Student 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.

Admission Records

Schedule Number
210

A student's admission record refers to any documentation the school used to make an admission decision on admitting the student into its program of study.

Record HolderRetention PeriodDisposition
Official Copy
Admissions & Financial Aid

Matriculation date + 4 years

Confidential destruction
Administrative Copy
Individual Offices

Until Administrative Need is Satisfied not to exceed 1 year

Confidential destruction
References

34 CFR, AACRAO

Reviewed:

Financial Aid Records

Schedule Number
215

A record of scholarship funds awarded to students through the Financial Aid office. May include administrative requirements for the scholarship, correspondence, lists of recipients, etc.

Record HolderRetention PeriodDisposition
Official Copy
Admissions & Financial Aid

Last contact date or separation date + 3 years

Confidential destruction
Administrative Copy
Individual Offices

Until Administrative Need is Satisfied not to exceed 1 year

Confidential destruction
References

34 CFR

Reviewed:

Student Academic Record

Schedule Number
220

An institutionally-certified record of a student's performance and course(s) of study at Dartmouth College.

Record HolderRetention PeriodDisposition
Official Copy
Office of the Registrar

Permanent

Transfer to College Archives
Administrative Copy
Office or Committee of Origin

Until Administrative Need is Satisfied not to exceed 1 year

Confidential destruction
References

34 CFR, AACRAO

Reviewed:

Student Employee Personnel, Payroll, and Time Tracking Records

Schedule Number
225

These records document student hours worked. These records may include time cards, time sheets, Kronos timesheets submitted electronically, garnishment accounting, garnishment orders, payroll checks, payroll history, payroll records, and payroll registers.

Record HolderRetention PeriodDisposition
Official Copy
Student Employment Office

Graduation or separation date + 1 year

Confidential destruction
Administrative Copy
Individual Offices

Until Administrative Need is Satisfied not to exceed 1 year

Confidential destruction
References

34 CFR

Reviewed: