Record Maintenance

A student's education records are defined under the Family Educational Rights and Privacy Act (FERPA) of 1974 as including, subject to the limitations described in the Act, "records, files, documents, and other materials which (1) contain information directly related to a student; and (2) are maintained by an institution or by a party acting for such institution." At the University, a student's education records are often maintained in a number of offices: the Office of the Dean of Students in the student's academic unit, the student's department (if the student is a graduate divisional student), and other offices across campus. A student's official academic record is maintained indefinitely in the Office of the University Registrar.

Policies governing the maintenance, review, and ultimate disposition of students' education are governed by the University record retention policy (

For student records, the retention policy is as follows:

Type of Record Retention Policy
Admission applications 5 years from graduation or date of last attendance, 2 years if not enrolled
Academic records (transcripts are permanent) 5 years
Career advising 3 years
Discipline records 5 years from last incident, permanent if involves suspension or expulsion
Student affairs, extracurricular activities and athletics 6 years
Housing records 5 years after graduation or last attendance
Financial aid, student loan, and scholarship records 4 years after later of graduation or payoff
Disability accommodation records 7 years
Tuition and expense payment records 8 years

Specific questions should be directed to the student’s area Dean of Students.