How long to retain admissions records
Most materials for undergraduate admission are imaged, and the image will be retained for at least 10 years.
| Abbreviation | Meaning |
|---|---|
| AAR | Pursuant to athletic association rules |
| AAT | After application term |
| AFT | After first term of enrollment |
| AG | After graduation term or last term of attendance |
| AY | From award year |
| CC | After course completion |
| ET | End of term |
| P | Permanent |
| RD | From date of required disclosure |
| UA | Until admitted |
| UANS | Until administrative need is satisfied |
| UT | Until terminated by the student |
Records for applicants who did not enroll
| Record series title | Description | Retention period |
|---|---|---|
| Admission letters | Notices of admission, waitlist, and denial | 1 year AAT |
| Correspondence, relevant | None | 1 year AAT |
| Waivers of rights of access (admissions) | Waiving right of access to admission letters of recommendation | 1 year AAT |
| Record series title | Description | Retention period |
|---|---|---|
| Applications for admission or readmission | Admission application such as undergraduate, graduate, international, or nondegree/special admittance | 1 year AAT |
| Credit by examination | Reports/scores on advanced placement, CLEP, PEP, etc | 1 year AAT |
| Entrance examination reports and test scores | Standardized test scores such as ACT/SAT, LSAT, MCAT, GRE, TOEFL | 1 year AAT |
| Medical records | Immunization records, etc. | 1 year AAT |
| Letters of recommendation (admissions) | None | 1 year AAT |
| Military documents | None | 1 year AAT |
| Placement test records and scores | None | 1 year AAT |
| Residency classification forms | None | 1 year AAT |
| Test scores (other) | None | 1 year AAT |
| Transcripts (high school) | None | 1 year AAT |
| Transcripts (other colleges) | None | 1 year AAT |
| Record series title | Description | Retention period |
|---|---|---|
| Alien registration receipt card | Evidence of admissibility as a permanent resident | 1 year AAT |
| DS-2019 | Certificate of eligibility for J-1 visa status (formerly IAP-66) | 1 year AAT |
| Employment authorization (work permit), if granted | None | 1 year AAT |
| I20 | Certificate of eligibility for F-1 visa status | 1 year AAT |
| I94 card (copy) | Document issued to nonimmigrants; also known as arrival departure record | 1 year AAT |
| Passport number | None | 1 year AAT |
| Statement of educational costs | Estimate of total school year costs | 1 year AAT |
| Statement of financial responsibility | Evidence of adequate financial resources | 1 year AAT |
Records for applicants who enroll
| Record series title | Description | Retention period |
|---|---|---|
| Admission letters | Notices of admission, waitlist, and denial | 3 years AG |
| Admission letters (special program) | None | 3 years AG |
| Correspondence, relevant | None | 3 years AG |
| Waivers of rights of access (admissions) | Waiving right of access to admission letters of recommendation | 3 years AG |
| Record series title | Description | Retention period |
|---|---|---|
| Applications for admission or readmission | Admission application such as undergraduate, graduate, international, or nondegree/special admittance | 1 year AFT |
| Credit by examination | Reports/scores on advanced placement, CLEP, PEP, etc | 3 years AG |
| Entrance examination reports and test scores | Standardized test scores such as ACT/SAT, LSAT, MCAT, GRE, TOEFL | 3 years AG |
| Medical records | Immunization records, etc. | 3 years AG |
| Letters of recommendation | None | 3 years AG |
| Military documents | None | 3 years AG |
| Placement test scores and reports | None | 3 years AG |
| Release from high school or dual enrollment forms | None | 3 years AG |
| Residency classification forms | None | 3 years AG |
| Test scores (other) | None | 3 years AG |
| Transcripts (high school) | None | 3 years AG |
| Transcripts (other colleges) | None | 3 years AG |
| Record series title | Description | Retention period |
|---|---|---|
| Alien registration receipt card | Evidence of admissibility as a permanent resident | 3 years AG |
| DS-2019 | Certificate of eligibility for J-1 visa status (formerly IAP-66) | 3 years AG |
| Employment authorization (work permit), if granted | None | 3 years AG |
| I20 | Certificate of eligibility for F-1 visa status | 3 years AG |
| I94 card (copy) | Document issued to nonimmigrants; also known as arrival departure record | 3 years AG |
| Passport number | None | 3 years AG |
| Statement of educational costs | Estimate of total school year costs | 3 years AG |
| Statement of financial responsibility | Evidence of adequate financial resources | 3 years AG |