Roane State Community College

Why Roane State Our Programs Student Resources Locations Apply Now Faculty/Staff Alumni/Community Workforce Programs
Sorry, this page could not be found.
Campus Status
Roane State campuses are closed for the holidays. Campuses will reopen Jan. 5. Happy holidays!
RSCC Policies
RSCC Policy SA-01-02; Student Records: Retention and Disposition
RSCC Policy SA-01-02; Student Records: Retention and Disposition
Roane State Community College
Policy Number: SA-01-02
Subject: Student Records: Retention and Disposition

The Family Educational Rights and Privacy Act (FERPA) of 1974, as amended specifically requires institutions to maintain records of requests and disclosures of personally identifiable information except for defined "directory information" and requests from students to review their own records. The records of disclosures and requests for disclosures are considered part of the students' educational records; therefore, these records must be retained as long as the education records to which they refer are retained by the institution.

Additionally, FERPA requires that no record for which there is a pending request to review be destroyed.

All records created, received and maintained by the Office of Records and Registration in the course of its operations are the property of RSCC, and must be retained and disposed of in accordance with the provisions stated here within. Notwithstanding the retention period stated herein, should such periods conflict with federal law, the period of longer retention shall apply.

No record can be disposed of unless the stated minimum retention for that record has elapsed. In addition, prior to disposal, these records must have been subjected to the completion of an annual or biannual audit conducted by the State Audit Division of the Comptroller's Office. No record shall be destroyed so long as it pertains to any pending legal case, claim or action, or to any federal audit until such actions have been concluded. In addition, no record shall be destroyed if there is a request for review pending. All student files pending review will be held for forty-five (45) days.

The college has the responsibility to provide storage of the retained student documents reasonably protecting them against loss, destruction or theft and keeping them secure. While being stored by the college, all documents and records must be accessible to staff in order to carry out their normal job assignments and responsibilities.

Alternate forms of permanent record storage

Permanent records may be maintained in an alternative form as an attempt to increase efficiency and to save space. Records which are considered permanent must be stored using a compact storage medium such as microfilm and microfiche. When an acceptable alternate form of record storage is used, it is not necessary to retain both the original and the alternate form of record. Retention of the original records, after an alternate form of copying and retention is in place, is left to the discretion of the Registrar/Director of Registration.

Disposal of student admissions records

Disposal of student admission records held in the Office of Records and Registration is permitted provided the minimum period set forth has elapsed. Before disposal, the Registrar/Director of Registration or his/her designee must determine if all retention standards have been met as noted.

A written authorization, signed by the Registrar, will be required prior to the disposal of the records. The authorization must list the records to be disposed of. The signed authorization will be kept as a permanent document within the Records Office. An annual appraisal by the Registrar or a designee should be conducted.

The most acceptable method of record disposal at RSCC is by on-site shredding. Burning is also an acceptable method.

Student Records Retention Period

Admission data, documents for applicants who do not enter:

Document/Record Minimum Retention Period
Acceptance Letters 1 year after application term
Advanced Placement Records 1 year after application term
Applications for Admission 1 year after application term
Correspondence 1 year after application term
Entrance Exam Reports (ACT, CEEB) 1 year after application term
Letters of Recommendation 1 year after application term
Transcripts (high school, other colleges and universities) 1 year after application term
Medical Records 1 year after application term
Readmission Forms 1 year after application term

The remainder of the retention guidelines for student records pertains to applicants who enter the institution:

Document/Record Minimum Retention Period
Grade Reports (Registrar's copies) 1 year after date distributed
Registration Forms 1 year after date submitted
Social Security Certificates 1 year after certified
Transcript Requests (student) 1 year after date requested
Audit Authorizations 1 year after date requested
Pass/Fail Requests 1 year after date requested
Changes of Course (add/drop) 1 year after date requested
Credit/No Credit Approvals 1 year after date requested
Enrollment Verifications, Logs or Lists 1 year after date requested
Applications for Graduation 1 year after graduation or date of last attendance
Withdrawal Authorizations 3 years after graduation or date of last attendance
Academic Action Authorizations (Dismissal, etc.) 5 years after graduation or date of last attendance
Acceptance Letters 5 years after graduation or date of last attendance
Name Change Authorizations 5 years after graduation or date of last attendance
Correspondence, Relevant 5 years after graduation or date of last attendance
Residence Classification Forms 5 years after graduation or date of last attendance
Curriculum Change Authorizations 5 years after graduation or date of last attendance
Entrance Examinations Reports (ACT, CEEB) 5 years after graduation or date of last attendance
Transcripts - high schools, other colleges 5 years after graduation or date of last attendance
Foreign Student Forms (I-20) 5 years after graduation or date of last attendance
Graduation Authorizations 5 years after graduation or date of last attendance
Advance Placement Records (information regarding
students' high school advancement placement scores)
5 years after graduation or date of last attendance
Applications for Admission or Readmission (Re-entry) 5 years after graduation or date of last attendance
Credit by Examination Forms 5 years after graduation or date of last attendance
Transfer Credit Evaluations 5 years after graduation or date of last attendance
Academic Records (Includes Narrative Evaluations,
Competency Assessments, etc.)
Permanently
Academic Transcripts Permanently
Change of Grade Forms (Update Forms) Permanently
Class Lists (Original Grade Sheets or Cards) Permanently
Graduation Lists Permanently
Permanent Student Cards Permanently
Statistical Data - Enrollment, Grades, Racial/Ethnic,
Degree, Schedule of Classes (Institutional)
Permanently

*Admissions files are defined in accordance with AACRAO guidelines. The following elements are part of the RSCC student file and are considered disposable after minimum retention standards (noted above) have been met:

  • Acceptance/Denial Letters
  • Advanced Placement Records
  • Application for Admissions (and Re-Admittance)
  • Correspondence
  • Entrance Examination Scores/Reports
  • Letters of Recommendation
  • Late Withdrawal Requests
  • Medical Records
  • Placement Scores
  • Recruitment Materials
  • Residency Classification Form
  • Student Rights to Access Waiver Forms
  • Test Scores Transcripts (other colleges)
  • Transcripts (high schools)

Revision History: 11/13/1990, 02/18/2000, 06/23/2008
TBR Policy Reference: 3:02:03:00
TBR Guideline Reference: S-020, G-070
Revision Date Effective: 06/23/2008
Revision Approval By: Gary Goff, President
Original Date Effective: 06/01/1997
Original Approval By: Sherry L. Hoppe, President
Office Responsible: Vice President Student Affairs & Workforce Development
Reviewed: 05/01/2014
Twitter Facebook YouTube Channel 15 Raider Alert
© Roane State Community College Tennessee's Community Colleges Tennessee Board of Regents / Tennessee Transfer Pathways Tennessee Board of Regents / Regents Online Campus Collaborative (ROCC)

Roane State Community College is a TBR and AA/EEO employer and does not discriminate on the basis of race, color, national origin, sex, disability or age in its programs and activities. View full non-discrimination policy.

Report Fraud, Waste and Abuse

Digital Millennium Copyright Act of 1998