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Record Retention Policy

1. Purpose

The Record Retention Policy ensures that academic, financial, and administrative records are retained for appropriate periods, complying with federal and state regulations, AACRAO guidelines, and institutional requirements.

2. Scope

This policy applies to all records related to students, faculty, and institutional operations at Chaminade University, including but not limited to:

  • Admissions

  • Registration

  • Academic Progress

  • Financial Aid

  • Graduation and Degrees

  • Administrative Records

3. Key Retention Periods (Aligned with AACRAO Recommendations)

a. Admissions Records

  • Accepted and Enrolled Students: Retain for 5 years after the student's graduation or date of last attendance.

  • Rejected or Unenrolled Applicants: Retain for 2 years after the application term.

b. Registration and Academic Records

  • Permanent Academic Records (Transcripts): Retain indefinitely.

  • Grade Reports: Retain for 1 year after grades are recorded on the transcript.

  • Class Rosters: Retain for 1 year.

c. Graduation and Degree Records

  • Degree Certifications: Retain indefinitely.

  • Commencement Programs: Retain indefinitely.

  • Diploma Orders: Retain for 1 year after conferral.

d. Financial Aid Records

  • Financial Aid Applications and Supporting Documents: Retain for 3 years after the award year, per federal guidelines.

  • Student Loan Certifications: Retain for 3 years after the loan is paid in full.

e. Student Conduct and Disciplinary Records

  • Records of Expulsion or Suspension: Retain for 5 years after the student’s separation from the institution.

  • Other Disciplinary Actions: Retain for 3 years after the student’s separation.

f. Administrative Records

  • Curriculum and Course Offerings: Retain for 5 years.

  • Catalogs: Retain indefinitely.

  • Accreditation Reports and Correspondence: Retain indefinitely.

4. Secure Storage and Confidentiality

All records, both physical and digital, must be stored in secure environments that protect student privacy and institutional confidentiality. Access to these records should be limited to authorized personnel only.

5. Disposal of Records

Records that have reached the end of their retention period must be securely destroyed. Paper records should be shredded, and digital records must be permanently deleted in accordance with Chaminade IT policies to prevent data recovery.

6. Review and Updates

This policy must be reviewed and updated at least every five years or as needed to ensure compliance with changes in federal regulations, state laws, or AACRAO standards.

updated 8/2024