Archives of the University of Notre Dame

Academic Course Change Form Effective 12/2009
Form used to change a student’s academic course for one of the following reasons: discontinuance of a course, addition of a course, or change to a section or number of credit hours.

ACADEMIC COURSE CHANGE FORM	Record Holder	Office Retention	Office Disposition
Official Copy (Office of Record)	Registrar	1 year	Destroy
Unofficial Copies	Any College or Academic Department	Up to 1 year	Destroy

Note:
Academic course change forms should not be filed in the Student File.

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Academic Grade Change Form Effective 12/2009
Form used to change a student’s original grade given for a course.

ACADEMIC GRADE CHANGE FORM	Record Holder	Office Retention	Office Disposition
Official Copy (Office of Record)	Registrar	2 years	Transfer to the Archives to be processed for inclusion
Unofficial Copies	Any College or Academic Department	Colleges and academic departments may retain copies of academic grade change forms as part of the Student File. Please see the Student Files retention schedule for additional guidance.

Academic Transcript Effective 12/2009
Official academic record of each student at the University.

ACADEMIC TRANSCRIPT	Record Holder	Office Retention	Office Disposition
Official Copy (Office of Record)	Registrar	See office-specific records retention schedule for the Registrar
Unofficial Copies	Any College or Academic Department	Colleges and academic departments may retain copies of transcripts as part of the Student File. Please see the Student Files retention schedule for additional guidance.

Application for Admission - Non Enrolled Effective 12/2009
Admission applications and supporting documents submitted by individuals who were not admitted to the University or who were admitted but declined their acceptance and never attended Notre Dame.

APPLICATION FOR ADMISSION – NON ENROLLED

Record Holder

Office Retention

Office Disposition

Official Copy
(Office of Record)

Admission Offices – Undergraduate, Graduate, Law, MBA, etc.

Paper files: 2 years

Electronic files: 10 years

Destroy

Unofficial Copies

Not Applicable

Notes:
Applications for admitted students should be retained permanently as part of the Student File. Please see the Student Files retention schedule for additional guidance.

The Archives may periodically retain a sample of non-enrolled admission files from a given office and year.

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Class Lists Effective 9/2011
Lists generated by the Office of the Registrar and distributed to instructors and academic departments that show the students enrolled in each class. May include several iterations each semester.

CLASS LISTS	Record Holder	Office Retention	Office Disposition
Official Copy (Office of Record)	Registrar	Up to 1 year	Destroy
Unofficial Copies	Any Academic Department	Up to 1 year	Destroy

Grade Lists Effective 12/2009
Official list of grades assigned to students for a particular course. These lists are now completed in electronic form only.

GRADE LISTS	Record Holder	Office Retention	Office Disposition
Official Copy (Office of Record)	Registrar	See office-specific records retention schedule for the Registrar
Unofficial Copies	Any Academic Department	Up to 4 years	Destroy

Student Files Effective 12/2009
Files containing records that document a student’s academic career at the University. Contents of Student Files may vary between offices, but typically they contain some combination of a student’s: application for admission to the University, academic transcript, grade change forms, forms tracking fulfillment of degree requirements, correspondence regarding academic matters, etc. The Official Copy of a Student File is generated by the college, school, program, etc., that grants the degree for the course that the student pursued. Unofficial Copies are generated by subordinate offices, usually the department or program, associated with the student’s major or minor.

STUDENT FILES	Record Holder	Office Retention	Office Disposition
Official Copy (Office of Record)	Degree-Granting Academic Unit (College, School, Program, etc.)	Up to 5 years after student leaves the University	Transfer to the Archives to be processed for inclusion
Unofficial Copies	Any Academic Department	As needed for reference (up to 7 years)	Transfer to the Archives for appraisal and retention / destruction