We actually keep ours (rejected applicants) for two years instead of the one,
but my understanding from our own Registrar as well as others in the higher
education community is that AACRAO is the retention authority for student
records.  Certainly those are minimum retention periods though and you should
keep them as long as you feel is necessary - as we do here at Notre Dame.

Laura

Quoting Bernard Chester <[log in to unmask]>:

> 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
>
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
> Contact [log in to unmask] for assistance
> To unsubscribe from this list, click the below link. If not already present,
> place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
> mailto:[log in to unmask]
>
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
> Contact [log in to unmask] for assistance
> To unsubscribe from this list, click the below link. If not already present,
> place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
> mailto:[log in to unmask]
>
>


~~~~~~~~~~~~~~~~~~~~~~~~~~~
Laura Edgar
Archivist for Records Management

Archives of the University of Notre Dame
607 Hesburgh Library
Notre Dame, IN  46556

574-631-4028 (work)
574-631-7980 (fax)

[log in to unmask]

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]