Pine Technical College
Policy and Procedure
Policy Number: 305 Date: 4/7/03
Revision Date:
Division/Department: Student Affairs Author:
Wolfgang Rothen
Subject: Retention of Student Records
Authorities:
American Association of Collegiate Registrars & Admissions Officers
(AACRAO), Family Educational Rights and Privacy Act (FERPA), Minnesota Board of
Nursing, Minnesota Department of Administration, & applicable MnSCU Policies.
Purpose:
The purpose of this policy is to meet minimum record keeping standards
subject to the following general provisions:
1. Comply with the appropriate legal and administrative requirements for record
keeping.
2. Ensure that records are accessible, accurate, authentic, and reliable
throughout the record life cycle. The record life cycle is defined by a
Retention of Records Schedule, which identifies who holds the official copy of
each record and the required retention period for that official copy.
Policy:
1. Student record retention schedules will be coordinated by the
Registrar (Records & Registration Department).
2. Standards for the accuracy, completeness, and reliability of student records
will be set by the Data Integrity/Security Committee.
3. The authenticity of student records will be appraised by the Registrar in
consultation with the Dean of Student Affairs and Vice President of Academic
Affairs, Division Chairs; and in association with potentially legally-impacted
parties.
4. Record disposal will be managed by the campus Information Security Officer
(see Policy 701).
5. Record storage will be managed departmentally. Office Copy Holders are
responsible for the timely and proper storage and disposal of records.
6. Compliance with Federal, MnSCU, college, and accreditating agencies will be
managed departmentally.
Retention of Records Schedule
| Record Series Name | Official Copy Holder | Minimum Retention Period |
| Academic Action Authorizations (e.g., Suspension, Probabtion) | Dead on Student Affairs | 5 years after graduation or date of last attendance |
| Advanced Placement & Other Placement Test Records/Scores | Records & Registration Department | 5 years after graduation or date of last attendance |
| Applications for Graduation | Records & Registration Department | 1 year after graduation or date of last attendance |
| Applications for Admission or Readmission | Records & Registration Department | 5 years after graduation or date of last attendance |
| Audit & Review Reports | President's Office | Until superseded |
| Budget Allocations & Adjustments | Dean of Administrative Services Office | Current year plus one |
| Catalogs | Dean of Student Affairs | Permanent |
| Changes of Course (Adds/Drops/Withdrawals) | Records & Registration Department | 1 year after date submitted |
| Change of Grades | Records & Registration Department | Permanent |
| Commencement Programs | Dean of Student Affairs | Permenent |
| Construction and Remodeling Records | President's Office | Until project completed |
| Counseling Advising Records | Counselor's Office | 1 year after graduation or date of last attendance |
| Course/Instructor Evaluations | Vice President of Academic Affairs Office | Permanent |
| Credit by Examination Reports/Scores | Records & Registration Department | 5 years after graduation or date of last attendance |
| Curriculum Change Authorizations | Vice President of Academic Affairs Office | Permanent |
| Disability Records | Disabilities Coordinator's Office | 1 year after graduation or date of last attendance |
| Enrollment Statistics | Office of Institutional Research | Permanent |
| Financial Aid Documents | Financial Aid Office | 3 years from award year |
| Foreign/International Student Forms (I-20 etc.) | Records & Registration Department | 5 years after graduation or date of last attendance |
| Grade Books | Academic Departments | 2 years beyond most recent term |
| Graduate Follow-up Data/Placement Reports | Office of Institutional Research | 5 years after graduation year |
| Graduation Lists | Records & Registration Department | Permanent |
| Grants - Funded/Rejected | President's Office | Discretion of office |
| Hold or Encumbrance Authorizations | Dead of Student Affairs | Until released |
| Honor Society Records | Office of origin | Permanent until obsolete |
| Institutional Information (Cost of Attendance, Accreditation Reports, Articulation Agreements, Self Studies, etc.) | President's Office | 3 years from disclosure |
| Internship Records | Division Chair, Internship Instructor of Record | 5 years after graduation or date of last attendance |
| Long Range Plans | Office of origin | Permanent until obsolete |
| Medical Records | Records & Registration Department | 1 year after graduation or date of last attendance |
| Name Change Authorizations | Records & Registration Department | 5 years after graduation or date of last attendance |
| Nursing Program Academic Records | Records & Registration Department | 50 years after graduation or date of last attendance |
| Perkins Records | Dean of Student Affairs | 3 years from end of award year |
| Personal Data Information Forms | Records & Registration Department | 1 year after graduation or date of last attendance |
| Personnel Files | Dean of Administrative Services Office | 5 years after termination |
| Receipts | Dean of Administrative Services Office | 5 years |
| Registration Forms | Records & Registration Department | 1 year after date submitted |
| Schedule of Classes | Vice President of Academic Affairs Office | Permanent |
| Student Request for Nondisclosure of Directory Information | Records & Registration Department | Until terminated by student or permanent |
| Student's Written Consent for Records Disclosure | Records & Registration Department | Until terminated by student or permanent |
| Transcript Requests | Records & Registration Department | 1 year after date submitted |
| Transfer Credit Evaluations | Records & Registration Department | 5 years after graduation or date of last attendance |
| Tuition and Fee Charges | Dean of Administrative Services Office | 5 years after graduation or date of last attendance |
| Veterans Administration Records | Records & Registration Department | 3 years after graduation or date of last attendance |
Dissemination:
1. Leadership Team members will provide the policy to employees in
their work areas.
2. The policy will be available in the Media Center, Administrative Services,
and on the College's shared directory.
3. The President may provide the policy to third parties and outside agencies.
Reviewed by Leadership Team: Date: 4/7/03
Reviewed by Faculty Senate: Date: N/A
Approved: Date: 4/7/03