage location: File cabinet in Assistant Director office (hard), O Drive (electronic)
Applicable federal/state law, agency or organization best practice: FERPA
Safe destruction date: One year
​​​​​​​Contact:

Room inventory forms

Department or entity: Residential Life
Format: Hard copy
Limiting criteria: Two years
Storage location: Office of Residential Life binder
Safe destruction date: Two years
​​​​​​​Contact:

Student conduct records

Student conduct records

Department or entity: Residential Life
Format: Electronic (Maxient)
Limiting criteria: Maxient new in 2015, but old data maintained
Storage location: Maxient software
Applicable federal/state law, agency or organization best practice: FERPA
Safe destruction date: None
​​​​​​​Contact:

Alcohol, drug violation letters

Department or entity: Student Life
Format: Hard copy
Limiting criteria: 1960-present
Storage location: Student services file
Applicable federal/state law, agency or organization best practice: FERPA
Safe destruction date: Permanent
​​​​​​​Contact:

Disciplinary records

Department or entity: Student Life
Format: Hard copy
Limiting criteria: 1960-present
Storage location: Student services file
Applicable federal/state law, agency or organization best practice: FERPA
Safe destruction date: Permanent
​​​​​​​Contact:

Incident reports

Department or entity: Student Life
Format: Hard copy
Limiting criteria: 1960-present
Storage location: Student services file
Safe destruction date: Permanent
​​​​​​​Contact:

Judicial decision letters

Department or entity: Student Life
Format: Hard copy
Limiting criteria: 1960-present
Storage location: Student services file
Applicable federal/state law, agency or organization best practice: Title IX
Safe destruction date: Permanent 
​​​​​​​Contact:

Records of hearings

Department or entity: Student Life
Format: Hard copy
Limiting criteria: 1960-present
Storage location: Student services file
Applicable federal/state law, agency or organization best practice: Title IX
Safe destruction date: Permanent
​​​​​​​Contact:

Student petition records

Meal plan waiver petitions

Department or entity: Student Life
Format: Hard copy
Limiting criteria: 1960-present
Storage location: Student services file
Safe destruction date: One year after graduation
​​​​​​​Contact:

Off-campus release petitions

Department or entity: Student Life
Format: Hard copy
Limiting criteria: 1960-present
Storage location: Student services file
Safe destruction date: One year after graduation
​​​​​​​Contact:

Parking ticket appeal petitions

Department or entity: Student Life
Format: Hard copy
Limiting criteria: 1960-present
Storage location: Student services file
Safe destruction date: One year after graduation
​​​​​​​Contact:

Student demographic records

Information release forms

Department or entity: Student Life
Format: Hard copy
Limiting criteria: 1960-present
Storage location: Student services file
Applicable federal/state law, agency or organization best practice: FERPA
Safe destruction date: Permanent
​​​​​​​Contact:

Parent change of address forms

Department or entity: Student Life
Format: Hard copy
Limiting criteria: 1960-present
Storage location: Student services file
Applicable federal/state law, agency or organization best practice: FERPA
Safe destruction date: Permanent
​​​​​​​Contact:

Parent name change forms

Department or entity: Student Life
Format: Hard copy
Limiting criteria: 1960-present
Storage location: Student services file
Applicable federal/state law, agency or organization best practice: FERPA
Safe destruction date: Permanent
​​​​​​​Contact:

Campus involvement records

Peer mentor applications

Department or entity: Student Life
Format: Hard copy
Limiting criteria: 1960-present
Storage location: Student services file
Safe destruction date: One year after graduation
​​​​​​​Contact:

Student activity records

Department or entity: Student Life
Format: Hard copy
Limiting criteria: 1960-present
Storage location: Student services file
Safe destruction date: Permanent
​​​​​​​Contact: