University of California Records Management Disposition SchedulesA. ADMISSIONS AND READMISSIONS (excluding UNEX)Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other Copy
VII. STUDENT AND APPLICANT RECORDS
G Applications Application, Undergrad - Matriculated Registrar 1-15 0-2 Application, Undergrad - Undergrad 1-5 0-2 Non-matriculated Admissions Application, Graduate - Matriculated Grad 1-15 0-5 Admissions or Registrar Application, Graduate - Grad 1-2 0-2 Non-matriculated Admissions or Registrar Intercampus Transfer, Applications for Undergrad 1-15 0-2 Admissions or Registrar G Intercampus Graduate Studies Exchange Graduate 1-permanent 0-5 Program Div. OGSR-SD G Admissions Office Progress Reports Undergrad 0-5 0-3 (Periodic Activity Level) Admissions or Grad Admissions G Evaluations and Recommendations Undergrad, Matriculated Undergrad 1-15 0-2 Admissions or Registrar Undergrad, Non-matriculated Undergrad 1-5 0-2 Admissions Graduate, Matriculated Grad 1-15 0-5 Admissions Registrar, or Department Graduate, Non-matriculated Grad 1-2 --- Admissions G Statement of Residence Status (resident Undergrad 0-10 --- or non-resident) Admissions, Grad Admissions or Registrar G Statement of Intention to Register (SIR) Undergrad, Matriculated Undergrad 1-5 0-2 Admissions or Registrar Undergrad, Non-matriculated Undergrad 0-2 --- Admissions Graduate, Matriculated Grad 1-5 --- Admissions or Registrar Graduate, Non-matriculated Grad 0-2 --- Admissions G Test Scores (SCAT, GRE, et al.) Undergrad, Matriculated Undergrad 1-15 0-2 Admissions or Registrar Undergrad, Non-matriculated Undergrad 1-5 0-2 Admissions Graduate, Matriculated Grad 1-15 0-5 Admissions, Registrar or Department Graduate, Non-matriculated Grad 1-2 0-2 Admissions or Department Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other CopyB. EMPLOYMENT - UNDERGRADUATES AND GRADUATES
G Active Job Orders, Career Division of Placement Until --- Placement Center Ctr. obsolete Career Serv.-SB G Career Employment Records for Placement Placement 5 0-5 Center Ctr. Career Serv.-SB Job Applications, Teacher Placement Placement 10 to --- Files (N/A at SB except references) Ctr. retirement Career age of Serv.-SB applicant Job Applications, Other Than Teacher Placement 0-10 --- Placement Files Ctr. or Department Career Serv.-SB Job Applications, Student, Part-time and Placement or 0-1 --- Temporary Student Employment Career Serv.-SB OGSR-SD Job Opening Records, Part-time Placement or Until --- Student obsolete Employment Career Serv.-SB OGSR-SD G Recruiting Material Placement Until --- Ctr. obsolete or Career superseded Serv.-SB Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other CopyC. EXTRACURRICULAR ACTIVITIES
G Activity Records, by Organization Student Transfer to --- Relations/Dea Archives n of when Students inactiveD. FINANCIAL AID
G Application for Financial Aid (Awarded) Financial *5 --- Aid G Application for Financial Aid (Rejected) Financial 1-3 --- Aid G Application for Scholarship or Administering 5-permanent --- Fellowship (Awarded) Office G Application for Scholarship or Administering 1 --- Fellowship (Incomplete or Rejected) Office G Authorization of Grant or Loan Administering *5 --- Office G Certification of Eligibility (for Financial *5 --- Federal or State Aid Program) Aid G Award Letter Financial 5 --- Aid G Financial Aid - Status Revision Sheet Administering 5 1 (Awarded) Office G Fiscal Status Sheet Administering 5 --- (Journal/Invoice/Credit Memo) Office G Fee Payment Authorization General 5 --- Accounting/Loan Administration Financial Aid Reports - Computer Generated G Financial Aid - Status Reports Financial 1 --- Aid G Fund Summary Reports Financial 1 --- Aid G Award Reports Financial 1 --- Aid G Financial Aid - Annual Inventory Report Financial 5 0-5 - Undergraduate Aid G Financial Aid - Annual Inventory Report Financial 5 0-5 - Graduate Aid Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other CopyE. REGISTRATION, ENROLLMENT, AND PERFORMANCE (excluding UNEX)
