University of California                                          Records Management Disposition Schedules

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


A. ADMISSIONS AND READMISSIONS (excluding UNEX)
 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 Copy          
B. 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 Copy          
C. EXTRACURRICULAR ACTIVITIES
 G        Activity Records, by Organization         Student       Transfer to   ---          
						    Relations/Dea Archives                   
						    n of          when                       
						    Students      inactive                   

D. 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 Copy          
E. 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 Copy          
F. 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