{"id":754,"date":"2026-06-29T10:19:22","date_gmt":"2026-06-29T14:19:22","guid":{"rendered":"https:\/\/cms.web.umflint.edu\/provost\/?page_id=754"},"modified":"2026-07-13T14:57:45","modified_gmt":"2026-07-13T18:57:45","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-cover fb-cover-text-box wp-duotone-black-and-white\" style=\"margin-top:0;margin-bottom:0;padding-top:0;padding-right:0;padding-bottom:0;padding-left:0;min-height:100%;aspect-ratio:unset;\"><img decoding=\"async\" class=\"wp-block-cover__image-background\" alt=\"\" src=\"https:\/\/www.umflint.edu\/provost\/wp-content\/themes\/flintblock\/assets\/images\/sidewalk-art.jpg\" style=\"object-position:50% 95%\" data-object-fit=\"cover\" data-object-position=\"50% 95%\" \/><span aria-hidden=\"true\" class=\"wp-block-cover__background has-background-dim-90 has-background-dim wp-block-cover__gradient-background has-background-gradient has-blue-gradient-gradient-background\"><\/span><div class=\"wp-block-cover__inner-container has-global-padding is-layout-constrained wp-container-core-cover-is-layout-15d3db16 wp-block-cover-is-layout-constrained\">\n<div class=\"wp-block-group is-layout-flow wp-block-group-is-layout-flow\" style=\"margin-top:0;margin-bottom:0;padding-top:var(--wp--preset--spacing--70);padding-right:var(--wp--preset--spacing--70);padding-bottom:var(--wp--preset--spacing--70);padding-left:var(--wp--preset--spacing--70)\">\n<h1 class=\"wp-block-heading has-brand-white-color has-text-color has-link-color has-xx-large-font-size wp-elements-eedd89c4cb7d6aee5c8e14f221c45c8e\">Academic Record Retention Policy<\/h1>\n<\/div>\n<\/div><\/div>\n\n\n\n<div class=\"wp-block-group has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\" style=\"margin-top:var(--wp--preset--spacing--60);margin-bottom:var(--wp--preset--spacing--60)\">\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-0e47273b wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:25%\"><nav class=\"is-responsive is-vertical is-style-sidebar is-style-sidebar--1 wp-block-navigation is-layout-flex wp-container-core-navigation-is-layout-bd946717 wp-block-navigation-is-layout-flex\" aria-label=\"Sidebar Navigation\" \n\t\t data-wp-interactive=\"core\/navigation\" data-wp-context='{\"overlayOpenedBy\":{\"click\":false,\"hover\":false,\"focus\":false},\"type\":\"overlay\",\"roleAttribute\":\"\",\"ariaLabel\":\"Menu\"}'><button aria-haspopup=\"dialog\" aria-label=\"Open menu\" class=\"wp-block-navigation__responsive-container-open\" 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\n\t\t\t\tdata-wp-bind--aria-modal=\"state.ariaModal\"\n\t\t\t\tdata-wp-bind--aria-label=\"state.ariaLabel\"\n\t\t\t\tdata-wp-bind--role=\"state.roleAttribute\"\n\t\t\t>\n\t\t\t\t\t\t\t<button aria-label=\"Close menu\" class=\"wp-block-navigation__responsive-container-close\" \n\t\t\t\tdata-wp-on--click=\"actions.closeMenuOnClick\"\n\t\t\t><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 24 24\" width=\"24\" height=\"24\" aria-hidden=\"true\" focusable=\"false\"><path d=\"m13.06 12 6.47-6.47-1.06-1.06L12 10.94 5.53 4.47 4.47 5.53 10.94 12l-6.47 6.47 1.06 1.06L12 13.06l6.47 6.47 1.06-1.06L13.06 12Z\"><\/path><\/svg><\/button>\n\t\t\t\t\t\t\t<div class=\"wp-block-navigation__responsive-container-content\" \n\t\t\t\tdata-wp-watch=\"callbacks.focusFirstElement\"\n\t\t\t id=\"modal-2-content\">\n\t\t\t\t\t\t\t\t<ul class=\"wp-block-navigation__container is-responsive is-vertical is-style-sidebar is-style-sidebar--1 wp-block-navigation\"><li class=\"wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\"  href=\"https:\/\/www.umflint.edu\/provost\/\"><span class=\"wp-block-navigation-item__label\">Home<\/span><\/a><\/li><li class=\"wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\"  href=\"https:\/\/www.umflint.edu\/provost\/academic-affairs\/\"><span class=\"wp-block-navigation-item__label\">Academic Affairs<\/span><\/a><\/li><li class=\"wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\"  href=\"https:\/\/www.umflint.edu\/provost\/leadership-searches\/\"><span