OAR 166-475-0110
This General Schedule is applicable to the Student Records of the Oregon University System. Retention periods apply
to the record copy of all public records, regardless of medium or physical format, created or stored by the above
specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0026 before disposing of records.
Academic Standing
Reports
OAR-166-475-0110(1)
This series documents student academic standing, including academic deficiency and the status changes of academically
deficient students. Records may include: reports containing student names, grade point averages (GPAs), grade point
deficiencies, and numbers of previous suspensions and probations; student petitions for re-evaluation; report of
student progress toward academic readmission/removal of probation status at other institutions; academic honors
and awards; and related documentation and correspondence.
Retention:
Record Copy: 3 years
Other copies: 1 year
NOTE: Information may be exempt from public disclosure per
ORS 192.502(2).
Admissions
Report
OAR-166-475-0110(2)
This series provides summary information relating to student admission programs which may be used for control,
planning or review. Records may include but are not limited to: working papers; drafts; transitory reports; final
reports; and related documentation and reports. Typical report subject categories include the number of new students,
advanced placement, and Grade Point Averages summaries.
Retention:
Record Copy:
(a) Permanent for final reports and
(b) 5 years for all other records
Other copies: 1 year
Certification
Records
OAR-166-475-0110(3)
This series documents the preparation of students earning degrees and/or certification for licenses or certificates
to enter a profession and forms the basis of the initial certification for various professions. Records may include:
applications for admission to a program; registration for practicum hours and evidence of the completion of the
practicum; transcripts; narrative evaluations on practicum; notice of completion of hours required for certification;
recommendations and evaluations; and related correspondence.
Retention:
Record copy: 5 years after initial certification
Other copies: 1 year
NOTE: Information may be exempt from public disclosure per
ORS 192.502(2).
Class Lists
OAR-166-475-0110(4)
This series provides instructional units with an official record of students enrolled in courses taught. The series
is used to cross-check students who have enrolled against those who have registered as well as in the generation
of statistical reports. Information in the series includes: student names; social security numbers; term; and enrollment/registration
status.
Retention:
Record Copy: 1 term
Other copies: 1 term
Commencement
Records
OAR-166-475-0110(5)
This series documents commencement program planning and implementation at the institution. Records may include
but are not limited to: commencement attendance forms; planning records created by commencement committees or other
planning groups; and related documentation and correspondence.
Retention:
Record Copy:
(a) Permanent for commencement programs; until degrees conferred for commencement attendance forms;
(b) 2
years for all other records
Other copies: 1 year
Counseling,
Psychological, and Psychiatric Case Records
OAR-166-475-0110(6)
This series documents all clients who are provided counseling, psychological, and psychiatric services by the institution's
counseling center. Clinicians provide treatment concerning personal problems, academic concerns, and career concerns.
The psychiatric consultant provides psychiatric care to some student clients. Records may include: extensive notes
made by providers concerning the assessment, diagnosis, treatment and contacts (written, telephone, or in person)
with each client; referral letters; release of information agreements; letters to agencies or others concerning
the clients; and related documentation.
Retention: 15 years after last contact
NOTE: Information may be exempt from public disclosure per
ORS 192.502(2)
Diploma
Mailing Verification Records
OAR-166-475-0110(7)
This series documents students' requests to have diplomas and other graduation records distributed to specific
addresses. Records include: signed cards listing permanent addresses for diplomas to be mailed to; indicating that
fees have been paid; and listing students' names, college or school within the institution, degrees granted, and
dates of requests.
Retention: 1 year
Enrollment
Reports
OAR-166-475-0110(8)
This series is used to provide the Chancellor's office with a record of enrollments which may be used for planning
and research. Information contained in the reports includes student names and levels, grade point averages, demographic
data, and academic majors. Records may include but are not limited to: working papers; final reports; and related
documentation and correspondence.
Retention:
Record Copy:
(a) Permanent for final reports;
(b) 2 years for all other records
Other copies: 4 years
Examinations,
Tests, Term Papers, and Homework Records
OAR-166-475-0110(9)
This series documents student subject mastery in institution courses. Records may include but are not limited to:
examinations and answers; quizzes and answers; homework assignments; course papers; term papers; and essay assignments.
