General Record Category Type of Record Retention Period OAR #
Academic Standing Reports Records Student name, grade point averages (GPAs), grade point deficiencies, and number of previous suspensions and probations; student petitions for re-evaluation; report of student progress toward academic readmission/removal of probation status at other institutions; academic honors and awards 3 years 166-475-0110(1)
Academic Standing Reports Records Related documentation and correspondence 3 years 166-475-0110(1)
Admissions Reports Records Working papers; drafts; transitory reports; related documentation and reports 5 years 166-475-0110(2)
Admissions Reports Records Final reports Permanent 166-475-0110(2)
Certification Records Applications for admission to a program; registration for practicum hours and evidence of the completing of the practicum transcripts; narrative evaluations on practicum; notice of completion of hours required for certification; recommendations and evaluations; and related correspondence 5 years after initial certification 166-475-0110(3)
Class List Records Student names; Student ID Number; term; enrollment/registration status 1 term 166-475-0110(4)
Commencement Records Commencement attendance forms Until degrees conferred 166-475-0110(5)
Commencement Records Commencement planning records created by commencement committees or other planning groups and related documentation and correspondence Permanent 166-475-0110(5)
Diploma Mailing Verification Records Signed cards listing permanent addresses for diplomas to be mailed to; indicating that fees have been paid; and listing students' names, college or school within the institution, degrees granted, and dates of request. 1 year 166-475-0110(6)
Enrollment Reports Records Final Reports Permanent 166-475-0110(7)
Enrollment Reports Records Working papers; related documents and correspondence 2 years 166-475-0110(7)
Examinations, Tests, Term Papers, and Homework Records Examinations and answers; quizzes and answers; homework assignments; course papers; term papers; and essay assignments. 1 term after completion for uncontested grade; until resolved for contested grade results 166-475-0110(8)
Family Educational Rights and Privacy Act (FERPA) Documents Records Requests for formal hearings; requests for release of personally identifiable information; record of disclosure made to third parties; student statements regarding hearing panel decisions; written decision of the hearing panel written consent of the student to disclose records; waivers for rights of access and related documentation and correspondence (a) life of the affected record or until student terminates waiver for written consent of the student to disclose records and waivers for rights of access (b) life of the affected record for all other records. 166-475-0110(9)
Fraternity and Sorority Membership Records High school attended; major; hometown; date pledged; graduation date; offices held; and awards received 5 years after last enrollment 166-475-0110(10)
Grade Reports Record Course number and titles; grades awarded; grade point average; student name; and social security number 1 term 166-475-0110(11)
Grade Rosters Records Student names and student ID numbers; course titles and numbers; sections; grades awarded; and instructors' signatures (a) 10 years for records created after implementation of the Student Information System; (b) 25 years for records created before the implementation of the Student Information System 166-475-0110(12)
Graduate Student Degree Completed  Records Applications for Admission to graduate School; notices of admission; standardized placement and evaluation exams; transcripts; requests to audio courses; major department/degree change requests; assignment of an advisor; composition of dissertation/thesis committee and any changes thereof; proposed program sheets; transmittal sheets for records; statement of goals and objectives; certification of transferred courses; grade reports; course waiver requests; removal of incomplete grades forms; seven year time-limit appeal records; oral and written exam result -preliminary, qualifying and comprehensive; report for final oral examination and thesis credit for advanced degree; thesis title card approvals; petition for change in graduate program; petitions or letters requesting exemption from institution regulations or procedures; advising checklists; transcripts from other institutions; on-leave requests and approvals, official graduation audit; program advisors' reports showing progress towards academic degrees; advancement to candidacy forms; awards; and related documentation and correspondence 20 years after degree completed 166-475-0110(13)
Graduate Students Degree Uncompleted Records applications for admission to graduate school; recommendations/ evaluations for admission; notices of admission; standardized placement and evaluation exams; transcripts; graduate school departmental action forms; requests to audit courses; major department/degree change requests; assignment of an advisor; composition of dissertation/thesis committee and any changes thereof; proposed program sheets; transmittal sheets for records; statements of goals and objectives; abstract of thesis or dissertation; certifications of transferred courses; grade reports; course waiver requests; removal of incomplete grades forms; seven year time-limit appeal records; oral and written exam results — preliminary, qualifying and comprehensive; reports of final oral examination and thesis credit for advanced degree; thesis title card approvals; petitions for change in graduate program; petitions or letters requesting exemption from institution regulations or procedures; on-leave requests and approvals; advising checklists; transcripts from other institutions; program advisors’ reports showing progress towards academic degree; advancement to candidacy forms; comprehensive exam results; awards; and related documentation and correspondence a) 25 years after last enrollment for doctoral students, destroy (b) 10 years after last enrollment for masters students 166-475-0110(14)
