Mar 01, 2024  
Graduate Catalog 2018-2019 
Graduate Catalog 2018-2019 [ARCHIVED CATALOG]

Retention of Student Records

Official student academic records at Shenandoah University are defined as those records maintained and secured by the registrar.

Official Student Academic Transcript

Student SU transcripts are kept permanently. The official student academic transcript is now stored electronically. In the past, Shenandoah University maintained academic transcripts in hard copy for a period of 10 years after graduation or date of last attendance, after which time it was stored electronically. Files containing a hard copy may be retained for a period of up to 10 additional years, depending upon space availability, after which time it is destroyed by shredding or incineration.

Since 1986, permanent student records have been maintained in electronic or machinereadable format. Backups are done automatically on a daily basis by Institutional Computing. Permanent backup tapes are made at the end of each fall and spring semester. Copies retained on magnetic media are destroyed by magnetic erasure or incineration.

Consent to Release Education Records and Request to Withhold Directory Information forms, if received, are also kept as part of the student’s permanent record.

Other documents germane to the official student academic record that are scanned into the student education record daily and are retained electronically for a period of 10 years after graduation or the date of last attendance include:

Academic actions authorizations (suspension, dismissal, course substitution/waiver approvals, dean’s list letters, etc.)

Acceptance letters

Address change authorizations

Advanced placement records (AP, CLEP, IB, etc.)

Application for Admission or Readmission


Credit by Examination forms

Curriculum Change forms

Degree Audit/Completion forms

Entrance Examination Reports (SAT, ACT, CEEB, PRAXIS, TOEFL, etc.)

Graduation Clearance Forms

Name change authorizations

Registration forms

Schedule Adjustment forms (Drop/Add, Withdrawal, etc.)

Student Enrollment Certifications/Verifications

Transcripts from high schools, other colleges and universities

Transfer credit evaluations

Withdrawal forms

Electronic Evaluations by PharmCAS, ATCAS, PTCAS, OTCAS and CASPA will be maintained in the Official Record minus the student essay and letters of recommendation, which will be shredded once the student is admitted

Files related to military benefits are kept for a period of three years after the final VA certification.

The following documents are maintained for a period of one year after receipt:

Student transcript requests

The following documents are maintained until a student is admitted:

Audition reports (top portion retained by Conservatory as required by accreditation agency with comment portion detached and shredded)

Letters of recommendation

In addition to the student records defined as permanent and maintained in the Office of the Registrar, the university offices listed below maintain and keep records specific to those offices from one year to infinity, depending on individual departmental policies concerning retention and disposal of records.

Academic Enrichment Center

Bernard J. Dunn School of Pharmacy

Career Services

Center for International Programs

College of Arts & Sciences

Eleanor Wade Custer School of Nursing

Financial Aid

Harry F. Byrd, Jr. School of Business

School of Education & Human Development

School of Health Professions

Shenandoah Conservatory

Student Accounts

Student Life

Wilkins Wellness Center