Georgia Archives

University System of Georgia

State Agency Specific Retention Schedules

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Technical College System of Georgia

Total entries: 64   (Listed alphabetically by title)


0415-0004 | Academic Action Authorizations

Description:  This series documents actions taken by the college against a student, including dismissal, suspension, and demotion.

Retention:  5 years after graducation or date of last attendance

Legal Citation:  AACRAO 2000 ed. Retention Schedule C, page 16

Vital Record:  FALSE


0415-0010 | Academic Standing Reports

Description:  This series documents student academic standing, including academic deficiency and the status changes of academically deficient students.

Retention:  3 years from date of creation of report

Vital Record:  FALSE


0415-0001 | Admissions Records for Applicants Who Do Not Enroll (Accepted or Rejected)

Description:  This series documents the application process for individuals seeking admission to the college.

Retention:  1 year after application term

Legal Citation:  AACRAO 2000 ed. Retention Schedule A, page 13

Vital Record:  FALSE


0415-0002 | Admissions Records for Applicants Who Enroll (Accepted)

Description:  This series documents the application process for individuals seeking admission to the college.

Retention:  Letters of Recommendation: destroy after student enrollment. All other records: 5 years after graduation or date of last attendance.

Legal Citation:  AACRAO 2000 ed. Retention Schedule B, page 14

Vital Record:  FALSE


0415-0012 | Admissions Reports

Description:  This series provides summary information relating to student admission programs which may be used for control, plannign or review.

Retention:  Final reports: Permanent. All other records: 5 years

Vital Record:  FALSE


0415-0047 | Borrower’s Loan Records

Description:  This series serves as a monitoring tool for all Perkins and National Direct Student Loans.

Retention:  3 years after loan repayment or assignment to US Deparmtent of Education

Legal Citation:  34 CFR 674.19(E)(2-3)

Vital Record:  FALSE


0415-0048 | Borrower’s Loan Records (Cancelled)

Description:  This series documents Perkins and National Direct Student Loans that have been cancelled because of bankruptcy, death or disability, bad debt, write-off, or assignment. This series consists of file for each borrower.

Retention:  5 years after debt cancellation or assignment to US Department of Education

Legal Citation:  34 CFR 674.19(E)(2-3)

Vital Record:  FALSE


0415-0013 | Certification Records

Description:  This series documents the preparation of students earning degress and/or certification through licenses or certificates to enter a profession and forms the basis of the initial certification of various professions.

Retention:  5 years after initial certification application by student

Vital Record:  FALSE


0415-0025 | Change of Name Records

Description:  This series documents students or applicants name changes reported to the admissions or registrar's offices by students.

Retention:  5 years after degree completed or date of last attendance

Legal Citation:  AACRAO 2000 ed. Retention Schedule C, page 17

Vital Record:  FALSE


0415-0007 | Class Schedules of Students

Description:  This series provides a list of the classes registered for by an individual student for a particular term.

Retention:  1 year after graduation or date of last attendance

Legal Citation:  AACRAO 2000 ed. Retention Schedule C, page 16

Vital Record:  FALSE


0415-0014 | Commencement Records

Description:  This series documents commencement program planning and implementation at the college.

Retention:  Commencement Programs: Permanent. All other records: 1 year for all other records.

Legal Citation:  AACRAO 2000 ed. Retention Schedule E, p19

Vital Record:  FALSE


0415-0005 | Course Schedule Change Forms and Data

Description:  This series documents student requests to drop/add or withdraw from single class during the term.

Retention:  1 year after date submitted

Legal Citation:  AACRAO 2000 ed. Retention Schedule C, page 16

Vital Record:  FALSE


0415-0049 | Credit Bureau Reports

Description:  This series documents holders of student loans that have been reported to credit bureaus.

Retention:  4 years after collected or deemed uncollectible

Legal Citation:  34 CFR 29.518(b)(E)(2-3)

Vital Record:  FALSE


0415-0008 | Curriculum Change Authorizations

Description:  This series documents student requests to change their program of study.

