Elon Records Retention Policy

(Based on AACRAO 2010)

Record Type Retention Guideline
Academic advisement records 2 years after graduation
Academic warning (academic non-performance) 5 years after graduation
Academic integrity violation 7 years from date of incident
Academic records (misc. evaluations/assessments) Permanent
Correspondence (related to academic records) 1 year
Disciplinary action records 7 years from date of incident
Grievance/complaint issued by student 3 years after closure
Major/minor/certificate/concentration changes 5 years after graduation
Appeals for exception to academic policy 4 years
Thesis/Dissertation Permanent
Athlete eligibility reports 1 year after certification
Athlete records (includes eligibility information, academic information,
documentation of participation, tutor evaluations, etc.)
10 years
Enrollment verification 1 year after verification
Residency verification 6 years after submission
Teacher certifications 1 year after certification
Transcript requests (by student) 1 year after submitted
VA certification records 3 years after graduation
Degree audits 5 years after graduation
Returned diplomas 5 years
Graduation lists Permanent
Substitution/waivers for degree requirements 5 years after graduation
Final exams/graded coursework 1 year after course completion
Grade appeal/complaint 1 year
Faculty grade book 5 years after course completion
Grade change forms 5 years after submission
Final grade reports 1 year after date distributed
Midterm grade reports End of term
Final grade submission data Permanent
Name change request 5 years after graduation
Personal data update (race, ethnicity, etc.) 1 year after graduation
Transfer credit evaluations 5 years after graduation
Tuition and fee charges 5 years after graduation
Class lists Permanent
Credit/no credit, audit, pass/no pass approval 1 year after date submitted
Drop/add/requests 1 year after date submitted
Withdrawal requests 5 years after date submitted
Catalogs Permanent
Commencement programs Permanent
Instruction evaluations (by students) 1 semester