REGISTRAR

Email

Telephone - 915-7792

The Registrar’s Office is the official repository for documents shown below. The department is responsible for retaining the official copy of a record and serve as the department responsible for the development, maintenance, retention and destruction of records. Records are retained as specified by UM, IHL, State, Federal or outside entity guidelines. Departmental records are retained at the discretion of the department but are encouraged to follow the guidelines outlined in order to reduce labor and save space.

The following files are retained on a permanent basis:

Academic records ,Change of grade forms, Class lists (original grade sheets), FERPA documents, Graduation lists, Catalogs, Commencement program, Degree Statistics, Enrollment statistics, Grade statistics, Race/ethnicity statistics, Schedule of classes (institutional)

The following records are retained for 5 years after graduation or date of last enrollment:

Acceptance letters, Advanced placement records, Entrance exam reports/test scores (ACT,LSAT), Military documents, Placement test records/scores, Residency classification forms, Transcripts-other, Transcripts-high school, Foreign /international student forms (I-20), Academic action authorizations (dismissal, etc), Placement tests (Accuplacer), Applications for readmission, Credit by exam reports/scores (AP, CLEP), Curriculum change authorizations, Degree audit records, Fee assessment forms, Graduation authorizations, Incomplete (“I”) grade forms, Military documents, Name change authorizations, Transfer credit evaluations

The following records are retained for 3 years after graduation or last enrollment:

Veterans Administration

The following records are retained for 2 years after graduation or last enrollment:

Withdrawal authorizations,

The following records are retained for 1 year after graduation or last enrollment:

Applications for graduation, Class schedules,

The following records are retained for 1 year:

Audit authorizations, Changes of course (add/drop), Credit/no credit approvals, Grade reports, Pass/fail requests, Personal data information forms, Registration forms, Transcript requests (student), Enrollment verifications

The following records are retained for 1 year then bound and sent to the Library:

Standing Committee Minutes

The following records are retained until admitted:

Letters of recommendation

The following records will be retained until after enrollment:

Recruitment materials

The following records will be retained for No upper limit for students on student visas.  For exchange visitor visas, 3 yrs after grad or date of last enrollment:

International Student documents (Applicants)

  Work permit

  Alien Registration receipt card

  I-20

  I-94, IAP 66

  Passport number

  Statement of educational costs/financial responsibility

The following records will be retained until released:

Hold or encumbrance authorizations