class=\"wp-block-navigation-item__label\">Leadership Searches<\/span><\/a><\/li><li class=\"wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\"  href=\"https:\/\/www.umflint.edu\/provost\/communications\/\"><span class=\"wp-block-navigation-item__label\">Communications<\/span><\/a><\/li><li class=\"wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\"  href=\"https:\/\/www.umflint.edu\/provost\/newsletter\/\"><span class=\"wp-block-navigation-item__label\">Current Newsletter<\/span><\/a><\/li><li class=\"wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\"  href=\"https:\/\/www.umflint.edu\/provost\/faculty-staff-awards\/\"><span class=\"wp-block-navigation-item__label\">Faculty &amp; Staff Awards<\/span><\/a><\/li><li class=\"wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\"  href=\"https:\/\/www.umflint.edu\/provost\/jack-thompson\/\"><span class=\"wp-block-navigation-item__label\">Jack W. Thompson, M.D. Distinguished Visiting Professorship<\/span><\/a><\/li><li class=\"wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\"  href=\"https:\/\/www.umflint.edu\/provost\/academic-events\/\"><span class=\"wp-block-navigation-item__label\">Academic Events<\/span><\/a><\/li><li data-wp-context=\"{ &quot;submenuOpenedBy&quot;: { &quot;click&quot;: false, &quot;hover&quot;: false, &quot;focus&quot;: false }, &quot;type&quot;: &quot;submenu&quot;, &quot;modal&quot;: null, &quot;previousFocus&quot;: null }\" data-wp-interactive=\"core\/navigation\" data-wp-on--focusout=\"actions.handleMenuFocusout\" data-wp-on--keydown=\"actions.handleMenuKeydown\" data-wp-on--pointerenter=\"actions.openMenuOnHover\" data-wp-on--pointerleave=\"actions.closeMenuOnHover\" data-wp-watch=\"callbacks.initMenu\" tabindex=\"-1\" class=\"wp-block-navigation-item has-child open-on-hover-click wp-block-navigation-submenu\"><a class=\"wp-block-navigation-item__content\" href=\"https:\/\/www.umflint.edu\/provost\/resources\/\"><span class=\"wp-block-navigation-item__label\">Resources<\/span><\/a><button data-wp-bind--aria-expanded=\"state.isMenuOpen\" data-wp-on--click=\"actions.toggleMenuOnClick\" aria-label=\"Resources submenu\" class=\"wp-block-navigation__submenu-icon wp-block-navigation-submenu__toggle\" ><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"12\" height=\"12\" viewBox=\"0 0 12 12\" fill=\"none\" aria-hidden=\"true\" focusable=\"false\"><path d=\"M1.50002 4L6.00002 8L10.5 4\" stroke-width=\"1.5\"><\/path><\/svg><\/button><ul data-wp-on--focus=\"actions.openMenuOnFocus\" class=\"wp-block-navigation__submenu-container wp-block-navigation-submenu\"><li class=\"wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\"  href=\"https:\/\/www.umflint.edu\/provost\/resources\/interfolio\/\"><span class=\"wp-block-navigation-item__label\">Interfolio Resources and Training<\/span><\/a><\/li><\/ul><\/li><li class=\"wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\"  href=\"https:\/\/www.umflint.edu\/provost\/policies\/\"><span class=\"wp-block-navigation-item__label\">Policies<\/span><\/a><\/li><li class=\"wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\"  href=\"https:\/\/www.umflint.edu\/provost\/contact-us\/\"><span class=\"wp-block-navigation-item__label\">Contact Us<\/span><\/a><\/li><\/ul>\n\t\t\t\t\t\t\t\t\n\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div><\/nav><\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:75%\">\n\n\n<p class=\"wp-block-paragraph\"><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-x-large-font-size\">Policy Purpose<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">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-x-large-font-size\">Office of the Registrar Responsibilities<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">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-large-font-size\">Documents Maintained by the Registrar<\/h3>\n\n\n\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-0e47273b wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\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<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\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<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<ul class=\"wp-block-list\">\n<li>Withdrawal forms<\/li>\n\n\n\n<li>Residency changes<\/li>\n<\/ul>\n<\/div>\n<\/div>\n\n\n\n<p class=\"wp-block-paragraph\"><em>*Transfer transcripts (from other institutions) are imaged by the Admissions Offices<\/em><\/p>\n\n\n\n<h2 class=\"wp-block-heading has-x-large-font-size\">Academic Department Responsibilities<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">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 class=\"has-text-align-left\" data-align=\"left\">Document Type<\/th><th class=\"has-text-align-left\" data-align=\"left\">Disposal\/Destruction Timeline<\/th><\/tr><\/thead><tbody><tr><td class=\"has-text-align-left\" data-align=\"left\">Papers\/Assignments\/Exams<\/td><td class=\"has-text-align-left\" data-align=\"left\">One calendar year<\/td><\/tr><tr><td class=\"has-text-align-left\" data-align=\"left\">ASC Petitions<\/td><td class=\"has-text-align-left\" data-align=\"left\">Three calendar years after graduation or last term of attendance<\/td><\/tr><tr><td class=\"has-text-align-left\" data-align=\"left\">Advising Notes<\/td><td class=\"has-text-align-left\" data-align=\"left\">Three calendar years after graduation or last term of attendance<\/td><\/tr><tr><td class=\"has-text-align-left\" data-align=\"left\">Grade Books**<\/td><td class=\"has-text-align-left\" data-align=\"left\">One calendar year<\/td><\/tr><tr><td class=\"has-text-align-left\" data-align=\"left\">Course Syllabi<\/td><td class=\"has-text-align-left\" data-align=\"left\">Five calendar years or longer if required by an accrediting body<\/td><\/tr><tr><td class=\"has-text-align-left\" data-align=\"left\">Letters of Recommendation<br>(for admissions applications)<\/td><td class=\"has-text-align-left\" data-align=\"left\">Should be destroyed at the time of admission decision<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h3 class=\"wp-block-heading has-large-font-size\">Important Notes on Grade Books<\/h3>\n\n\n\n<p class=\"has-brand-blue-color has-brand-maize-background-color has-text-color has-background has-link-color wp-elements-1607df6373bc28348e8e3038fcfafa23 wp-block-paragraph\"><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<hr class=\"wp-block-separator has-text-color has-brand-blue-color has-alpha-channel-opacity has-brand-blue-background-color has-background is-style-wide\" \/>\n\n\n\n<p class=\"wp-block-paragraph\"><em>For questions about this policy, please contact the Office of the Registrar or the Office of the Provost &amp; Vice Chancellor for Academic Affairs at <\/em><a href=\"mailto:umflintprovost@umich.edu\">umflintprovost@umich.edu<\/a>.<\/p>\n<\/div>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Office Responsible: Office of the Provost &amp; Vice Chancellor for Academic AffairsLast Updated: Fall 2024 Policy Purpose This policy formalizes the record retention policy for academic records to ensure: 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 [&hellip;]<\/p>\n","protected":false},"author":37,"featured_media":0,"parent":683,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-754","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/www.umflint.edu\/provost\/wp-json\/wp\/v2\/pages\/754","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\/37"}],"replies":[{"embeddable":true,"href":"https:\/\/www.umflint.edu\/provost\/wp-json\/wp\/v2\/comments?post=754"}],"version-history":[{"count":5,"href":"https:\/\/www.umflint.edu\/provost\/wp-json\/wp\/v2\/pages\/754\/revisions"}],"predecessor-version":[{"id":1544,"href":"https:\/\/www.umflint.edu\/provost\/wp-json\/wp\/v2\/pages\/754\/revisions\/1544"}],"up":[{"embeddable":true,"href":"https:\/\/www.umflint.edu\/provost\/wp-json\/wp\/v2\/pages\/683"}],"wp:attachment":[{"href":"https:\/\/www.umflint.edu\/provost\/wp-json\/wp\/v2\/media?parent=754"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}