This series does not include graduate student qualifying or comprehensive examinations.
Retention:
(a) 1 term after completion for uncontested grade results;
(b) until resolved for contested grade results
NOTE: Information may be exempt from public disclosure per
ORS 192.502(2).
Family
Educational Rights and Privacy Act (FERPA) Documents
OAR-166-475-0110(10)
This series documents the process of student information release requests and consent authorizations or denials
in accordance with the Family Educational Rights and Privacy Act. Records may include but are not limited to: requests
for formal hearings; requests for release of personally identifiable information; records of disclosures made to
third parties; student statements regarding hearing panel decisions; written decisions of the hearing panel; written
consent of the student to disclose records; waivers for rights of access; and related documentation and correspondence.
Retention:
(a) Life of the affected record or until student terminates waiver for written consent of the student to
disclose records and waivers for rights of access;
(b) life of the affected record for all other records
Fraternity
and Sorority Membership Records
OAR-166-475-0110(11)
This series documents personal information on each organization member. Data elements on cards or lists may include:
high school attended; major; hometown; date pledged; graduation date; offices held; and awards received.
Retention:
Record Copy: 5 years after last enrollment
Other copies: 1 year
Freedom
of Information Act (FOIA) Request Records
OAR-166-475-0110(12)
This series documents public requests for information under the Freedom of Information Act received by the Registrar.
Records include: written correspondence inquiries from the public received by the office; written and dated responses
issued by the office; notes and memoranda made in drafting responses to these inquiries; and initials of officials
approving release of the information.
Retention: Life of affected record
Grade Reports
OAR-166-475-0110(13)
The series documents grades received by students for the term. This is the record copy of reports distributed to
students at the end of each term. Individual forms include: course numbers and titles; grades awarded; grade point
average; student name; and social security number.
Retention:
Record Copy: 1 term
Other copies: 1 term
NOTE: Information may be exempt from public disclosure per
ORS 192.502(2).
Grade Rosters
OAR-166-475-0110(14)
The series reflects grades awarded by instructors and serves as the basis for students' official academic records.
Records include: student names and social security numbers; course titles and numbers; sections; grades awarded;
and instructors' signatures.
Retention:
Record Copy:
(a) 10 years for records created after implementation of the Student Information System;
(b) 25 years for
records created before implementation of the Student Information System
Other copies: 1 year
NOTE: Information may be exempt from public disclosure per
ORS 192.502(2).
Graduate
Students Degree Completed Records
OAR-166-475-0110(15)
This series documents students' admission into graduate programs at the institution and their subsequent academic
progress resulting in completion of degrees. (The official institutional academic record for all graduate students
is maintained by the Registrar's Office). Records may include but are not limited to: applications for admission
to Graduate School; notices of admission; standardized placement and evaluation exams; transcripts; requests to
audit courses; major department/degree change requests; assignment of an advisor; composition of dissertation/thesis
committee and any changes thereof; proposed program sheets; transmittal sheets for records; statements of goals
and objectives; certification of transferred courses; grade reports; course waiver requests; removal of incomplete
grades forms; seven year time-limit appeal records; oral and written exam results - preliminary, qualifying and
comprehensive; report of final oral examination and thesis credit for advanced degree; thesis title card approvals;
petition for change in graduate program; petitions or letters requesting exemption from institution regulations
or procedures; advising checklists; transcripts from other institutions; on-leave requests and approvals, official
graduation audit; program advisors' reports showing progress towards academic degrees; advancement to candidacy
forms; awards; and related documentation and correspondence.
Retention:
Record Copy: 20 years after degree completed
Other copies: 7 years after degree completed
NOTE: Information may be exempt from public disclosure per
ORS 192.502(2).
