Student Records Retention Schedule

 

Notice:
The retention information contained on this schedule is the minimum State-required retention for the specified categories. This does NOT authorize disposal action. State approval is expressly required prior to each disposal of records, regardless of format or volume, unless the documents are specifically categorized as non-records. Contact the RIMS office to initiate a records disposal or for the State approved retention period of any items not listed below.

Upon completion of the retention period for student records they will either be deleted, destroyed, or transferred to the University Archives. Before the retention period expires, please follow the records storage guidelines. For questions or more clarification about the correct process for these actions, please contact the RIMS office.

The Notes column includes pertinent information about the documents, if known, such as the Office of Record and System of Record. If you have a document that does not appear below or if you have further information about the Office of Record or System of Record, please contact RIMS.

A PDF version of this retention schedule is available. Download

The categories of Student Records are:

Admissions Records - Non-Enrolled

Notice:
Under the advisement of the Office of University Counsel, no admissions materials at the University of Illinois may be disposed of until further notice. Duplicate copies, print-offs of electronic files, and paper originals of scanned files may be securely disposed provided that one instance of the document is retained in some format, ideally by a designated office within the University (e.g., Undergraduate Admissions, Graduate College, etc.). Consult the Records and Information Management Services office for questions or assistance determining if a document may be disposed.

These documents are part of the Admissions file for applicants who do not subsequently enroll, or for students who request to defer enrollment or delay admission. Document types in Admissions Records - Non-Enrolled and Admissions Records - Enrolled may repeat, but they are treated differently according to the applicant's status. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Admission letters 1 year after application period has ended then obtain State approval to dispose Office of Record: Office of the Registrar
Correspondence 1 year after application period has ended then obtain State approval to dispose Office of Record: Office of the Registrar
Applications for admission or re-admission 1 year after application period has ended then obtain State approval to dispose Office of Record: Office of the Registrar
Entrance examination reports/test scores 1 year after application period has ended then obtain State approval to dispose Office of Record: Office of the Registrar
Medical records 1 year after application period has ended then obtain State approval to dispose Office of Record: UIC: Department of Family Medicine,
UIUC: McKinley Health Center
Letters of recommendation 1 year after application period has ended then obtain State approval to dispose Office of Record: Office of the Registrar
Military documents 1 year after application period has ended then obtain State approval to dispose Office of Record: Dean of Students
Placement test records/scores 1 year after application period has ended then obtain State approval to dispose Office of Record: Office of the Registrar
Residency classification forms 1 year after application period has ended then obtain State approval to dispose Office of Record: Office of the Registrar
Test scores (other) 1 year after application period has ended then obtain State approval to dispose Office of Record: Office of the Registrar
Transcripts (high school) 1 year after application period has ended then obtain State approval to dispose Office of Record: Office of the Registrar
Transcripts (other colleges) 1 year after application period has ended then obtain State approval to dispose Office of Record: Office of the Registrar
Immigration & Naturalization Services approval notices (I-797) 1 year after application period has ended then obtain State approval to dispose Office of Record: UIC: Office of International Services,
UIUC: International Student and Scholar Services
Alien Registration Receipt Card 1 year after application period has ended then obtain State approval to dispose Office of Record: UIC: Office of International Services,
UIUC: International Student and Scholar Services
DS-2019 1 year after application period has ended then obtain State approval to dispose Office of Record: UIC: Office of International Services,
UIUC: International Student and Scholar Services
Employment Authorization (work permit) 1 year after application period has ended then obtain State approval to dispose Office of Record: Human Resources, or if international:
UIC:
Office of International Services,
UIUC: International Student and Scholar Services
I-20 1 year after application period has ended then obtain State approval to dispose Office of Record: UIC: Office of International Services,
UIUC: International Student and Scholar Services
I-94 card 1 year after application period has ended then obtain State approval to dispose Office of Record: UIC: Office of International Services,
UIUC: International Student and Scholar Services
Copy of Visas, including F1 visa - academic studies, J-1 scholars/interns, M1 Visa non-academic/vocational studies 1 year after application period has ended then obtain State approval to dispose Office of Record: UIC: Office of International Services,
UIUC: International Student and Scholar Services
Passport number 1 year after application period has ended then obtain State approval to dispose Office of Record: UIC: Office of International Services,
UIUC: International Student and Scholar Services
Statement of Educational Costs 1 year after application period has ended then obtain State approval to dispose Office of Record: Office of the Registrar
Statement of Financial Responsibility 1 year after application period has ended then obtain State approval to dispose Office of Record: Office of the Registrar
Credit by examination documents such as reports/scores on Advanced Placement, CLEP, PEP, etc. 1 year after application period has ended then obtain State approval to dispose Office of Record: Office of the Registrar
Waivers of right of access (admissions) documents that waive right of access to admissions letters of recommendation 1 year after application period has ended then obtain State approval to dispose Office of Record: Office of the Registrar
Admissions committee procedure documents 1 year after application period has ended then obtain State approval to dispose Office of Record: UIC: Department UIS: Admissions and/or Department (as appropriate) UIUC: Vet Med students: College of Veterinary Medicine;
Law students: College of Law;
Other graduate students: Admissions, Registration and Enrollment Services (ARES) - Graduate College
Statements on diversity composition of applicants 1 year after application period has ended then obtain State approval to dispose Office of Record: UIC: Department UIS: Admissions UIUC: Vet Med students: College of Veterinary Medicine;
Law students: College of Law;
Other graduate students: Admissions, Registration and Enrollment Services (ARES) - Graduate College
Departmental notes on applicants 1 year after application period has ended then obtain State approval to dispose Office of Record: UIC: Department UIS: Applicable Department UIUC: Vet Med students: College of Veterinary Medicine;
Law students: College of Law;
Other graduate students: Admissions, Registration and Enrollment Services (ARES) - Graduate College
Lists of admissions committee members 1 year after application period has ended then obtain State approval to dispose Office of Record: UIC: Department UIS: Admissions and/or Department (as appropriate) UIUC: Vet Med students: College of Veterinary Medicine;
Law students: College of Law;
Other graduate students: Admissions, Registration and Enrollment Services (ARES) - Graduate College
Samples of publications/work or writing samples 1 year after application period has ended then obtain State approval to dispose Office of Record: UIC: Department UIS: Admissions and/or Department (as appropriate) UIUC: Vet Med students: College of Veterinary Medicine;
Law students: College of Law;
Other graduate students: Admissions, Registration and Enrollment Services (ARES) - Graduate College
Vitae and résumés 1 year after application period has ended then obtain State approval to dispose Office of Record: UIC: Department UIS: Admissions and/or Department (as appropriate) UIUC: Vet Med students: College of Veterinary Medicine;
Law students: College of Law;
Other graduate students: Admissions, Registration and Enrollment Services (ARES) - Graduate College