Graduate Students Denied Admission/No Show Records limited to applications for admission to graduate school forms, records of GRE and other test scores, departmental action forms; standardized examination reports, foreign student financial documentation, departmental or college supplemental application forms, departmental or college student application status reports, letters of recommendation, resumes, transcripts, and related documentation and correspondence. (a) 3 years after denial of admission notification, (b) 1 year after notification of admission if applicant fails to enroll (c) 1 year for test scores of students that do not apply 166-475-0110(15)
Grievance Records Notices of grievance; informal discussion notes; grievance responses; formal hearing notes (including audio tapes); final summary statements; settlement agreements; appeals documentation; and related records. 3 years after last enrollment for appealed grievances; 3 years after resolution for grievances not appealed 166-475-0110(16)
independent Study Records Permission sheets with students' names; course names; number of credits; and faculty signatures 1 year 166-475-0110(17)
Instructors' Grade Records Instructor's grade books; grade confirmation reports; grade confirmation and change records; and final grade rosters 2 years 166-475-0110(18)
International Students Records copies of visas; scholarship information; institution admissions forms; graduate school applications; transcripts of previous college work; grade reports of prior college work; grade reports from institutional courses; international student advisors’ notes; degree completion certificates; explanations for student withdrawals; recommendations and evaluations of students; and related documentation and correspondence 7 years after last enrollment for all student records of matriculates, 1 year after failure to enroll for all student records of non-matriculates 166-475-0110(19)
Internship Program Records Applications for internships inside and external to the institution; agreements with departments; postings/notices; student resumes; transcripts; copies of contracts; proposed institutional listings; notes; and related documentation and correspondence 5 years 166-475-0110(20)
Law Student Records applications for admission; record of degree candidate; request for transfer of graduate credit; statement of completion of requirements for law degree; requests for permission to re-register in the law school; leave of absence requests; petition to extend time past 7-year completion requirement; awards; and related documentation and correspondence. 75 years for completed degrees; 7 years after last enrollment for uncompleted degrees 166-475-0110(21)
Name Changes Records Letters requesting change in name; name change forms; lists of reports of students with changed names; and related documentation and correspondence 5 years after degree completed or last enrollment 166-475-0110(22)
National Testing Records Testing rules and regulations; rosters of test takers; seating charts; supervisors' reports; and vouchers for payment of testing 3 years after testing date 166-475-0110(23)
Non-Institutional Student Records application and admission documentation; personal and family information; medical and health documentation; selection and decision making documentation; Educational Opportunity Program (EOP) documentation; notification of admission and non-admission; recommendations and evaluative materials; copies of academic records; counseling and advising notes and documentation; housing and conduct documentation; federal student aid reports; risk release and insurance forms; immigration and citizenship documentation; financial responsibility records; reports; and related documentation and correspondence 3 years after separation from program 166-475-0110(24)
Placement Records Credentials records showing where, when, and cost of letters sent; release of information form which includes a listing of the reference letters to be sent; reference letters; student teaching reports; professional program certificates; personal data sheets and resumes; College Interview Forms; and related documentation and correspondence 5 years after established files; 2 years for incomplete file establishment requests 166-475-0110(25)
Placement Survey Records Reports and questionnaires which provide the following information on individual alumni; career status or job title; continuing education geographic location; source of finding; employment; relationship of employment to major; salary; computer training needs; and number of years enrolled Permanent for reports; 3 years for questionnaires 166-475-0110(26)
Prospective International Student Records Letters of inquiry from prospective students; official replies to inquiries; completed applications and admittance forms; local data sheets; advisory notes; and related documentation and correspondence 5 years 166-475-0110(27)
Recruiters Records Scheduling calendars; Recruiter Schedules; affirmative action statements; recruiter information forms; lists of interviewees; feedback forms from recruiters; related documentation and correspondence 2 years 166-475-0110(28)
Residency Affidavits Records Affidavits; correspondence regarding residency; and related documentation 5 years from date status determined 166-475-0110(29)
Services to Students with Disabilities (SDD) Records health professional evaluation reports; recommendations for student applicants; high school transcripts and academic work-sheets; autobiographical essays; copies of applications for admission; copies of notices of admission; special admissions applications checklists; questionnaires; physicians’ statements and letters of recommendation; counseling interview notes and referrals; and related documentation and correspondence 5 years after last contact 166-475-0110(30)
