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)


0415-0057 | Student Loan Check Request Lists

Description:  This series documents loan disbursements made to students.

Retention:  4 years

Vital Record:  FALSE


0415-0058 | Student Loan Payment Coupons

Description:  This series documents payments made by holders of student loans. This series consists of payment coupons which accompany each quarterly or monthly payment made to the student loan office.

Retention:  4 years

Vital Record:  FALSE


0415-0058 | Student Loan Payment Coupons

Description:  Records documenting payments made by holders of student loans.

Retention:  4 years

Vital Record:  FALSE


0415-0038 | Student Non-Disclosure Requests Records

Description:  This series documents the request by a student to restrict release of information normally provided as directory information as per the Family Educational Rights and Privacy Act.

Retention:  Retain for life of underlying documents the student has asked not to be disclosed

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

Vital Record:  FALSE


0415-0039 | Student Organization Administrative Records

Description:  This series documents the history, development, and policies of campus student organizations.

Retention:  Permanent

Vital Record:  FALSE


0415-0059 | Student Promissory Notes

Description:  This series consists of the promissory notes for student loans negotiated for the current academic year. The notes become part of the borrower's loan records at the end of the academic year.

Retention:  5 years after repayment

Legal Citation:  34 CFR 674.19, 24 CFR 674.31

Vital Record:  FALSE


0415-0059 | Student Promissory Notes

Description:  Records documenting promissory notes for student loans negoatiated for the current academic year.

Retention:  5 years after repayment.

Legal Citation:  Ch. Vi (7-04 Edition), Office of Postsecondary Education 34 C.F.R. 674.19, 24 C.F.R. 674.31.

Vital Record:  FALSE


0415-0040 | Student Recruitment Records (Academically Disadvantaged and Other)

Description:  This series documents efforts to recruit students based upon disadvantaged status, academic performance, and other criteria.

Retention:  5 years

Vital Record:  FALSE


0415-0011 | Student Statistical Reports

Description:  This series documents student status and enrollment at the college.

Retention:  Permanent: Summary and annual reports, catalogs, commencement program, schedule of classes, degree statistics, and enrollment statistics. All other records: 3 years

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

Vital Record:  FALSE


0415-0003 | Student Tracking Records

Description:  This series documents student enrollment in courses and changes in enrollment. The series also documents admission status changes, affiliation and registration in programs, and changes in grading basis.

Retention:  Withdrawal and Grade Change Forms: Permanent. All other records: 5 years after graduation or date of last attendance

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

Vital Record:  FALSE


0415-0041 | Supplemental Grade Report Records

Description:  This series documents grade changes submitted by instructors through the academic departments to the Registrar.

Retention:  Permanent

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

Vital Record:  FALSE


0415-0042 | Transcript Hold or Encumbering Authorization Forms

Description:  This series documents holds on transcripts and academic reporting information placed by the college for a number of reasons.

Retention:  Until release of the hold authorization

Vital Record:  FALSE


0415-0043 | Transcript Request Forms

Description:  This series provides a record of student requests for transcripts to be sent to other colleges.

Retention:  1 year from date submitted to the college

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

Vital Record:  FALSE


0415-0060 | Work Study Program Administrative Records

Description:  Series documents the administration of the Federal Work Study program at the college.

Retention:  3 years after the end of the award year for which the aid was awarded

Legal Citation:  34 CFR 675.19; AACRAO 2000 ed, Retention Schedule H, page 23

Vital Record:  FALSE


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