G Advisors Records and Notes Department 2-5 --- G Class Enrollment Check Lists Registrar 0-1 0-1 G Counseling Case Records (except medical Counseling 0-7 --- and psychiatric records; for these see Office Student Health Records, Section IV) G Course Reports--Final Registrar 5-Permanent 0-5 G Degree Candidates and Degree Summaries Registrar/ 0-1 0-1 Grad Division G Degree Evaluation Department/ 0-10 --- Registrar/ Grad Division G Disciplinary Records, Academic Registrar/ 0-10 --- Grad Division G Disciplinary Records, Non-academic Dean of 0-10 --- Students OGSR-SD G Grade Listings and Summaries Registrar 0-1 0-1 G Individual Student File Registrar/ 5 after --- Department/ graduation Dean of or Students/ withdrawal Grad Division G Preferred Course Program Registrar 0-1 --- G Progress Records, major department Department 2-5 --- G Request for Course Approval Registrar 5-permanent Until superseded G Schedule of Classes (Campus OP/Campus 10-then to 0-2 Institutional Studies Report) Institutional Archives Studies/ Planning G Schedule of Classes (Regular and Summer Registrar/ 5-then to --- Session) Summer Archives Session G Statistical Summaries/Reports/Surveys OP/Campus 5-10 then to 1-10 Institutional Archives Studies/ Planning/ Registrar/AIS OGSR-SD G Student Grade Record Card Registrar Permanent 0-5 (V) G Student Petitions (name changes, study Admissions/ 1-15 --- list changes, changes of major, notice Registrar of withdrawal, et al.) G Student Specific Summaries Registrar 0-5 0-1 G Study List Registrar 0-2 --- G Transcript Requests Registrar 0-3 --- Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other CopyF. UNIVERSITY EXTENSION
G Concurrent Course Enrollment UNEX Student 0-5 --- Authorization and Application Services G Correspondence with UNEX Students UNEX depts. 0-5 0-1 G Course and/or Teacher Approval Form UNEX Student 5-permanent 0-1 Services/ Program Processing-SD G Enrollment Application UNEX Student 0-5 0-1 Services G Petition by UNEX Student UNEX 0-5 --- departments G Program Proposal and Change UNEX Student *5 0-5 Services/ Program Processing-SD G Schedule of Classes UNEX Student *5 then to 1-2 Services Archives G Statistical Summary - UNEX OP/Dean-UNEX/ 0-10 then to 0-3 Archives Student Serv. G Teacher Contract (Acceptance of UNEX *5 0-3 Compensation and Allowances) Business Office G Transcripts (Student History Card) UNEX Student Permanent --- Services G Transcript Requests UNEX Student 0-1 --- Services G Veterans' Eligibility Record UNEX Student 1 after --- Services expiration N/A-D date University Extension Reports - Computer Generated (Davis-N/A) G Create and Maintain UNEX Course Master UNEX MIS 0-1 --- Edit DPC-SD G New or Revised Course Detail UNEX MIS 0-1 --- Student Services-SD G Create and Maintain Enrollment UNEX MIS 0-1 --- DPC-SD G Extract Midterm and Final Class List DPC 0-1 --- G Enrollments by Location - Quarterly UNEX MIS 0-10 0-1 N/A-SD G Enrollments by Location - Annual UNEX MIS 5-10 0-1 N/A-SD G List of Class Counts - Quarterly UNEX MIS 0-5 0-1 Student Services-SD G List of Class Counts - Annual UNEX MIS 5-10 0-1 N/A-SD G Class List and Grade Reports - Final UNEX Student 5-permanent 0-1 Services G Balance Grade Spread Cards - Edit DPC UAT --- G Enrollment Summary Statistics - UNEX Student 0-10 0-1 Quarterly Services UNEX MIS-LA G Enrollment Summary Statistics - Annual UNEX Student 5-10 then 0-1 Services to Archives UNEX MIS-LA G Extension Statistics by Budget Area UNEX Student 5-10 0-1 Services UNEX MIS-LA