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Student Records

Community College

Student Records
Title Major Revision Previous Schedules Schedule Item
Admissions records

including but not limited to application, entrance examinations and reports, letters of recommendation, transcripts from secondary schools and other colleges and universities, acceptance letters, advanced placement records, evaluations, and supporting documentation

2020 (♦)
 CO2 71; MI1 60 205

a: For applicants who are accepted and attend:
RETENTION: 6 years after graduation or date of last attendance
NOTES: If admission records for students who enter are made part of student records, see item no. 206. Duplicate copies retained by a separate admissions office can be disposed of when no longer needed.

b: For applicants who are accepted and do not attend, and applicants who are not accepted:
RETENTION: 3 years following date of exclusion or end of permitted enrollment period for accepted applicants
NOTES: Community colleges may wish to keep these records longer for international students, for convenience of access by both college personnel and the prospective or accepted students.
Student academic records


CO2 132; MI1 121 206

a: Student permanent academic record (transcript):
RETENTION: PERMANENT

b: Change of grade documents, withdrawal authorizations, graduation certification, Social Security certification, student roster and attendance verification records such as class roster, or final grade listing and student schedule:
RETENTION: 6 years

c: Other student records including but not limited to academic action authorizations (dismissals and/or notification of problems); employment placement records; records of internships served; records of selection for and participation in remedial assistance, second language, academic honors, or other special academic programs; and assessment of life/work experience information for academic credits:
RETENTION: 6 years after graduation or date of last attendance of student(s) involved

d: Change in Social Security number record, application for veteran's benefits and enrollment certification and related records:
RETENTION: 3 years

e: Application for graduation, change of course (drop/add) records, credit/no credit (audit) approval, name and/or sex change authorization, pass/fail request, registration form, and request by student for transcript or other record:
RETENTION: 1 year

f: Unclaimed diplomas:
RETENTION: 1 year
NOTES: Community colleges may wish to keep these records longer for convenience of both college personnel and graduates who may request their diploma at some later date.
Non-credit and continuing education records


CO2 1036; MI1 895 207

a: Individual attendee records, including but not limited to residence verification, program participation application, summary of participant achievements and attendance, record of courses taken including grades and test results, but excluding test papers and answer sheets:
RETENTION: 6 years
NOTES: If participation in a non-credit or continuing education course is pertinent to an enrolled student’s academic requirements, attendee records should be maintained as part of the student’s academic records as indicated by item no. 206.

b: Test papers and answer sheets:
RETENTION: 6 months
Student information system

containing electronic information on academics, financial matters, and other aspects of student life
NOTES: If the student information system is used as the sole means to maintain records covered by other items in the Schedule, then the retention requirements of those items would apply. If not, follow the retention periods below.
Financial aid records are covered by the Financial Aid subsection.

 2020 (♦)
 CO2 1037; MI1 896 208

a: Basic data on any student contained in or produced by an automated student information system, including name, age, sex, personal identification (social security number or other number used to identify student), address, grade and/or class, courses taken, and grades:
RETENTION: 0 after no longer needed
NOTES: This information may be valuable for long-term planning and evaluation purposes by college administrators, and for instances where students reenter the college later in life. In addition, it may be useful in historical or other research. Creation of a "history file" in the information system may be a useful way to maintain this more important information. Contact the State Archives for additional advice.
If the official record of the student permanent academic record (transcript) is maintained in this system, it must be retained permanently; see item no. 206.

b: Detailed data on any student contained in or produced by an automated student information system, other than financial aid data:
RETENTION: 6 years
Records of compliance with the Family Educational Rights and Privacy Act of 1974 (FERPA) and related legislation

concerning access to student education records and participation in surveys on or activities in designated areas

 CO2 133; MI1 122 209

a: Request for hearing on content of student education records, decision of hearing, and student statement on content of disputed record:
RETENTION: Retain for the same period the disputed records are maintained

b: Record of requests for access to and disclosures of personally identifiable information from the student education records, as required by FERPA regulations:
RETENTION: Retain for the same period the requested records are maintained
NOTES: For records of requests for student information which are not subject to FERPA requirements, see item no. 53 in the General Administration section. Requests by students for information on themselves are covered by item no. 206e, above.

c: Request for nondisclosure of directory information or non-participation in surveys on or activities in designated areas:
RETENTION: 1 year after request is terminated or is no longer valid or 1 year after the concerned records are no longer maintained

d: Consent for records disclosure:
RETENTION: 1 year after consent is terminated or 1 year after the concerned records are no longer maintained

e: Waiver of right to inspect and review confidential letters and statements placed in student education records:
RETENTION: 1 year after waiver is terminated or 1 year after the concerned records are no longer maintained

f: Directory Information Policy Statement:
RETENTION: PERMANENT

g: Annual or other notice of rights under FERPA or related legislation concerning access to student records or participation in surveys on or activities in designated areas:
RETENTION: 3 years after issued or superseded or obsolete, whichever is later
Proof of residence records


CO2 134; MI1 123 210

a: Community college copy of certificate of residence:
RETENTION: 6 years

b: Lists of students residing in different political jurisdictions:
RETENTION: 1 year after superseded or obsolete
Scholarship records


CO2 136; MI1 125 211

a: Individual scholarship file including but not limited to applications, list of eligible candidates, list of competition winners and alternates, recommendations, authorization of awards, financial statements, accounting data, reports, and correspondence:
RETENTION: 6 years

b: List of scholarships awarded students:
RETENTION: PERMANENT
Records of gifts and prizes (other than scholarships) awarded students:


RETENTION: 3 years

 CO2 1038; MI1 897 212
Student degree and grade audit records,

other than those found in the student academic records, covered by item no. 206:
RETENTION: 6 years

 CO2 1039; MI1 898 213
Student disciplinary records,

including but not limited to suspension notice, suspension hearing record, probationary condition adherence record, expulsion records, correspondence, fine assessment, and related records:
RETENTION: 6 years after the end of the academic year

 CO2 1040; MI1 899 214
Student grievance records

including but not limited to grievance, investigative records, hearing proceedings, decision rendered, student appeal, records of arbitration procedure, final decision and correspondence:
RETENTION: 6 years after grievance resolved

 CO2 128; MI1 117 215
Recruitment records,

other than recruitment of individual student athletes, including but not limited to plans and strategies, lists of potential students, records of socio-ethnic composition of student body, records of college planning workshops and visits by parents and prospective students, and relevant statistics, exclusive of records of individual prospective students as covered by item no. 217:
RETENTION: 3 years

 CO2 1041; MI1 900 216
Records relating to individual prospective students who do not apply for admission,

including resumes:
RETENTION: 1 year

 CO2 1042; MI1 901 217
Parental consent record:


RETENTION: 6 years

 CO2 82; MI1 71 219
Nursing education program eligible list of candidates,

received from New York State Education Department:
RETENTION: 3 years after the end of the academic year

 CO2 1043; MI1 902 220
Student coursework,

including papers, homework and other assignments, whether or not graded:
RETENTION: 1 full semester after the course has ended

 2020 (♦)
 218