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Admissions Records - Enrolled

Notice:
Under the advisement of the Office of University Counsel, no admissions materials at the University of Illinois may be disposed of until further notice. Duplicate copies, print-offs of electronic files, and paper originals of scanned files may be securely disposed provided that one instance of the document is retained in some format, ideally by a designated office within the University (e.g., Undergraduate Admissions, Graduate College, etc.). Consult the Records and Information Management Services office for questions or assistance determining if a document may be disposed.

These are documents that are a part of the Admissions file for applicants who subsequently enroll and are considered enrolled students. Document types in Admissions Records - Non-Enrolled and Admissions Records - Enrolled may repeat, but they are treated differently according to the applicant's status. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Waivers of right of access (admissions) Until admitted then obtain State approval to dispose Office of Record: Office of the Registrar
Letters of recommendation for admission Until admitted then obtain State approval to dispose Office of Record: Office of the Registrar
Admission letters 5 years after the start date of the term for which they were submitted then obtain State approval to dispose Office of Record: Office of the Registrar
Correspondence related to the student's request or receipt of admission materials 5 years after the start date of the term for which the student applied then obtain State approval to dispose Office of Record: Office of the Registrar
Applications for admission or re-admission 5 years after the start date of the term for which they were submitted then obtain State approval to dispose Office of Record: Office of the Registrar
Medical records 5 years after the start date of the term for which they were submitted then obtain State approval to dispose Office of Record: UIC: Department of Family Medicine,
UIUC: McKinley Health Center
Military documents 5 years after the start date of the term for which they were submitted then obtain State approval to dispose Office of Record: Dean of Students
Release from high school or dual enrollment forms 5 years after the start date of the term for which they were submitted then obtain State approval to dispose Office of Record: Office of the Registrar
Residency classification forms 5 years after the start date of the term for which they were submitted then obtain State approval to dispose Office of Record: Office of the Registrar
Transcripts (high school) 5 years after the start date of the term for which they were submitted then obtain State approval to dispose Office of Record: Office of the Registrar
Transcripts (other colleges) 5 years after the start date of the term for which they were submitted then obtain State approval to dispose Office of Record: Office of the Registrar
Immigration & Naturalization Services approval notices (I-797) 5 years after the start date of the term for which they were submitted then obtain State approval to dispose Office of Record: UIC: Office of International Services,
UIUC: International Student and Scholar Services
Alien Registration Receipt Card 5 years after the start date of the term for which it was submitted then obtain State approval to dispose Office of Record: UIC: Office of International Services,
UIUC: International Student and Scholar Services
DS-2019 5 years after the start date of the term for which it was submitted then obtain State approval to dispose Office of Record: UIC: Office of International Services,
UIUC: International Student and Scholar Services
Employment Authorization (work permit) 5 years after the start date of the term for which it was submitted then obtain State approval to dispose Office of Record: Human Resources, or if international:
UIC:
Office of International Services,
UIUC: International Student and Scholar Services
I-20 5 years after the start date of the term for which it was submitted then obtain State approval to dispose Office of Record: UIC: Office of International Services,
UIUC: International Student and Scholar Services
I-94 card 5 years after the start date of the term for which it was submitted then obtain State approval to dispose Office of Record: UIC: Office of International Services,
UIUC: International Student and Scholar Services
Copy of Visas, including F1 visa - academic studies, J-1 scholars/interns, M1 Visa non-academic/vocational studies 5 years after the start date of the term for which it was submitted then obtain State approval to dispose Office of Record: UIC: Office of International Services,
UIUC: International Student and Scholar Services
Passport number 5 years after the start date of the term for which it was submitted then obtain State approval to dispose Office of Record: UIC: Office of International Services,
UIUC: International Student and Scholar Services
Statement of Educational Costs 5 years after the start date of the term for which it was submitted then obtain State approval to dispose  
Statement of Financial Responsibility 5 years after the start date of the term for which it was submitted then obtain State approval to dispose  
Credit by examination 5 years after the start date of the term for which it was submitted then obtain State approval to dispose Office of Record: Office of the Registrar
Advanced Placement credit 5 years after the start date of the term for which it was submitted then obtain State approval to dispose Office of Record: Office of the Registrar
Entrance examination reports/test scores such as the ACT or SAT 5 years after the start date of the term for which they were submitted then obtain State approval to dispose Office of Record: Office of the Registrar
Placement test scores/reports 5 years after the start date of the term for which they were submitted then obtain State approval to dispose Office of Record: Office of the Registrar
Test scores (other) 5 years after the start date of the term for which they were submitted then obtain State approval to dispose Office of Record: Office of the Registrar
Samples of publications/work or writing samples 5 years after the start date of the term for which they were submitted then obtain State approval to dispose Office of Record: UIC: Department UIS: Registrar and/or Department (as appropriate) UIUC: Vet Med students: College of Veterinary Medicine;
Law students: College of Law;
Other graduate students: Admissions, Registration and Enrollment Services (ARES) - Graduate College

