General Record Category Type of Record Retention Period OAR #
Athletic Scholarship and Grant-In-Aid Award Records Squad lists which furnish summary information 10 years for NCAA records; 5 years for all others 166-475-0055(1)
Athletic Scholarship and Grant-In-Aid Award Records Conference eligibility reports 10 years for NCAA records; 5 years for all others 166-475-0055(1)
Athletic Scholarship and Grant-In-Aid Award Records Team roster update sheets 10 years for NCAA records; 5 years for all others 166-475-0055(1)
Athletic Scholarship and Grant-In-Aid Award Records Scholarship count sheets showing who is on the schedule to receive aid 10 years for NCAA records; 5 years for all others 166-475-0055(1)
Athletic Scholarship and Grant-In-Aid Award Records Applications 10 years for NCAA records; 5 years for all others 166-475-0055(1)
Athletic Scholarship and Grant-In-Aid Award Records Nominee lists 10 years for NCAA records; 5 years for all others 166-475-0055(1)
Athletic Scholarship and Grant-In-Aid Award Records Eligibility questionnaires 10 years for NCAA records; 5 years for all others 166-475-0055(1)
Athletic Scholarship and Grant-In-Aid Award Records Eligibility reports which determine years of eligibility unused 10 years for NCAA records; 5 years for all others 166-475-0055(1)
Athletic Scholarship and Grant-In-Aid Award Records Credit voucher request sheets notes 10 years for NCAA records; 5 years for all others 166-475-0055(1)
Athletic Scholarship and Grant-In-Aid Award Records Related Documentation and Correspondence 10 years for NCAA records; 5 years for all others 166-475-0055(1)
Borrowers Loan Records Repayment schedules 3 years after loan repayment or debt cancellation or assignment to US Department of Education  166-475-0055(2)
Borrowers Loan Records Statements of rights and responsibilities 3 years after loan repayment or debt cancellation or assignment to US Department of Education  166-475-0055(2)
Borrowers Loan Records Records of action taken 3 years after loan repayment or debt cancellation or assignment to US Department of Education  166-475-0055(2)
Borrowers Loan Records Related Documentation and Correspondence 3 years after loan repayment or debt cancellation or assignment to US Department of Education  166-475-0055(2)
Credit Bureau Reports Records Reports containing borrower's name; amount past due and related documentation 2 years after collected or deemed uncollectable 166-475-0055(3)
Federal Title IV, Program Records Institutional Program Participation Agreement 6 years after expiration 166-475-0055(4)
Federal Title IV, Program Records Recertification  6 years after expiration 166-475-0055(4)
Federal Title IV, Program Records Education program eligibility 3 years after the end of the award year in which the student borrower last attended the institution 166-475-0055(4)
Federal Title IV, Program Records Accreditation reviews and reports 3 years after the end of the award year in which the FISAP is submitted 166-475-0055(4)
Federal Title IV, Program Records State agency reports 3 years after the end of the award year in which the FISAP is submitted 166-475-0055(4)
Federal Title IV, Program Records Audits and program reviews Until the resolution of that questioned loan, claim, or expenditure, or the end of the Retention period applicable to the record, whichever is longer 166-475-0055(4)
Federal Title IV, Program Records Other records, as specified in regulation, that pertain to factors of financial responsibility and standards of administrative capability 3 years after the end of the award year in which the FISAP is submitted 166-475-0055(4)
Federal Title IV, Program Records Consortia Agreements between and amongst schools 6 years after expiration 166-475-0055(4)
FFELP and Direct Loan Records Eligibility (student and/or parent) 3 years after the end of the award year in which the student borrower last attended the institution 166-475-0055(5)
FFELP and Direct Loan Records Application 3 years after the end of the award year in which the records are submitted 166-475-0055(5)
FFELP and Direct Loan Records Disbursement records 3 years after the end of the award year in which the records are submitted 166-475-0055(5)
FFELP and Direct Loan Records Promissory notes Records involved in any loan, claim, or expenditure questioned by a Title IV, HEA program audit or review, investigation, or other review: until the resolution of that questioned loan, claim, or expenditure; or the end of the Retention period applicable to the record, whichever is longer 166-475-0055(5)
FFELP and Direct Loan Records Student Status Confirmation Reports (SSCR) Records involved in any loan, claim, or expenditure questioned by a Title IV, HEA program audit or review, investigation, or other review: until the resolution of that questioned loan, claim, or expenditure; or the end of the Retention period applicable to the record, whichever is longer 166-475-0055(5)
Financial Aid Annual Reports Records Schedules and instructions 5 years after completion of audit 166-475-0055(6)
