This document represents a list of record series that were or, in some cases, still are being created by or received at the Office of the Registrar.
This schedule provides a true and faithful representation of types of records maintained in the Office of the Registrar and of the designated period of time that the record series are retained.
The IUSB Registrar should follow this retention schedule as applicable to this campus. If there are any questions, please contact the Campus Archivist, Alison Stankrauff, at extension 4392 or by e-mail at
astankra@iusb.edu .
|
DOCUMENT |
RETENTION |
DATES |
DESCRIPTION |
|
AAA |
|
|
|
|
Address Updates (cards and postal forms) |
6 months |
Last six months |
Postal reply cards; USPS address change notifications. Initiated 1983. |
|
Adult Education Records |
Permanent Retention on Microfilm |
1947 - 1958 |
|
|
Advanced Placement Results |
Permanent Retention |
1967 - 1974 |
Used to post permanent record notes. |
|
CCC |
|
|
|
|
Certification - University Division, Binder |
10 Years |
1984 - 1995 |
The following listings are included in this report:
15043-CERTMAJR -
Majors List of Students certified from UDIV to “upper division” schools
----------------------------------
165109-1051 - Students from UDIV Certified to COAS; SPEA; HPER
A listing of student certified from UDIV to COAS, SPEA, HPER. A copy is
mailed to each of the three schools with a memo.
--------------------------------------
Summary of Statistics of Student Certified from UDIV. Paper report
received each semester; 1994 - Present.
A summary of stats of student certified from University Division.
-------------------------------
437788 - UDIV Certifications - Alpha Listing
Paper report received each semester, 1984 - present
-------------------------------
SS9001LI - BL Certification Update list
Paper report received each semester, 1984-present
Description: Tentative UDIV Certification Update List. Shows SIDN, old
class, new class, old section number, new section number, edit message
(Section header updated).
|
|
Certification - Monitoring Reports |
5 years |
Last 5 years |
Reports of enrollment changes for currently enrolled students. Sent to
lenders and state agencies.
1. Automatic record creation (ARC)
2. Office Reference Edit
3. Monitoring Edits
4. Statistics
5. Certification purge
|
|
Certification - Report |
5 years |
Last 5 years |
State Student Status Confirmation Reports (SSCR’S) |
|
Checklist, Registrar |
Permanent Retention |
1984 - Present |
An alphabetical listing of students who have been placed on checklist
for academic reasons by University Division.
Paper report received each
semester
Students added to Checklist from UDIV.
IU Checklist Batch Update Valid Transaction List
|
|
Correspondence Study File : Name changed to Independent Study File in
1974 |
Permanent Retention on Microfilm |
1934 - 1973 |
The Grade reports are in alpha order by student’s last name; also
Pass/Fail Option forms and lists. |
|
Correspondence Study Records |
Permanent Retention |
1934 - 1969 |
In alphabetical order by student’s last name.
File contains records of students who completed correspondence work, who
were not regular IU students, and, therefore, did not have a regular
permanent academic record. If student is matriculated, data on the
correspondence record was transferred to the regular record. File
contains approx. 19,000 records.
In May, 1969, the procedure for recording correspondence work was
changed; recorded on a “computer permanent record.”
|
|
DDDD |
|
|
|
|
Degree Lists, BL |
Permanent Retention |
1960 - 1994 |
Lists of final graduates submitted by schools. |
|
Degree Candidate List, Tentative (Job: SY0050DG) |
Keep most recent year then destroy |
Most recent year |
In alphabetical order by student’s last name within each month of
graduation, within each year. |
|
Degree List, Preliminary (Job: SY0050DG) |
Keep most recent year then destroy |
Most recent year |
Listing of students with Anticipated Degree Data for specified period. |
|
Diploma Official Signature List |
Permanent |
1930 - Present |
|
|
Diploma Transmittal Card File |
Permanent Retention on Microfilm |
1) Diploma releases for graduation periods 1975-present.
2) Duplicate
orders and records of late releases 1974 -1985. |
Card shows student’s name, address, ID, degree earned with month & year;
date diploma was mailed, or released and shows if student was on
checklist. In alpha order by student’s last name within each month
/year degree is earned. |
|
Diploma Order Forms - for duplicate diplomas |
Destroyed after 5 years. |
Last 5 years |
Form submitted by student when they wish to request a duplicate
diploma. Their names are then added to the Duplicate Diploma Data Base
for printing of the Duplicate Diploma Order, which is sent to the
diploma vender for producing. |
|
Drop and Add File |
|
|
|
Note: File
name was changed from “Drop & Add” File to:
“Schedule Adjustment File - Part I”
First Semester 1995-96
|
Permanent Retention on Microfilm |
1963 - 1995 |
File contains all current course updates, including original and
corrected grade processing. Beginning in 1985, this file was changed
from “current course” updates to schedule adjustment forms.
