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.
Student Education Record (College/University Statewide) – These files contain the official academic record of students attending State institutions. They include, but are not limited to Academic Records (includes Narrative Evaluations, Competency Assessments), Change of Grade Records; Financial Aid Transcripts (if applicable), Class Lists (original grade sheets or cards), Graduation Lists, transcripts, Permanent Student Cards, Statistical Data (enrollment, grades, racial/ethnic, degree), Commencement Program (1 copy), Student Disciplinary Files resulting in expulsion.
Student Information Records: Retention 5 years
Records that are not protected as part of the Student Education record.
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 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.
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.)
|Change of Grade Forms (Update Forms)||Permanently|
|Class Lists (Original Grade Sheets or Cards)||Permanently|
|Permanent Student Cards||Permanently|
|Statistical Data - Enrollment, Grades, Racial/Ethnic,
Degree, Schedule of Classes (Institutional)
*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:
Roane State Community College is a TBR and AA/EEO employer and does not discriminate against students, employees, or applicants for admission or employment on the basis of race, color, religion, creed, national origin, sex, sexual orientation, gender identity/expression, disability, age, status as a protected veteran, genetic information, or any other legally protected class with respect to all employment, programs and activities sponsored by Roane State. View full non-discrimination policy.