Scholarship Records Correspondence, applications, disbursement documentation and related documentation 6years after award disbursed for individual awarded scholarships 166-475-0110(31)
Scholarship Records Selection criteria and related documentation Until superseded 166-475-0110(31)
Special Academic Programs Student Records application documentation; personal information; medical and health documentation; admission and non-acceptance documentation; recommendations and evaluative materials; copies of academic records; counseling and advising notes and documentation; risk release and insurance forms; immigration and citizenship documentation; financial responsibility records; reports; and related documentation and correspondence 7 years for accepted and enrolled participants; 2 years for denied admission or did not enroll after acceptance 166-475-0110(32)
Student Academic Records academic transcripts; high school and non-institutional college transcripts; applications; notices of admission, readmission, denial and acceptance; grade reports; records of grade changes; reservation of credit requests; petitions for exemption from institution regulations and procedures; applications for withdrawal from the institution forms; advanced standing reports; standardized examination reports; letters of recommendation; vault number index card file; and related documentation and correspondence.  Permanent for institutional academic transcripts, applications for admission, and grade change records of students awarded degrees.  7 years after students graduation/last enrollment for all other records 166-475-0110(33)
Student Activity Reports Records Country of origin; degrees held and pursued; financial situation; gender and ethnicity; marital status; veterans status; academic standing and grade point averages; placement test scores; immigration status; and other data elements Until superseded or obsolete 166-475-0110(34)
Students Admission Records Admission applications; academic transcripts from other institutions; test scores; letter of admittance; and related documentation and correspondence Until matriculation, transfer to the Registrar's Office or inclusion in the Student Academic Records. 166-475-0110(35)
Student Advising Records applications for program admission; notices of admission; grade reports; degree program requirement lists; departmental course waiver forms; program advisors’ reports showing progress towards academic degrees; advising checklist forms; advisors’ notes; copies of transcripts; Program Planning Sheets; advanced standing examination reports; official graduation audits; curriculum posting sheets; recommendation letters; suspension notices; re-admission notices; comprehensive exam results; awards; and related documentation and correspondence 1 year after degree completed or last enrollment 166-475-0110(36)
Student Conduct Record Incident reports, evidence, notifications of allegation, notifications of decision or outcome, and related documentation 75 years if resulting in expulsion, degree revocation, negative notation on the transcript 166-475-0110(37)
Student Conduct Record Incident reports, evidence, notifications of allegation, notifications of decision or outcome, and related documentation 5 years all other records 166-475-0110(37)
Student Development Transcripts Record Transcripts listing activities Permanent 166-475-0110(38)
Student Development Transcripts Record Background materials used to validate the activities and related correspondence 5 years 166-475-0110(38)
Student Non-Disclosure Requests Records Student requests for non-disclosure of directory information and memoranda distributed to pertinent departments informing units which might have pertinent information not to disclose that information. 1 year for revoked requests; Permanent for all other records 166-475-0110(39)
Student Organization Administrative Records Annual review forms; minutes; constitutions and bylaws; committee, subcommittee, and task-force records; Student Senate bill and resolution files; budgets; handbooks; officer and member rosters; scrapbooks; photographs; and related documentation and correspondence Permanent 166-475-0110(40)
Student Recruitment Records Prospect lists; interview and conversation notes; photographs; personal information forms and resumes; test scores; academic transcripts; and related documentation and correspondence 5 years 166-475-0110(41)
Student Status Cards Records Name, date entered, department, change of school, graduation dates, degress, previous schools attended, notation of activities and honors, photographs 20 years 166-475-0110(42)
Students (Undergraduate) Denied Admissions/No Show Records Admission applications 2 years after denial of admission 166-475-0110(43)
Students (Undergraduate) Denied Admissions/No Show Records Academic transcripts from other institutions 2 years after denial of admission 166-475-0110(43)
Students (Undergraduate) Denied Admissions/No Show Records Ttest scores 2 years after denial of admission 166-475-0110(43)
Students (Undergraduate) Denied Admissions/No Show Records Letters of admittance 2 years after denial of admission 166-475-0110(43)
Students (Undergraduate) Denied Admissions/No Show Records Related documentation and correspondence 2 years after denial of admission 166-475-0110(43)
Students (Undergraduate) Denied Admissions/No Show Records Admission applications 1 year after notification of admission if applicant fails to enroll 166-475-0110(43)
Students (Undergraduate) Denied Admissions/No Show Records Academic transcripts from other institutions 1 year after notification of admission if applicant fails to enroll 166-475-0110(43)
Students (Undergraduate) Denied Admissions/No Show Records Test scores 1 year after notification of admission if applicant fails to enroll 166-475-0110(43)
