Roane State Community College

1. Student Records
   1. 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.
   2. 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 Roane State Community College (RSCC).
   3. Additionally, FERPA requires that no record for which there is a pending request to review be destroyed.
   4. 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.
2. Disposal
   1. 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.
   2. 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.
3. Storage
   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. Each individual is responsible for complying with the Buckley Amendment.
4. 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 Education Records: Retention Permanent, Do Not Destroy
5. Records that are not protected as part of the Student Education record.
   1. These records include, but are not limited to individual office or department files, Entrance Examination Reports, Transcripts (high school, other colleges) foreign student forms, graduation authorizations, advance placement records, applications for admission or readmission, credit by exam forms, placement records, transfer credit evaluations, student ledger cards/registration system receipts, tuition and fee charges, AAPP scan sheets and essay booklets, examination papers and answer sheets, athletic department files, campus health clinic records.
      
      Student Information Records: Retention 5 years
   2. Student National Collegiate Athletic Association (NCAA), Patient, and Academic Second Opportunity Records (College/University Statewide) – These records include, but are not limited to Athletic files including NCAA eligibility and related files, student patient files, and Academic second opportunity applications.
      Student National Collegiate Athletic Association Records: Retention 10 years
6. Alternate forms of permanent record storage
   1. Permanent records may be maintained in an alternative form as an attempt to increase efficiency and to save space.Alternative storage of records which are considered permanent must be in a manner that meets or exceeds current industry standard as determined by Information Technology office.
   2. 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.
7. Disposol of student admissions records
   1. 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.
   2. A written authorization, Certificate of Records Disposal (CRD) 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.
   3. The most acceptable method of record disposal at RSCC is by on-site shredding. Burning is also an acceptable method.
8. Student Records Retention Period
   1. Admission data, documents for applicants who do not enter:

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

*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)