Students | Records Retention | BYU-Idaho

# Students

This function pertains to activities of the University's students, including student records, honor, and services.

The Student Records Office holds primary responsibility for a student's academic record. Academic departments are involved in the creation, use, and administration of student records, but they should look to the Student Records Office as the repository of vital student records. The Student Records Office actively scans and preserves student's academic records.

While many of the records listed below may pass through a department's office and be maintained by that office for administrative purposes for a specified time period, the final repository of most student academic records is the Student Records Office. Student academic records held by the Student Records Office include transcripts, . If you have any of these records and are unsure if the Student Records Office has the record, contact the Student Records Office to ensure they have it, if they do, you may destroy the record once it no longer meets an administrative need in the office.

Records document student's academic progress and are maintained for the convenience of the student academic advisors. Records may include applications for program admission, notices of admission, grade reports, degree program requirement lists, departmental course waiver forms, program advisors' reports showing progress towards academic degrees, advising checklist forms, advisors' notes, copies of transcripts, Program Planning Sheets, advanced standing examination reports, official graduation audits, curriculum posting sheets, recommendation letters, suspension notices, re-admission notices, comprehensive exam results, awards, cluster approval forms and applications, Course Substitution/Waiver, Double Major/Minor, Graduation and Residency Requirement Petition, Name Change / Change in Marital Status, Vertical Credit, 3rd Party Release Form, and related documentation and correspondence. 
 
The Student Records Office is the repository of records related to academic standing and petitions and requests. Copies held with Academic Discovery Center and related advising offices should be transferred to Student Records upon completion of the activity; all other records should be securely destroyed after retention. 
 
Graduation 
 
1 year 
 
Destroy

Records of student petitions and formal written requests associated with academic standing and enrollment. Records may include petitions regarding credit limits, over 75 credit major change, academic renewal, academic suspension, academic exception, residency, student petitions for re-evaluation, and medical enrollment deferment and requests regarding waive requirement, change in final grade, major change, Major Petition Form, Custom Cluster Form, Request to Waive or Substitute Course Requirements, Fast Grad Form (Admissions), and University Studies Major Application Form. 
 
Record copy held with Student Records Office. Department offices should hold records until completion of the action (such as petitions and requests) then transfer items to the Student Records Office. 
 
Graduation 
 
3 years 
 
Destroy

Records document student academic standing, including academic probation, leave of absence, or dismissal from the University. Records may include reports containing student names, grade point averages (GPAs), grade point deficiencies, and numbers of previous suspensions and probations; report of student progress toward academic readmission/removal of probation status at other institutions; academic honors and awards; and related documentation and correspondence. 
 
Record copy held with Student Records Office. Department offices should hold records until completion of the action (such as petitions and requests) then transfer items to the Student Records Office. 
 
Graduation 
 
5 years 
 
Destroy

Records associated with the application process for undergraduate and international applicants who applied, were accepted, and enrolled. Records may include CES applications, fast grad applications, academic transcripts from other institutions, test scores, letters of admittance, deferment forms, appeals, acceptance letters, letters offering financial aid or scholarships, and related documentation and correspondence. 
 
Applicable records should be transferred to the Student Records Office for inclusion in student academic records; official, final reports generated from summary information should be transferred to archives. 
 
Matriculated 
 
5 years 
 
Destroy

Official transcript constituting the student's permanent academic record at the University. A log of requests is kept permanently. These are considered vital records. 
 
Record copy held with Student Records Office. 
 
Permanent

Records associated with student career and graduate school placement. Records may include reference letters, student teaching reports, transcripts, contact information, professional program certificates, personal data sheets and resumes, College Interview Forms, reports and questionnaires on placement, and related documentation and correspondence. 
 
Record copy held with Academic Discovery Center and related advising offices. Official, complete copies of placement reports should be transferred to the archives after 3 years. 
 
Inactive 
 
3 years 
 
Destroy

Records associated with preparing students for certifications for licenses or professions, and exams for admission into programs or to substitute coursework. Exam scores or reports including IB or AP test results and ACT, SAT, LSAT, MCAT, GRE scores, and Placement Test Exception Forms. Records may include applications for admission to a program, registration for practicum hours and evidence of the completion of the practicum, transcripts, narrative evaluations on practicum, notice of completion of hours required for certification, recommendations and evaluations, testing rules and regulations, rosters of test takers, seating charts, supervisors' reports, and vouchers for payment of testing, and related correspondence. 
 
Record copy held with Student Records Office. 
 
