I must admit to some concern at the 1 year retention for rejected
applicants.  Even employment applications need to be kept for at least 2
years.  

I see an angry future judge when a college's admission practices are
challenged in court.  I know that quotes have been repudiated, but bias
suits have not been abolished.  AACRAO can't be the only source for
retention decisions.

Are all of you C&U RMs comfortable with the 1 year?

Bernard Chester
IMERGE Consulting

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Laura Edgar
Sent: Thursday, September 11, 2008 7:55 AM
To: [log in to unmask]
Subject: Re: [RM] C&U retention of admission applications

Hi Christina,

The latest copy of the American Association of Collegiate Registrars and
Admissions Officers (AACRAO) "Retention of Records" guide calls for
admission
applications to be retained for a minimum of "5 years after graduation or
date
of last attendance".  At Notre Dame, we keep ours permanently because, as
you
mentioned, they do become part of the student file which is scheduled as
permanent here.

Admission applications for students who were not accepted or declined
admission
are listed in the AACRAO documents as a minimum "1 year after application
term"
retention period.  Same goes for all related documents (rec. letters,
transcripts, etc.).

I hope this helps!

Laura Edgar
Archivist and Records Manager
University of Notre Dame

Quoting Christina Zamon <[log in to unmask]>:

> Good morning, I just got a message from our college registrar that we
> now only need to keep admission applications for one year rather than
> three years.  After doing some searches I see colleges and universities
> requiring anything from a 1 year retention to a 5 years post-graduation
> retention.  It looks like these are based on how the applications are
> filed.  I will have to double check but I think if a student is admitted
> and enrolls their application becomes part of their student record vs.
> all of the applications that we get where students are denied admission
> or never enroll.  I think these applications are for students who were
> denied or never enrolled.
>
>
>
> I see that Tufts recently updated their retention schedule last month
> and have application forms listed as eligible for destruction after one
> year.  Can anyone clarify for me what the retention of these records
> should be?
>
>
>
> ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
>
> Christina J. Zamon

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