Graduate
Students Degree Uncompleted Records
OAR-166-475-0110(16)
This series documents students' admission into graduate programs at the institution and their subsequent academic
progress toward but not resulting in the completion of degrees. (The official institution academic record for all
graduate students is maintained by the Registrar's Office.) Records may include but are not limited to: applications
for admission to graduate school; recommendations/evaluations for admission; notices of admission; standardized
placement and evaluation exams; transcripts; graduate school departmental action forms; requests to audit courses;
major department/degree change requests; assignment of an advisor; composition of dissertation/thesis committee
and any changes thereof; proposed program sheets; transmittal sheets for records; statements of goals and objectives;
abstract of thesis or dissertation; certifications of transferred courses; grade reports; course waiver requests;
removal of incomplete grades forms; seven year time-limit appeal records; oral and written exam results - preliminary,
qualifying and comprehensive; reports of final oral examination and thesis credit for advanced degree; thesis title
card approvals; petitions for change in graduate program; petitions or letters requesting exemption from institution
regulations or procedures; on-leave requests and approvals; advising checklists; transcripts from other institutions;
program advisors' reports showing progress towards academic degree; advancement to candidacy forms; comprehensive
exam results; awards; and related documentation and correspondence.
Retention:
Record Copy:
(a) 25 years after last enrollment for doctoral students;
(b) 10 years after last enrollment for masters
students
Other copies: 7 years after last enrollment for all records
NOTE: Information may be exempt from public disclosure per
ORS 192.502(2).
Graduate
Students Denied Admission/No Show Records
OAR-166-475-0110(17)
This series documents the application and evaluation process for students applying to enter an instructional unit's
academic graduate program who are denied admission or who were admitted but failed to enroll or withdraw. Records
may include but are limited to: applications for admission to graduate school forms;
records of GRE and other test scores; departmental action forms;
standardized examination reports; foreign student financial documentation; departmental or college supplemental
application forms; departmental or college student application status reports; letters of recommendation; resumes;
transcripts; and related documentation and correspondence.
Retention:
Record Copy:
(a) 3 years after denial of admission;
(b) 1 year after notification of admission if applicant fails to enroll
(c) 1 year for test scores of students who do not apply
Other copies: 1 year
Grievance
Records
OAR-166-475-0110(18)
This series documents grievances brought forward by students against the institution which do not result in litigation.
Grievances may pertain to academic issues; housing; affirmative action and equal opportunity; student conduct;
and other issues. Records include: notices of grievance; informal discussion notes; grievance responses; formal
hearing notes (including audio tapes); final summary statements; settlement agreements; appeals documentation;
and related records.
Retention:
Record copy:
(a) 3 years after last enrollment for appealed grievances;
(b) 3 years after resolution for grievances not
appealed
Other copies: 3 years after resolution
NOTE: Portions of these records may be exempt from public disclosure per ORS 192.502(2).
Independent
Study Records
OAR-166-475-0110(19)
This series documents departmental approval for students to enroll in independent study courses. Records may include
but are not limited to: permission sheets with students' names; course names; number of credits; and faculty signatures.
Retention: 5 years
Instructors'
Grade Records
OAR-166-475-0110(20)
This series documents test scores, class work scores, and final grades for students which may be used as back-up
to the official academic records held by the Registrar. Records may include but are not limited to: instructors'
grade books; grade confirmation reports; grade confirmation and change records; and final grade rosters.
Retention: 2 years
NOTE: Information
may be exempt from public disclosure per ORS 192.502(2).
International
Students Records
OAR-166-475-0110(21)
This series documents institution assistance to international students who have been admitted to academic programs.
These records primarily concern institution admissions, immigration issues, and other non-academic matters. Records
may include but are not limited to: copies of visas; scholarship information; institution admissions forms; graduate
school applications; transcripts of previous college work; grade reports of prior college work; grade reports from
institutional courses; international student advisors' notes; degree completion certificates; explanations for
student withdrawals; recommendations and evaluations of students; and related documentation and correspondence.
Retention:
Record Copy:
(a) 7 years after last enrollment for all student records of matriculates;
(b) 1 year after failure to enroll
for all student records of non-matriculates
Other copies:
(a) 5 years after last enrollment for other copies of matriculates files;
(b) 1 year after failure to enroll
for other copies of non-matriculates files
Internship
Program Records
OAR-166-475-0110(22)
This series is used to provide a record of the administration of student internship, practicum and cooperative
education programs. Programs may be within the institution or off campus and for class credit and/or pay. Records
may include but are not limited to: applications for internships inside and external to the institution; agreements
with departments; postings/notices; student resumes; transcripts; copies of contracts; proposed institution listings;
notes; and related documentation and correspondence.