Inactive 
 
5 years 
 
Destroy

Records of admittance and attendance in the child development laboratories. Records include enrollment and participation documents and forms, and logs, class lists, child and Family Information Sheets, Incident/Injury Report Form, and Waiver Agreement and Release Forms. 
 
End of Calendar Year 
 
5 years 
 
Destroy

Records associated with students enrolled in courses taught. The series can be used to cross-check students who have enrolled against those who have registered as well as in the generation of statistical reports. Records may include student names, Student ID Number, semester, and enrollment/registration status. 
 
Record copy held with Student Records Office; other copies held with academic departments as needed. 
 
Inactive 
 
1 semester 
 
Destroy

Records associated with student participation in the Services for Students with a Disability program. Records may include health professional evaluation reports, documentation of disorders, recommendations for student applicants, high school transcripts and academic work-sheets, autobiographical essays, copies of applications for admission, copies of notices of admission, special admissions applications checklists, questionnaires, physicians' statements and letters of recommendation, counseling interview notes and referrals, and related documentation and correspondence. 
 
Record copy held with Disability Services Office. Admissions records will be held in Student Records Office. 
 
Graduation or Last Enrollment Date 
 
5 years 
 
Destroy

Records associated with student information release requests and consent authorizations or denials in accordance with the Family Educational Rights and Privacy Act. Records may include but are not limited to requests for formal hearings, requests for release of personally identifiable information, records of disclosures made to third parties, student statements regarding hearing panel decisions, written decisions of the hearing panel, written consent of the student to disclose records, waivers for rights of access; and related documentation and correspondence. This series may also contain student requests for non-disclosure of directory information and memorandum distributed to pertinent departments informing units which might have pertinent information not to disclose that information. 
 
Record copy held with Student Records Office. 
 
Permanent in office

Records associated with preparing for and applying for graduation. Records may include Graduation Applications, Course Substitution/Waiver, cluster approval forms, official graduation audit forms that list students' names, colleges, majors, degrees, minors, clusters, course loads, grade point averages, and dean's recommendations/ comments and signatures, mailing addresses for diplomas, fees paid, and student listings, work sheets, transcripts, and transfer course evaluations. 
 
Inactive 
 
1 year 
 
Destroy

Records associated with grade changes. Records may include grade change requests and forms, verification documents, and associated correspondence. 
 
Record copy held with Student Records Office. Students have one year to petition a grade change. Other offices hold records as long as administratively necessary (at least one year) then transfer to Student Records. 
 
Inactive 
 
1 year 
 
Destroy

Records associated with grade dispute. Records may include grade change requests and forms, class rolls, grade sheets, and associated correspondence. 
 
Students have one year to petition a grade change. Records should be maintained for 7 years.. 
 
Inactive 
 
7 years 
 
Destroy

Records associated with routine grade submissions that serve as a basis for the student's academic record. Records may include the record copy of reports distributed to students at the end of each semester, which includes student names and student ID numbers, course titles and numbers, sections, grades awarded, and instructors' signatures. 
 
Record copy held with Student Records Office. Instructors may hold information in grade books, grade confirmation reports, grade confirmation and change records, and final grade rosters for up to 2 years. 
 
Inactive 
 
1 semester 
 
Destroy

Records associated with determining a student's grade for a course. Records document test scores, class work scores, and final grades for students, and may be used as back-up to the official student records held by the Registrar. A Learning Management System (LMS) used across campus is one method of maintaining these records. The current LMS, BrainHoney (with I-Learn), can be used to document course grades. Records may include test and assignment scores, grade books, grade confirmation reports, grade confirmation and change records, and final grade rosters. 
 
Record copy held with instructors. Instructors should keep records as long as administratively necessary, at least 2 years. While the IT department supports backup of these records indefinitely, it is recommended that instructors save their grade book data by exporting it at the end of the semester. Past records can be requested, but take time to retrieve. 
 
Inactive 
 
2 years 
 
Destroy

Records associated with international students. Records may include immigration documents such as letters of inquiry and official replies, completed applications and admittance forms, visas, passports, I-20, I-94, scholarship information, institution admissions forms, transcripts of previous college work, international student advisors' notes, and related documentation and correspondence. 
 
Record copy of transcripts held with Student Records Office; all other records maintained by the Admission Office. Retain records 7 years for enrolled students then destroy, retain records 1 year for non-enrolled students then destroy. 
 
Matriculated 
 
7 years 
 
Destroy

Records associated with the administration of student internship, practicum and cooperative education programs. Programs may be within the institution or off campus and for class credit and/or pay. Records may include but are not limited to applications for internships inside and external to the institution, agreements with departments, postings/notices, student resumes, transcripts, copies of contracts, proposed institution listings, notes, and related documentation and correspondence. 
 