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General Student Academic Records

These are academic and administrative documents that are used to support enrolled students and track student progress, or lack thereof, towards completion of a course, a program, or a degree. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Class schedules 1 year after graduation or date or determination of non-attendance, whichever is earlier, then obtain State approval to dispose Office of Record: Office of the Registrar
Student enrollment verification 1 year after verification then obtain State approval to dispose Office of Record: Office of the Registrar. UIUC campus: Also Office of the Registrar with the request tracking system (iVerify) being used, but verifications usually go through the National Clearinghouse, who pulls the data from Banner
Athlete verification reports 6 years after semester submitted to governing authority then obtain State approval to dispose Office of Record: Office of the Registrar
Athlete academic records 6 years after semester submitted to governing authority then obtain State approval to dispose Office of Record: Office of the Registrar
Residency verification records 6 years after semester submitted to governing authority then obtain State approval to dispose Office of Record: UIC and UIS: Office of Admissions, UIUC: Office of the Registrar
Hold authorizations 1 year after release of hold then obtain State approval to dispose Office of Record: the office imposing the hold
System of Record: Banner
Encumbrance authorizations 1 year after release of hold then obtain State approval to dispose Office of Record: the office imposing the encumbrance
System of Record: Banner
Academic warning records 7 years from final decision, then obtain State approval to dispose Office of Record: UIC and UIUC: College of the student
UIS: Office of the Registrar
Disciplinary action records 7 years from final decision, then obtain State approval to dispose Office of Record: UIC and UIS: Office of the Dean of Students
UIUC: Under further review
Academic suspension records 50 years from date of decision, then obtain State approval to dispose Office of Record: UIC: Office of the Dean of Students
UIS: Office of the Registrar
UIUC: Under further review
Academic dismissal records 50 years from date of decision, then obtain State approval to dispose Office of Record: UIC: Office of the Dean of Students
UIS and UIUC: Under further review
Academic expulsion records 50 years from date of decision, then obtain State approval to dispose Office of Record: UIC: Office of the Dean of Students
UIS and UIUC: Under further review
Transcript requests 1 year after request fulfilled, then obtain State approval to dispose Office of Record: Office of the Registrar
Data change logs 10 years after term submitted to the University, then obtain State approval to dispose Office of Record: Office of the Registrar
Name change authorizations 10 years after term submitted to the University, then obtain State approval to dispose Office of Record: UIC: Office of the Registrar
UIS and UIUC: Office of the Registrar, unless student employees, then HR
Theses Permanent, see RIMS for guidance Office of Record: UIC: University Library
UIS: Department of the student
UIUC: Graduate College; for undergrad, department of the student
Dissertations Permanent, see RIMS for guidance Office of Record: UIC: University Library
UIS: Provost's Office
UIUC: Graduate College; for undergrad, department of the student
Terminal projects Permanent, see RIMS for guidance Office of Record: department of the student
Transcripts Permanent, see RIMS for guidance Office of Record: Office of the Registrar
Grade change forms/supplemental grade report forms Permanent, see RIMS for guidance Office of Record: Office of the Registrar
Course repeat grade replacement forms Permanent, see RIMS for guidance Office of Record: Office of the Registrar
Graduation lists Permanent, see RIMS for guidance Office of Record: Office of the Registrar
UIUC System of Record: Banner/Ledger Records
Class lists Permanent, see RIMS for guidance Office of Record: Office of the Registrar
Academic advisement records 5 years after date of creation, then obtain State approval to dispose Office of Record: UIC and UIUC: Undergrad - College of the Student, Grad - Department Office of the Student, UIS: Department Office of the Student
Correspondence 5 years after term submitted to the University, then obtain State approval to dispose  
Grievance/Complaint (by student) 5 years after term submitted to the University, then obtain State approval to dispose Office of Record: Dean of Students
Leave of absence 5 years after term submitted to the University, then obtain State approval to dispose Office of Record: Office of the Registrar
Major changes 5 years after term submitted to the University, then obtain State approval to dispose Office of Record: UIC and UIS: Office of the Registrar, UIUC: College of the Student
Certification of 2nd majors or minors 5 years after term submitted to the University, then obtain State approval to dispose Office of Record: UIC and UIS: Office of the Registrar, UIUC: Undergrad - College of the Student, Grad - Graduate College
Petitions (academic) 5 years after term submitted to the University, then obtain State approval to dispose Office of Record: UIC and UIUC: Undergrad - College of the Student, Grad - Department Office of the Student, UIS: Office of the Registrar
VA certification records 5 years after term submitted to the University, then obtain State approval to dispose Office of Record: UIC: Dean of Students
UIS: Financial Aid office
UIUC: Dean of Students and/or Financial Aid office
Application for degree or other credential 5 years after term submitted to the University, then obtain State approval to dispose Office of Record: Office of the Registrar
Degree audit records 5 years after term submitted to the University, then obtain State approval to dispose Office of Record: Office of the Registrar
Substitution/Waivers 5 years after term submitted to the University, then obtain State approval to dispose Office of Record: UIC and UIS: Office of the Registrar, UIUC: College Office of the Student
Grade appeal/Complaint 5 years after term submitted to the University, then obtain State approval to dispose Office of Record: UIC and UIUC: Undergrad - College Office of the Course, Grad - Department of the Course, UIS: Department/College of the Course
Transfer credit evaluations 5 years after term submitted to the University, then obtain State approval to dispose Office of Record: UIC and UIS: Office of the Registrar
UIUC: Office of the Registrar/Undergrad Admissions Office
Approvals (credit/no credit, audit, pass/no pass) 5 years after term submitted to the University, then obtain State approval to dispose Office of Record: Office of the Registrar
Enrollment changes 5 years after term submitted to the University, then obtain State approval to dispose Office of Record: Office of the Registrar
Withdrawal/Cancellation of enrollment records 5 years after term submitted to the University, then obtain State approval to dispose Office of Record: Office of the Registrar
Tuition and Fee Schedule 5 years after term submitted to the University, then obtain State approval to dispose Office of Record: U of I Board of Trustees / Office of the Registrar

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Health Profession Student Records - Supplemental Files