Students (Undergraduate) Denied Admissions/No Show Records Letters of admittance 1 year after notification of admission if applicant fails to enroll 166-475-0110(43)
Students (Undergraduate) Denied Admissions/No Show Records Related documentation and correspondence 1 year after notification of admission if applicant fails to enroll 166-475-0110(43)
Student Statistical Reports Records Specialized listings and statistical reports pertaining to departmental and college registration Permanent for summary and annual reports, 3 years for all other records 166-475-0110(44)
Student Statistical Reports Records Course changes Permanent for summary and annual reports, 3 years for all other records 166-475-0110(44)
Student Statistical Reports Records Add/Drops Permanent for summary and annual reports, 3 years for all other records 166-475-0110(44)
Student Statistical Reports Records Geographical distribution of students Permanent for summary and annual reports, 3 years for all other records 166-475-0110(44)
Student Statistical Reports Records Student Age and Gender Data Permanent for summary and annual reports, 3 years for all other records 166-475-0110(44)
Student Statistical Reports Records Mortality of Classes Permanent for summary and annual reports, 3 years for all other records 166-475-0110(44)
Student Statistical Reports Records Student Transfers from other schools Permanent for summary and annual reports, 3 years for all other records 166-475-0110(44)
Student Statistical Reports Records Student Body GPA's and GPA's of living groups Permanent for summary and annual reports, 3 years for all other records 166-475-0110(44)
Student Statistical Reports Records Veterans Enrollment Permanent for summary and annual reports, 3 years for all other records 166-475-0110(44)
Student Statistical Reports Records Reports documenting student and enrollment by term Permanent for summary and annual reports, 3 years for all other records 166-475-0110(44)
Student Statistical Reports Records Reports on Other Topics Permanent for summary and annual reports, 3 years for all other records 166-475-0110(44)
Student Tracking Records Registration Forms 1 year 166-475-0110(45)
Student Tracking Records Registration Change Forms (Add/Drops) 1 year 166-475-0110(45)
Student Tracking Records Withdrawal Forms 1 year 166-475-0110(45)
Student Tracking Records Application for Re-addmission Forms 1 year 166-475-0110(45)
Student Tracking Records Change of schools (within the institution) forms 1 year 166-475-0110(45)
Student Tracking Records Grading basis (unsatisfactory/satisfactory) change forms 1 year 166-475-0110(45)
Supplemental Grade Report Records Supplemental Grade Reports (SGRs) 5 years for records created after implementation of the Student Information System, 25 years for records created before system implementation  166-475-0110(46)
Supplemental Grade Report Records Removal of I and E forms 5 years for records created after implementation of the Student Information System, 25 years for records created before system implementation  166-475-0110(46)
Supplemental Grade Report Records Related documentation and correspondence 5 years for records created after implementation of the Student Information System, 25 years for records created before system implementation  166-475-0110(46)
Theses and Dissertation Records Final and accepted copies of theses and dissertations and final and terminal projects Permanent 166-475-0110(47)
Transcript Hold or Encumbering Authorization Forms Records Forms authorizing the holding of academic records and information until a specific action is taken by the subject of the academic record Until release of the hold authorization 166-475-0110(48)
Transcript Request Forms Records Student’s present name and other name(s) under which the student attended; social security number; vault number (used in locating the transcript in the Student Record series); home address; phone number; student signature; number of copies of transcript requested; fee status; whether official or unofficial transcripts are desired; date of request; and destination(s) of transcript(s) 6 months 166-475-0110(49)
Undergraduate Degree Audit and Application for Graduation Records Work Sheets 5 years after last enrollment 166-475-0110(50)
Undergraduate Degree Audit and Application for Graduation Records Transcripts 5 years after last enrollment 166-475-0110(50)
Undergraduate Degree Audit and Application for Graduation Records Transfer Course Evaluations 5 years after last enrollment 166-475-0110(50)
Undergraduate Degree Audit and Application for Graduation Records Official graduation audit forms that list students’ names; colleges; majors; degrees; minors; the course loads taken by the applicants for previous three terms; the breakdown of institutional undergraduate degree requirements (as opposed to school, major, or certificate program graduation requirements) and how the applicants have fulfilled them; grade point averages; and deans’ recommendations/ comments and signatures 5 years after last enrollment 166-475-0110(50)
Veterans Records Oregon State Veterans Affairs form 1006M that certifies Oregon resident veterans educational benefits entitlements 3 years following termination of enrollment period 166-475-0110(51)
Veterans Records Individual veteran student records that certify to the U.S. Department of Veterans Affairs that the student is eligible for educational benefits, is currently enrolled at the institution in a qualifying curriculum, and is maintaining standards required to receive entitlements 3 years following termination of enrollment period 166-475-0110(51)
Veterans Records Veterans attendance reports 3 years following termination of enrollment period 166-475-0110(51)
Veterans Records Related forms, documentation, and correspondence 3 years following termination of enrollment period 166-475-0110(51)