Retention:
Record Copy: 5 years
Other copies: 1 year
Law Student
Records
OAR-166-475-0110(23)
This series documents students' admission to law school at the institution. Records may include but are not limited
to: applications for admission; record of degree candidate; request for transfer of graduate credit; statement
of completion of requirements for law degree; requests for permission to re-register in the law school; leave of
absence requests; petition to extend time past 7-year completion requirement; awards; and related documentation
and correspondence.
Retention:
(a) 75 years for completed degrees;
(b) 7 years after last enrollment for uncompleted degrees
Name
Changes Records
OAR-166-475-0110(24)
This series documents students or applicants name changes reported to the admissions or registrar's offices by
students. Records may include but are not limited to: letters requesting change in name; name change forms; lists
or reports of students with changed names; and related documentation and correspondence.
Retention: 2 years after degree completed or last enrollment
National
Testing Records
OAR-166-475-0110(25)
This series provides a record of the services rendered to clients by administering tests required of students seeking
admission to various programs or seeking to substitute already acquired knowledge for formal college courses. Tests
administered include Scholastic Aptitude (SAT); American College (ACT); Graduate Record Examination (GRE); Medical
School Admission (MCAT); Pharmacy School Admission (PCAT); Business School Admission
(GMAT); National Teacher Education (NTE); Veterinary College Admission Test (VCAT); and Test of English as a Foreign Language
(TOEFL). Records may
include but are not limited to: testing rules and regulations; rosters of test takers; seating charts; supervisors'
reports; and vouchers for payment of testing. This series does not include test scores.
Retention: 3 years after testing date
NOTE: Information
may be exempt from public disclosure per ORS 192.502(2).
Non-Institution
Student Records
OAR-166-475-0110(26)
This series documents and tracks the application, selection, and progress in special instructional programs of
elementary through high school and non-institution students belonging to special, minority, or disadvantaged groups.
Examples of programs to which this series applies are Science and Mathematics Investigative Learning Experiences
(SMILE), Upward Bound, High School Equivalency, and other non-institution programs. Records may include but are
not limited to: application and admission documentation; personal and family information; medical and health documentation;
selection and decision making documentation; Educational Opportunity Program (EOP) documentation; notification
of admission and non-admission; recommendations and evaluative materials; copies of academic records; counseling
and advising notes and documentation; housing and conduct documentation; federal student aid reports; risk release
and insurance forms; immigration and citizenship documentation; financial responsibility records; reports; and
related documentation and correspondence.
Retention: 3 years after separation from program
NOTE: Portions of these records may be exempt from public disclosure per ORS
192.502(2).
Placement
Records
OAR-166-475-0110(27)
This series documents the written reference history of a student to be forwarded to potential employers or professional
schools. Records may include but are not limited to: credentials records showing where, when, and cost of letters
sent; release of information form which includes a listing of the reference letters to be sent; reference letters;
student teaching reports; professional program certificates; personal data sheets and resumes; College Interview
Forms; and related documentation and correspondence.
Retention:
(a) 5 years for established files;
(b) 2 years for incomplete file establishment requests
Placement
Survey Records
OAR-166-475-0110(28)
This series documents the results of a placement survey conducted every two years of recent baccalaureate graduates.
Records may include but are not limited to: reports and questionnaires which provide the following information
on individual alumni: career status or job title; continuing education; geographic location; source of finding
employment; relationship of employment to major; salary; computer training needs; and number of years enrolled.
Retention:
(a) Permanent for reports;
(b) 3 years for questionnaires
Prospective
International Student Records
OAR-166-475-0110(29)
This series documents institution assistance to international students who are considering attendance at the institution.
Records may include but are not limited to: letters of inquiry from prospective students; official replies to inquiries;
completed applications and admittance forms; local data sheets; advisory notes; and related documentation and correspondence.
Retention:
Record copy:
(a) 2 years for non-admitted applicants records;
(b) until admitted for admitted applicants records, which
then become part of the International Student Records
Other copies: 1 year
Recruiters
Records
OAR-166-475-0110(30)
This series provides a record of recruiter visits to the campus to conduct job interviews. Records may include
but are not limited to: scheduling calendars; Recruiter Schedules; affirmative action statements; recruiter information
forms; lists of interviewees; feedback forms from recruiters; and related documentation and correspondence.
