{"id":1970,"date":"2025-12-18T10:55:02","date_gmt":"2025-12-18T15:55:02","guid":{"rendered":"https:\/\/www.umflint.edu\/provost\/?page_id=1970"},"modified":"2025-12-18T10:55:03","modified_gmt":"2025-12-18T15:55:03","slug":"academic-record-retention","status":"publish","type":"page","link":"https:\/\/www.umflint.edu\/provost\/policies\/academic-record-retention\/","title":{"rendered":"Academic Record Retention Policy"},"content":{"rendered":"\n<div class=\"wp-block-umflint-templates umflint-template-default_no_jumbotron\">\n<div class=\"wp-block-cover is-light\" style=\"margin-bottom:var(--wp--preset--spacing--40);min-height:50px;aspect-ratio:unset;\"><img decoding=\"async\" class=\"wp-block-cover__image-background wp-image-8123\" alt=\"\" src=\"https:\/\/www-s3.umflint.edu\/wp\/blogs.dir\/18\/files\/2025\/03\/Blue.UCEN_.jpg\" data-object-fit=\"cover\"\/><span aria-hidden=\"true\" class=\"wp-block-cover__background has-background-dim-0 has-background-dim\" style=\"background-color:#FFF\"><\/span><div class=\"wp-block-cover__inner-container has-global-padding is-layout-constrained wp-block-cover-is-layout-constrained\"><div class=\"wp-bootstrap-blocks-container container mb-2\">\n\t\n\n<h1 class=\"wp-block-heading has-secondary-color has-text-color has-link-color wp-elements-c1b9ab7138d13f910c87df5aed02a47f\" style=\"padding-top:var(--wp--preset--spacing--30);padding-bottom:var(--wp--preset--spacing--30);font-size:clamp(31.152px, 1.947rem + ((1vw - 3.2px) * 1.863), 55px);font-style:normal;font-weight:600;text-transform:uppercase\"><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-secondary-color\"><span class=\"has-inline-color has-secondary-color\">Academic Record Retention Policy<\/span><\/mark><\/h1>\n\n<\/div>\n<\/div><\/div>\n\n\n<div class=\"wp-bootstrap-blocks-container container mb-2\">\n\t\n<div class=\"wp-bootstrap-blocks-row row\">\n\t\n\n<div class=\"col-12 col-md-3\">\n\t\t\t\n<button class=\"btn btn-section w-100 px-0 wp-menu-block-toggle mobile-nav-toggle d-none\" data-target=\"wp-menu-block-side-menu\">\n          <span class=\"h-100 mr-3 mt-1 d-block mobile-nav-icon\" aria-hidden=\"true\">\n\t\t\t<span class=\"mb-1 transition bg-dark d-block mobile-nav-icon-line\"><\/span>\n\t\t\t<span class=\"mb-1 transition bg-dark d-block mobile-nav-icon-line\"><\/span>\n\t\t\t<span class=\"mb-1 transition bg-dark d-block mobile-nav-icon-line\"><\/span>\n\t\t  <\/span>\n          Office of the Provost<\/button><nav id=\"wp-menu-block-side-menu\" class=\"wp-menu-block sidebar-nav wp-block-umflint-menu-block\"><div class=\"nav-sidebar-title-container\">\n                <div class=\"nav-sidebar-title\"><a href=\"https:\/\/www.umflint.edu\/provost\">Office of the Provost<\/a><\/div>\n                <a class=\"nav-sidebar-title-close\" href=\"#\" data-target=\"side-menu\" aria-label=\"Close\" aria-expanded=\"false\">\n                    <svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"100%\" height=\"50\" fill=\"currentColor\" viewBox=\"0 0 24 24\">\n                        <title>close<\/title><path d=\"M19,6.41L17.59,5L12,10.59L6.41,5L5,6.41L10.59,12L5,17.59L6.41,19L12,13.41L17.59,19L19,17.59L13.41,12L19,6.41Z\" \/>\n                    <\/svg>\n\t\t\t\t<\/a>\n            <\/div><ul id=\"menu-side-menu\" class=\"menu nav nav-sidebar flex-column\"><li itemscope=\"itemscope\" itemtype=\"https:\/\/www.schema.org\/SiteNavigationElement\" id=\"menu-item-60\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-60 nav-item\"><a title=\"Academic Affairs\" href=\"https:\/\/www.umflint.edu\/provost\/academic-affairs\/\" class=\"nav-link\">Academic