List of Schedules
| Schedule Number | Record Series |
|---|---|
| 410 | Matriculated Graduate Student Records |
| 420 | Matriculated Undergraduate Student Records |
| 430 | Non-Matriculated Graduate Student Records |
| 440 | Non-Matriculated Undergraduate Student Records |
| 450 | Grade Sheets |
| 460 | Transcript Requests |
| 470 | Student Discipline Records |
| 475 | Degree Candidate Lists |
| 480 | Faculty Advisor Records |
Warning
| Do not follow this records retention schedule to destroy records that are currently part of–or you are aware that they are going to be part of–any legal action or proceeding, litigation, audit, investigation, or review. For more information, see the Subpoenas for University Records Policy. |
Matriculated Graduate Student Records
410
These records document the academic progress of matriculated graduate, certificate, non-degree visiting, and Summer Minority Resource program students at Tufts. This series may include but is not limited to university academic transcripts; non-Tufts college transcripts; applications; notices of admission, readmission, denial and acceptance; grade reports; records of grade changes; reservation of credit requests; petitions for exemption from university regulations and procedures; applications for withdrawal from the University forms; advanced standing reports; and test scores.
| Record Holder | Retention Period | Disposition | |
|---|---|---|---|
| Official Copy | School Registrar’s Office | Permanent | Transfer to Digital Collections and Archives or maintain in student information system. |
| Unofficial Copy | Academic Departments and Programs | Degree Completion or Last Enrolled + 5 Years | Confidential Destruction |
Notes Graduate student records are composed of a variety of paper and electronic records. Registrar’s offices confidentially destroy documents without enduring value from a student’s record at an appropriate time after a student separates from Tufts. Each registrar’s office determines which documents to destroy and the timing of their confidential destruction. Academic departments may have graduate student records that contain certification or licensure documentation that is not held by a registrar’s office. In general, these student records have enduring value. However, academic departments should consult with the Digital Collections and Archives before determining their disposition.
In the unlikely event that Tufts University closes: Student records will be filed in compliance with the Massachusetts Department of Higher Education’s Notice of Closure Guidelines for Massachusetts Independent Institutions and the New England Association of Schools and Colleges (NEASC) Considerations When Closing an Institution of Higher Education, Part B: Academic Records and Financial Aid Transcripts.
References University Records Policy
Approved Digital Collections and Archives
Effective Date 2000-11-01
Updated 2008-08-14, 2018-08-20, 2018-09-27
Matriculated Undergraduate Student Records
420
These records document the academic progress of undergraduate matriculated students at Tufts. This series may include but is not limited to university academic transcripts; high school and non-Tufts college transcripts; applications; notices of admission, readmission, denial and acceptance; grade reports; records of grade changes; reservation of credit requests; petitions for exemption from university regulations and procedures; applications for withdrawal from the University forms; and advanced standing reports.
| Record Holder | Retention Period | Disposition | |
|---|---|---|---|
| Official Copy | Arts, Sciences, & Engineering Registrar’s Office | Permanent | Transfer to Digital Collections and Archives or maintain in student information system. |
| Unofficial Copy | Academic Departments or Programs | Degree Completion or Last Enrolled + 4 Years | Confidential Destruction |
Notes Undergraduate student records are composed of a variety of paper and electronic records. The ASE Registrar’s Office confidentially destroys documents without enduring value from a student’s record at an appropriate time after a student separates from Tufts. Academic Departments may have undergraduate student records that contain certification or licensure documentation that is not held by the ASE Registrar’s Office. In general, these student records have enduring value. However, academic departments should consult with the Digital Collections and Archives before determining their disposition.
In the unlikely event that Tufts University closes: Student records will be filed in compliance with the Massachusetts Department of Higher Education’s Notice of Closure Guidelines for Massachusetts Independent Institutions and the New England Association of Schools and Colleges (NEASC) Considerations When Closing an Institution of Higher Education, Part B: Academic Records and Financial Aid Transcripts.
