University Archives

Records Retention Schedule: Education

Accounting | Administrative | Education | Environmental | Financial
General | Legal | Marketing | Personnel

Record Series

A - B - C - D - E - F - G - H - I - J - K - L - M - N - O - P - Q - R - S - T - U - V - W - X - Y - Z - Numbers

Note: Many records series under Education are confidential under FERPA

A

Academic Action Notifications

  • Description: Communications notifying students of dismissal, academic probation, etc.
  • Retention: Active + 1 year
  • IUC number: EDU1010

Academic Records

  • Description: Record of academic work pursued. Includes grades, course evaluations, competency assessments, etc.
  • General Schedule
  • Retention: Active + 6 years; Permanent in Registration and Records
  • IUC number: EDU1000

Acceptance Letters and Relevant Admissions Correspondence for Applicants Who Do Matriculate

  • Description: Student-specific correspondence relating to admission and enrollment at the institution.
  • Admissions
  • Retention: Active + 1 year
  • IUC number: EDU1010

Acceptance Letters for Applicants Who Do Not Matriculate

  • Description: Letters notifying students of acceptance or non-acceptance to the institution
  • Admissions
  • Retention: 1 year
  • IUC number: EDU1100

Admissions Correspondence for Applicants Who Do Matriculate

  • Description: Student-specific correspondence and applications for admission and enrollment at BGSU
  • Admissions
  • Retention: Active + 1 year
  • IUC number: EDU1010

Advanced Placement Records for Applicants Who Do Matriculate

  • Description: Forms and records supporting consideration for advanced placement in courses where no credit is granted.
  • Admissions
  • Retention: Active + 1 year
  • IUC number: EDU1010

Advanced Placement Records for Applicants - Who Do Not Matriculate

  • Description: Forms and records supporting consideration for advanced placement in courses.
  • Admissions
  • Retention: 1 year
  • IUC number: EDU1010

Annual Interim Fiscal Operations Reports

  • Description: Reports to federal government on expenditures for federal programs.
  • Retention: Active + 6 years; review for historical value - Archives
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100. Retention period is Active + 3 years.

Applications for Admission or Readmission for Applicants Who Do Matriculate

  • Description: Forms requesting admission or readmission to the institution.
  • Admissions
  • Retention: Active + 1 year
  • IUC number: EDU1010

Applications for Admission or Readmission for Applicants Who Do Not Matriculate

  • Description: Forms requesting admission or readmission to the institution.
  • Admissions
  • Retention: 1 year
  • IUC number: EDU1010

Applications for Graduation

  • Colleges
  • Retention: Active + 1 year
  • IUC number: EDU1010

Audit Authorizations

  • Description: Approval forms to audit a class.
  • Retention: 1 year after audit or 3 years after date submitted
  • IUC number: EDU1010

Award Letters

  • Description: Summarizes students' financial aid each year and confirms acceptance or rejection.
  • Student Financial Aid
  • Retention: Active + 6 years
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100. Retention period is Active + 3 years.

B

Basic Education Opportunity Grant (Pell) Files

  • Description: Includes eligibility, statement of educational purpose, correspondence, etc.
  • Treasurer
  • Retention: Active + 6 years
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100. Retention period is Active + 3 years.

C

Catalogs

  • Description: Official bulletins of the institution.
  • Registration and Records, Graduate College
  • Retention: Permanent; transfer 1 copy to Archives
  • IUC number: EDU3000

Change of Course Schedule (Drop/Add)

  • Registration and Records
  • Retention: Active + 1 year
  • IUC number: EDU1010

Change of Grade Forms

  • Description: Form submitted by departmental offices to the Registrar indicating the final grade to be posted to the student's official academic record on the Student Data Base for a given course.
  • Registrar
  • Retention: retain until microfilmed, then destroy in a way that maintains confidentiality.
  • IUC Number: EDU1000

Check Registers for Federal Loans

  • Description: Record of checks sent to students for National Direct Student Loans and Health Education Assistance Loans.
  • Treasurer
  • Retention: Active + 6 years
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100. Retention period is Active + 3 years.