Retention:  5 years after graduation or date of last attendance

Legal Citation:  AACRAO 2000 ed.Retention Schedule C, page 16

Vital Record:  FALSE


0415-0044 | Degree Audits

Description:  This series documents student completion of degree requirements.

Retention:  5 years after graduation or date of last attendance

Legal Citation:  AACRAO 2000 ed. Retention Schedule C, page 16

Vital Record:  FALSE


0415-0045 | Department Student Files

Description:  This file contains the following documents related to the college's process of graduation certification: checklist for graduation, grade reports, student academic records, official change of grade forms, arts & sciences administrative notifications, requests to change colleges, and letters of reference.

Retention:  3 years after graduation or date of last enrollment

Vital Record:  FALSE


0415-0015 | Diploma, Degree and Certificate Mailing Verification Records

Description:  This series documents students' requests to have diplomas, degrees, certificates, and other graduation records distributed to specific addresses.

Retention:  1 year

Vital Record:  FALSE


0415-0016 | Enrollment Reports

Description:  This series is used to provide the President's office with a record of enrollments which may be used for planning and research.

Retention:  Final reports: Permanent. All other records: 2 years

Vital Record:  FALSE


0415-0017 | Examinations, Tests, Term Papers, and Homework Records

Description:  This series documents student subject master in college courses.

Retention:  Uncontested Grade Results: 1 year after course completion. Contested Grade Results: until resolved.

Vital Record:  FALSE


0415-0018 | Family Educational Rights and Privacy Act (FERPA) Documents

Description:  This series documents the process of student information release requestts and consent authorizations or denials in accordance with the Family Educational Rights and Privacy Act.

Retention:  Student requests for nondisclosure of directory information, written consent for disclosure, and waivers of rights to access: Permanent or until terminated by student. All other records: Permanent

Legal Citation:  AACRAO 2000 ed. Retention Schedule F, page 20

Vital Record:  FALSE


0415-0052 | Federal Title IV Fiscal Records and Reports

Description:  Records document Federal Title IV Aid transactions, including receipt, management and disbursement of funds.

Retention:  3 years after the end of the award year unless otherwise specified; FISAP exception: 3 years after the end of the award year in which the FISAP was submitted

Legal Citation:  34 CFR 676.9, and 668.24

Vital Record:  FALSE


0415-0050 | Federal Title IV Program and Institutional Records

Description:  Records document eligibility to participate and school's administration of Federal Title IV programs.

Retention:  Agreements: 7 years after expiration. Records of borrower eligibility: 3 years after end of the award year borrower last attended college. Fiscal Operations Reports and Application to Participate: 5 years after end of award year

Legal Citation:  34 CFR 676.8 and 668.24

Vital Record:  FALSE


0415-0009 | Fee Assessment Forms

Description:  This series documents the payment of fees for course fees, lab time, diplomas, commencement exercises, etc.

Retention:  5 years after graduation or date of last attendance

Legal Citation:  AACRAO 2000 ed. Retention Schedule C, page 16

Vital Record:  FALSE


0415-0051 | FFELP and Direct Loan Records

Description:  Records relate to Federal Family Education Loan Program (FFELP) and Direct Loan Programs included but not limited to: eligibility (student and/or parent), application; disbursement records; and promissory notes.

Retention:  Eligibility records: 3 years after the end of the last ward year the student attended. Participation records: 5 years after the end of the award year in which the records were submitted.

Legal Citation:  34 CFR 682.201, and 682.515; AACRAO 2000 ed. Retention Schedule H, page 23

Vital Record:  FALSE


0415-0019 | Georgia Open Records Act (GORA) and Freedom of Information Act (FOIA) Request Records

Description:  This series documents public requests for information under the Freedom of Information Act received by the Registrar.

Retention:  5 years

Legal Citation:  O.C.G.A. 9-3-26

Vital Record:  FALSE


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