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Independent Study Records

This series documents departmental approval for students to enroll in independent study courses. Records may include but are not limited to: Permission sheets with students names; course names; number of credits; and faculty signatures.

Identification

Record Series Item Number
7.7
Retention Policy Number
605
Series
7.7 - Student Records - Advising/Degree Plan/ Graduation

Retention Period

Total Retention
AC+1

Characteristics

Final Repository
REGISTRAR
Vital
No
Remarks
AC = Graduation date or last date of attendance.

Status

Last Update
10/15/21 10:35
GUID
UNTRRS-1282

Student Degree Plans

Identification

Record Series Item Number
7.7
Retention Policy Number
276
Series
7.7 - Student Records - Advising/Degree Plan/ Graduation

Retention Period

Total Retention
PM

Characteristics

Final Repository
REGISTRAR/ACADEMIC DEPARTMENT
Vital
Yes

Status

Last Update
10/15/21 10:35
GUID
UNTRRS-1224

Student Advising Records

Identification

Record Series Item Number
7.7
Retention Policy Number
270
Series
7.7 - Student Records - Advising/Degree Plan/ Graduation

Retention Period

Total Retention
AV

Characteristics

Final Repository
LOCAL UNIT
Vital
No

Status

Last Update
10/15/21 10:34
GUID
UNTRRS-1220

Graduation - Degree Audit and Authorizations

This series documents student completion of degree requirements, including authorizations certifying completion of degree requirements. The series may include official graduation audit forms that list students' names; colleges; majors; degrees; minors; the breakdown of institutional degree requirements and how the applicants have fulfilled them; grade point averages; deans' recommendations/comments and signatures; and comprehensive examinations.

Identification

Record Series Item Number
7.7
Retention Policy Number
269
Series
7.7 - Student Records - Advising/Degree Plan/ Graduation

Retention Period

Total Retention
AC+3

Characteristics

Final Repository
Academic Unit
Vital
Yes
Remarks
AC = Graduation or date of last attendance.

Status

Last Update
10/15/21 10:34
GUID
UNTRRS-1604

Emergency Fund

These records include a student's application for emergency fund requests, including documentation of the catastrophic event, and the receipts for what the student used the emergency fund money for.

Identification

Record Series Item Number
7.6
Retention Policy Number
663
Series
7.6 - Student Records - Campus Life/Services

Retention Period

Total Retention
AC+7

Characteristics

Final Repository
Student Financial Services
Vital
Yes
Remarks
AC=Date fund was awarded.

Status

Last Update
10/22/21 11:03
GUID
UNTRRS-1616

CARE Team Files

CARE team meeting notes, counseling referrals, emails, student crisis, follow-ups, spreadsheets, etc.

Identification

Record Series Item Number
7.6
Retention Policy Number
662
Series
7.6 - Student Records - Campus Life/Services

Retention Period

Total Retention
AC + 7

Characteristics

Final Repository
Student Affairs
Vital
Yes
Remarks
AC = After separation or graduation from institution.

Status

Last Update
10/20/21 15:00
GUID
UNTRRS-1617

University Affiliated Student Group Discipline Files

Records and supporting documentation for University Affiliated Student Group discipline. Records may include but are not limited to: incidents reports; final reports; evidence; notification of allegation; timely notice forms; conduct-pending, conduct-restitution, suspension lists; disciplinary reports; informal discussion notes; formal hearing notes and associated tape recordings; final summary statements; decision statements; appeals documentation; and other related documentation and correspondence.

Identification

Record Series Item Number
7.6
Retention Policy Number
651
Series
7.6 - Student Records - Campus Life/Services

Retention Period

Total Retention
AC+7, PM

Characteristics

Final Repository
Dean of Students
Vital
No
Remarks
AC = Case adjudicated. FERPA, confidential record. Retention depends on nature of penalty assessed. Only penalties of expulsion, suspension or disciplinary probation are retained permanently. O=electronic, paper, audio cassette.

Status

Last Update
10/15/21 10:31
GUID
UNTRRS-1284

Student Organization Administrative Records

This series documents the history, development, and policies of campus student organizations.

Identification

Record Series Item Number
7.6
Retention Policy Number
596
Series
7.6 - Student Records - Campus Life/Services

Retention Period

Total Retention
AC+1

Characteristics

Archival
O
Final Repository
STUDENT DEVELOPMENT
Vital
No
Remarks
AC = Life of the organization.

Status

Last Update
10/15/21 10:30
GUID
UNTRRS-1278

Student Housing Records

This series provides a record of occupancy in all institution administered housing. The series may include but is not limited to: housing requests, housing assignments, signed housing policies, driver's license forms, reservation/housing agreements, tenant rent and deposit receipts, tenant discrepancies memos, rent delinquent notices, vacating notices and related documentation and correspondence

Identification

Record Series Item Number
7.6
Retention Policy Number
289
Series
7.6 - Student Records - Campus Life/Services

Retention Period

Total Retention
FE + 5

Characteristics

Final Repository
HOUSING
Vital
Yes
Remarks
Retention is based on UNT internal practice. Retention is also based on requirements listed in the Federal Student Assistance General Provisions 34 CFR 668.24: Record Retention and Examinations.

Status

Last Update
10/15/21 10:29
GUID
UNTRRS-1237