Class Roster

  • Description: Listing of all students who are registered in classes, used by departments to correct time, place, instructor names and to initiate section changes. Used by the Registrar to post this information to the Student Data Base.
  • Registration & Records
  • Retention: 1 semester
  • IUC number: EDU1010

Class Roster - Non-credit Courses

  • Continuing Education
  • Retention: 6 years
  • IUC number: EDU1010

Class Schedules (Students)

  • Description: List of classes student took a given term.
  • Retention: Active + 6 years
  • IUC number: EDU1010

College/Department Office Student Files

  • Description: 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, and students who are no longer actively enrolled.
  • Retention: Active + 1 year
  • IUC number: EDU1010

Commencement Programs

  • Student Affairs
  • Retention: Permanent; transfer a copy to Archives
  • IUC number: EDU3000

Continuing Education Student Records

  • Description: Files include records of students enrolled in special interest courses and students enrolled in special certification programs.
  • Continuing Education
  • Retention: Active + 6 years
  • IUC number: EDU1010

Correspondence for Applicants Who Do Not Matriculate

  • Admissions
  • Retention: 1 year
  • IUC number: EDU1100

Correspondence, Relevant

  • Description: Student-specific correspondence (other than admissions)
  • Retention: Active + 1 year
  • IUC number: EDU1010

Course Syllabi

  • General Schedule
  • Retention: Active + 6 years
  • IUC Number: EDU3000
  • Notes: Archives retains course years descriptions published in catalogs and bulletins permanently.

Credit By Examination Form

  • Admissions
  • Retention: Active + 6 years
  • IUC number: EDU1000

Credit/No Credit Approvals

  • Registration and Records
  • Retention: 1 year after audit or 3 years after date submitted
  • IUC number: EDU1010

Curriculum Development Files

  • Description: Files documenting approval of new programs and degrees
  • General Schedule
  • Retention: Indefinite
  • IUC Number: EDU3000
  • Notes: Archives receives permanent files from Provost

D

Degree Statistics

  • Retention: Indefinite; transfer copy to Archives
  • IUC number: EDU3000

Draft Registration Compliance Record

  • Description: Testimony to draft registration by student in order to receive financial aid.
  • Retention: Active + 6 years
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100. Retention period is Active + 3 years.

E

Enrollment Statistics

  • Retention: indefinite; transfer a copy to Archives
  • IUC number: EDU3000

Entrance Exam & Placement Test Reports (ACT, CEEB) for Applicants Who Do Matriculate

  • Description: Standardized test scores related to admission to the institution and placement test scores.
  • Admissions
  • Retention: Active + 1 year
  • IUC number: EDU1010

Entrance Exam & Placement Test Reports (ACT, CEEB) for Applicants Who Do Not Matriculate

  • Description: Standardized test scores related to admission to the institution and placement test scores.
  • Admissions
  • Retention: 1 year
  • IUC number: EDU1010

F

Faculty Grade Report (grade or narrative)

  • Description: Copy of grade reports as submitted to registrar by faculty.
  • Retention: Active until the end of the fifth week of the following semester, unless an appeal is in progress
  • IUC number EDU1000
  • Disposition: Destroy in a way that maintains confidentiality, provided that no appeal is pending or in progress

G

Grade Reports (Registrar's copies)

  • Description: Copy of grade reports as submitted to registrar by faculty.
  • Retention: Active + 1 year
  • IUC Number: EDU1000

Grade Statistics

  • Retention: Indefinite; transfer 1 copy to Archives
  • IUC number: EDU3000

Graduate Scholarship/Assistantship Awards

  • Description: Records sent by colleges to Financial Aid indicating awards to graduate students.
  • Retention: Active + 6 years
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100. Retention period is Active + 3 years.

Graduation Authorizations

  • Description: Documents certifying completion of degree requirements.
  • Retention: Active + 6 years
  • IUC number: EDU1010

Grants-in-Aid Records

  • Description: Authorizations from Athletic Department including copies of quarterly billings and payments.
  • Retention: Active + 6 years
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100. Retention period is Active + 3 years.

Guaranteed Student Loan Applications

  • Description: Copy of student loan application, which is forwarded back to potential lending institution.
  • Retention: Active + 6 years
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100. Retention period is Active + 3 years.

H

Health Profession Loan Student Files

  • Description: Contains all documents relating to granting of loans, including correspondence, promissory note, confidential form, etc.
  • Student Financial Aid
  • Retention: Active + 6 years
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100. Retention period is Active + 3 years.