These files support the clinical and academic work of medical students by providing a record of their experiences and performance as it relates to their academic achievements specifically related to health professions. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Letters of recommendation from the college 2 years after date of creation, then obtain State approval to dispose Office of Record: UIC College of Medicine: Medical Education Office
All other health profession schools: Dept./College in which the student is enrolled
Clerkship information 5 years after date of graduation or determination of non-attendance, whichever is earlier, then obtain State approval to dispose Office of Record: UIC College of Medicine: Office of the Registrar
All other health profession schools: Dept./College in which the student is enrolled
Documents signed by students (e.g., HIPAA) 5 years after date of graduation or determination of non-attendance, whichever is earlier, then obtain State approval to dispose Office of Record: UIC College of Medicine: Office of the Registrar
All other health profession schools: Dept./College in which the student is enrolled
Institutional Technical Standards forms 5 years after date of graduation or determination of non-attendance, whichever is earlier, then obtain State approval to dispose Office of Record: UIC College of Medicine: Admissions
All other health profession schools: Dept./College in which the student is enrolled
Notices of award 5 years after date of graduation or determination of non-attendance, whichever is earlier, then obtain State approval to dispose Office of Record: UIC College of Medicine: Medical Education Office
All other health profession schools: Dept./College in which the student is enrolled
Student CVs 1 month after date of graduation or determination of non-attendance, whichever is earlier, then obtain State approval to dispose Office of Record: UIC College of Medicine: Office of the Registrar
All other health profession schools: Dept./College in which the student is enrolled
Publications of journal articles and abstracts 1 month after date of graduation or determination of non-attendance, whichever is earlier, then obtain State approval to dispose Office of Record: UIC College of Medicine: Office of the Registrar
All other health profession schools: Dept./College in which the student is enrolled
Licensing scores (e.g., USMLE scores) 75 years then obtain State approval to dispose Office of Record: UIC College of Medicine: Office of the Registrar
All other health profession schools: Dept./College in which the student is enrolled
Performance evaluations (e.g., Medical Student Performance Evaluation - MSPE) 75 years then obtain State approval to dispose Office of Record: UIC College of Medicine: Office of Student Affairs
All other health profession schools: Dept./College in which the student is enrolled
Documentation of dismissal or withdrawal 75 years then obtain State approval to dispose Office of Record: UIC College of Medicine: Office of the Registrar
All other health profession schools: Dept./College in which the student is enrolled
Dates of leaves of absence 75 years then obtain State approval to dispose Office of Record: UIC College of Medicine: Office of the Registrar
All other health profession schools: Dept./College in which the student is enrolled
Personal identification photographs 75 years then obtain State approval to dispose Office of Record: UIC College of Medicine: Office of the Registrar
All other health profession schools: Dept./College in which the student is enrolled
Promotion Committee letters 75 years then obtain State approval to dispose Office of Record: UIC College of Medicine: Medical Education Office
All other health profession schools: Dept./College in which the student is enrolled
Dates of enrollment 75 years then obtain State approval to dispose Office of Record: UIC College of Medicine: Office of the Registrar
All other health profession schools: Dept./College in which the student is enrolled

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Professional Education Student Records - Supplemental Files

These files are used to track certification processes for students enrolled in a teaching or professional field that is outside the domain of the medical schools such as students enrolled in a program in the College of Education or the School of Social Work. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Application and Admissions record sheet 50 years after date of graduation or date of determination of non-attendance then obtain State approval to dispose Office of Record: UIC: Council on Teacher Education, College of Education Office of Student Services
UIS: Council on Professional Education, College of Education and Human Services
UIUC: Council on Teacher Education, College of Education
All other professional education schools: Dept./college in which the student is enrolled
Application and Admissions compliance form 50 years after date of graduation or date of determination of non-attendance then obtain State approval to dispose Office of Record: UIC: Council on Teacher Education, College of Education Office of Student Services
UIS: Council on Professional Education, College of Education and Human Services
UIUC: Council on Teacher Education, College of Education
All other professional education schools: Dept./college in which the student is enrolled
Notice of certificate program decision 50 years after date of graduation or date of determination of non-attendance then obtain State approval to dispose Office of Record: UIC: Council on Teacher Education, College of Education Office of Student Services
UIS: Council on Professional Education, College of Education and Human Services
