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last updated: 9/4/2012

Office of the Registrar (University Archives)

Indiana University

Bloomington Campus

- Office of the Registrar -

Document Archive and Retention List

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 was created by administrative staff in the Registrar�s Office and 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.

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.

Admission Reports

Permanent Retention on Microfilm

1898 - 1940

 

Adult Education Records

Permanent Retention on Microfilm

1917 - 1950

 

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 alpha 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

1922 - 1973

 

These "old" records were under jurisdiction of the Division of Adult Education. The Registrar�s Office became responsible for the correspondence study records in 1922.

The Grade reports are in alpha order by student�s last name; also Pass/Fail Option forms and lists.

Correspondence Study -

High School Extension

Division

Permanent Retention on Microfilm

1925 - 1960

 

Correspondence Study

Records

Permanent Retention

1922 - 1969

(cardstock)

1912 - 1922

(microfilm)

In alpha 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

     

Deceased File

Note: Deceased File

changed to "Alumni &

Friends Deceased Lists" in

Sept., 1988

Permanent Retention on Microfilm

1973 - Present

Note: This file was filmed with the Permanent Records Statistical File: Sept., 1973-Aug., 1979; it was filmed with the Name Change Letter File Sept., 1980-Aug. 1982.

Degree Lists, BL

Permanent Retention

1960 - 1994

Lists of final graduates submitted by schools.

Degree Lists, BL, Regional

Permanent Retention

1925 - 1946, 1967 - 1979, 1992 - 1994

 

Paper lists of Tentative & Final Degree Recipients for May, June, Aug. and Dec. of each year (BL and Regional Campuses. Dated by Month & Year.) (NOTE: There were other months as well, for earlier years.)

Degree Candidate List, Tentative

(Job: SY0050DG)

Keep most recent year then destroy

Most recent year

In alpha 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.

Degree Cards

Permanent Retention on Cardstock

1830-1925

 

Degrees Granted by Indiana University in 101 Years, Departmental Study of 17,404

Degrees

Document Title:

Departmental Study of 17,404 Degrees Granted by Indiana University in 101 Years.

Permanent Retention

 

 

1830 - 1930

Number of degrees awarded, listed by department & type of degree, 1886-1930, plus number of degrees awarded before 1886, when majors were not indicated

Diploma Official Signature List-System-wide

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

Drop and Add File - Regional

Permanent Retention on Microfilm

1967 - 1970

Alpha order

EEE

     

Enrollment Books

Permanent Retention

1969 - 1987

Alpha 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, University

Permanent Retention on Microfiche

1972 - Present

NUMERIC - Univ 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 alpha 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 Cards, Drop & Add File, Perm. Records Grade Changes � East Campus

Permanent Retention on Microfilm

1946 - 1976

Alpha order

Enrollment Reports. Historical, IU

Permanent Retention

1978 - 1993

 

Enrollment/Financial Aid Audit

Permanent Retention

1992 -1995

 

GGG

     

Grade Change Authorization File

Permanent Retention on Microfilm

1962 - Present

This file includes the following:

Original Grade Change memos from faculty, "CAA." Forms, Xeroxed copies of grade rosters submitted late, Incomplete Grade Memos, Lists of grade changes, and a Miscellaneous file pertaining to grades. In alpha order by student�s last name.

Grade Change File, IUPUI

Permanent Retention on Microfilm

1970 - 1977

Grade Ledgers, Corrected, BL

Permanent Retention

1941 - Present

The grade ledgers are produced after corrected grades and contain all student courses, grades, section numbers and credit hours. The ledgers are organized by campus, then in alpha order by student. Used for recording grade changes.

Vol. III, also includes the Indianapolis Campus

Grade Ledgers, Corrected, Regional

Permanent Retention

1969 - 1989

 

Grade Ledgers, Regional Corrected

Permanent Retention on Microfiche

1986 - Present

 

Grade Rosters, BL, Final (paper)

Permanent Retention

1860 - Present

Final grade reports have the following information fields:

Semester, Dept., Course Number, Section Number, Course Title, Instructor�s name, student information such as Class, School, Student ID. Student�s name, semester hours and grade recorded by the instructors.