I

Integrated Postsecondary Education Data System Reports

  • Registration and Records
  • Retention: indefinite; transfer to Archives
  • IUC number: EDU3000

International Student Forms (I-20, etc.) for Applicants Who Do Matriculate

  • Retention: 5 years
  • IUC number: EDU1010
  • Note: Since many items included in international students' records are to be retained for at least five years, it is recommended that Immigration and Naturalization Service documentation also be retained five years.

L

Letters of Recommendation for Applicants Who Do Matriculate

  • Description: Letters of reference supporting application to the institution.
  • Admissions
  • Retention: Active + 1 year
  • IUC number: EDU1010

Letters of Recommendation for Applicants Who Do Not Matriculate

  • Description: Letters of reference supporting application to the institution.
  • Admissions
  • Retention: 1 year
  • IUC number: EDU1100

M

Medical Records for Applicants Who Do Matriculate

  • Description: Medical records related to application to the institution.
  • Health Services
  • Retention: Active + 1 year
  • IUC number: EDU1010

Medical Records for Applicants Who Do Not Matriculate

  • Description: Medical records related to application to the institution.
  • Health Services
  • Retention: 1 year
  • IUC number: EDU1100

N

National Guard Scholarship Rosters

  • Description: List of Students receiving scholarships from the Ohio National Guard.
  • Retention: Active
  • IUC number: EDU3010

National Merit Scholarship Files

  • Description: Includes correspondence and applications by finalists.
  • Retention: Active + 6 years
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100. Retention period is Active + 3 years.

Non-recipient Financial Aid Files

  • Copy of FAF for students who did not receive aid or enter the university or college.
  • Retention: 1 year
  • IUC number: EDU1100

Nursing Student Loan Files

  • Description: Contains all documents relating to granting of loans, including correspondence, confidential information sheet, promissory note, etc.
  • Treasurer
  • Retention: active + 6 years
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100. Retention period is Active + 3 years.

O

OBOR Reports (Ohio Board of Regents)

  • Retention: indefinite; transfer 1 copy to Archives
  • IUC number: EDU3000

Official Class Roster

  • Description: Lists of students enrolled for individual classes.
  • Retention: Active
  • IUC: EDU3010

Ohio Academic Scholarship Rosters

  • Description: Lists of students receiving scholarships for current academic year.
  • Retention: Active
  • IUC number: EDU3010

Ohio Bureau of Vocational Rehabilitation Files

  • Description: Record of awards by state agency for payment for handicapped students.
  • Retention: Active + 6 years
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100. Retention period is Active + 3 years.

Ohio Instructional Grant Files

  • Description: Record submitted by student for payment of fees. Eventually sent to OBOR for payment.
  • Retention: Active
  • IUC number: EDU3010

Ohio Instructional Grant Rosters

  • Description: List of students receiving grants for current academic year.
  • Retention: Active + 6 years
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100. Retention period is Active + 3 years.

P

Pass/Fail Request

  • Registration and Records
  • Retention: Active + 1 year
  • IUC number: EDU1010

Personalized Recruitment Materials for Applicants Who Do Matriculate

  • Description: Student-specific letters related to encouraging potential student to attend the institution.
  • Admissions
  • Retention: 3 years; VA regulations require that all recruitment materials be retained 3 years
  • IUC number: EDU1010

Personalized Recruitment Materials for Applicants Who Do Not Matriculate

  • Description: Student-specific letters related to encouraging potential student to attend the institution.
  • Admissions
  • Retention: 3 years; VA regulations require that all recruitment materials be retained 3 years
  • IUC number: EDU1010

Placement Files

  • Description: Files maintained on alumni for the purposes of career placement. Includes credentials, letters of recommendation, etc.
  • Career Services
  • Retention: Active + 1 year
  • IUC number: EDU1010

Program Requirement Modification

  • Description: Change of major forms; degree requirement waiver or substitution authorization.
  • Retention: Active + 1 year
  • IUC number: EDU1010

R

Racial/Ethnic Statistics

  • Retention: indefinite; transfer 1 copy to Archives
  • IUC number: EDU3000

Registration/Enrollment Forms

  • Registration and Records
  • Retention: 1 year after audit or 3 years after end of term
  • IUC number: EDU1010