Retention: 2 years
Residency
Affidavits
OAR-166-475-0110(31)
This series documents declarations filed by students regarding state residency status which is critical for determining
tuition status. Records may include but are not limited to: affidavits; correspondence regarding residency; and
related documentation.
Retention: 5 years
Services
to Students with Disabilities (SSD) Records
OAR-166-475-0110(32)
This series documents student participation in the Services to Students with Disabilities Program. Records may
include but are not limited to: health professional evaluation reports; recommendations for student applicants;
high school transcripts and academic work-sheets; autobiographical essays; copies of applications for admission;
copies of notices of admission; special admissions applications checklists; questionnaires; physicians' statements
and letters of recommendation; counseling interview notes and referrals; and related documentation and correspondence.
Retention: 5 years after last contact
NOTE:
Some records may be exempt from disclosure per the Americans with Disabilities Act.
Special
Academic Programs Student Records
OAR-166-475-0110(33)
This series documents and tracks the application, admission, selection, and progress of institution students participating
in special academic programs serving, guiding, and aiding institution students. This series consists of the individual
files for students participating in special institution programs which provide services ranging from counseling
and tutoring to tuition waiver assistance. Programs may include but are not limited to: the English Language Institute
(ELI) and American English Institute; Educational Opportunities Program (EOP); non-traditional student programs;
Older Than Average Student Program and Adult Learners; National Student Exchange Program
(NSE); Native American
Science Program (NASP); University Exploratory Studies Student Program (UESP); Study Abroad Program; Academic Learning
Services (ALS); Peer Advising; and other special academic programs. Records may include but are not limited to:
application documentation; personal information; medical and health documentation; admission and non-acceptance
documentation; recommendations and evaluative materials; copies of academic records; counseling and advising notes
and documentation; risk release and insurance forms; immigration and citizenship documentation; financial responsibility
records; reports; and related documentation and correspondence.
Retention:
(a) 7 years for accepted and enrolled participants;
(b) 2 years for denied admission or did not enroll after
acceptance
NOTE: Portions of these records may be exempt from public
disclosure per ORS 192.502(2).
Student
Academic Records
OAR-166-475-0110(34)
This series documents the academic progress of graduate and undergraduate matriculated students at the institution.
Records may include but are not limited to: institution academic transcripts; high school and non-institutional
college transcripts; applications; notices of admission, readmission, denial and acceptance; grade reports; records
of grade changes; reservation of credit requests; petitions for exemption from institution regulations and procedures;
applications for withdrawal from the institution forms; advanced standing reports; standardized examination reports;
letters of recommendation; vault number index card file; and related documentation and correspondence.
Retention:
Record copy:
(a) Permanent for transcripts, applications for admission, and grade change records;
(b) 5 years for all
other records
Other copies:
(a) 5 years after last enrollment for all undergraduate students records;
(b) 7 years after last enrollment
for all graduate students records
NOTE: Portions of these records may be exempt from public
disclosure per ORS 192.502(2).
Student
Activity Reports
OAR-166-475-0110(35)
This series provides a record of graduate and undergraduate student statistics in a specific instructional unit
and is used to provide summary information which may be used for planning or review. This report may include but
is not limited to: country of origin; degree(s) held and pursued; financial situation; gender and ethnicity; marital
status; veterans status; academic standing and grade point averages; placement test scores; immigration status;
and other data elements.
Retention: Until superseded or obsolete
Students
Admissions Records
OAR-166-475-0110(36)
This series documents the application process for individuals seeking admission to the institution. Records may
include but are not limited to: admission applications; academic transcripts from other institutions; test scores;
letters of admittance; and related documentation and correspondence.
