Academic Records Retention Schedule

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.
  • Academic Records Advisement
    • Advising Notes
    • Faculty Feedback
    • Mid-Term Grades
    • Advising Cover Sheet
    • Advisor Capp Reports
    • Progress Worksheet
    • Major/Advisor Change Form
    • Withdrawal/Leave of Absence Form
    • Letters in reference to academic standing (Academic Disqualification/Probation/Warning)
    • Disciplinary Action
    • Grievance/Complaints (by students)
    • Communications
    • Catalog Change 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.
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