RECORD RETENTION AND DISPOSTION SCHEDULE

DEPARTMENT: State of New Jersey Four Year College

DIVISION: Admissions, Financial Aid and Registrar

BUREAU: Registrar

Records
Series #

Record Title & Description

Retain In

Disposition

Agency

Records Center

0001-0000

Academic Advisement File: Day, Evening, Saturday and Tutorial
Academic program advisement offered to undergraduate and graduate students.

3 years after graduation or termination from college

0002-0000

Academic Dismissal File
Contains: dismissal notice, appeal application, and supporting documentation.

5 years after graduation or termination from college

0003-0000

Address Registration
Information is transferred into the student’s permanent record.

Until information is transferred to permanent record

0004-0000

Admission and Placement File

0004-0001

Admission and Placement File – Accepted
This file is also used for verification with the financial aid file. The denied file is kept in the Admissions Office.

7 years after graduation or termination from college

0004-0002

Admissions and Placement File – Accepted but Did Not Attend College

3 years

0005-0000

Affadavit of New Jersey Residency

5 years after graduation or termination from college

0006-0000

Application for Graduation /Conferment of Degree

5 years after graduation or termination from college

0007-0000

Application Pass/Unsatisfactory Grade Option

5 years after graduation or termination from college

0008-0000

Authorization for Course Registration at Another College

5 years after graduation or termination from college

0009-0000

Change of Grade Request
Information is transferred into the student’s permanent record.

Until information is transferred to permanent record

0010-0000

Change of Major Request
Information is transferred into the student’s permanent record.

Until information is transferred to permanent record

0011-0000

Class List

Permanent

0012-0000

Class Rank List

Permanent

0013-0000

Class Room Schedule

1 year after date submitted

0014-0000

College Catalog

0014-0001

College Catalog (master)

Permanent

0014-0002

College Catalog (copies)

Periodic review

0015-0000

Cooperative Education Work Study File

5 years after graduation or termination from college

0016-0000

Course Add/Drop Request Card

1 year after date submitted

0017-0000

Course Pre-Registration Card – Fall, Spring and Summer Semester

After end of semester

0018-0000

Course Withdrawal Request

7 years after graduation or termination from college

0019-0000

Degree Requirement Control Sheet

5 years after graduation or termination from college

0020-0000

Disciplinary File

0020-0001

Disciplinary – File Security – Informal

Upon graduation or termination from college or final action

0020-0002

Disciplinary File – Hearing Board
Contains: formal charge, written statements, "Pro and Con" statements, final outcome report (campus violation).

Upon graduation or termination from college or final action

0020-0003

Disciplinary File – Housing
Contains violations, eviction notice, warnings, documentations and pictures of damages.

7 years after graduation or termination from college

0020-0004

Disciplinary File – Student – Minor – Resolved Informality

As resolved

0020-0005

Disciplinary Appeal – Campus – Hearing Board Proceedings-Confidential

Permanent

0021-0000

Graduation Information
Information regarding graduation date and type of degree earned, which are transferred into student’s permanent record.

Until information is Transferred to permanent record

0022-0000

Graduation List

Permanent

0023-0000

Incomplete Grade File
Contains incomplete grade form and form to change an incomplete grade. Grade change is contained in the student’s permanent record.

0023-0001

Incomplete Grade File – Incomplete Grade

Until grade is changed

0023-0002

Incomplete Grade File – Change in Grade
Previously recorded as incomplete information is transferred into student’s permanent record.

Until information is Transferred to permanent record

0024-0000

Independent Study Application and Contract-Fall, Spring and Summer Semester

5 years after graduation or termination from college

0025-0000

Master Class Schedule

Permanent

0026-0000

Medical Records – Student

5 years

0027-0000

Notice of Change of Address
Information is transferred into the student’s permanent record.

Until information is Transferred to permanent record

0028-0000

Notice of Change of Student Status – Termination or Withdrawal

Until information is Transferred to permanent record

0029-0000

Notice of Name Change
Information is transferred into the student’s permanent record

Until information is Transferred to permanent record

0030-0000

Notification of Selection of a Minor/Second Teaching Field/Second Major

Permanent

0031-0000

Permanent Record Card
Cumulative information pertaining to a student’s academic history while enrolled in or graduated from college. Contains: name, address, social security number, prior education, dates terminated or graduated, transcript, major, degree type, repletion of courses, change in incomplete grades, additional transfers, completed minor(s), academic probation and/or dismissal, special awards, changes in name or address and credit by examination (copy).

Permanent

0032-0000

Permission to Audit a Course

1 year after date submitted

0033-0000

Repetition of a Course
Information is transferred into the student’s permanent record.

Until information is Transferred to permanent record

0034-0000

Request and Releases to Inspect Student Records
Student authorization for records inspection.

Permanent

0035-0000

Request for Re-Admittance

5 years after graduation or termination from college

0036-0000

Request for Official Transcript of Academic

3 years after date submitted

0037-0000

Record Request for Unofficial Transcript

3 years after date submitted

0038-0000

Request to Release Student Records
Student authorization for records release.

Permanent

0039-0000

Section Number Assignment List

1 year after date submitted

0040-0000

Student Proficiency Tests

3 years after graduation or termination from college

0041-0000

Student Class Schedules

1 year after date submitted

0042-0000

Student Teaching/Certificate/Placement

7 years after graduation or termination from college

0043-0000

Student Teaching Junior Field Experiences Final Evaluation

Permanent

0044-0000

Tuition Receipt –Fall, Spring and Summer Semester

7 years after graduation or termination from college

0045-0000

Verification Letter – Major, Class and Full-Time Enrollment Status (copy)
Original is sent to requesting agency.

Periodic review

0046-0000

Veterans File
Contains: tuition and fee charges, degree and audit forms, course changes, grade reports, statement of progress, transfer credit authorizations and supporting documentation.

7 years after graduation or termination from college