Academic Record Retention Policy
Academic Record Retention Policy
Office Responsible: Office of the Provost & Vice Chancellor for Academic Affairs
Last Updated: Fall 2024
Policy Purpose
This policy formalizes the record retention policy for academic records to ensure:
- Records are maintained so the schools/colleges at the institution can perform their work
- Records in various media are backed up
- Legal requirements are met prior to the disposal of records and that records to be destroyed are incinerated or shredded under controlled conditions
- Records may be accessed readily by appropriate parties but confidentiality is maintained in accordance with federal and applicable state laws
- Records can be recreated if destroyed by nature, human error or malice, or mechanical failure
Office of the Registrar Responsibilities
As the official record keeper of the University of Michigan-Flint, the Office of the Registrar keeps the following documents either in imaged form or in the student database (Banner). Copies of these documents may be requested at any time by academic departments if there is a legitimate educational need. Departments do not need to keep their own copies unless they deem it necessary.
Documents Maintained by the Registrar
- UM-Flint transcripts*
- Change of Major forms
- Waiver/substitution memos
- Final degree/graduation lists
- Grade changes/Extension Forms
- Academic Standards Committee minutes/decisions
- Withdrawal forms
- Residency changes
*Transfer transcripts (from other institutions) are imaged by the Admissions Offices
Academic Department Responsibilities
Academic departments must keep and dispose the following documents as follows:
| Document Type | Disposal/Destruction Timeline |
|---|---|
| Papers/Assignments/Exams | One calendar year |
| ASC Petitions | Three calendar years after graduation or last term of attendance |
| Advising Notes | Three calendar years after graduation or last term of attendance |
| Grade Books** | One calendar year |
| Course Syllabi | Five calendar years or longer if required by an accrediting body |
| Letters of Recommendation (for admissions applications) | Should be destroyed at the time of admission decision |
Important Notes on Grade Books
**Canvas Gradebooks are kept in perpetuity. If grades are not kept in Canvas, the one-year retention policy must be followed. This is particularly important when faculty leave the university. Departments must have a process for making sure the grades stay at the University of Michigan-Flint and are accessible.
Questions?
For questions about this policy, please contact the Office of the Registrar or the Office of the Provost & Vice Chancellor for Academic Affairs.