Faculty Records

The General Retention Schedule (GRS) provides guidance on how long different types of commonly used records must be retained and if records should be destroyed or transferred to the Archives once the retention periods have ended. For assistance with records specific to your office or department, please email Records Management.
Find out more about retention and disposition.
Schedule Number Record Series
710 Advising Records
715 Graded Material
720 Promotion and Tenure

Advising Records

Schedule Number
710

Records used to monitor student academic progress. May include transcripts from transfer institutions, learning contracts for independent study, research or internship credits, grade reports, study abroad files, etc.

Record HolderRetention PeriodDisposition
Official Copy
Faculty Member(s)

Graduation date + 3 years or 7 years after last student activity

Confidential destruction
Reviewed:

Graded Material

Schedule Number
715

Graded material includes, but is not limited to, examinations, papers, presentations, etc.

Record HolderRetention PeriodDisposition
Official Copy
Faculty Member(s)

End of term + 1 year

Confidential destruction
Administrative Copy
Office or Committee of Origin

Until Administrative Need is Satisfied not to exceed 1 year

Confidential destruction
References

AACRAO

Reviewed:

Promotion and Tenure

Schedule Number
720

Including, but not limited to, Faculty Record Supplement, Grant Proposal, Instructor PhD Completion Letter, Named Chair Appointment Letter, Appointment Letter, Appointment Request Letter, Award Acceptance Letter, Award Application, Award Denial Letter, CAP Action Letter, CAP Candidate Statement, CAP Confidential Signature Page, CAP Department Letter, CAP Department Roster, CAP List of Reviewers, CAP Trustee Approval Letter

Record HolderRetention PeriodDisposition
Official Copy
Dean of the Faculty

Employee separation date + 7 years

Confidential destruction
Administrative Copy
Office or Committee of Origin

Until Administrative Need is Satisfied not to exceed 1 year

Confidential destruction