Jun 14, 2024  
2023-2024 Undergraduate Catalog 
2023-2024 Undergraduate 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 machine-readable format. Backups are done automatically on a daily basis by Information Technology. 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.

In the event of an on-campus event that might negatively impact our student records, we maintain a nightly backup of such records at an off-premises location.

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.

Student Support Services
Bernard J. Dunn School of Pharmacy
Career Services
Center for International Programs
College of Arts & Sciences
Eleanor Wade Custer School of Nursing
Financial Aid
School of Business
Division of Education and Leadership
School of Health Professions
Shenandoah Conservatory
Student Accounts
Student Life
Wilkins Wellness Center