University Archives

Retention Schedules: Intensive English Center

Records Type

Do not destroy records that are part of - or you are aware that they will be part of - any legal action, audit, investigation, or review.

Student files for individuals who attended program

Agency Schedule Number: 016-052
Item No.: 1
Description
Confidential Information: Yes

Office of Record: Intensive English Center
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 5 years after graduation or last contact, then dispose

Effective Date: February 2016
Revision Date: NA

Student files for individuals who did not attend program

Agency Schedule Number: 016-052
Item No.: 2
Description
Confidential Information: Yes

Office of Record: Intensive English Center
Other Offices: Reference copies maintained by other units should be disposed of by shredding or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 1 year after application, then dispose.

Effective Date: February 2016
Revision Date: NA

Letter from IEC director informing student if they passed a level

Agency Schedule Number: 016-052
Item No.: 3
Description:
Confidential Information: Yes

Office of Record: Intensive English Center
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: As part of the student file, retain letters for 5 years. Before disposal of student file, move latest copy of letter from file, and then retain in IEC office permanently. Earlier copies of letters to be disposed with student file.

Effective Date: February 2016
Revision Date: NA

SCSU grades in student files that date 2006 and before

Agency Schedule Number: 016-052
Item No.: 4
Description:
Confidential Information: Yes

Office of Record: Intensive English Center
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Move latest copy of grades from file, then retain in IEC office permanently. Earlier copies of grades to be disposed with student file.

Effective Date: February 2016
Revision Date: NA

Original Copy of Schedule as Approved by the State of Minnesota