Affairs<\/a><\/li>\n<li itemscope=\"itemscope\" itemtype=\"https:\/\/www.schema.org\/SiteNavigationElement\" id=\"menu-item-1271\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-1271 nav-item\"><a title=\"Leadership Searches\" href=\"https:\/\/www.umflint.edu\/provost\/leadership-searches\/\" class=\"nav-link\">Leadership Searches<\/a><\/li>\n<li itemscope=\"itemscope\" itemtype=\"https:\/\/www.schema.org\/SiteNavigationElement\" id=\"menu-item-63\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-63 nav-item\"><a title=\"Communications\" href=\"https:\/\/www.umflint.edu\/provost\/communications\/\" class=\"nav-link\">Communications<\/a><\/li>\n<li itemscope=\"itemscope\" itemtype=\"https:\/\/www.schema.org\/SiteNavigationElement\" id=\"menu-item-1625\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-1625 nav-item\"><a title=\"Current Newsletter\" href=\"https:\/\/www.umflint.edu\/provost\/newsletter\/\" class=\"nav-link\">Current Newsletter<\/a><\/li>\n<li itemscope=\"itemscope\" itemtype=\"https:\/\/www.schema.org\/SiteNavigationElement\" id=\"menu-item-57\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-57 nav-item\"><a title=\"Faculty &amp; 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Thompson, M.D. Distinguished Visiting Professorship<\/a><\/li>\n<li itemscope=\"itemscope\" itemtype=\"https:\/\/www.schema.org\/SiteNavigationElement\" id=\"menu-item-25\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-has-children menu-item-25 nav-item\"><a title=\"Academic Events\" href=\"https:\/\/www.umflint.edu\/provost\/academic-events\/\" class=\"nav-link\">Academic Events<\/a>\n<ul class=\"subitems-menu\" >\n\t<li itemscope=\"itemscope\" itemtype=\"https:\/\/www.schema.org\/SiteNavigationElement\" id=\"menu-item-147\" class=\"menu-item menu-item-type-custom menu-item-object-custom menu-item-147 nav-item\"><a title=\"Commencement\" href=\"https:\/\/www.umflint.edu\/registrar\/graduation-and-commencement\" class=\"nav-link\">Commencement<\/a><\/li>\n\t<li itemscope=\"itemscope\" itemtype=\"https:\/\/www.schema.org\/SiteNavigationElement\" id=\"menu-item-174\" class=\"menu-item menu-item-type-custom menu-item-object-custom menu-item-174 nav-item\"><a title=\"Common Read\" href=\"https:\/\/www.umflint.edu\/commonread\" class=\"nav-link\">Common Read<\/a><\/li>\n\t<li itemscope=\"itemscope\" itemtype=\"https:\/\/www.schema.org\/SiteNavigationElement\" id=\"menu-item-1030\" class=\"menu-item menu-item-type-custom menu-item-object-custom menu-item-1030 nav-item\"><a title=\"Critical Issues in Education\" href=\"https:\/\/www.umflint.edu\/critical-issues-in-education\/\" class=\"nav-link\">Critical Issues in Education<\/a><\/li>\n<\/ul>\n<\/li>\n<li itemscope=\"itemscope\" itemtype=\"https:\/\/www.schema.org\/SiteNavigationElement\" id=\"menu-item-16\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-has-children menu-item-16 nav-item\"><a title=\"Resources\" href=\"https:\/\/www.umflint.edu\/provost\/resources\/\" class=\"nav-link\">Resources<\/a>\n<ul class=\"subitems-menu\" >\n\t<li itemscope=\"itemscope\" itemtype=\"https:\/\/www.schema.org\/SiteNavigationElement\" id=\"menu-item-1409\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-1409 nav-item\"><a title=\"Interfolio\" href=\"https:\/\/www.umflint.edu\/provost\/resources\/interfolio\/\" class=\"nav-link\">Interfolio<\/a><\/li>\n<\/ul>\n<\/li>\n<li itemscope=\"itemscope\" itemtype=\"https:\/\/www.schema.org\/SiteNavigationElement\" id=\"menu-item-13\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-13 nav-item\"><a title=\"Contact