3.28 Student Records

All individual student records must be purged after 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
  • 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 one 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.

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 & Community College.

This policy is effective July 1, 2000, and will supersede any current Alexandria Technical & Community College policy regarding purging of student files.

Approved by: ATCC Leadership Council
Effective Date: 2/12/07
Last Date Revised: 3/16/06