Utah Department of Administrative Services

Division of Archives & Records Service

Higher Education (Board of Regents) Schedule

 

 

8-1. ACADEMIC RECORD FILES 

Files containing official documentation listing student's courses, grades, credits earned, and status achieved. Often referred to as a transcript.

Retention

Permanent. Retain by registrar for 10 years after graduation or withdrawal and then transfer to State Archives or the respective institution's archives.

PRIMARY CLASSIFICATION

Private.

Approved: 07/1990

 

8-2. CASH REGISTER TAPES FOR STUDENT TRANSCRIPTS

Daily cash register tapes noting monies received for transcripts of the students' permanent academic record.

Retention

Retain for 1 year and then destroy.

PRIMARY CLASSIFICATION

Public.

Approved: 07/1990

 

8-3. DEPARTMENT LISTS REQUESTING STUDENT TRANSCRIPTS

Lists of requested students' transcripts of permanent academic record for use in the academic departments of the institutions of higher education. 

Retention

Retain by agency for 1 year and then destroy.

PRIMARY CLASSIFICATION

Private.

Approved: 07/1990

 

8-4. GRADUATION FILES

Files which document the fulfillment of qualifications necessary to graduate from one of Utah's institutions of higher education.

Retention

Retain for 1 year and then destroy and then destroy.

PRIMARY CLASSIFICATION

Private.

Approved: 07/1990

 

8-5. IDENTIFICATION CARD APPLICATIONS FOR MATRICULATED STUDENTS

Applications for identification (I.D.) cards for students, faculty, and staff.

Retention

Retain by agency for 6 years and then destroy.

PRIMARY CLASSIFICATION

Private.

Approved: 07/1990

 

8-6. IDENTIFICATION CARD APPLICATIONS FOR NON-MATRICULATED STUDENTS

Applications for identification cards for non-matriculated individuals participating in activities sponsored by an institution of higher education.

Retention

Retain by agency for 6 years and then destroy.

PRIMARY CLASSIFICATION

Private.

Approved: 07/1990

 

8-7. IDENTIFICATION CARD RECEIPT BOOKS

Receipt books for monies received in payment for identification (I.D.) cards.

Retention

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private.

Approved: 07/1990

 

8-8. INTERNATIONAL IDENTIFICATION CARD APPLICATIONS

Applications for identification cards for students traveling out of the country in order to receive international student benefits.

Retention

Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private.

Approved: 07/1990

 

8-9. MONTHLY RECEIPTS FOR MONIES RECEIVED FOR TRANSCRIPTS 

Cash register tapes collected monthly noting monies received by the sale of copies of students' transcripts.

Retention

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 07/1990

 

8-10. REGISTRATION FILES

Files which document student enrollment, registration, and participation in course work and other academic activities at any of Utah's institutions of higher education.

Retention

Retain by agency for 5 years after graduation or withdrawal and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private.

Approved: 07/1990

 

8-11. STUDENT CUMULATIVE FILES

Files which document a student's activities, other than academic, while enrolled in one of Utah's institutions of higher education.

Retention

Retain by agency for 5 years after graduation or withdrawal and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 12/1992

 

8-12. TRANSCRIPT REQUESTS

Request form for a transcript of student's permanent academic records and the record of payment received for the copy.

Retention

Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private.

Approved: 07/1990

 

8-13. VISITING SCHOLARS INFORMATION FILES

Files containing identifying information on scholars temporarily working at an institution of higher education.

Retention

Retain by agency for 5 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private.

Approved: 07/1990