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INFORMATION FOR YALE OFFICES :: RECORDS SCHEDULES
In an effort to preserve
and maintain its history, Yale University seeks to retain certain documentation
concerning the academic progress of its individual students at Yale.
See also Yale's
Policy on Student Records. Specific topics of interest include:
- Students' academic performance and status in the university;
- Students' fulfillment of graduation requirements; and
- Actions affecting
a student's educational record, including but not limited to committee
actions and disciplinary actions.
Archival records
(Permanent records should be transferred to the Archives.
Please arrange timing and frequency of records transfer with Archives
staff.)
- Admissions records and matriculation data
- Dean's student
records concerning actions of committees, enrollment in special programs,
or other information pertaining to the student's academic work or status
- Departmental
student records, including faculty evaluations, major field of interest,
dissertation topic, dissertation prospecti, and comprehensive or qualifying
exam records
- Disciplinary records for suspension, expulsion or other matters that are noted on a student's transcript or permanent academic record
- Official course
and grade records, including transcripts, evaluations, and grade change
records, most likely maintained by registrars
- Residential college
dean's student records, including student's application for admission
to Yale College, reports of the student's freshman counselor, and other
documents or correspondence pertaining to the student's academic work
or extra-curricular activities
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Office of record
Registrars, deans, academic departments, and
admission offices maintain the record copy of documentation about
student education records. Individual units that are not responsible
for the creation of such records, but that maintain duplicates of
such works or related materials, should destroy these files after
they are no longer needed. |
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Non-permanent records
requiring temporary retention for legal purposes
(Unless
otherwise noted, destroy 7 years following active use or fiscal year of
creation, whichever is later.)
- Advising records
- Freedom of Information
Act (FOIA) request records. Destroy when the records under examination
have been destroyed.
- Permanent resident
and non-permanent resident records of applicants who have not matriculated.
Destroy 1 year after failure to enroll.
- Permanent resident
and non-permanent resident records of students who have matriculated.
Destroy 10 years after graduation or last date of attendance.
- Permanent resident
and non-permanent resident records of students who have not matriculated.
Destroy 5 years after graduation of last date of attendance.
- Registration
transaction records, including course registration records, course and
credit change records, withdrawal records, enrollment verifications,
name change records, credit by examination records, non-disclosure request
records, petitions, and other transactional records, the information
of which is later reflected in the permanent official course and grade
records. Destroy after 5 years.
- Services for students with disabilities records
- Transcript requests. Destroy 1 year after request.
Routine administrative
records
(Destroy following their immediate administrative
use.)
- Copies of transcripts,
matriculation data, registration forms, and other student records for
which other university units are responsible
- Degree audits and graduation authorization records
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