Contains
following small forms:
Application for Pass/Fail Option
Cancellation of Registration Form
Change of Section Number Form
Final Grade Analysis Form
Final Schedule Adjustment Form
Reinstatement of Registration Form
Status Change Forms
Withdrawal From All Subjects
Enrolled Form
|
|
EEE |
|
|
|
|
Enrollment Books |
Permanent Retention |
1969 - 1987 |
Alphabetically arranged, A-Z by student’s last name, or in Student
Identification Number Printed each semester
They contained the following information:
Hours of Course Credit, Student ID number; name in alpha or ID number,
Class Code, School Code, and Campus (covered all campuses)
|
|
Enrollment, IUSB Campus |
Permanent Retention on Microfiche |
1972 - Present |
NUMERIC – IUSB Enrollment-End of Sem (All Campuses) includes summer
sessions.The Registrar receives this microfiche in numeric (SIDN or ID
Number) order, each semester, including sum sessions. The following
student enrollment information is shown on this fiche: Semester,
student’s Social Security Number of Identification Number, Name of
student, Campus, School, Class, and Total Credit hours.
ALPHA - Univ
Enrollment-End of Sem (All Campuses) includes summer sessions. The
Registrar received this microfiche each semester, including sum
sessions. It’s in alphabetical order (A-Z) by student’s last name. The
following student enrollment information is shown on this fiche:
Semester, Credit hours enrolled, Social Security Number or
Identification Number, Student Name, Class Code, School Code, and
Campus. |
|
Enrollment Reports. Historical, IU |
Permanent Retention |
1978 - 1993 |
|
|
GGG |
|
|
|
|
Graduates, Official List of & Honors Recipients List (Annual) |
Permanent Retention |
1972 - 1973 through 1998 - 1999 |
The “Official List of Graduates and Honor Recipients” is produced each
year listing graduates and honors for the previous year. This listing
is bound into books with cardstock covers and are mailed to schools and
department on campus as well as off campus for reference. |
|
Graduates & Degrees |
Permanent Retention |
1934-1940 1941-1945
1946-1950
|
Typed lists (straight alphabetical by student last name), permanently
bound volumes by date ranges. |
|
HHH |
|
|
|
|
Historicals, Complete
Historicals, Splits (paper/computer) |
Permanent Retention
Permanent Retention of the paper
record. |
1934 - 1965
1965 - 1979
|
8-1/2 X 11” academic records on cardstock. There are approximately
500,000 records in alpha order by student’s last name. This is the
transcript information for all students who attended prior to 1965.
As
of 1996, the Historical (paper) and Split (paper/computer) records
(approx. 500,000) are being Imaged, i.e., scanned and stored on Optical
Disks for retrieval by computer. |
|
I I I |
|
|
|
Independent Study Files Consists of Independent Study Course
Completion Reports, Grade Reports and Lists.
(Before 1974 known as Correspondence Study)
|
Permanent Retention on Microfilm |
1974 - Present |
The Independent Study Course Completion forms are arranged by date of
course completion (latest date to the earliest date). Within each date
of completion, the student’s names are in alpha order.
Note: The Independent Study “Grade Reports” were no longer microfilmed
as of Jan., 1993. |
|
OOO |
|
|
|
|
Overseas Study Program Grade Document File |
Permanent Retention on Microfilm |
Overseas Study Registration Cards, 1966 - 1975
Overseas Study Grade Document File:
1966 - 1967; 1972 - 1975 |
The Overseas Study Grade Document File is in alpha order by student’s
last name within each semester.
