PERMANENT STUDENT RECORD POLICY

AUBURN UNIVERSITY

Revised June 17, 2004

Permanent Student Record

The information below shall constitute the official Auburn University permanent student record:

Information Type		Under- graduate	Graduate
Identifiers	Student Name Student Number/Social Security Number	X X	X X
Auburn University Credit	Term and Year Work Occurred Class and Curriculum Course Title Course Designation & Course No. Lecture and Lab Hours (if applicable) Hours Attempted for Courses Hours Passed for Course Grade for Course Grade Points for Course Term Grade Point Average Cumulative Grade Point Average Cumulative Hours Attempted Cumulative Hours Passed Cumulative Grade Points Academic Status Dean’s Honor Roll (as applicable)	X X X X X X X X X X X X X X X X	X X X X X X X X X X X X X X X
Other Academic Credit	Advanced Placement College Level Examination Program (CLEP) Departmental Proficiency Exam Military Service Correspondence Transfer Work form Other School*	X X X X X X	X**
Other Miscellaneous Information	Comments on Enrollment Status Comments on Credit Accepted Comments Affecting Degree Requirements Co-op Work Experience Degrees and Dates Awarded Honor Graduation (as applicable)	X X X X X X	X X X X X

* as determined by policies and procedures for the recording of transfer work.

** only upon written request from the Graduate School.

The following information is back-up documentation for the permanent student record:

I. Other Undergraduate Student Information

The following information on undergraduate students will be retained for five years after the student’s graduation or last date of attendance★:

1. Admission Application including all admissions correspondence and information used in the admissions decision (e.g., ACT/SAT scores, high school and college transcripts, etc.)

2. Documents reflecting credits for Advanced Placement, CLEP, Departmental Proficiency Exam, and Military Service

3. Residency Applications

4. Correspondence from Admissions Committee or Dean’s Office Regarding Continuation of Enrollment

5. Miscellaneous correspondence (including correspondence regarding degree requirements, transfer credit evaluations, etc.)

6. Name Changes, Student ID Changes, and Major Change Forms

II. Other Graduate Student Information

The following information on graduate students will be retained for five years after the student’s graduation or last date of attendance★:

1. Admission Application including admissions correspondence and information used in the admissions decision (e.g., GRE/GMAT/TOEFL scores, college transcripts, etc.)

2. Correspondence from Admissions Committee or Dean’s Office Regarding Continuation of Enrollment

3. Miscellaneous correspondence (including correspondence regarding degree requirements, transfer credit evaluations, etc.)

III. Administrative Records Related to Student Permanent Record

A. Other student information retained permanently but not as a part of the individual student’s permanent record:

Grades from Independent Distance Education (Extended Option) Courses

Instructor’s Grade Sheets

Lists of Graduates and Honor Graduates

Resignation Cards

Grade Changes

Lists of Students Enrolled

Release Forms Signed by Student for Release of Records to Third Parties

B. The following information shall be retained for at least one year:

Academic Warning and Suspension Lists

Diploma Applications

Dean’s Honor Roll Lists

Athlete Enrollment Status

Graduation Applications

★ Retention period is in accordance with guidelines of American Association of Collegiate Registrars and Admissions Officers (AACRAO) and State of Alabama Policies on Retention of Records.