A.POLICY:

This policy outlines the procedures and timeframes for the retention, storage, and disposal of academic records at Zane State College. It ensures compliance with state and federal regulations, protects student privacy, and maintains accurate and accessible records for institutional purposes.

Zane State College is committed to maintaining accurate academic records in compliance with applicable laws, regulations, and institutional policies. These records will be securely stored and retained for specified periods to support administrative, legal, and historical needs.

B.POLICY GUIDELINES:

1. Retention Guidelines for Academic Records:
   • Permanent Records: The following academic records will be retained indefinitely:
     • Official transcripts
     • Graduation records (degrees awarded, honors)
     • Records of academic actions (probation, suspension, dismissal)
     • Final grade rosters
     • Program completion and degree audits
     • Records related to transfer credits
   • Admissions Records:
     • Applicants who enroll: Admission records, including application forms, test scores, and related correspondence, will be retained for 5 years after the date of the student’s last attendance.
     • Applicants who do not enroll: Admission records for students who are accepted but do not enroll will be retained for 1 year following the application term.
   • Registration and Enrollment Records:
     • Registration records, course schedules, and enrollment verifications will be retained for 5 years after the student’s last attendance.
   • Grade Changes and Appeals:
     • Documentation related to grade changes or academic appeals will be retained for 5 years after the student’s last attendance.
   • Financial Aid and Student Account Records:
     • Financial aid records will be maintained in accordance with federal regulations, typically for 3 years after the award year for which the records apply.

• Student account and billing records will be retained for 7 years following the end of the fiscal year in which the student was last enrolled.
• Withdrawals and Leave of Absence:
  • Records for students who withdraw or take an official leave of absence will be retained for 5 years after the date of withdrawal or the last term attended.
• Disciplinary Records:
  • Academic or student conduct disciplinary records will be retained for 7 years after the student’s last attendance, unless a permanent notation is made on the transcript for serious violations (e.g., expulsion).
• Storage and Security of Records:
  • Digital Records: All academic records stored digitally will be maintained in secure, password-protected systems that meet institutional and legal standards for data protection and privacy.
  • Physical Records: Any paper-based academic records will be securely stored in a restricted-access location and will be digitized when appropriate to facilitate long-term storage.
• Disposal of Records:
  • At the end of the retention period, academic records that are no longer required will be disposed of in a manner that ensures the confidentiality of student information.
    • Digital records will be securely deleted from systems in compliance with institutional IT policies.
    • Physical records will be shredded or otherwise destroyed in a secure and confidential manner.
• Access to Academic Records:
  • Access to academic records is restricted to authorized personnel only and will be managed in compliance with the Family Educational Rights and Privacy Act (FERPA). Students may request access to their academic records in accordance with FERPA guidelines.
• Review and Update:
  • This policy will be reviewed and updated every three years or as needed to ensure compliance with any changes in legal or regulatory requirements.

C.POLICY HISTORY:

This policy was established to ensure the accurate retention, storage, and disposal of academic records in compliance with legal and regulatory standards.