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)


0415-0020 | Grade Reports

Description:  This series documents grades received by students for the term. This is the record copy of reports distributed to students at the end of each term.

Retention:  1 year after graduation or date of last attendance

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

Vital Record:  FALSE


0415-0021 | Grievance Records

Description:  This series documents grievances brought forward by students against the college which do not result in litigation.

Retention:  5 years after graduation or date of last attendance

Vital Record:  FALSE


0415-0022 | Independent Study Records

Description:  This series documents department approval for students to enroll in independent study courses.

Retention:  5 years after graduation or date of last attendance

Vital Record:  FALSE


0415-0023 | International Students Records

Description:  This series documents college assistance to international students who have been admitted to academic programs.

Retention:  5 years after graduation or date of last attendance and at least 1 year after final notice to Immigration and Customs Enforcement

Vital Record:  FALSE


0415-0024 | Internship Program Records

Description:  This series is used to provide a record of the administration of student internships, practicums, and cooperative education programs.

Retention:  5 years after graduation or last date of attendance

Vital Record:  FALSE


0415-0053 | Loan Activity Records

Description:  This series documents payments, adjustments, draw advances, address and status changes, cancellations, deferments, and postponements on borrower's accounts.

Retention:  3 years after loan is paid

Legal Citation:  34 CFR 674.19, 2-3

Vital Record:  FALSE


0415-0026 | National Testing Records

Description:  This series provides a record of the services rendered to clients by administering tests required of students seeking admission to various programs or seeking to substitute already acquired knowledge for formal college courses.

Retention:  5 years after testing date

Vital Record:  FALSE


0415-0006 | Original Grade Sheets/Class Lists

Description:  This series provides instructional departments with an official record of students enrolled in courses taught and documents term end grades of each student.

Retention:  Student Information Database copy: Permanent. Instructor class files: retain for the duration of the grade appeal policy.

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

Vital Record:  FALSE


0415-0054 | Pell Grant Reports

Description:  This series consists of copies of summary reports submitted to the Pell Grant Scholarship program on a routine basis. Reports are submitted on OMB 1840-0540 and summarize money awarded, received and disbursed, balance remaining, and dates.

Retention:  5 years after audit

Legal Citation:  34 CFR 668.24 and 690.2

Vital Record:  FALSE


0415-0055 | Perkins Loan Program Records

Description:  Records relate to Perkins Student Loan, National Direct Student Loan, and Nursing Loan programs and sho each borrower's payment history.

Retention:  Loan Administration Records: 5 years after the end of the award year in which the aid was disbursed. Fiscal Operations Reports and Applications to Participate: 5 years after the end of the award year in which the FISAP was submitted.

Legal Citation:  34 CFR 674.19(e); AACRAO 2000 ed. Retention Schedule H, page 23

Vital Record:  FALSE


0415-0027 | Placement Records

Description:  This series documents the written reference history of a student to be forwarded to potential employers or other schools.

Retention:  3 years for established files

Vital Record:  FALSE


0415-0028 | Placement Survey Records

Description:  This series documents the results of a placement survey conducted every two years of recent baccalaureate graduates.

Retention:  Reports: Permanent. All other records: 3 years

Vital Record:  FALSE


0415-0029 | Prospective International Student Records

Description:  This series documents college assistance to international students who are considering attendance at the college.

Retention:  Non-admitted Applicants: 2 years. Admitted Applicants: until enrolled when records become part of the International Student Records

Vital Record:  FALSE


0415-0029 | Prospective International Student Records

Description:  Documents college assistance to international students who are considering attendance at the college.

Retention:  Non-admitted Applicants: 2 years. Admitted Applicants: Upon enrollment, transfer to International Student Records.

Vital Record:  FALSE


0415-0030 | Recruiters Records

Description:  This series provides a record of recruiter visits to the campus to conduct job interviews.

Retention:  2 years from date of record creation

Vital Record:  FALSE


0415-0031 | Residency Affidavits

Description:  This series documents declarations filed by students regarding state residency status which is critical for determining tuition status.

Retention:  5 years after graduation or date of last attendance

Vital Record:  FALSE


0415-0032 | Services to Special Population Student Records

Description:  This series documents student participation in services to Special Population Students Program.

Retention:  5 years after graduation or date of last attendance

Vital Record:  FALSE


0415-0033 | Special Academic Programs Student Records

Description:  This series documents and tracks the application, admission, selection, and progress of college students participating in special academic programs serving, guiding, and aiding college students.

Retention:  Accepted and Enrolled Participants: 5 years. Denied and Did Not Enroll: 2 years

Vital Record:  FALSE


0415-0046 | Specific Program Records

Description:  This series addresses specific program admission requirements (i.e., immunizations, physcial examinations, drug screens, criminal background checks, motor vehicle reports and psychological evaluations).

Retention:  3 years after graduation or date of last enrollment

Vital Record:  FALSE


0415-0034 | Student Activity Reports

Description:  This series provides a record of student statistics in a specific instructionals department and is used to provide summary information which may be used for planning or review.

Retention:  Until superseded or obsolete

Vital Record:  FALSE


0415-0035 | Student Advising Records

Description:  This series is used to provide a record of a student's academic progress within a specific college program.

Retention:  5 years after graduation or date of last enrollment

Vital Record:  FALSE


0415-0036 | Student Conduct Records/Disciplinary Action Records

Description:  Records documenting academic dishonesty and conduct violations among students.

Retention:  5 years after graduation or date of last attendance.

Vital Record:  FALSE


0415-0036 | Student Conduct Records/Disciplinary Action Records Explanation

Description:  This series documents academic dishonesty and conduct violations among students.

Retention:  5 years after graduation or date of last attendance

Vital Record:  FALSE


0415-0037 | Student Development Transcripts Records

Description:  This series documents student participation in university clubs, organizations, honor societies and special academic programs; volunteer service in community organizations; and honor and awards received.

Retention:  Transcripts: Permanent. All other records: 5 years after last activity

Vital Record:  FALSE


0415-0056 | Student Financial Aid Records

Description:  Records document student eligibility common to all Federal Title IV aid programs.

Retention:  3 years after the year in which the aid is awarded

Legal Citation:  34 CFR 668.24, 674.18, 676.19, and 682.215; AACRAO 2000ed, Retention Schedule H, page 23

Vital Record:  FALSE


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