Grade Rosters, Final

Regional

Permanent Retention

1907 - 1979

 

Grades, Corrected, Final BL

Permanent Retention on Microfiche

1987 - present

If final grade reports are sent to the Office of the Registrar after the deadline, the student doesn�t receive a letter grade (A+ - F). They receive an "NR" grade (not recorded). As grade changes / corrections are received, they are entered on-line. A corrected grade report is produced approximately one month later.

Grade I F Report (BL)

(Advance Notification)

Ten years

 

288-496, binder (2x2)

197 - present, binders (vault)

Advance notification report of incomplete grades changing to an "F" in one month from the date of report. Paper report.

The following listing are included in this report:

(BL9001IC) - Advance Report for the Historical Academic Objective School.

(BL9001IC) - Advance Report of the Current Academic Objective School

(BL9003IC) - Advance Exemption Report (the incomplete grade is extended for another year, or the incomplete grade remains on student�s record forever due to graduation)

(BL9004IC) - Advance Instructor Reports.

(BL9005IC) - Advance Student Notification reports, (mailed to students)

Grade I F Document (BL) :

(Final Notification)

Permanent Retention

 

287-496, binder (2x2)

197 - present, binders (vault)

Final Notification report of incomplete grades, which changed to an F one month from the date of the first report (Advance).

The following listing are included in this report:

(BL9011IC) - Final (subsequent) Report for the Historical Academic Objective School.

(BL9012IC) - Final (Subsequent) Report of the Current Academic Objective School.

(BL9013IC) - Final (subsequent) Exemption Report (the incomplete grade is extended or exempted due to graduation or death.

(BL9014IC) - Final (Subsequent) instructor reports, (mailed to the instructors).

(BL9015IC) - Final (Subsequent) Student Notification reports, (mailed to students)

Graduate Credit Transfer Report Forms

Permanent Retention

(paper and microfilm)

1965 - Present

These forms provide Graduate Credit Transfer information recorded each year (Sept. 1 - Dec. 31). They are filed in alpha order by student�s last name within a year period

Graduates, Official List of

& Honors Recipients List (Annual)

Permanent Retention

All Campus

1966-67 thru 1971-72

Bloomington

1972-73 thru 2000-2001

Regional Campuses

1972-73 thru 1998-99

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

1830 - 1930 (list was typed June 1931)

1931-1935

1936-1940

1941-1945

1946-1950

Typed lists (straight alpha by student last name), permanently bound volumes by date ranges.

 

HHH

     

HEGIS Degree Report - BL Campus

Permanent Retention

1936 � 1945, 1979 - Present

A statistical listing of Authorized Degrees granted for the Bloomington Campus.

Herron Art - Permanent Records

Permanent Retention on Microfilm

1902 - 1967

Originals reside at Herron School of Art, IUPUI.

High School Codes (CEEB)

Permanent Retention on Microfiche

Current code list on paper,

6 months

1981-1989 (microfiche)

Keep latest paper list only; replaced every six months.

Report provided by University Student Systems Services. (Microfiche was cancelled in 1989 by USSS.)

Monthly, Listed by State, City, School Name

(microfiche) 1 report

Historicals, Complete

 

Historicals, Splits (paper/computer)

 

 

 

Permanent Retention

 

Permanent Retention of the paper record.

 

1845 - 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.

LLL

     

Law Certificates Issued by

IU School of Law

Permanent Retention

1900 - 1937

 

Law Ll.B. Degrees: given in replacement for Benjamin Harrison Law School, Indiana Law School, Indianapolis College of Law, American Central Law School

Permanent Retention on cardstock

1944-1952

Merged Schools:

Indiana Law School, 1894-1944;

Benjamin Harrison Law School 1912-1944

includes: Indianapolis College of Law, 1898-1936;

American Central Law School, 1911-1936)

Law (Ll.B.) degrees given in replacement for law degrees earned at institutions merged with Indiana University, by action of the Board of Trustees.