Financial Aid Annual Reports Records Working papers 5 years after completion of audit 166-475-0055(6)
Financial Aid Annual Reports Records Exhibits 20 years 166-475-0055(6)
Financial Aid Annual Reports Records Audit reports 20 years 166-475-0055(6)
Financial Aid Annual Reports Records Findings 20 years 166-475-0055(6)
Financial Aid Annual Reports Records Rebuttals 20 years 166-475-0055(6)
Financial Aid Annual Reports Records Related Documentation and Correspondence 5 years after completion of audit 166-475-0055(6)
Financial Aid Transcripts Hold Records Students' names and addresses 5 years 166-475-0055(7)
Financial Aid Transcripts Hold Records Academic majors and standings 5 years 166-475-0055(7)
Financial Aid Transcripts Hold Records Account status 5 years 166-475-0055(7)
Fiscal Records and Reports Records Bank Statements of all accounts continuing Title IV payments, cash disbursements, refunds, and repayments 3 years after the end of the award year unless otherwise specified 166-475-0055(8)
Fiscal Records and Reports Records General ledger (must be separate from school's other financial transactions) and related ledgers that identify each Title IV program transaction 3 years after the end of the award year unless otherwise specified 166-475-0055(8)
Fiscal Records and Reports Records Federal work-study payroll records 3 years after the end of the award year unless otherwise specified 166-475-0055(8)
Fiscal Records and Reports Records Annual Federal Fiscal Operations and Applications for Funds Reports (FISAP) 3 years after the end of the award year unless otherwise specified; FISAP exception: 3 years after the end of the award year in which the FISAP was submitted 166-475-0055(8)
Fiscal Records and Reports Records Federal Pell Grant statements of account 3 years after the end of the award year unless otherwise specified 166-475-0055(8)
Fiscal Records and Reports Records ED payment management system cash requests and quarterly  or monthly reports 3 years after the end of the award year unless otherwise specified 166-475-0055(8)
Fiscal Records and Reports Records Title IV program reconciliation reports 3 years after the end of the award year unless otherwise specified 166-475-0055(8)
Fiscal Records and Reports Records Audit reports and school responses 3 years after the end of the award year unless otherwise specified 166-475-0055(8)
Fiscal Records and Reports Records State Grant and Scholarship award rosters and reports 3 years after the end of the award year unless otherwise specified 166-475-0055(8)
Fiscal Records and Reports Records Accrediting and licensing agency reports 3 years after the end of the award year unless otherwise specified 166-475-0055(8)
Graduate Student Tuition Remission Records Authorizations  8 years 166-475-0055(9)
Graduate Student Tuition Remission Records Reconciled lists 8 years 166-475-0055(9)
Graduate Student Tuition Remission Records Account summaries 8 years 166-475-0055(9)
Graduate Student Tuition Remission Records Related documents 8 years 166-475-0055(9)
Loan Activity Records Records documenting payments, adjustments, draw advances, address and status changes, cancellations, deferments, and postponements on borrower's accounts. 3 years after loan is paid 166-475-0055(10)
Minority Scholars Program (MSP) Records MSP applications 5 years after award notification 166-475-0055(11)
Minority Scholars Program (MSP) Records Candidate selection information 5 years after award notification 166-475-0055(11)
Minority Scholars Program (MSP) Records Academic and personal information about applicants 5 years after award notification 166-475-0055(11)
Minority Scholars Program (MSP) Records Notifications of award 5 years after award notification 166-475-0055(11)
Minority Scholars Program (MSP) Records Notifications of denial of award 5 years after award notification 166-475-0055(11)
Minority Scholars Program (MSP) Records Applicants letters of decline 5 years after award notification 166-475-0055(11)
Minority Scholars Program (MSP) Records Notification of transfer to another institution 5 years after award notification 166-475-0055(11)
Minority Scholars Program (MSP) Records Related Documentation and Correspondence 5 years after award notification 166-475-0055(11)
Pell Grant Reports Records Summarization of money awarded, received and disbursed 5 years after audit 166-475-0055(12)
Pell Grant Reports Records Balance remaining and dates 5 years after audit 166-475-0055(12)
Perkins Loan Program Records Reports showing each borrower's payment history 3 years after the end of the award year for which aid was awarded and disbursed 166-475-0055(13)
Perkins Loan Program Records Amount of each repayment credited to principal, interest, collection costs, and penalty or late charges 3 years after the end of the award year for which aid was awarded and disbursed 166-475-0055(13)
Perkins Loan Program Records Documentation of each contact with borrower or endorser in collection of overdue loan, including date, nature, result of the contract, and copies of all correspondence 3 years after the end of the award year for which aid was awarded and disbursed 166-475-0055(13)
