Maintenance of Records
In maintaining a student’s educational record, the University shall collect part or all of the following information: name; address; social security number; phone number; date of birth; sex; ethnicity; marital status; citizenship status; names of elementary, secondary, and post-secondary schools attended with dates and diplomas or degrees earned; activities, awards, and work experiences; parents’ names, addresses, phone numbers and occupations; business address and phone numbers; emergency telephone numbers; transcripts; grades received; reports of standardized tests; degree and program evaluations; course evaluations; competency sheets; registration forms; medical forms and records; financial assistance applications; confidential financial statements and eligibility reports; records of student fee payments; student-completed questionnaires; counselor reports and notes; letters of recommendation; placement records; and correspondence.
Letters of recommendation are used as admission documents only. They are not intended nor will they be used for any other purpose.
This information is kept by various offices and departments:
- Admissions
- Alumni Relations
- Career Services
- Diversity, Equity, and Access
- Financial Aid
- Provost
- Registrar
- School College Relations (National College of Education)
- Student Accounts
- Student Affairs
- Student Counseling
- Student Health
- University Ombudsman
Detailed educational records, as defined above, are kept no longer than two years after a student terminates enrollment in one of the University colleges and are then destroyed, with the following exceptions:
- The Office of Admissions and Records maintains student files until six years after the last date of attendance or degree date. Transcripts of all academic credit earned at the University are maintained permanently.
- The Alumni Relations Office maintains directory information on all graduates.
- The Financial Aid Office maintains financial aid and student account records for a minimum of three years from the date the student last attended.
- The Student Accounts Office retains quarterly financial summaries of student fee payments and individual student files concerning Perkins Loans necessary to meet statutory requirements.
- The Office of School College Relations (NCE) permanently retains information files related to professional study: evaluation, notation, etc.
- The Office of Student Experience and the Office of the Provost maintain disciplinary records for five years.