University of La Verne Retention Schedule for Academic Records
This applies only to those students who officially enroll at the University of La Verne. Most students will not have each document type as listed below. This is a comprehensive list of all possible documents types for all students at all levels.
DOCUMENT TYPE | TIME PERIOD FOR HARD COPY STORAGE | TOTAL RETENTION PERIOD |
Admissions Application Information (Students who enroll at the University of La Verne) | Any student whose file has a “Records Hold” will not be submitted for disposition. | |
Admissions Application or Re-admission | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Admission Information | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Cover Form | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Status Report | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Checklist | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Preliminary Documents | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Statement of Purpose | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Communications (relevant) | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Guest Students (Quick Admits) | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Statement of Purpose/Autobiography | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Student Resume | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Special Admit application | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Student electronic demographic information | Scanned w/in 5 working days and disposed w/in 30 days. | Permanent. |
Admission Application Documents | Scanned w/in 5 working days and disposed w/in 30 days. | |
High School Transcript or Proof of Equivalent | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
College Transcripts | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Credit by Exams | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Entrance Examination Reports/Test Scores | Scanned w/in 5 working days and disposed w/in 30 days | 5 years after: 1) degree posting date or 2) last date of attendance. |
Military Documents | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
TOEFL Scores | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
IB Score Sheet | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Veteran Information | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
VISA/Passport Information | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Academic Records | Scanned w/in 5 working days and disposed w/in 30 days. | |
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Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Academic Appeals | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
CAPP/DPE/DW Reports | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
CBEST Passage | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Certificate of Clearance | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Challenge Exams | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Commencement Clearing | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Communication with students including emails | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Course Descriptions | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Degree Posting Unofficial Transcript | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Detailed Credential Evaluation | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Diploma/Certificate from other institutions | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Dissertation Forms 1 to 4 | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Doctoral Candidacy | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
FERPA Forms (Privacy Request, Request for Formal Hearing, Request for Disclosure of Non-Directory Information, Formal Hearing Results) | Scanned w/in 5 working days and disposed w/in 30 days. | Permanent |
Foreign/Translated/Notarized Course Descriptions | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
GE/Major Certifications or Waivers | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Grade Changes | Scanned w/in 5 working days and disposed w/in 30 days. | Permanent |
Grade Option Changes | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Graduation Application/Request for Duplicate Diploma | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Incomplete Contract | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Independent Study/Directed Study Contracts | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Legal/Biographical/Confidential Information (Marriage Certificates, Death Certificates, SSN etc…) | Scanned w/in 5 working days and disposed w/in 30 days. | Permanent. |
Oral Defense Announcements | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Registration/Add/Drops/Withdrawals | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Request for Graduate Credit | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
SOC Reports (Military) | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Subpoena or other court documents | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Substitution Forms | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Third Party Authorization Form | Scanned w/in 5 working days and disposed w/in 30 days. | Permanent. |
Transfer Transcript | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
Veteran certifications | Scanned w/in 5 working days and disposed w/in 30 days. | 5 years after: 1) degree posting date or 2) last date of attendance. |
University of La Verne Academic Transcript | Scanned w/in 5 working days and disposed w/in 30 days. | Permanent. |
Transcript Request letters and Forms | Scanned w/in 5 working days and disposed w/in 30 days. | Destroy 6 months after send date. |
1098T tax forms | Scanned w/in 5 working days and disposed w/in 30 days. | Information is stored in student data system indefinitely. Hard copies are retained for 5 years. |
Other Non-student Specific Academic Records
DOCUMENT TYPE | TIME PERIOD FOR HARD COPY STORAGE | TOTAL RETENTION PERIOD |
Class Rosters – Electronic only | Until Administrative Need is Met | |
Grade Sheets – Hard-copy | Permanent | |
Grade Submissions – Electronic | Permanent | |
Schedule of Courses – Hard Copy | Permanent | |
Schedule of Courses – Electronic | Permanent | |
Catalogs | Permanent | |
Course Approval Forms | Permanent | |
Commencement Programs | Permanent | |
Final Exam Schedules | Until Administrative Need is Met |