Registrar’s Office Student Academic Records Retention Policy

Student academic records will be retained according to the schedule, location and mode of storage posted below (revised October 2014):

Document	Time Retained	Location	Mode of Storage
Degree Applications	1 Year	Degree Auditor’s Office	Paper/Banner
Degree Audit Sheets	Until Graduation or 10 Years	Permanent Record Files	Paper to 6-months; Digital Image 6-months or older
Drop/Add Slips	5 Years	Records Room	Paper to 6-months; Digital Image 6-months or older/Banner
Enrollment Cert. (not V.A.)	1 Semester	E.C.O. files	Paper/Banner/Clearinghouse
Grade Changes	5 Years	Grade Files	Paper to 6-months; Digital Image 6-months or older/Banner
Grade Rolls (Final)	10 Years	Back Office	Digital Image/Banner
Master Card File	Permanent (disc. Summer 1991)
Permanent Record Card	Permanent	1935-Fall 1996	Digital Image
		Permanent Record Files before 1935 – Fant Library
Privacy Requests	Until Graduation or 10 Years	Permanent Record Files	Paper to 6-months; Digital Image 6-months or older
Student Class File	Permanent Since Summer 1984	Administrative Computing	Tape/mainframe/Banner
Transcript Master	Permanent	Permanent Record Files/Summer 2001 forward in Banner	Digital Image/Banner
Transcript Requests	1 Year	RO Staff Files	Paper/Banner
Transcripts from Other Colleges for Students Enrolled at The W	Until Graduation or 10 Years	Permanent Record Files	Paper to 6-months; Digital Image 6-months or older
V.A. Files	10 Years	Records Room	Paper to 6-months; Digital Image 6-months or older
Withdrawals	10 Years	Records Room	Paper to 6-months; Digital Image 6-months or older/Banner

Paper versions of student academic records are purged and/or scanned as digital images within six months unless indicated otherwise.Digital image versions of student academic records are purged once their time of retention has expired according to the schedule posted above.