Utah Department of Administrative Services

Division of Archives & Records Service

Higher Education (Board of Regents) Schedule

 

 

Academic Record Files (8-1) 

Files containing official documentation listing student's courses, grades, credits earned, and status achieved. Often referred to as a transcript.

Retention

Permanent. Retain by registrar for 10 years after graduation or withdrawal and then transfer to State Archives or the respective institution's archives.

Suggested Primary Designation

Private.

Approved: 07/1990

 

Cash Register Tapes for Student Transcripts (8-2)

Daily cash register tapes noting monies received for transcripts of the students' permanent academic record.

Retention

Retain for 1 year and then destroy.

Suggested Primary Designation

Public.

Approved: 07/1990

 

Department Lists Requesting Student Transcripts (8-3)

Lists of requested students' transcripts of permanent academic record for use in the academic departments of the institutions of higher education. 

Retention

Retain by agency for 1 year and then destroy.

Suggested Primary Designation

Private.

Approved: 07/1990

 

Graduation Files (8-4)

Files which document the fulfillment of qualifications necessary to graduate from one of Utah's institutions of higher education.

Retention

Retain for 1 year and then destroy and then destroy.

Suggested Primary Designation

Private.

Approved: 07/1990

 

Identification Card Applications for Matriculated Students (8-5)

Applications for identification (I.D.) cards for students, faculty, and staff.

Retention

Retain by agency for 6 years and then destroy.

Suggested Primary Designation

Private.

Approved: 07/1990

 

Identification Card Applications for Non-matriculated Students (8-6)

Applications for identification cards for non-matriculated individuals participating in activities sponsored by an institution of higher education.

Retention

Retain by agency for 6 years and then destroy.

Suggested Primary Designation

Private.

Approved: 07/1990

 

Identification Card Receipt Books (8-7)

Receipt books for monies received in payment for identification (I.D.) cards.

Retention

Retain by agency for 3 years and then destroy.

Suggested Primary Designation

Private.

Approved: 07/1990

 

International Identification Card Applications (8-8)

Applications for identification cards for students traveling out of the country in order to receive international student benefits.

Retention

Retain by agency for 1 year and then destroy.

Suggested Primary Designation

Private.

Approved: 07/1990

 

Monthly Receipts for Monies Received for Transcripts (8-9)

Cash register tapes collected monthly noting monies received by the sale of copies of students' transcripts.

Retention

Retain by agency for 3 years and then destroy.

Suggested Primary Designation

Public.

Approved: 07/1990

 

Registration Files (8-10)

Files which document student enrollment, registration, and participation in course work and other academic activities at any of Utah's institutions of higher education.

Retention

Retain by agency for 5 years after graduation or withdrawal and then destroy.

Suggested Primary Designation

Private.

Approved: 07/1990

 

Student Cumulative Files (8-11)

Files which document a student's activities, other than academic, while enrolled in one of Utah's institutions of higher education.

Retention

Retain by agency for 5 years after graduation or withdrawal and then destroy.

Suggested Primary Designation

Public.

Approved: 12/1992

 

Transcript Requests (8-12)

Request form for a transcript of student's permanent academic records and the record of payment received for the copy.

Retention

Retain by agency for 1 year and then destroy.

Suggested Primary Designation

Private.

Approved: 07/1990

 

Visiting Scholars Information Files (8-13)

Files containing identifying information on scholars temporarily working at an institution of higher education.

Retention

Retain by agency for 5 years and then destroy.

Suggested Primary Designation

Private.

Approved: 07/1990