State
Archives and Records Commission
Public
Records Division
Kentucky
Department for Libraries and Archives
IND=Indefinite
V=Vital Record P=Permanent C=Confidential Record
| Series Number |
Title |
Retention (Years)
|
Disposition |
| U0400 |
Academic Action Authorization
File |
Ind.
|
Destroy five years after graduation
or last date of attendance |
| U0401 |
Academic Records - (Master
or Official Student Record)(V) (C) |
P
|
Retain in Creating Unit or
transfer to the University Archives |
| U0402 |
Acceptance Letters - (Enrolled
Students) |
Ind.
|
Destroy five years after graduation
or last date of attendance |
| U0403 |
Acceptance Letters - (Individuals
who do not enter whether accepted or rejected) |
Ind.
|
Destroy three years after application
term |
| U0404 |
Advanced Placement Records
- (Enrolled Students) (C) |
Ind.
|
Destroy five years after graduation
or last date of attendance |
| U0405 |
Advanced Placement Records
- (Individuals who do not enter whether accepted or rejected) (C) |
Ind.
|
Destroy three years after application
term |
| U0406 |
Applications for Admissions
- (Individuals who do not enter whether accepted or rejected) (C) |
Ind.
|
Destroy three years after application
term |
| U0407 |
Applications for Admission
or Readmission - (Enrolled Students) |
Ind.
|
Destroy five years after graduation
or last date of attendance |
| U0408 |
Applications for Graduation |
Ind.
|
Destroy one year after graduation
or last date of attendance |
| U0409 |
Change of Grade File |
P
|
Retain in Creating Unit |
| U0410 |
Class Rosters |
1
|
Destroy |
| U0411 |
Class Schedules - (Faculty) |
Ind.
|
Destroy when obsolete |
| U0412 |
Class Schedules - (Institutional
Record Copy) |
P
|
Transfer one copy of each schedule
to the University Archives. Destroy excess copies when no longer needed
administratively |
| U0413 |
Counseling Files - (Academic)
- (Created by university counseling offices) (C) Family Educational Rights
and Privacy Act |
Ind.
|
Destroy five years after graduation
or last date of attendance |
| U0414 |
Course Change File - (Add/Drop) |
Ind.
|
Destroy one year after date
submitted |
| U0415 |
Course Syllabuses - (Faculty copy)
- (Policies and objectives) |
P
|
Transfer to the University
Archives when no longer needed for current classroom activity. Duplicate
copies may be destroyed when no longer useful |
| U0416 |
Credit by Examination File
(C) |
Ind.
|
Destroy five years after graduation
or last date of attendance |
| U0417 |
Credit/No Credit Approval File |
Ind.
|
Destroy one year after date
submitted |
| U0418 |
Curriculum and Instruction
File - (Faculty) |
Ind.
|
Destroy when obsolete |
| U0419 |
Degree Audit records |
Ind.
|
Destroy five years after graduation
or last date of attendance |
| U0420 |
Degree Statistical Reports - (Reports
documenting number, type, as well as demographic data relating to degrees
awarded) |
P |
Transfer
one copy of each report to the University Archives. Destroy excess
copies when no longer useful. |
| U0421 |
Degrees Awarded Files - (Includes
Associate, Undergraduate, Graduate) |
Ind.
|
Transfer permanent documentation
to Master Student File, Series U0401. Destroy remainder five years after
graduation or last date of attendance. |
| U0422 |
Disciplinary Action Documents
- (Enrolled Students) |
Ind.
|
Destroy five years after graduation
or last date of attendance |
| U0423 |
Enrollment Statistical Reports |
P
|
Transfer one copy of each report
to the University Archives. Destroy excess copies when no longer needed
administratively |
| U0424 |
Enrollment Verifications File |
Ind.
|
Destroy one year after verification |
| U0425 |
Entrance Examination Reports -
(Enrolled Students) (C) |
Ind.
|
Destroy five years after graduation
or last date of attendance |
| U0426 |
Entrance Examination Reports -
(Individuals who do not enter whether accepted or rejected) (C) |
Ind.
|
Destroy one year after application
term |
| U0427 |
Fee Assessment Forms File - (Enrolled
Students) |
Ind.
|
Destroy five years after graduation
or last date of attendance |
| U0428 |
Financial Aid Documents - (Supporting
documentation such as applications and other records used to make a determination
of financial need) |
Ind.
|
Destroy five years after annual
audit has been accepted by the federal Department of Education |
| U0429 |
Final Examination Schedule - (Faculty) |
6 mos.
|
Destroy |
| U0430 |
Foreign Student File - (May include
Immigration and Naturalization documents) - NOTE: Some documents from institutions
in other countries may be originals. The Records Custodian may want to return
these to the student rather than destroy. (V)(C) |
Ind.
|
Destroy five years after graduation
or last date of attendance |
| U0431 |
Grade Information File - (Individual
colleges, study areas) - (NOTE: Permanent information may be found in Master
Student File (U0401) |
Ind.
|
Destroy one year after date distributed.
|
| U0432 |
Grade Sheets - (Original) (C) |
P
|
Retain in Creating Unit |
| U0433 |
Grade Statistical Report - (Record
Copy) |
P
|
Transfer one copy of each report
to the University Archives. Destroy excess copies when no longer needed
administratively |
| U0434 |
Graduation Authorization File |
Ind.
|
Destroy five years after graduation
or last date of attendance |
| U0435 |
Graduation Lists |
P
|
Transfer one copy of each list
to the University Archives. Destroy excess copies when no longer needed
administratively |
| U0436 |
Medical Records - (Enrolled Students)
(C) |
Ind.
|
Destroy ten years after graduation
or last date of attendance |
| U0437 |
Medical Records - (Individuals
who do not enter whether accepted or rejected) (C) |
Ind.