UIUC: Council on Teacher Education, College of Education
All other professional education schools: Dept./college in which the student is enrolled
Acceptance email 50 years after date of graduation or date of determination of non-attendance then obtain State approval to dispose Office of Record: UIC: Council on Teacher Education, College of Education Office of Student Services
UIS: Council on Professional Education, College of Education and Human Services
UIUC: Council on Teacher Education, College of Education
All other professional education schools: Dept./college in which the student is enrolled
Training forms 50 years after date of graduation or date of determination of non-attendance then obtain State approval to dispose Office of Record: UIC: Council on Teacher Education, College of Education Office of Student Services
UIS: Council on Professional Education, College of Education and Human Services
UIUC: Council on Teacher Education, College of Education
All other professional education schools: Dept./college in which the student is enrolled
Clinical Practice application 50 years after date of graduation or date of determination of non-attendance then obtain State approval to dispose Office of Record: UIC: Council on Teacher Education, College of Education Office of Student Services
UIS: Council on Professional Education, College of Education and Human Services
UIUC: Council on Teacher Education, College of Education
All other professional education schools: Dept./college in which the student is enrolled
Clinical Practice agreement 50 years after date of graduation or date of determination of non-attendance then obtain State approval to dispose Office of Record: UIC: Council on Teacher Education, College of Education Office of Student Services
UIS: Council on Professional Education, College of Education and Human Services
UIUC: Council on Teacher Education, College of Education
All other professional education schools: Dept./college in which the student is enrolled
Clinical Practice quickstart, midterm, and final evaluation forms 50 years after date of graduation or date of determination of non-attendance then obtain State approval to dispose Office of Record: UIC: Council on Teacher Education, College of Education Office of Student Services
UIS: Council on Professional Education, College of Education and Human Services
UIUC: Council on Teacher Education, College of Education
All other professional education schools: Dept./college in which the student is enrolled
Clinical Practice - University supervisor evaluations 50 years after date of graduation or date of determination of non-attendance then obtain State approval to dispose Office of Record: UIC: Council on Teacher Education, College of Education Office of Student Services
UIS: Council on Professional Education, College of Education and Human Services
UIUC: Council on Teacher Education, College of Education
All other professional education schools: Dept./college in which the student is enrolled
Student petitions 50 years after date of graduation or date of determination of non-attendance then obtain State approval to dispose Office of Record: UIC: Council on Teacher Education, College of Education Office of Student Services
UIS: Council on Professional Education, College of Education and Human Services
UIUC: Council on Teacher Education, College of Education
All other professional education schools: Dept./college in which the student is enrolled
Methods course evaluation form 50 years after date of graduation or date of determination of non-attendance then obtain State approval to dispose Office of Record: UIC: Council on Teacher Education, College of Education Office of Student Services
UIS: Council on Professional Education, College of Education and Human Services
UIUC: Council on Teacher Education, College of Education
All other professional education schools: Dept./college in which the student is enrolled
Methods course timesheet 50 years after date of graduation or date of determination of non-attendance then obtain State approval to dispose Office of Record: UIC: Council on Teacher Education, College of Education Office of Student Services
UIS: Council on Professional Education, College of Education and Human Services
UIUC: Council on Teacher Education, College of Education
All other professional education schools: Dept./college in which the student is enrolled
Entitlement form/application 50 years after date of graduation or date of determination of non-attendance then obtain State approval to dispose Office of Record: UIC: Council on Teacher Education, College of Education Office of Student Services
UIS: Council on Professional Education, College of Education and Human Services
UIUC: Council on Teacher Education, College of Education
All other professional education schools: Dept./college in which the student is enrolled
Licensure exam scores 50 years after date of graduation or date of determination of non-attendance then obtain State approval to dispose Office of Record: UIC: Council on Teacher Education, College of Education Office of Student Services
UIS: Council on Professional Education, College of Education and Human Services
UIUC: Council on Teacher Education, College of Education
All other professional education schools: Dept./college in which the student is enrolled
Candidate tracking sheets from teacher certification paperwork (i.e., "rap" sheet) 10 years after term submitted then obtain State approval to dispose Office of Record: UIC: Council on Teacher Education, College of Education Office of Student Services
UIS: Council on Professional Education, College of Education and Human Services
UIUC: Council on Teacher Education, College of Education
All other professional education schools: Dept./college in which the student is enrolled

