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Record Retention Policy

The following is the policy for record retention for both on-campus and online student files.

The Registrar is the ultimate authority on student records and their retention. The Registrar will train and supervise employees who deal with records. When there is doubt as to what should be done with particular records, the Registrar should be contacted.

a. Current Students – Record Retention
For students who are currently enrolled in a degree program or as personal interest the following information must be maintained in the student’s file. Status is determined from the date of entry into their degree program which can vary 6-10 years.

    • Application for Admission
    • Letters of Reference / Essays
    • Letter of Acceptance
    • All Semester Course Registration Forms
    • All Course ADD / DROP Forms
    • All Loan Deferment Forms
    • All Transcript request forms / dated and signed Official Transcripts
    • Any HA Policy Forms – (e.g., Disability, FERPA, Leave of Absence)
    • Immunization forms
    • Other institutional transcripts / High School Record
    • HA transcripts – per semester until graduation. Once checked, just keep graduated final transcript.
    • Testing Monitor Information
    • Proof of Passing MA Comprehensive Exam or MA Thesis
    • Copies of any payments
    • Emails / phone messages / memos

b. Graduated Students – Permanent Record Retention
The following is a list of items that must remain permanently in the student’s file once they have graduated.

  • Application for Admission
  • Letters of Reference / Essays
  • Letter of Acceptance
  • Foreign institutional transcripts and High School Records
  • Final HA Transcript

c. Digitalization
To minimize the amount of file storage required, some type of digital or electronic format will be considered for storage. This is particularly important for student records that pre-date Scholar as the Registrar’s Office only has paper files.

d. Incomplete Application Form
Due to the large volume of applications for admission (mainly online) that are never completed, a letter will be mailed to the student after one year from the date of the application. That letter will inform the prospective student that all of his/her records will be destroyed by a determined date if we do not hear from him/her by that determined date.

e. Accepted Student – Never Enrolled
Because some accepted students never enroll, a letter will be mailed to the student after one year from the date of acceptance. That letter will inform the accepted student that all of his/her records will be destroyed by a determined date if we do.

Permanent link to this article: https://catalog.holyapostles.edu/student-records/record-retention-policy/