|
Destroy three years after application
term |
| U0438 |
Name Change Authorization File |
Ind.
|
Destroy five years after graduation
or last date of attendance |
| U0439 |
Pass/Fail Request File |
Ind.
|
Destroy one year after date submitted |
| U0440 |
Placement Scores - (Enrolled Students)
(C) |
Ind.
|
Destroy five years after graduation
or last date of attendance |
| U0441 |
Placement Scores - (Individuals
who do not enter whether accepted or rejected) (C) |
Ind.
|
Destroy three years after application
term |
| U0442 |
Readmission File - (Individuals
who do not enter whether accepted or rejected) |
Ind.
|
Destroy one year after application
term |
| U0443 |
Recruitment Materials - (For a
specific term) |
Ind.
|
Destroy three years after application
term, graduation, or last date of attendance, whichever is appropriate.
NOTE: Reports, statistical information, if created, should be transferred
to the University Archives for permanent retention |
| U0444 |
Registration Forms |
Ind.
|
Destroy one year after date submitted |
| U0445 |
Requests/Disclosures of Personally
Identifiable Information File (V) |
Ind.
|
Destroy when affected record is
destroyed |
| U0446 |
Residency Classification Forms
File |
Ind.
|
Destroy five years after graduation
or last date of attendance |
| U0447 |
Social Security Certification
File |
Ind.
|
Destroy one year after certification |
| U0448 |
Student Class Schedules |
Ind.
|
Destroy one year after graduation
or last date of attendance |
| U0449 |
Student File - (Active) - (College
or department copy) (C) |
Ind.
|
Transfer permanent information
to Master Student Record, Series U0401. Destroy remainder five years after
graduation or last date of attendance |
| U0450 |
Student File - (Inactive) - (College
or department copy) (C) |
Ind.
|
Transfer permanent information
to Master Student Record, Series U0401. Destroy remainder five years after
graduation or last date of attendance |
| U0451 |
Student File - (Masters Degree
Program) - (Declined and Denied) |
2
|
Destroy |
| U0452 |
Student Government Files |
P
|
Transfer to the University Archives |
| U0453 |
Student Requests for Nondisclosure
of Directory Information File - (that University not provide access to directory
information) (V) |
Ind.
|
Destroy one year after termination
of request |
| U0454 |
Student Waivers for Rights of
Access to See Letters of Recommendation for Admission File (V) |
Ind.
|
Destroy when affected record is
destroyed. NOTE: Students who revoke their waivers may not see letters of
recommendation submitted during the time waivers were in force, per Family
Educational Rights and Privacy Act |
| U0455 |
Student Worker Time Sheets |
3
|
Destroy after audit |
| U0456 |
Student's Written Consent for
Records Disclosure File (V) |
Ind.
|
Destroy upon termination of consent
or destruction of affected record |
| U0457 |
Teacher Certifications File |
Ind.
|
Destroy one year after certification
period |
| U0458 |
Test Scores - (Enrolled Students)
(C) |
Ind.
|
Destroy five years after graduation
or last date of attendance |
| U0459 |
Transcript Request File - (Student) |
Ind.
|
Destroy one year after date submitted |
| U0460 |
Transcripts - (Enrolled Students)
- (Copies from other high schools/colleges) (C) |
Ind.
|
Destroy five years after graduation
or last date of attendance. NOTE: Some documents from other institutions
in other countries may be originals. The Records Custodian may want to return
these to the student rather than destroy them |
| U0461 |
Transcripts - (Individuals who
do not enter whether accepted or rejected) - (Copies from other high schools/colleges)
(C) |
Ind.
|
Destroy three years after application
term. NOTE: Some documents from other institutions in other countries may
be originals. The Records Custodian may want to return these to the student
rather than destroy them |
| U0462 |
Transfer Credit Evaluations |
Ind.
|
Destroy five years after graduation
or last date of attendance |
| U0463 |
Tuition and Fee Change File |
Ind.
|
Destroy five years after graduation
or last date of attendance |
| U0464 |
Veteran's Administration Certification
File |
Ind.
|
Destroy three years after graduation
or last date of attendance |
| U0465 |
Withdrawal Authorization File |
Ind.
|
Destroy two years after graduation
or last date of attendance |
| U0466 |
Work Study Files |
Ind.
|
Destroy five years after graduation
or last date of attendance |
| U0467 |
Academic Records - Correspondence/Independent
Study - High School Division (V)(C) |
P
|
Retain in creating unit or transfer
to University Archives |
| U0468 |
Personnel Records - Students (C) |
Ind.
|
Destroy five years after termination
of employment |
| U0469 |
Student Learning Contract File
- Internship agreements (C) |
Ind.
|
Destroy five years after completion
of internship period |
| U0470 |
Course Proposal File - Approved |
Ind.
|
Destroy one year after notification
of approval |
| U0471 |
Course Proposal File - Not Approved |
Ind.
|
Destroy after notification of
non-approval |
| U0472 |
Applications for Scholarships
File - Accepted (C) |
Ind.
|
Destroy three years after expiration
of award period |
| U0473 |
Applications for Scholarships
File - Declined (C) |
Ind.
|
Destroy one year after issuance
of letter |
| U0474 |
Health and Fitness Record File
(C) |
2
|
Destroy |
| U0475 |
Student Disability Services
File (C) |
Ind.
|
Destroy five years after graduation
or last date of attendance |
| U0476 |
Student Credential File (C) |
Ind.
|
Destroy five years after last
date of activity |
| U0477 |
Dental Records - Students (C) |
Ind.
|
Destroy ten years after graduation
or last date of attendance |
| U0478 |
Appeals File - Students (C) |
3
|
Destroy |
