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.
Section:
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
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
