Higher Education (Board of Regents) Schedule
Academic Records Files
Cash Register Tapes for Student Transcripts
Department Lists Requiring Student Transcripts
Graduation Files
Identification Card Applications for Matriculated Students
Identification Card Applications for Non-Matriculated Students
Identification Card Receipt Books
Files containing official documentation listing student's
courses, grades, credits earned, and status achieved. Often
referred to as a transcript.
RETENTION
Record copy: Permanent. Retain by registrar for 10
years after graduation or withdrawal and
then transfer to State Archives or the
respective institution's archives.
Duplicate copies: Retain until administrative need ends and
then destroy.
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
Record copy: Retain for 1 year and then destroy.
Duplicate copies: 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
Record copy: Retain by agency for 1 year and then
destroy.
Duplicate copies: Retain for 1 year and then destroy.
PRIMARY CLASSIFICATION
Private.
Approved: 07/1990
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
Record copy: Retain by agency for 6 years and then
destroy.
Duplicate copies: Retain for 3 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
Record copy: Retain by agency for 6 years and then
destroy.
Duplicate copies: Retain for 3 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
Record copy: Retain by agency for 3 years and then
destroy.
Duplicate copies: Retain for 1 year 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
Record copy: Retain by agency for 1 year and then
destroy.
Duplicate copies: Retain 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
Record copy: Retain by agency for 3 years and then
destroy.
Duplicate copies: Retain for 1 year and then destroy.
SUGGESTED PRIMARY CLASSIFICATION
Public.
Approved: 07/1990
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
Record copy: Retain by agency for 5 years after
graduation or withdrawal and then destroy.
Duplicate copies: Retain until administrative need ends 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
Record copy: Retain by agency for 5 years after
graduation or withdrawal and then destroy.
Duplicate copies: Retain until administrative need ends and
then destroy.
SUGGESTED PRIMARY CLASSIFICATION
Public.
Approved: 12/1992
Request form for a transcript of student's permanent academic
records and the record of payment received for the copy.
RETENTION
Record copy: Retain by agency for 1 year and then
destroy.
Duplicate copies: Retain 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
Record copy: Retain by agency for 5 years and then
destroy.
Duplicate copies: Retain for 3 years and then destroy.
SUGGESTED PRIMARY CLASSIFICATION
Private.
Approved: 07/1990
This page was last updated August 1, 2008.