Requests and Disclosures of Personally Identifiable Information

  • Retention: Active + 3 years
  • IUC number: EDU1030

Requests for Formal Hearings

  • Retention: Active + 3 years
  • IUC number: EDU1030

S

Schedule of Classes (Institutional)

  • Schedule of classes offered each term by the institution.
  • Retention: indefinite; transfer 1 copy to Archives
  • IUC number: EDU3000

Scholarships

  • Description: Applications, correspondence and general information.
  • General Schedule
  • Retention: Active + 6 years
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100. Retention period is Active + 3 years.

Sponsored Student Account Files

  • Description: Record of students sponsored by corporations and special scholarships, including authorizations, transactions, account numbers, etc.
  • Student Financial Aid
  • Retention: Active + 6 years
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100. Retention period is Active + 3 years.

Statement of Educational Progress

  • Description: Confirms individual student's progress toward degree to maintain federal financial aid.
  • Student Financial Aid
  • Retention: Active + 6 years
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100. Retention period is Active + 3 years.

Student Advising Records

  • General Schedule
  • Retention: Active + 5 years
  • IUC number: EDU1010

Student Financial Aid Files

  • Description: Files on recipients, including award notices, FAF's and FAF need analysis reports.
  • Student Financial Aid
  • Retention: Active + 6 years; destroy in a manner protecting confidentiality
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100. Retention period is Active + 3 years.

Student Requests for Non-Disclosure of Directory Information

  • Retention: Active + 3 years
  • IUC number: EDU1030

Student Statements on Content of Records Regarding Hearing Panel Decisions

  • Retention: Active + 3 years
  • IUC number: EDU1030

Student Waivers for Rights of Access To See Letters of Recommendation for Admission for Applicants Who Do Matriculate

  • Retention: Active + 3 years
  • IUC number: EDU1030

Student's Written Consent for Records Disclosure

  • Retention: Active + 3 years
  • IUC number: EDU1030

T

Tax Files

  • Description: Copies of parents' 1040 tax form used to prove student's dependency.
  • Student Financial Aid
  • Retention: Active + 6 years
  • IUC number: EDU2000
  • Note: If funding source is United States Department of Education, see EDU2100. Retention period is Active + 3 years.

Transcript Requests - Other Than Student Requested

  • Retention: Active + 6 years
  • IUC number: EDU1000

Transcripts - High School for Applicants Who Do Matriculate

  • Description: Applicant's high school transcript
  • Retention: Active + 1 year
  • IUC number: EDU1010
  • Note: Some documents 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.

Transcripts - High School for Applicants Who Do Not Matriculate

  • Description: Applicant's high school transcripts.
  • Retention: 1 year
  • IUC number: EDU1100
  • Note: Some documents 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.

Transcripts - Other Colleges for Applicants Who Do Matriculate

  • Description: Records of courses taken at other post-secondary institutions and documents supporting prior learning, including credit for military training.
  • Retention: Active + 1 year
  • IUC number: EDU1010
  • Note: Some documents 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.

Transcripts - Other Colleges for Applicants Who Do Not Matriculate

  • Description: Records of courses taken at other post-secondary institutions and documents supporting prior learning.
  • Retention: 1 year
  • IUC number: EDU1100
  • Note: Some documents 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.

Transfer Credit Evaluations

  • Registration and Records
  • Retention: Active + 1 year
  • IUC number: EDU1010

Tuition and Fee Schedule

  • Description: Listing of fee charges for each term by an institution.
  • Retention: Indefinite
  • IUC number: EDU3000

V

Veterans Administration Records

  • Description: Includes correspondence
  • Registration and Records
  • Retention: Active + 3 years
  • IUC number: EDU1010

W

Withdrawal Authorizations

  • Registration and Records
  • Retention: 1 year after audit or 3 years after end of term
  • IUC number: EDU1010

Work/Study Student Files

  • Description: Contains application, PERS exemption form, and evaluation of employee under Work/Study Program.
  • Student Employment
  • Retention: Active + 6 years
  • IUC number: EDU2000

Written Decisions of Hearing Panels

  • Retention: Active + 3 years
  • IUC number: EDU1030