General Records Schedule

4000-4999 Student Activities and Services
Student Registration
4050
Official Course and Grade Records
This series documents the official academic history of all registered students, and may also document student registration status history.
Records include listings by individual student of courses taken and grades received.
Retention Plan:
Retain permanently.
Note:
Special programs and courses which are not recorded in these official registrars' records are the responsibility of individual departments. Contact the archives for an appraisal of these records and related course materials.
See Also:
4060
Student Registration Transaction Records
This series provides a cumulative record of individual student transactions regarding registration matters.
Records include course registration and enrollment verification forms, payment receipts, invoices, vouchers, course and credit changes, withdrawal forms, and Tuition Assistance Program (TAP) forms.
Retention Plan:
Retain 5 years after creation.
4065
Transcript Request Records
This series documents students' written requests for their official course and grade transcripts.
Records include transcript request forms and letters of request.
Retention Plan:
Retain 1 year after receipt.
Student Relations
4070
Administrative Board Records
This series documents the actions of the board that makes disciplinary decisions regarding academic and non-academic student behavior.
Records include meeting notification letters, dockets, case background materials, statements requests, meeting notes, Administrative Board decision letters, and related correspondence.
Retention Plan:
Transfer to archives 10 years after academic year.
Note:
Contact archives for disposition of records held by offices other than the appropriate administrative board.
4080
Disability Services Records
Also known as Disability Coordinator Records
Records support the responsibilities of the Disability Services Coordinator who works with students with disabilities to ensure they receive the appropriate support services; accessible classrooms, on-campus transportation, reformatted classroom materials, extended time for classroom examinations, note takers, and services for those who have hearing and vision disabilities are among the accommodations to students.
Records include disability services request form, record of telephone conversations, verification of disability including a report from University Health Services or a registered clinician, notes from conversations or visits, and correspondence with students.
Retention Plan:
Retain 3 years after separation or end of disability.
Legal Citation:
28 C.F.R. § 36 (1991); M.G.L. c. 260 § 5B
Note:
Access should be limited to designated personnel.
Students
4120
Degree Recommendation Records
This series documents the decisions to grant degrees and honors to students.
Records include degree and honors recommendation criteria policy and guidelines, reports on general exams and recommendations for honors, honors theses lists, final decision lists, GPA ranking lists, GPA curve groupings, exam schedules, and tabulation notes.
Retention Plan:
a) Degree and honors recommendation criteria policy and guidelines, final reports, and lists
Transfer to archives after end of academic year.
b) All other records
Retain 3 years after end of academic year.
Legal Citation:
M.G.L. c. 260, § 5B
Note:
Contact the archives regarding the retention of Ph.D. related records.
4150
Graduate Student Records
This series documents student acceptance into the department's graduate school program, and their subsequent progress, whether or not they withdraw, transfer, or graduate.
Records include applications, individualized course of study forms, fulfillment summaries, grade reports, essays and essay reports and comments, and requests for access to student records.
Retention Plan:
Transfer to archives 7 years after student separation.
4220
Student Exams
This series documents exams as completed by students.
Records include blue books and other exam materials.
Retention Plan:
Retain 1 semester after end of academic term.
Notes:
1) Do not use this series for exams kept within individual student folders or kept for the purposes of review for final degree recommendations.
2) For blank exams, see 3157, Course Records.
4250
Undergraduate Student Records
This series documents individual student histories as maintained by the Office of the Freshman Dean and then the student's designated house.
Records include applications, Administrative Board records, grade reports, registration forms, recommendations, tutorial reports, withdrawal forms, transcript requests, transcripts, requests for access to student records, and related correspondence.
Retention Plan:
Transfer to archives 7 years after student separation.
4270
Undergraduate Student Concentrator Records
This series documents the student acceptance into the department's concentration program and their subsequent progress whether or not they withdraw, transfer, or graduate.
Records include applications, individualized course of study forms, fulfillment summaries, grade reports, essays and essay reports and comments, tutorial reports, Change of Field of Concentration forms, degree award letters, senior summary sheets, requests for access to student records, and related correspondence.
Retention Plan:
Transfer to archives 7 years after student separation.
4275
Fellow Records
This series documents acceptance of residential and visiting fellows into non-degree-granting fellowship programs and their subsequent progress.
Records include application forms, curriculum vitae, statements of purpose, project proposals, letters of recommendation, writing samples and other supporting materials, appointment letters, financial aid documents, review and evaluation documents, progress reports, speeches, presentations, and correspondence.
Retention Plan:
Transfer to archives 7 years after separation.
See Also:
4280
Scholarships, Fellowships, and Awards Recipient Records
This series documents the individual award histories for traveling fellowships and other scholarships and awards granted to Harvard students and administered by the office.
Records include application letters and proposals, transcripts, letters of recommendation, curriculum vitae, offer letters, and acceptance letters.
Retention Plan:
Transfer to archives 6 years after the end of the award.
Student Financial
4320
Financial Aid and Loan Program Records
This series provides a record of the office's role in the administration of student financial assistance programs in compliance with federal recordkeeping and reporting requirements as required by Title IV of the Higher Education Act of 1965 as amended.
Records include outstanding loan summaries, lists of borrowers, activities by the ledger, program journals, reports, year end fund totals reports, statistical reports and summaries, status of past due accounts, program costs; loan agreements between the institution, financing agents, and students receiving financial aid; powers of attorney, truth in lending statements, and related correspondence.
Retention Plan:
a) Statistical and summary reports, and selected correspondence
Transfer to archives 5 years after end of academic year.
b) All other records
Retain 5 years after end of academic year.
Legal Citation:
34 C.F.R. § 668.24
4350
Gifts, Grants, and Scholarship Disbursement Records
This series is used to monitor the awarding of private monies to students and to reconcile accounts.
Records include account activity records, disbursement stipulations, journal vouchers, daily gift registers, monthly schedules of gifts and grants giving year-to-date accumulations, working papers, spreadsheets, and related correspondence.
Retention Plan:
Retain 5 years after account reconciliation or student separation, whichever period is longer.
Legal Citation:
34 C.F.R. § 668.24
4370
Student Financial Aid Records
This series provides a record of individual student financial aid histories.
Records include request forms, applications, College Scholarship Service financial aid forms (FAFs), U.S. tax returns, W-2 forms, Statements of Non-filing, worksheets, need analysis calculations, financial aid transcripts from former schools, loan applications, gifts, grants, and scholarships award letters, payment histories, promissory notes, and related correspondence.
Retention Plan:
Retain 5 years after student separation.
Legal Citation:
34 C.F.R. § 668.24

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