References University Records Policy
Approved Digital Collections and Archives
Effective Date 1999-10-01
Updated 2000-11-01, 2008-08-14, 2018-08-20, 2018-09-27
Non-Matriculated Graduate Student Records
430
These records document graduate students who have been denied entry into degree or certificate programs or who have been admitted but have not enrolled. These records may include but are not limited to admission applications; academic transcripts from other institutions; test scores; letters of admittance; and related documentation and correspondence.
| Record Holder | Retention Period | Disposition | |
|---|---|---|---|
| Official Copy | Gradute and Professional Studies or Graduate Degree Programs | 2 Years | Confidential Destruction |
| Unofficial Copy | NA | NA | NA |
Notes None
References None
Approved Digital Collections and Archives
Effective Date 2000-05-01
Updated 2008-08-14
Non-Matriculated Undergraduate Student Records
440
These records provide document of undergraduate students who have been denied entry into degree or certificate programs or who have been admitted but have not enrolled. These records may include but are not limited to admission applications; academic transcripts from other institutions; test scores; letters of admittance; and related documentation and correspondence.
| Record Holder | Retention Period | Disposition | |
|---|---|---|---|
| Official Copy | Office of Undergraduate Admissions | 1 Year | Confidential Destruction |
| Unofficial Copy | NA | NA | NA |
Notes None
References None
Approved Digital Collections and Archives
Effective Date 1998-03-01
Updated 2000-05-01, 2008-08-14
Grade Sheets
450
These records reflect grades awarded by instructors and serves as the basis for students’ official academic records. Records include student names and identification, course titles and numbers, sections, grades awarded, and instructors’ endorsement.
| Record Holder | Retention Period | Disposition | |
|---|---|---|---|
| Official Copy | School Registrar’s Office | Permanent | Transfer to the Digital Collections and Archives or maintain in student information system. |
| Unofficial Copy | Academic Departments and Programs | 1 Year | Confidential Destruction |
Notes None
References University Records Policy
Approved Digital Collections and Archives
Effective Date 1999-10-01
Updated 2008-08-14
Transcript Requests
460
These records document students’ requests for transcripts to be sent to other institutions.
| Record Holder | Retention Period | Disposition | |
|---|---|---|---|
| Official Copy | School Registrar’s Office | Determined by School Registrar’s Office | Determined by School Registrar’s Office |
| Unofficial Copy | NA | NA | NA |
Notes None
References None
Approved Digital Collections and Archives
Effective Date 1998-03-01
Updated 1999-11-01, 2008-08-14
Student Discipline Records
470
This series documents academic dishonesty and conduct violations among students. This series may include but is not limited to: incident reports, final reports, evidence, notification of allegation, suspension lists, disciplinary reports, informal discussion notes, formal hearing notes, final summary statements, decision statements, appeals documentation, and related documentation or correspondence.
| Record Holder | Retention Period | Disposition | |
|---|---|---|---|
| Official Copy | School Dean of Students or Dean’s Office | Determined by School | Determined by School |
| Unofficial Copy | Departments or Offices | Determined by School | Determined by School |
Notes None
References None
Approved Digital Collections and Archives
Effective Date 2000-10-01
Updated 2008-08-14
Degree Candidate Lists
475
This series provides documentation of students eligible for degree confirmation.
| Record Holder | Retention Period | Disposition | |
|---|---|---|---|
| Official Copy | Office of the Provost and School Dean’s Office | Permanent | Transfer to Digital Collections and Archives |
| Unofficial Copy | Academic Departments or Programs | Until no longer needed | Confidential Destruction |
Notes None
References None
Approved Digital Collections and Archives
Effective Date 2001-12-01
Updated 2008-08-14
Faculty Advisor Records
480
These records document the relationship between students and their faculty advisors.
| Record Holder | Retention Period | Disposition | |
|---|---|---|---|
| Official Copy | Academic Departments or Programs or Individual Faculty Members | Degree Completion or Last Enrolled + 1 Year | Confidential Destruction |
| Unofficial Copy | NA | NA | NA |
Notes Faculty members may retain advisor records longer for memory aid purposes.
References None
Approved Digital Collections and Archives
Effective Date 2001-12-01
Updated 2008-08-14