Retention: Until matriculation (records then transferred to the Registrar's Office for inclusion in the Student
Academic Records)
Student
Advising Records
OAR-166-475-0110(37)
This series is used to provide a record of an undergraduate and/or graduate student's academic progress within
a specific department and or college program. Most of the components in this record series are reference copies
of records maintained in the files of the Registrar's Office and/or the Graduate School and are maintained for
the convenience of the student academic advisors. Records may include but are not limited to: applications for
program admission; notices of admission; grade reports; in-house grade record cards; degree program requirement
lists; departmental course waiver forms; program advisors' reports showing progress towards academic degrees; advising
checklist forms; advisors' notes; copies of transcripts; Program Planning Sheets; advanced standing examination
reports; official graduation audits; curriculum posting sheets; recommendation letters; suspension notices; re-admission
notices; comprehensive exam results; awards; and related documentation and correspondence.
Retention: 1 year after degree completed or last enrollment
NOTE: Portions of these records may be exempt from public
disclosure per ORS 192.502(2).
Student
Conduct Records
OAR-166-475-0110(38)
This series documents academic dishonesty and conduct violations among students. Records may include but are not
limited to: incidents reports; final reports; evidence; notification of allegation; Timely Notice Forms; Conduct-Pending,
Conduct-Restitution, and Suspension Lists; Quarterly Security Reports; disciplinary reports; informal discussion
notes; formal hearing notes; final summary statements; decision statements; appeals documentation; and related
documentation and correspondence.
Retention:
Record Copy:
(a) 75 years for case files involving expulsion, degree revocation, or negative notation on the transcript;
(b) 10 years for case files involving suspension;
(c) 5 years for all other disciplinary case files
Other copies: 3 years for all case files
Student
Development Transcripts Records
OAR-166-475-0110(39)
Series documents students participation in university clubs, organizations, honor societies and special academic
programs such as the Study Abroad Program; volunteer service in community organizations; and honors and awards
received. Records include: transcripts listing activities, background materials used to validate the activities,
and related correspondence.
Retention:
(a) Permanent for transcripts;
(b) 5 years after last activity for all other records
Student
Non-Disclosure Requests Records
OAR-166-475-0110(40)
This series documents the request by a student to restrict release of information normally provided as directory
information as per Family Educational Rights and Privacy Act (U.S. Public Law 93-380). This series may contain
but is not limited to: student requests for non-disclosure of directory information and memoranda distributed to
pertinent departments informing units which might have pertinent information not to disclose that information.
Retention:
Record Copy:
(a) 1 year for revoked requests;
(b) Permanent: All other records
Other copies: 1 year
Student
Organization Administrative Records
OAR-166-475-0110(41)
This series documents the history, development, and policies of campus student organizations. Records may include
but are not limited to: annual review forms; minutes; constitutions and bylaws; committee, subcommittee, and task-force
records; Student Senate bill and resolution files; budgets; handbooks; officer and member rosters; scrapbooks;
photographs; and related documentation and correspondence.
Retention:
Record Copy: Permanent
Other copies: 2 years
Student
Recruitment Records
OAR-166-475-0110(42)
This series documents efforts of the institutional units to recruit students based upon disadvantaged status, academic
performance, and other criteria. Records may include but are not limited to: prospects lists; interview and conversation
notes; photographs; personal information forms and resumes; test scores; academic transcripts; and related documentation
and correspondence.
Retention: 5 years
Student
Status Cards
OAR-166-475-0110(43)
This series documents the status of students who are enrolled or have been enrolled and graduated from the academic
program. Information on the individual cards may include but is not limited to: name; date entered; department;
change of school; graduation dates; degrees; previous schools attended; notation of activities and honors; and
photographs of individuals.
Retention: 20 years
Students
(Undergraduate) Denied Admissions Records
OAR-166-475-0110(44)
This series provides a record of undergraduate students who have been denied entry into degree or certificate programs
or who have been admitted but have not enrolled. Records may include but are not limited to: admission applications;
academic transcripts from other institutions; test scores; letters of admittance; and related documentation and
correspondence.
Retention:
Record Copy:
(a) 2 years after denial of admission;
(b) 1 year after notification of admission if applicant fails to enroll
Other copies: 1 year
Student
Statistical Reports
OAR-166-475-0110(45)
This series documents student status and enrollment at the institution. Records may include: specialized listings
and statistical reports pertaining to departmental and college registration, course changes, add/drops, geographical
distribution of students, student age and gender data, mortality of classes, student transfers from other schools,
student body grade point averages and GPAs of living groups, and veterans enrollment; reports documenting student
and enrollment by term; and reports on other topics.