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Community Program Participant Files

These files provide participant information indicating personal contact information and dates and times of programs for which each participant has been enrolled. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Youth programming files 20 years after end of term of program then obtain State approval to dispose Office of Record: Department of the program
Summer camp applications 20 years after end of term of program then obtain State approval to dispose Office of Record: Department of the program
Adult programming files 10 years after term of program then obtain State approval to dispose Office of Record: Department of the program

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Student Financial Aid Records

Student Financial Aid (SFA) Records are those that the University must maintain to show that SFA funds are disbursed in the correct amount to eligible students. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
ISAC-administered Gift Assistance Programs records 5 years from the end of the award year then obtain State approval to dispose  
Perkins repayment records 3 years from date loan assigned, cancelled, or repaid then obtain State approval to dispose  
Perkins original promissory notes 1 year after date the loan is satisfied then obtain State approval to dispose  
Accrediting and licensing agency review, approvals and reports 3 years from the end of the award year then obtain State approval to dispose  
Audit reports and school responses 3 years from the end of the award year then obtain State approval to dispose  
Records pertaining to financial responsibility and standards of administrative capability 3 years from the end of the award year then obtain State approval to dispose  
Program Participation Agreement 3 years from the end of the award year then obtain State approval to dispose  
Self-evaluation reports 3 years from the end of the award year then obtain State approval to dispose  
State agency reports 3 years from the end of the award year then obtain State approval to dispose  
Bank statements for accounts containing SFA funds 3 years from the end of the award year then obtain State approval to dispose  
Federal work-study payroll records 3 years from the end of the award year then obtain State approval to dispose  
Ledgers identifying SFA transactions 3 years from the end of the award year then obtain State approval to dispose  
Records of SFA program transactions 3 years from the end of the award year then obtain State approval to dispose  
Records of student accounts 3 years from the end of the award year then obtain State approval to dispose  
Records supporting data on required reports (SFA program reconciliation reports, audit reports and school responses, Pell grant statements of accounts, Accrediting and Licensing agency reports) 3 years from the end of the award year then obtain State approval to dispose  
Application data submitted to the Dept. of Education or lender by the school on behalf of the student 3 years from the end of the award year then obtain State approval to dispose  
Data used to establish student's admission, enrollment status, period of enrollment 3 years from the end of the award year then obtain State approval to dispose  
Date and amount of disbursements 3 years from the end of the award year then obtain State approval to dispose  
Documentation of student's eligibility 3 years from the end of the award year then obtain State approval to dispose  
Documentation of student's satisfactory academic progress 3 years from the end of the award year then obtain State approval to dispose  
Documentation of student's program of study and enrolled courses 3 years from the end of the award year then obtain State approval to dispose  
Documentation related to the receipt of aid, such as: amount of grant, loan, FWS award, and calculations used to determine aid amounts 3 years from the end of the award year then obtain State approval to dispose  
Documentation of initial or exit loan counseling 3 years from the end of the award year then obtain State approval to dispose  
Documentation supporting the school's calculation of its completion/graduation or transfer-out rate 3 years from the end of the award year then obtain State approval to dispose  
Documents used to verify applicant's data 3 years from the end of the award year then obtain State approval to dispose  
Financial aid history for transfer students 3 years from the end of the award year then obtain State approval to dispose  
Reports and forms used for participation in the SFA program 3 years from the end of the award year then obtain State approval to dispose  
Student Aid Report (SAR) 3 years from the end of the award year then obtain State approval to dispose  
Institutional Student Information Record (ISIR) 3 years from the end of the award year then obtain State approval to dispose  
Borrowers eligibility records 3 years from the end of the award year then obtain State approval to dispose  
Campus-based aid (Perkins Loan, SEOG, and Federal Work Study) 3 years from the end of the award year then obtain State approval to dispose  
FFEL and Direct Loans 3 years from the end of the award year then obtain State approval to dispose  
Fiscal Operations Report (FISAP) 3 years from the end of the award year then obtain State approval to dispose  
Pell Grant 3 years from the end of the award year then obtain State approval to dispose  

