Matriculated Student Records

These records document the academic progress of matriculated undergraduate and graduate students enrolled at New England Conservatory. Records include: acceptance letters, admission applications, correspondence, entrance exam reports/test scores (SAT, TOEFL etc.), Letters of recommendation, Transcripts (other colleges), Transcripts (high school).

Note: After the admissions process these records are transferred to the Registrar’s Office to be kept in the student’s file.

 Record HolderRetention PeriodDisposition
Official
Copy
Registrar's OfficePermanentKept in student's file
Unofficial
Copy

Academic Departments

5 years after date of graduationor date of last attendenceConfidential destruction

Notes: These records are subject to FERPA
Reference: American Association of Collegiate Registrars and Admissions Officers
(AACRAO) (2010)
Effective date: October 26, 2004
Updated: June 14, 2010

Non-Matriculated Student Records

These records document graduate and undergraduate students who were either not admitted to NEC or who were accepted but did not enroll. Records include: acceptance letters, admission applications, correspondence, entrance exam reports/test scores (SAT, TOEFL etc.), Letters of recommendation, Transcripts (other colleges), Transcripts (high school).

 Record HolderRetention PeriodDisposition
Official
Copy
Admissions Office3 years after date of applicationConfidential destruction
Unofficial
Copy
Academic DepartmentsN/AConfidential destruction

Notes:  These records are not covered under FERPA
Reference: AACRAO (2010), IRS
Effective date: October 26, 2004
Updated: June 14, 2010

International Student Documents, Matriculated

Includes copies of employment authorization, alien registration receipt card, I-20, I-94 card, IAP 66, Passport number, statement of educational costs, statement of financial responsibility.

Note: After the admissions process these records are transferred to the Registrar’s Office to be kept in the student’s file

 Record HolderRetention PeriodDisposition
Official
Copy
Registrar's OfficePermanentKept in student's file
Unofficial
Copy
Academic Departments5 years after date of graduation or last attendanceConfidential destruction

Notes: These records are subject to FERPA
Reference: American Association of Collegiate Registrars and Admissions Officers
(AACRAO) (2010)
Effective date: October 26, 2004
Updated: June 14, 2010

International student documents, Non-Matriculated

Includes copies of employment authorization, alien registration receipt card, I-20, I-94 card, IAP 66, Passport number, statement of educational costs, statement of financial responsibility.

 Record HolderRetention PeriodDisposition
Official
Copy
Admissions Office3 years after date of applicationConfidential destruction
Unofficial
Copy
Academic departmentsN/AConfidential destruction

Notes:  These records are not covered under FERPA
Reference: AACRAO (2010), IRS
Effective date: October 26, 2004
Updated: June 14, 2010

Audition Evaluations

These records document a particular college student’s audition for the Conservatory.

 Record HolderRetention PeriodDisposition
Official
Copy
Admissions Office4 years after date of applicationConfidential destruction
Unofficial
Copy
Academic departmentsUntil no longer neededConfidential destruction

Effective date: October 26, 2004
Updated: June 14, 2010

Audition Recordings

 Record HolderRetention PeriodDisposition
Official
Copy
Admission's Office1 year after applicationConfidential destruction
Unofficial
Copy
Academic DepartmentsAfter usageConfidential destruction

Effective date: October 26, 2004
Updated: June 14, 2010

Admission Packets

 Record HolderRetention PeriodDisposition
Official
Copy
Admissions OfficePermanentTransfer 2 copies to archives
Unofficial
Copy
Academic or other administrative departmentsUntil no longer neededGeneral destruction

Effective date: October 26, 2004
Updated: June 14, 2010

Annual Reports/Statistics

 Record HolderRetention PeriodDisposition
Official
Copy
Report creatorPermanentTransfer 2 copes to archives
Unofficial
Copy
Other administrative officesUntil superseded or obsoleteConfidential destruction

Reference: Tufts University
Notes: Restricted access
Effective date: October 26, 2004
Updated: June 14, 2010

Committee Minutes

 Record HolderRetention PeriodDisposition
Official
Copy
Administering department or programPermanent for administering department or programTransfer to archives
Unofficial
Copy
Other committee membersOther copies (committee member copies) may be retained until
superseded or obsolete
Confidential destruction

Reference: Tufts University; Oregon State University
Notes: Minutes may have restricted access depending upon committee
Effective date:  October 26, 2004
Updated: June 14, 2010

Correspondence, Administrative

This series documents communications received or sent which contain significant
information about an institution’s programs. Records include letters sent and received,
memoranda, notes, enclosures, and attachments.

 Record HolderRetention PeriodDisposition
Official
Copy
Admissions OfficePermanentTransfer to archives
Unofficial
Copy
Academic departmentsUntil no longer neededConfidential destruction

Reference: Simmons College
Effective date: October 26, 2004
Updated: June 14, 2010

Correspondence, General

Series documents communications received or sent which do not contain significant information about an institution’s programs but that do need to be retained for a specific purpose.

 Record HolderRetention PeriodDisposition
Official
Copy
Admissions officeCurrent year +1Confideitial destruction
Unofficial
Copy
N/A  

Effective date: October 26, 2004
Updated: June 14, 2010

Correspondence, Ephemeral

Transitory correspondence. Series documents communication received or sent which do not contain significant information about an institution’s programs. Records include: drafts and worksheets, desk notes, memoranda, and other records of a preliminary or informational nature.

 Record HolderRetention PeriodDisposition
Official
Copy
Admissions OfficeUntil readGeneral or confidential destruction depending on case
Unofficial
Copy
N/AN/AN/A

Effective date: October 26, 2004
Updated: June 14, 2010
 

Publications

Includes Viewbooks w/CDs and admission applications (blank)

 Record HolderRetention PeriodDisposition
Official
Copy
Admissions officePermanentTransfer 2 copies to archives
Unofficial
Copy
Other departmentsUntil no longer neededGeneral destruction


Effective date: October 26, 2004
Updated: June 14, 2010

Administrative Staff Personnel Files

 

 Record HolderRetention PeriodDisposition
Official
Copy
Human ResourcesIndefiniteRetained by HR
Unofficial
Copy
Other departmentsEmployee separation + 6 yearsConfidential destruction

Reference: M.G.L. ch.149 §52C; Tufts University
Effective date: October 26, 2004
Updated: June 14, 2010

2016-05-26


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