Alpha order.

MMM

     

Matriculation Cards

Permanent Retention on Microfilm

1902 - 1965

 

Matriculation Cards and Enrollment Cards - IUPUI

Permanent Retention on Microfilm

1915 - 1950

Alpha order

NNN

     

Names, Addresses and Occupations of the Graduates of IU

Permanent Retention

1830 -1897

Listed by year

OOO

     

Overseas Study Program Grade Document File

Permanent Retention on Microfilm

 

 

Overseas Study Registration Cards, 1966 - 1975

Overseas Study Grade Document File:

1966-67; 1972-75

 

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.

Following Summer, 1975, registration cards for OVST students are merged in with BL campus registration card file for a given semester.

Beginning with First Semester 1975-76, OVST study students� coursework was loaded to the Current Course File under an OVST course number.

PPP

     

Permanent History

Master List (of students)

Known as Historical Master List of Students since 1989

Permanent Retention on Microfilm

1972 - Present

 

 

 

An Alpha 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 - BL

 

Permanent retention on microfilm.

 

Part I of the Perm. Record Course File, 1968 - Present

Part II of the Perm. Record Course file, 1979 - Present

 

Perm. 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 students 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 Reactiviation 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 Schol Rank, Campus, etc.; Student Statistical Data Form - (Birthdate, 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

     

Register of Graduates

Permanent Retention

1828 -1919

Within each book listed by year then degree

Registration Cards, BL

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)

Early 1900�s had no "A" or "B" copy designated: "A" copy began Summer 1964.

BL Registration cards were discontinued effective Sem. 1983.

There are missing semesters.

Registration Cards, Regionals

Permanent Retention on Microfilm

1950 - 1983

Includes IUPUI and all regional campuses, Fort Wayne, Law School in Indianapolis, and the Medical School

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

Schedule Adjustment File

For 1963-1995 see "Drop and Add file" for more information on this series

 

 

 

Permanent Retention on Microfilm

 

Part I: 1995 - Present

Part II: 1983 - Present

 

Schedule Adjustment File - Part I:

(small forms) contains the following forms:

Application for "P-F" Option Form

Cancellation of Registration Form

Change of Section Form

Final Grade Analysis Form

Final Schedule Adjustment Form

Reinstatement of Registration Form

Withdrawal From All Subjects Enrolled Form

Part II is divided into 6 parts

8-1/2 X 11" forms:

1. Schedule Adjustments

2. Administrative Cancellations &

Reinstatements

3. Student Section File Edits

4. Final Grade Related Materials

5. Eligible to Register Forms

6. Fee Waivers

SIDN Change Reports

Permanent Retention

1979 - 1998

Weekly reports of all student identification number changes.

Student Course Directory-BL

Permanent Retention on Microfiche

1980 - Present

The Registrar receives the "BL Student Course Directory" on microfiche, at the beginning of each semester.

Includes following information: Student name, SIDN, Class, Birthdate, 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. Course titles are not provided on this microfiche. This microfiche 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

 

Transcript Transmittal Forms

 

Permanent Retention on Microfilm

1974 - present

A Transcript Transmittal Form is a request form (9" x 4") filled out by the student requesting a copy(s) of their IU academic record (transcript). These student transcripts are mailed to a specified address provided by the student. Arranged alphabetically by name of student

WWW

     

Withdrawal From All Subjects File

(W.A.S.)

 

Permanent Retention on Microfilm

Either as an independent set of as part of the "Drop/Add File"

1915 - present

The 8-1/2 X 11" W.A.S. File contains letters and miscellaneous materials pertaining to Withdrawal From All Subjects by students.

       

 

 



last updated: 9/4/2012