UMMC Policy and Procedure Manual E-AA-SA-GEN-PO-00004
Subject: Retention and Disposal of Academic Student Records
Old Title: RETENTION AND DISPOSAL OF ACADEMIC STUDENT RECORDS
Revised Date: 4/14/2021 Effective Date: 6/17/2014
Prepared By:
Dorothy R. Singleton
Approved By:
Ralph H. Didlake

PURPOSE: The objective of this policy is to establish standards for the security, confidentiality, integrity, and maintenance of student and academic records related to admission, performance, and program completion that align with national education standards, accreditation requirements, and UMMC’s education mission.

POLICY: The present policy of the institution regarding the retention and disposal of academic student records is to permanently retain the electronic and hard copy transcripts and all necessary documents in the educational file and to ensure the security, confidentiality, and integrity of the records.

TRANSCRIPTS

Electronic and hard copy transcripts for students enrolled in educational programs between 1955 and 1997 are stored securely on site. With appropriately granted access, the records are viewable and retrievable.

Electronic and hard copy transcripts for students enrolled between 1997 and the end of the 2009 summer term are maintained separately and securely. With appropriately granted access, the records are viewable and retrievable.

Transcripts from the 2009 fall semester and forward are stored in the current student information system. The records are maintained securely by the UMMC Division of Information Systems.

EDUCATIONAL FILE

An educational file for all matriculated students is maintained by the Office of Enrollment Management, and contains the admission application and appropriate supporting documents including pertinent standardized test scores, transcripts from previous colleges attended and the evaluations of those transcripts for admission purposes. The files of all matriculated students between 1955 and the 2009 summer term are hard copy. The files of those who entered beginning in the fall of 2009 forward are in both hard copy and electronic format. Upon matriculation, the educational file becomes the repository for additional documents such as copies of correspondence from the student’s school relative to academic actions and status. 

RETENTION AUTHORITY

The authority for the retention of academic student records is supported by regulations of federal and state agencies and the various accrediting bodies for UMMC educational programs. Retention policies also meet guidelines recommended by the American Association of Collegiate Registrars and Admissions Officers.

SECURITY 

All hard copies of transcripts and other educational supporting documents are stored securely in locked filing rooms accessible only to staff in the Office of Enrollment Management.

All electronic educational records are maintained by UMMC’s DIS and are stored securely within the student information system. Access is based on a need-to-know basis and is determined by deans and appropriate department heads or designees. The ability to access student data is managed through restricted authorizations. Individuals who are authorized to access student data through the student information system must sign a user agreement agreeing to maintain the confidentiality of the information. Additionally, deans and department heads granting the authorization to access student data sign the user agreement and agree to take responsibility for the user license (See the attached UMMC SAP User Agreement form).

INDIVIDUAL RECORDS

Each school retains individual student records such as attendance, examination scores and preceptor evaluations. School retention policies will conform to all requirements set forth by applicable program accreditors.

SCOPE: All UMMC schools, Office of Enrollment Management, the Rowland Medical Library

PROCEDURES: None applicable.

REFERENCES

American Associate of Collegiate Registrars and Admissions Officers. Guide for Retention and Disposal of Student Records. 2010. p. 1-3.

Southern Association of Colleges and Schools – Commission on Colleges. Resource Manual for the Principles of Accreditation: Foundations for Quality Enhancement. 2012 (2nd ed.). Comprehensive Standards: Programs 3.9.2, Page 78. http://www.sacscoc.org/pdf/Resource%20Manual.pdf

UMMC Document Center [Intranet]. Notification of Rights under FERPA. [cited 2015 August 25]. Available from https://documents.umc.edu/ViewPolicy.aspx?pid=E-AA-GEN-GEN-PO-00011

UMMC Document Center [Intranet]. Information Policy. [January 2016]. Available from https://documents.umc.edu/ViewPolicy.aspx?pid=A-OIC-GEN-GEN-PO-00001



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