Archives and Special Collections

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Student Records


Please note that electronic records that were formerly produced in print, have the same retention requirements as the printed format.


A B C D E F G H I J K L M N O P Q R S T U V W X Y Z

    

A


Academic Program Contracts


    Official Copy: Registrar  
    Retention: 5 years after graduation or last attendance, shred.

Academic Standing Letters/Information

Probation, warning, etc.

    Official Copy: Registrar  
    Retention: 5 years after graduation or last attendance, shred.

Academic Standing on Transcript

    Official Copy: Registrar  
    Retention: 5 years, transfer to Archives

Acceptance Letters

    Official Copy: Registrar  
    Retention: 5 years after graduation or last attendance, shred.

Academic Assistance Records

Policies and procedures.

    Official Copy: Academic Assistance Office
    Retention: 5 years, transfer to Archives

Academic Assistance Student Employment Records    

    Official Copy: Academic Assistance Office
    Retention: 5 years, shred

Academic Assistance Usage Statistics Records

    Official Copy: Academic Assistance Office
    Retention: 5 years, transfer to Archives

ADA (Americans with Disabilities Act) Records

    Official Copy: Disability Support Services
    Retention: 5 years from last contract, shred.


ADA - Documentation of Disability

    Official Copy: Disability Support Services
    Retention: 5 years from last contract.  Shred.


ADA - Documentation of Resources for Faculty

    Official Copy: Disability Support Services
    Retention: 5 years from last contract.  Shred.


ADA - Documentation of Resources for Students

    Official Copy: Disability Support Services
    Retention:5 years from last contract.  Shred.


ADA - Letters of Accommodation

    Official Copy: Disability Support Services
    Retention: 5 years from last contract.  Shred.

    Other Copies: Any faculty member
    Retention: Shred after current semester

Add/Drop Forms (change of courses)

    Official Copy: Registrar  
    Retention: 1 year after date submitted, shred.

Admission or Reentry Applications

    Official Copy: Registrar  
    Retention: 5 years after graduation or last attendance, shred.

Advance Placement Records

    Official Copy: Registrar  
    Retention: 5 years after graduation or last attendance, shred.


Advising Records for Students who do not finish

   Official Copy: Academic Advising Office
    Retention: 3 years.  Shred

Advising Records for Students who graduate

   Official Copy: Academic Advising Office
    Retention:  Shred upon graduation

Associated Students of PLU (ASPLU)

    Official Copy:  ASPLU Office
    Retention: 5 years. Transfer to Archives

Athletics

    Official Copy: Athletics Office
    Retention: stored in locked closet for 7 years, shred
     (Kris questions if these are policies and procedures that should come to the Archives)

Athletics: Sports Information Office

    Official Copy: Sports Information Office
    Retention: Forever
      (Kris questions this, after at least 10 years, should come to Archives)

Audit Approvals

    Official Copy: Registrar  
    Retention: 1 year after date submitted, shred.

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C


Campus Safety Records

    Official Copy: Campus Safety Office
    Retention: 7 years, shred
      (Are these policies and procedures? If so, they should come to the Archives)


Campus Safety Parking Records

    Official Copy: Campus Safety Office
    Retention: Shredded annually

Career Development Policies

    Official Copy: Career Development Office
    Retention: Until superseded.  Transfer to Archives

    Other Copies: Any office
    Retention: Until superseded. Shred.

Career Development Records

    Official Copy: Career Development Office
    Retention: Shred 3 years after student graduates

Career Development Student Employment Records

    Official Copy: Career Development Office
    Retention:3 years after student graduates, shred.

Correspondence (With students?)

    Official Copy: Registrar  
    Retention: 5 years after graduation or last attendance, shred.

Counseling Center Records

    Official Copy: Counseling Center    
    Retention: 7 years from the academic year when student was last seen.  Shred.

Credit by Exam forms

    Official Copy: Registrar  
    Retention: 5 years after graduation or last attendance, shred.

Curriculum Change Authorizations

    Official Copy: Registrar  
    Retention: 5 years after graduation or last attendance, shred.

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D


Degree Audit (CAPP Reports)

    Official Copy: Registrar  
    Retention: 5 years after graduation or last attendance, shred.

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E    


Emerging Leaders Records


    Official Copy: Student Involvement and Leadership 
    Retention: 3 years, transfer to Archives

Entrance Exam Reports (ACT, SAT, etc.)

    Official Copy: Registrar  
    Retention: 3 years after application term, shred.