Us\" href=\"https:\/\/www.umflint.edu\/provost\/contact-us\/\" class=\"nav-link\">Contact Us<\/a><\/li>\n<\/ul><\/nav>\n\t<\/div>\n\n\n\n<div class=\"col-12 col-md-9\">\n\t\t\t\n<nav aria-label=\"breadcrumb\"><ol class=\"breadcrumb mb-3\"><li class=\"breadcrumb-item\"><a href=\"\/\">Home<\/a><\/li><li class=\"breadcrumb-item\"><a href=\"https:\/\/www.umflint.edu\/provost\">Office of the Provost<\/a><\/li><li class=\"breadcrumb-item\"><a href=\"https:\/\/www.umflint.edu\/provost\/policies\/\">Provost Policies<\/a><\/li><li class=\"breadcrumb-item active\" aria-current=\"page\">Academic Record Retention Policy<\/li><\/ol><\/nav>\n\n\n<h2 class=\"wp-block-heading has-text-color\" style=\"color:#00274c\">Academic Record Retention Policy<\/h2>\n\n\n<div class=\"wp-bootstrap-blocks-container container mb-4 wp-block-wp-bootstrap-blocks-container container mb-4\">\n\t\n\n<p><strong>Office Responsible:<\/strong> Office of the Provost &amp; Vice Chancellor for Academic Affairs<br><strong>Last Updated:<\/strong> Fall 2024<\/p>\n\n\n\n<h2 class=\"wp-block-heading has-text-color\" style=\"color:#00274c;font-size:clamp(0.984rem, 0.984rem + ((1vw - 0.2rem) * 0.645), 1.5rem);font-weight:700\">Policy Purpose<\/h2>\n\n\n\n<p>This policy formalizes the record retention policy for academic records to ensure:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Records are maintained so the schools\/colleges at the institution can perform their work<\/li>\n\n\n\n<li>Records in various media are backed up<\/li>\n\n\n\n<li>Legal requirements are met prior to the disposal of records and that records to be destroyed are incinerated or shredded under controlled conditions<\/li>\n\n\n\n<li>Records may be accessed readily by appropriate parties but confidentiality is maintained in accordance with federal and applicable state laws<\/li>\n\n\n\n<li>Records can be recreated if destroyed by nature, human error or malice, or mechanical failure<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading has-text-color\" style=\"color:#00274c;font-size:clamp(0.984rem, 0.984rem + ((1vw - 0.2rem) * 0.645), 1.5rem);font-weight:700\">Office of the Registrar Responsibilities<\/h2>\n\n\n\n<p>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.<\/p>\n\n\n\n<h3 class=\"wp-block-heading has-text-color\" style=\"color:#00274c;font-size:clamp(0.875rem, 0.875rem + ((1vw - 0.2rem) * 0.469), 1.25rem);font-style:normal;font-weight:700\">Documents Maintained by the Registrar<\/h3>\n\n\n<div class=\"wp-bootstrap-blocks-row row\">\n\t\n\n<div class=\"col-12 col-md-12\">\n\t\t\t\n<div class=\"wp-bootstrap-blocks-row row wp-block-wp-bootstrap-blocks-row row\">\n\t\n\n<div class=\"col-12 col-md-4 wp-block-wp-bootstrap-blocks-column col\">\n\t\t\t\n\n<ul class=\"wp-block-list\">\n<li>UM-Flint transcripts*<\/li>\n\n\n\n<li>Change of Major forms<\/li>\n\n\n\n<li>Waiver\/substitution memos<\/li>\n<\/ul>\n\n\t<\/div>\n\n\n\n<div class=\"col-12 col-md-4 wp-block-wp-bootstrap-blocks-column col\">\n\t\t\t\n\n<ul class=\"wp-block-list\">\n<li>Final degree\/graduation lists<\/li>\n\n\n\n<li>Grade changes\/Extension Forms<\/li>\n\n\n\n<li>Academic Standards Committee minutes\/decisions<\/li>\n<\/ul>\n\n\t<\/div>\n\n\n\n<div class=\"col-12 col-md-4 wp-block-wp-bootstrap-blocks-column col\">\n\t\t\t\n\n<ul class=\"wp-block-list\">\n<li>Withdrawal forms<\/li>\n\n\n\n<li>Residency changes<\/li>\n<\/ul>\n\n\t<\/div>\n\n<\/div>\n\n\t<\/div>\n\n<\/div>\n\n\n\n<p class=\"has-small-font-size\"><em>*Transfer transcripts (from other institutions) are imaged by the Admissions Offices<\/em><\/p>\n\n\n\n<h2 class=\"wp-block-heading has-text-color\" style=\"color:#00274c;font-size:clamp(0.984rem, 