GRADUATE SCHOOL RECORDS MANAGEMENT

As an institution of higher education in the state of Illinois, the university adheres to "The State Records Act," (Sec. 1, 43,4 -State Records Act). The overall objective of the Records Management Program is to provide for effective scheduling, retention, retrieval, disposition and safekeeping of all records from creation to final disposal.

Student Personnel Records

The Graduate School, as the official repository of graduate student records, holds records that do not fit the criteria for transferring to the University Archives. These records must be kept for a certain period of time, even after they are past their active status. These records are sensitive in nature and require a controlled, secure storage area. Examples of these records include official transcripts, admission applications, letters of recommendation for domestic students. Official information or student records for international students are housed and maintained by the Office of International Programs at CSU.

Records Maintenance/Disposal

In 1998, the Graduate School purchased a file saver system to house records of all admitted and graduated graduate students. Records of at-large, extension and/or teacher certification students are separately maintained in a locked file cabinet. The file saver system makes for easy retrieval and is lockable. The offices of the Graduate School feature an electronic security system which is password protected. Eligible staff receive a security code which is fully trackable upon entry/exit to the office suite.

Simply throwing away old transcripts or applications is inadequate for confidential destruction. Care is taken by Graduate School staff in destroying confidential records, whether they are student or vendor information. The office maintains a high speed shredder which is used weekly.

Nonadmits

Each 13-month cycle applications for prospective students who failed to complete the application process are shredded. The electronic file of the student is coded with a "13" to indicate a purged file.

Nonmatriculating Students

Each two year cycle, admission application packets are pulled from the storage racks for each admitted student who has not enrolled at the university in the last five years. The names, program and term of admission for each student are recorded in an electronic database. The paper files are maintained by the University Archivists for a period of two additional years. After such time, these records are shredded. The electronic file of the student is coded with a "13" to indicate a purged file.

Degree Audit Records/Graduate Students

Records of individuals who have received a master's degree from the university are maintained by the Graduate School withou interruption. Access to these files are limited to staff assigned to the Graduate School office. The electronic file of the student is coded with a "IS" to indicate an inactive student record.