Laura Edgar is absolutely correct on AACRAO's recommendations and the
"Retention of Records" Guide. I would add that for public institutions
check with your State Statutes for additional guidelines. In Connecticut
the Connecticut State Library Office of the Public Records Administrator
provides additional recommendations to State Agencies.

Always a delight to be part of this elist!

Antonio L. Veloso 
Director, Enrollment and Research Services 
Quinebaug Valley Community College
742 Upper Maple St Danielson CT 06239
www.qvcc.commnet.edu 
Tel: 860-412-7218        
EMail: [log in to unmask]
Self Service Portal: my.commnet.edu

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Laura Edgar
Sent: Thursday, September 11, 2008 10:55 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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