3.13 Student Record Retention

Responsible Position

Vice President of Academic and Student Affairs

RELATED ITEMS

Family Educational Rights and Privacy Act (FERPA)
Minnesota Government Data Practices Act (MGDPA)

POLICY STATEMENT

Alexandria Technical and Community College maintains the privacy of student records in accordance with the Family Educational Rights and Privacy Act (FERPA) and the Minnesota Government Data Practices Act (MGDPA).

All individual student records must be purged no later than 10 years from the student's departure from enrollment whether that departure was through graduation or otherwise. Only pertinent relevant material is to be kept in a student's file after purging. The following information is considered pertinent and relevant:

  • Name
  • Social Security Number (if given)
  • Date of birth
  • Permanent address
  • Telephone number
  • Dates of attendance
  • Major program of study
  • Graduation date
  • Degree or diploma granted
  • Transcript

Desk Drawer Notes

"Desk drawer notes" are records of instructors about a student that are in the exclusive possession of the instructor and are not revealed or made accessible to anyone else (except a substitute teacher) and are to be destroyed after each school year. Desk drawer notes are excluded by FERPA from the definition of "educational records" and are not to be made available for inspection by the student who is the subject of the notes, nor accessed as part of a data request.

Consolidation of Files

When student files are purged, all program files, department files, and division files should be consolidated into a single "official" student records file. The college Registrar is the official custodian of student records at Alexandria Technical and Community College.

Police Training & Education Record Retention

The Police Training & Education Program at Alexandria Technical and Community College retains the program-specific records of any student enrolled in this program for a period of 7 years after the date a student has graduated, withdrew or has been terminated from the Police Training & Education Program. Police Training & Education Program student records will be destroyed after they have been retained for 7 years.

 

Approved by: Leadership Council

Effective Date: 4/6/2021

Next Review Date: April 2024

Archive: 3.28 Student Records
                 3.28.2 Law Enforcement Student Record Retention