Record copy held with Academic Discovery Center and related advising offices. 
 
Inactive 
 
5 years 
 
Destroy

Records associated with any military documents submitted by enrolled students. Records may include individual veteran student records that certify to the U.S. Department of Veterans Affairs that the student is eligible for educational benefits, is currently enrolled at the institution in a qualifying curriculum, and is maintaining standards required to receive entitlements, veterans attendance reports, and related forms, documentation, and correspondence. 
 
Inactive 
 
3 years (after last activity) 
 
Destroy

Records associated with students' or applicants' name changes, address changes, or other demographic changes reported to the admissions or registrar's offices by students. Records may include letters requesting change in name, name change forms, lists or reports of students with changed names, address change forms, permanent and local address updates, and related documentation and correspondence. 
 
Record copy held with Student Records Office. 
 
Completion of activity 
 
3 years 
 
Destroy

Records associated with registration and changes in enrollment and admissions for students. Records may include registration forms, registration change forms (add/drop forms), withdrawal forms, audit forms, pass/fail, application for re-admission forms, holds or encumbrances placed on student accounts, and grading basis (unsatisfactory/satisfactory) change forms. 
 
Record copy held with Student Records Office. 
 
Inactive 
 
1 year 
 
Destroy

Records associated with the application, recruitment, selection, processing, and awarding of scholarships. Records may include correspondence, applications, disbursement documentation, selection criteria, and related documentation. 
 
Completion of activity 
 
1 year 
 
Destroy

Records associated with the progress of students participating in special academic programs. Records may include application documentation, personal information, medical and health documentation, admission and non-acceptance documentation, recommendations and evaluative materials, copies of academic records, counseling and advising notes and documentation, risk release and insurance forms, immigration and citizenship documentation, financial responsibility records, reports; and related documentation and correspondence. 
 
Graduation or last date of enrollment 
 
7 years 
 
Destroy

Records associated with student mastery in university courses not returned to the student. Records may include examinations and answers, quizzes and answers, homework assignments, course papers, term papers, and essay assignments. 
 
Completion of activity 
 
1 semester 
 
Destroy

Records document aspects of student honor including ecclesiastical endorsements, violations, research into violations, and actions taken. Records may include student notes, incident reports, evidence, notifications, ecclesiastical endorsements, suspension files, probation files, or case files. 
 
Records maintained primarily by the Student Honor Office. Department offices should retain only records that serve immediate administrative purposes. 
 
Completion of activity 
 
7 years 
 
Destroy

Records associated with campus student organizations. Records may include annual review forms; minutes; constitutions and bylaws; committee, subcommittee, and task-force records; Student Senate bill and resolution files; budgets; handbooks; officer and member rosters; scrapbooks; photographs; and related documentation and correspondence. 
 
Record copy held in the office that supports the organization. 
 
To determine if any of these records should be transferred to Special Collections, see Transfer Guidelines for Records of Student, Faculty, and Staff Organizations 
 
Inactive 
 
5 years 
 
Permanent Holdings

Records of student teachers and staff members' participation in the teacher education and Child Development laboratories. Records include Supervisor Lab Evaluation forms, Student Write-ups, Practicum Evaluation, Teacher Evaluation Form, Student Teaching Preschool Evaluation Checklist, Final Evaluation/Grades, University Supervisor Information, Cooperating Teacher Information, Student Teacher Evaluation Forms, Parent Feedback, Activity Plans, and Periodic review Forms. 
 
Graduation 
 
10 years 
 
Destroy

Records associated with incidents, grievances, and other student concerns that do not result in litigation. Incidents and grievances may pertain to academic issues, housing, affirmative action and equal opportunity, student conduct, emergencies, illnesses, and other issues. Records may include emergency notifications, notices of grievance, informal discussion notes, grievance responses, formal hearing notes (including audio tapes), final summary statements, settlement agreements, appeals documentation, incident reports, arbitration files, and related records and correspondence. 
 
Completion of activity 
 
3 years 
 
Destroy

Records associated with the request and order of student's transcripts, as well as document holds on transcripts and academic reporting information placed by the institution for a number of reasons. Records may include transcript order forms, payment receipts, and forms authorizing the holding of academic records and information. 
 
Record copy held with Student Records Office. 
 
Completion of activity 
 
1 year 
 
Destroy

Records associated with proving or verifying status and enrollment. Records may include requests for verification of enrollment, education verifications, and related documentation and correspondence. 
 
Record copy held with Student Records Office. 
 
Completion of activity 
 
1 year 
 
Destroy