Retention:
Record Copy:
(a) Permanent for summary and annual reports;
(b) 3 years for all other records
Other copies: 1 year
Student
Tracking Records
OAR-166-475-0110(46)
This series documents student enrollment in courses and changes in enrollment. The series also documents admission
status changes, affiliation and registration in colleges or schools, and changes in grading basis. Records may
include but are not limited to: registration forms; registration change forms (add/drop forms); withdrawal forms;
application for re-admission forms; change of schools (within the institution) forms; and grading basis (unsatisfactory/satisfactory)
change forms.
Retention:
Record Copy: 1 year for all records
Other copies: 1 year for all records
Summer
Session Registration Records
OAR-166-475-0110(47)
This series documents the enrollment and registration of students in the institution's summer session program.
Records may include but are not limited to: lists of summer term students; summer term official registration cards;
summer term proposed schedule of classes; summer term registration statistics; summer term program; student-faculty
survey of summer session; and related documentation and correspondence.
Retention:
(a) Permanent for summer term registration statistics;
(b) 10 years for student-faculty surveys of summer session;
(c) 3 years for all other records
Supplemental
Grade Report Records
OAR-166-475-0110(48)
This series documents grade changes submitted by instructors through the academic departments to the Registrar.
Records may include but are not limited to: supplemental grade reports (SGRs); removal of I and E forms; and related
documentation and correspondence.
Retention:
Record Copy:
(a) 5 years for records created after implementation of the Student Information System;
(b) 25 years for
records created before implementation of the Student Information System
Other copies: 1 year
Theses
and Dissertations Records
OAR-166-475-0110(49)
This series documents the completion and academic acceptance of graduate theses and dissertations presented to
colleges in fulfillment of requirements for graduate degrees. This series includes final and accepted copies of
theses and dissertations.
Retention:
Record Copy: Permanent
Other copies: Until no longer needed
Transcript
Hold or Encumbering Authorization Forms
OAR-166-475-0110(50)
This series documents holds on transcripts and academic reporting information placed by the institution for a number
of reasons. This series consists of forms authorizing the holding of academic records and information until a specific
action is taken by the subject of the academic record.
Retention: Until release of the hold authorization
Transcript
Request Forms
OAR-166-475-0110(51)
This series provides a record of students' requests for transcripts to be sent to other institutions. Information
on the individual form includes: student's present name and other name(s) under which the student attended; social
security number; vault number (used in locating the transcript in the Student Record series); home address; phone
number; student signature; number of copies of transcript requested; fee status; whether official or unofficial
transcripts are desired; date of request; and destination(s) of transcript(s).
Retention:
(a) 6 months for requests of official transcripts;
(b) 1 month for requests of unofficial transcripts
Undergraduate
Degree Audit and Application for Graduation Records
OAR-166-475-0110(52)
This series documents student completion of degree requirements. Records may include but are not limited to: work
sheets; transcripts; and transfer course evaluations. The series may also include official graduation audit forms
that list students' names; colleges; majors; degrees; minors; the course loads taken by the applicants for previous
three terms; the breakdown of institutional undergraduate degree requirements (as opposed to school, major, or
certificate program graduation requirements) and how the applicants have fulfilled them; grade point averages;
and deans' recommendations/comments and signatures.
Retention:
Record Copy: 5 years after last enrollment
Other copies: 1 year
Veterans Records
OAR-166-475-0110(53)
This series documents the entitlement status and enrollment of veterans in the institution. Records include but
are not limited to: Oregon State Veterans Affairs form 1006M that certifies Oregon resident veterans educational
benefits entitlements; individual veteran student records that certify to the U.S. Department of Veterans Affairs
that the student is eligible for educational benefits, is currently enrolled at the institution in a qualifying
curriculum, and is maintaining standards required to receive entitlements; veterans attendance reports; and related
forms, documentation and correspondence.
Retention: 3 years following termination of enrollment period
Maintained by OUS Records Management Services
ryan_hagemann@ous.edu
Page Top
