Academic Services
Records Retention Rules
Oregon Administrative Rules for Retention of Student Records
Faculty and staff who maintain student records must follow established records retention guidelines. Below is a list of records typically maintained by faculty and staff at SOU. If you do not find what you need in this list, a comprehensive OUS records retention listing is available on the Oregon University System web site.
Certification Records: 5 years. Documents the preparation of students earning degrees and/or certification for licenses or certificates to enter a profession and forms the basis of the initial certification for various professions. Records may include: applications for admission to a program; registration for practicum hours and evidence of the completion of the practicum; transcripts; narrative evaluations on practicum; notice of completion of hours required for certification; recommendations and evaluations; related correspondence.
Commencement Records: Permanent for programs; until degrees conferred for commencement attendance; 2 years for all other. Documents commencement program planning and implementation. Records include: commencement attendance forms; planning records; related documentation and correspondence.
Diploma Mailing Verification Records: 1 year. Documents students' requests to have diplomas distributed to specific addresses. Records include: signed cards listing permanent addresses for diploma mailing; indicating that fees have been paid; listing students' names; college or school within institution; degrees granted; dates of request.
Examinations, Tests, Term Papers & Homework Records: 1 term after completion for uncontested grade results; until resolved for contested grade results. Documents student subject mastery. Records may include: exams and answers; quizzes and answers; homework assignments; course papers; term papers; essay assignments.
Graduate Students Degree Completed Records: 20 years after degree completed. Documents students' admission into graduate programs and subsequent academic progress. Records may include: applications; notices of admission; standardized placement and evaluation exams; transcripts; requests to audit courses; major department/degree change requests; assignment of an advisor; composition of dissertation/theses committee and any changes thereof; proposed program sheets; transmittal sheets for records; statements of goals and objectives; certification of transferred courses; grade reports; course waiver requests; removal of incomplete grades forms; seven year time-limit appeal records; oral and written exam results - preliminary, qualifying and comprehensive; report of final oral exam and theses credit for advanced degree; thesis title card approvals; petition for change in graduate program; petitions or letters requesting exemption from institution regulations or procedures; advising checklists; transcripts from other institutions; on-leave requests and approvals; official graduation audit; program advisors' reports showing progress towards academic degrees; advancement to candidacy forms; awards; related documentation and correspondence.
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