Georgia Archives

University System of Georgia

State Agency Specific Retention Schedules

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Technical College System of Georgia   [ Total entries: 64 ]


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


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


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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