The Overseas Study Program Grade
Document File contains the following forms: Overseas Study Evaluation
Forms: lists of courses transferred from host institution.Pass/Fail
Option forms (R543) filed for Overseas Study coursework; Grade Change
Memos for Overseas Study coursework.
|
|
PPP |
|
|
|
|
Permanent History Master List (of students) Known as Historical Master
List of Students since 1989 |
Permanent Retention on Microfilm |
1972 - Present |
An Alphabetical list of all students on the Permanent History File
(1972-1988) / Demographic File (1989 to present). A SIDN/Numeric list of
all students on the Permanent History File (1972-1988) / Demographic
File (1989 to present)
Produced 3 times a year. |
|
Permanent Record Course File |
Permanent retention on microfilm. |
Part I of the Permanent Record Course File, 1968 - Present Part II of
the Permanent Record Course file, 1979 - Present |
Permanent Record Course File - forms and memoranda (paper and cardstock)
pertaining to course adjustments and on-line updating of Historical
Course. These forms are in alpha order by student’s last name.
File
relates to all campuses; is used to verify grade changes, removal of I
or R grades, Special Credit, etc.
Permanent Record Course File - Part 1
Contains the following forms on paper and cardstock: Academic Record
Notes; Historical Course Update forms: grade changes and grade updates;
Historical Semester Deletion form; IU Special Credit Form; Removal of
“I” or “R” Grades form; Resubmits from HC VTL form; Semester Enrollment
Status Update form. Permanent Record Course File - Part II (8-1/2 X 11”
forms) consist of:
1. On-line record reviews and Conversion Reprints for
misc. updates to HC file;
2. Office printer dumps for work
deleted/reloaded for students with two ID numbers;
3.Final Grade Roster
copies for any late grade and descriptive title updates;
4. Historical
Records (pre 1965) used to create Combined Records;
5. Misc. Graduate
Transfer Releases, filed by Perforation Date;
6.Misc. Lists with
multiple names used for semester header corrections, etc. filed by
Perforation Date |
|
Permanent Record Statistical File |
Permanent Retention on microfilm |
Part 1: 1967 - 1979 Part II: 1979 - Present |
Permanent Record Statistical File Part I is documents (paper and
cardstock) pertaining to statistical adjustments on student records, and
are in alpha order by student’s last name.
These forms are the update
forms used to process updates to the statistical portion of the record. These forms are used for research.
Permanent Record Statistical File
Part
I
Contains the following forms: Academic Objective Update form; Address
Change Form; Administrative Statistical Date Form; Change of residence
Form; Citizenship (Visa) Status and Country Update Form;
Class-School-Major Changes; Degree Update Form (RM06) - (Degree Adds,
Degree Deletions); Ethnic Origin Form (RM02); Inactive Reactivation
Form; Name Change Form (filed under the “OLD” name); Resubmits from VTL
Form; Student Directory Exclusion Form; Student Identification Number
Changes (SIDN); Miscellaneous Stat. Changes - High School Rank, Campus,
etc.; Student Statistical Data Form - (Birth Date, Sex, Parent Name
Changes, Marital Status, Expected Graduate Date)
Permanent Record
statistical File Part II Contains 8-1/2 X 11” “Miscellaneous Source
Documents,” arranged by Month, (Sept. 1-Aug. 31). This is a
chronological file of computer edits and misc. materials from which
updates were made. The order of the material is determined by the date
it was processed and validated by Data Entry Area. |
|
RRR |
|
|
|
|
Registration Cards Note: Registration End-of-Semester report replaced
the “old” registration cards in 1983. |
Permanent Retention on microfilm |
“A” copy: 1964 - 1982 “B” copy: 1953 - 1983 |
This file is received each semester in Student Identification Number
order on microfiche.
Registration cards (A) copy (Alpha A-Z) |
|
Registration End-of-Semester Report (data from Demographic and Student
Section Files) |
Permanent Retention on Microfiche |
1990 - Present |
End of Semester Microfiche contains a “snapshot” of the student’s
registration activity for an entire semester. |
|
Residency Classification Records |
Permanent Retention on Microfilm |
1974-1989 |
Residency Classification (A-Z within each year) |
|
SSS |
|
|
|
|
Student Course Directory |
Permanent Retention on Microfiche |
1980 - Present |
Includes following information: Student name, SIDN, Class, Birth Date,
Term Stat: “Withdrawal From All Subjects,” Term Date: Date of
withdrawal, Student’s Current and Permanent Address, Parent’s name and
address, list of all the courses student is enrolled in (Dept., Course
Number, Section number, Credit Hours, and “WX” grades if student dropped
a class during the automatic withdrawal period. Also includes the
Building and Room Number where each course is taken, and which days of
the week the course is taken e.g. (MW), etc. |
|
TTT |
|
|
|
|
Teacher Certification Cards |
Permanent Retention on Microfilm |
1965 - 1978 |
|