Perkins Loan Program Records Collection agency reports 3 years after the end of the award year in which the FISAP is submitted 166-475-0055(13)
Perkins Loan Program Records Litigation Reports 3 years after the end of the award year for which aid was awarded and disbursed 166-475-0055(13)
Student Loan Cash Input Transaction Lists Record Daily listings of loan payments received 4 years 166-475-0055(14)
Student Loan Cash Input Transaction Lists Record Student Aid Report (SAR) or Institutional Student Information Report (ISIR) used to determine eligibility 4 years 166-475-0055(14)
Student Loan Cash Input Transaction Lists Record Documentation of need and eligibility for Title IV funds 4 years 166-475-0055(14)
Student Loan Cash Input Transaction Lists Record Cost of attendance information 4 years 166-475-0055(14)
Student Loan Cash Input Transaction Lists Record Documents used to verify applicant data 4 years 166-475-0055(14)
Student Loan Cash Input Transaction Lists Record Required student certification statements and supporting documentation 4 years 166-475-0055(14)
Student Loan Cash Input Transaction Lists Record Documentation of all professional judgments decisions 4 years 166-475-0055(14)
Student Loan Cash Input Transaction Lists Record Financial aid history information for transfer students 4 years 166-475-0055(14)
Student Loan Cash Input Transaction Lists Record Documentation of student's satisfactory academic progress 4 years 166-475-0055(14)
Student Loan Cash Input Transaction Lists Record Documentation of amount, date, and basis of all refund and repayment calculations for student (last date of attendance, grade rosters) 4 years 166-475-0055(14)
Student Loan Cash Input Transaction Lists Record Documentation of outside resources 4 years 166-475-0055(14)
Student Financial Aid Records Student Aid Report (SAR) or Institutional Student Information Report (ISIR) used to determine eligibility 3 years after the end of the award year in which the student borrower last attended the institution 166-475-0055(15)
Student Financial Aid Records documentation of need and eligibility for Title IV funds 3 years after the end of the award year in which the student borrower last attended the institution 166-475-0055(15)
Student Financial Aid Records Cost of attendance information 3 years after the end of the award year in which the student borrower last attended the institution 166-475-0055(15)
Student Financial Aid Records documents used to verify applicant data 3 years after the end of the award year in which the student borrower last attended the institution 166-475-0055(15)
Student Financial Aid Records required student certification statements and supporting documentation 3 years after the end of the award year in which the student borrower last attended the institution 166-475-0055(15)
Student Financial Aid Records documentation of all professional judgments decisions 3 years after the end of the award year in which the student borrower last attended the institution 166-475-0055(15)
Student Financial Aid Records financial aid history information for transfer students 3 years after the end of the award year in which the student borrower last attended the institution 166-475-0055(15)
Student Financial Aid Records documentation of student’s satisfactory academic progress 3 years after the end of the award year in which the student borrower last attended the institution 166-475-0055(15)
Student Financial Aid Records documentation of amount, date, and basis of all refund and repayment calculations for a student (last dates of attendance, grade rosters); and documentation of outside resources 3 years after the end of the award year in which the student borrower last attended the institution 166-475-0055(15)
Student Financial Aid Records Other records relating to the participation in FFEL or Direct Loan Program 3 years after the end of the award year in which the records are submitted 166-475-0055(15)
Student Financial Aid Records Fiscal Operations Report, Application to Participate and supporting documentation 3 years after the end of the award year in which the FISAP is submitted 166-475-0055(15)
Student Loan Check Request Lists Records Quarterly list of loan checks issued from either the Controllers Division or the institution Business Manager's Revolving Fund. 4 years 166-475-0055(16)
Student Loan Payment Coupons Records Payment coupons which accompany each quarterly or monthly payment made to the student loan office 4 years 166-475-0055(17)
Student Promissory Notes Records Promissory notes for student loans negotiated for the current academic year 3 years after repayment 166-475-0055(18)
Work Study Program Administrative Records Job descriptions 3 years 166-475-0055(19)
Work Study Program Administrative Records Award letters 3 years 166-475-0055(19)
Work Study Program Administrative Records Pay rate change notices and related correspondence 3 years 166-475-0055(19)