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Family Educational Rights and Privacy Act (FERPA) Compliance Records

FERPA Compliance Records relate to a student's ability to consent to disclosure of their records and the right under FERPA to request amendment of their academic records. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Requests for Nondisclosure of Directory Information 100 years, or until terminated by student, or upon death of student, whichever occurs first, then obtain State approval to dispose Office of Record: Office of the Registrar
Waivers for Rights of Access 100 years, or until terminated by student, or upon death of student, whichever occurs first, then obtain State approval to dispose Office of Record: Office holding document to which access is waived
Requests for Formal Hearings 75 years or upon death of the student, whichever occurs first, then obtain State approval to dispose Office of Record: Department responsible for challenged records
Written Consent for Records Disclosure 75 years or upon death of the student, whichever occurs first, then obtain State approval to dispose Office of Record: Office given authorization to release information

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University of Illinois Laboratory High School Records

University High School (Uni) maintains records for its students in accordance with State and University regulations. For additional details and information on accessing these records, please view the Student-Parent Handbook. The Associate Director is responsible for the maintenance, retention, or destruction of a student’s permanent or temporary records.

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
A record of release of temporary record information 5 years after student has transferred, graduated, or otherwise permanently withdrawn then obtain State approval to dispose Office of Record: University High School Main Office
Standardized test scores 5 years after student has transferred, graduated, or otherwise permanently withdrawn then obtain State approval to dispose Office of Record: University High School Main Office
Completed home language survey form 5 years after student has transferred, graduated, or otherwise permanently withdrawn then obtain State approval to dispose Office of Record: University High School Main Office
Information regarding serious infractions that resulted in discipline 5 years after student has transferred, graduated, or otherwise permanently withdrawn then obtain State approval to dispose Office of Record: University High School Main Office
Information provided under the Abused and Neglected Child Reporting Act 5 years after student has transferred, graduated, or otherwise permanently withdrawn then obtain State approval to dispose Office of Record: University High School Main Office
Uni admissions application materials 5 years after student has transferred, graduated, or otherwise permanently withdrawn then obtain State approval to dispose Office of Record: University High School Main Office
Family background information 5 years after student has transferred, graduated, or otherwise permanently withdrawn then obtain State approval to dispose Office of Record: University High School Main Office
Reports of psychological evaluations 5 years after student has transferred, graduated, or otherwise permanently withdrawn then obtain State approval to dispose Office of Record: University High School Main Office
Elementary and secondary achievement level test results 5 years after student has transferred, graduated, or otherwise permanently withdrawn then obtain State approval to dispose Office of Record: University High School Main Office
Participation in extracurricular activities or athletics 5 years after student has transferred, graduated, or otherwise permanently withdrawn then obtain State approval to dispose Office of Record: University High School Main Office
Honors and awards received 5 years after student has transferred, graduated, or otherwise permanently withdrawn then obtain State approval to dispose Office of Record: University High School Main Office
Teacher anecdotal records 5 years after student has transferred, graduated, or otherwise permanently withdrawn then obtain State approval to dispose Office of Record: University High School Main Office
Other disciplinary information 5 years after student has transferred, graduated, or otherwise permanently withdrawn then obtain State approval to dispose Office of Record: University High School Main Office
Special education files 5 years after student has transferred, graduated, or otherwise permanently withdrawn then obtain State approval to dispose Office of Record: University High School Main Office
Any verified reports or information from non-educational persons, agencies, or organizations 5 years after student has transferred, graduated, or otherwise permanently withdrawn then obtain State approval to dispose Office of Record: University High School Main Office
Other verified information of clear relevance to the education of the student 5 years after student has transferred, graduated, or otherwise permanently withdrawn then obtain State approval to dispose Office of Record: University High School Main Office
Basic identifying information (name, date of birth, address, parents' names, date of enrollment, etc.) 60 years after student has transferred, graduated, or otherwise permanently withdrawn then obtain State approval to dispose Office of Record: University High School Main Office
Academic transcript 60 years after student has transferred, graduated, or otherwise permanently withdrawn then obtain State approval to dispose Office of Record: University High School Main Office
Attendance record 60 years after student has transferred, graduated, or otherwise permanently withdrawn then obtain State approval to dispose Office of Record: University High School Main Office
Accident reports and health record 60 years after student has transferred, graduated, or otherwise permanently withdrawn then obtain State approval to dispose Office of Record: University High School Main Office
Record of release of permanent record information 60 years after student has transferred, graduated, or otherwise permanently withdrawn then obtain State approval to dispose Office of Record: University High School Main Office
High school state assessment test scores (if any) 60 years after student has transferred, graduated, or otherwise permanently withdrawn then obtain State approval to dispose Office of Record: University High School Main Office
Records of sixth grade applicants who are not enrolled and not accepted 2 years after application term has ended then obtain State approval to dispose Office of Record: University High School Main Office
Records of seventh grade applicants who are not enrolled and not accepted 1 year after application term has ended then obtain State approval to dispose Office of Record: University High School Main Office
Admissions files of students who are accepted and enrolled 5 years after admission then obtain State approval to dispose Office of Record: University High School Main Office
Recommendation letters Upon enrollment of student, obtain State approval to dispose Office of Record: University High School Main Office
Notes and drafts of decisions of the Admissions Committee After each admissions session, obtain State approval to dispose Office of Record: University High School Main Office