0.984rem + ((1vw - 0.2rem) * 0.645), 1.5rem);font-weight:700\">Academic Department Responsibilities<\/h2>\n\n\n\n<p>Academic departments must keep and dispose the following documents as follows:<\/p>\n\n\n\n<figure class=\"wp-block-table is-style-stripes\"><table><thead><tr><th>Document Type<\/th><th>Disposal\/Destruction Timeline<\/th><\/tr><\/thead><tbody><tr><td>Papers\/Assignments\/Exams<\/td><td>One calendar year<\/td><\/tr><tr><td>ASC Petitions<\/td><td>Three calendar years after graduation or last term of attendance<\/td><\/tr><tr><td>Advising Notes<\/td><td>Three calendar years after graduation or last term of attendance<\/td><\/tr><tr><td>Grade Books**<\/td><td>One calendar year<\/td><\/tr><tr><td>Course Syllabi<\/td><td>Five calendar years or longer if required by an accrediting body<\/td><\/tr><tr><td>Letters of Recommendation<br>(for admissions applications)<\/td><td>Should be destroyed at the time of admission decision<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h3 class=\"wp-block-heading has-text-color\" style=\"color:#00274c;font-size:clamp(0.875rem, 0.875rem + ((1vw - 0.2rem) * 0.469), 1.25rem);font-style:normal;font-weight:700\">Important Notes on Grade Books<\/h3>\n\n\n\n<p class=\"has-pale-cyan-blue-background-color has-background\" style=\"padding-top:1rem;padding-right:1.5rem;padding-bottom:1rem;padding-left:1.5rem\"><strong>**Canvas Gradebooks are kept in perpetuity.<\/strong> 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.<\/p>\n\n\n\n<h2 class=\"wp-block-heading has-text-color\" style=\"color:#00274c;font-size:clamp(0.984rem, 0.984rem + ((1vw - 0.2rem) * 0.645), 1.5rem);font-weight:700\">Questions?<\/h2>\n\n\n\n<p>For questions about this policy, please contact the Office of the Registrar or the Office of the Provost &amp; Vice Chancellor for Academic Affairs.<\/p>\n\n<\/div>\n\n\n\n<p><a href=\"https:\/\/docs.google.com\/document\/d\/1-Uh2_27fA6e0JVwQa6DYqSnoPgCBiPEx\/edit\" target=\"_blank\" rel=\"noreferrer noopener\">Print-only Academic Record Retention Policy<\/a><\/p>\n\n\t<\/div>\n\n<\/div>\n\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p> [&#8230;]<\/p>\n<p><a class=\"btn btn-secondary understrap-read-more-link\" href=\"https:\/\/www.umflint.edu\/provost\/policies\/academic-record-retention\/\">Read More&#8230;<\/a><\/p>\n","protected":false},"author":38,"featured_media":1824,"parent":1796,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-1970","page","type-page","status-publish","has-post-thumbnail","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/www.umflint.edu\/provost\/wp-json\/wp\/v2\/pages\/1970","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.umflint.edu\/provost\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.umflint.edu\/provost\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.umflint.edu\/provost\/wp-json\/wp\/v2\/users\/38"}],"replies":[{"embeddable":true,"href":"https:\/\/www.umflint.edu\/provost\/wp-json\/wp\/v2\/comments?post=1970"}],"version-history":[{"count":2,"href":"https:\/\/www.umflint.edu\/provost\/wp-json\/wp\/v2\/pages\/1970\/revisions"}],"predecessor-version":[{"id":1972,"href":"https:\/\/www.umflint.edu\/provost\/wp-json\/wp\/v2\/pages\/1970\/revisions\/1972"}],"up":[{"embeddable":true,"href":"https:\/\/www.umflint.edu\/provost\/wp-json\/wp\/v2\/pages\/1796"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.umflint.edu\/provost\/wp-json\/wp\/v2\/media\/1824"}],"wp:attachment":[{"href":"https:\/\/www.umflint.edu\/provost\/wp-json\/wp\/v2\/media?parent=1970"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}