EXPLORE

    Official Copy: Student Involvement and Leadership   
    Retention: 3 years, transfer to Archives

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F


FERPA Documents


    Official Copy: Registrar  
    Retention: 5 years after graduation or last attendance, shred.    

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G


Grade Change Forms


    Official Copy: Registrar  
    Retention: 5 years after graduation or last attendance, shred.

Grade Rosters

    Official Copy: Registrar  
    Retention: Permanent

Graduation Application

    Official Copy: Registrar  
    Retention: 5 years after graduation or last attendance, shred.

Graduation Lists

    Official Copy: Registrar  
    Retention: 5 years after graduation, transfer to Archives.

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H


Hold Authorizations


    Official Copy: Registrar  
    Retention: Until released    

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I


Independent Study Forms


    Official Copy: Registrar  
    Retention: 1 year after date submitted, shred

International Student Forms (I-20, etc.)

    Official Copy: Registrar  
    Retention: 5 years after graduation or last attendance, shred

International Student Funding Sources Records

    Official Copy: International Student Services
    Retention: 3 years, transfer to Archives

Internship Forms

    Official Copy: Registrar  
    Retention: 1 year after date submitted, shred

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L


Leadership Recognition Records


    Official Copy: Student Involvement and Leadership   
    Retention: 10 years, transfer to Archives
      (Student Involvement and Leadership says 25 years, not to Archives, Kris questions that, they are Archival records)    

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M


Meant to Live Records


    Official Copy: Student Involvement and Leadership   
    Retention: 3 years, transfer to Archives

Military Documents Submitted for Credit

    Official Copy: Registrar  
    Retention: 5 years after graduation or last attendance, shred

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N


NAFSA Records


    Official Copy: International Student Services
    Retention: 5 years, transfer to Archives

Name Change Authorizations

    Official Copy: Registrar  
    Retention: 5 years after graduation or last attendance, shred

New Student Orientation Records

    Official Copy: Student Involvement and Leadership   
    Retention: 5 years, transfer to Archives

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P


Pass/Fail Forms


    Official Copy: Registrar  
    Retention: 5 years after graduation or last attendance, shred

Pastoral Counseling Records

    Official Copy: Campus Ministry
    Retention: 7 years.  Shred

Recommendation Letters

    Official Copy: Registrar  
    Retention: 3 years after application term, shred

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R


Relay for Life


    Official Copy: Student Involvement and Leadership   
    Retention: 5 years, transfer to Archives

Residential Life Records

    Official Copy: Residential Life Office
    Retention: 7 years from enrollment, transfer to Archives
      (Don't know exactly what kind of records they are?)

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S


Student Conduct Records- Graduated students


    Official Copy: Student Involvement and Leadership Office
    Retention: 3 years after student graduates. Shred.


Student Conduct Records- Students leaving PLU w/o graduating

    Official Copy: Student Involvement and Leadership Office
    Retention: 3 years after student leaves PLU. Shred.


Student Conduct Records- Students suspended or expelled from university

Official Copy: Student Involvement and Leadership Office
Retention: Indefinite or Permanent

Student Clubs and Organizations

    Official Copy: The Clubhouse   
    Retention: 10 years, transfer to Archives
      (suggest 15 years, but Kris questions that length)

Student Education Records

Governed by FERPA

    Official Copy: Student Involvement and Leadership   
    Retention: 5 years after graduation, shred.

Student Employment Records

    Official Copy: Student Employment Office
    Retention: 5 years after graduation, shred.


Student Handbook

    Official Copy: Student Involvement and Leadership   
    Retention: 5 years in Netstor, transfer to Archives.


Student Medical Records

PLU Health Center is governed by the Washington State Administrative Code.


Official Copy: Health Center
Retention: 10 years after last term, shred.    

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T


Transcript Requests


    Official Copy: Registrar  
    Retention: 1 year after date submitted, shred

Transcripts (College)

    Official Copy: Registrar  
    Retention: 5 years after graduation or last attendance, shred

Transcripts (High School)

    Official Copy: Registrar  
    Retention: 5 years after graduation or last attendance, shred

Transfer Credit Evaluations

    Official Copy: Registrar  
    Retention: 5 years after graduation or last attendance, shred

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U


U.S. Immigration Records


    Official Copy: International Student Services   
    Retention: 7 years from graduation, shred.     

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W


Waiver/Substitution Forms


    Official Copy: Registrar  
    Retention: 5 years after graduation or last attendance, shred

Withdrawal Authorizations

    Official Copy: Registrar  
    Retention: 5 years after graduation or last attendance, shred

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