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Course Evaluations

Course evaluations consist of forms containing student comments and evaluative ratings of courses and instructors submitted at the time of course completion. These may be completed on paper or via an electronic system. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Course Evaluations 5 years past the end of the course for which they were created, then obtain State approval to dispose or transfer Promotion and Tenure files if needed for consideration in review of faculty*  
* If course evaluations are used as part of the Promotion and Tenure process, they need to be retained along with other P&T files.

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Grades and Graded Work

These are important University documents, categorized as non-records, which do not need State approval prior to disposal.

DocumentsSorted Ascending press space to sort Descending Recommended Retention Press space to sort Notes Press space to sort
Grade lists 1 year after submission then securely dispose Office of Record: Department of the course or instructor of the course
Exams 2 years from end of the academic term then securely dispose Office of Record: Department of the course or instructor of the course
Graded coursework 2 years from end of the academic term then securely dispose Office of Record: Department of the course or instructor of the course

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Primary Audience

This schedule will specifically help those with federal and state compliance requirements such as staff from the following areas:

  • Admissions
  • Financial Aid
  • Academic Advisors
  • Information Technology
  • Administrators dealing with the Higher Education Opportunity Act and the Family Education Rights and Privacy Act (FERPA)

Contributors

Our many thanks to the following contributors who worked with us to create this schedule through discussion, collaboration, input, and consensus:

  • UIC Office of the Registrar – Rob Dixon, Michelle Garcia
  • UIS Office of the Registrar – Brian Clevenger, Evan Stanley
  • UIUC Office of the Registrar – Rod Hoewing, Donna Butler
  • USFSCO – Debbie Rahn
  • UIS Athletics – Hayley Ross-Treadway
  • UIUC Division of Intercollegiate Athletics – Chris Byron
  • UIC Council on Teacher Education – Marietta Giovannelli
  • UIS Council on Professional Education – Heather Nielsen, Shea Sims
  • UIUC Council on Teacher Education – Brenda Clevenger
  • UIC Office of the Dean of Students – Linda Deanna
  • UIS Student Affairs – Jim Korte
  • UIUC Office for Student Conflict Resolution – Brian Farber
  • UIC College of Medicine, Chicago – Michelle Wortel, Sue Huhndorf, Kati Helling, Mark Urosev, Linda Singleton
  • UIC College of Medicine, Peoria – Linda Rowe, Bonnie Willis
  • UIC College of Medicine, Rockford – Angela Schmidt, Allena Fortson, Matthew Strobel
  • UIC College of Medicine, Urbana-Champaign – Nora Few, Jim Hall
  • University Counsel – Laura Clower
  • UIC University Archivist – Scott Pitol
  • UIS University Archivist – Tom Wood
  • UIUC University Archivist – Bill Maher