2015-2016 Undergraduate Catalog

Records Maintenance

The Office of the Registrar keeps a paper or an electronic academic file and academic transcript on all present and former students. Maintained information includes some or all of the following on paper or electronic copies: original admission application, official transcripts from other institutions, academic correspondence, veteran’s certification, some standardized test scores, and non-current financial assistance forms with award notices.

The Office of Admissions maintains files containing recruitment correspondence, letters of official acceptance and transcripts. The folders of students who matriculate are forwarded to the Office of the Registrar. Folders of non-enrollees are kept for one year and then destroyed.

The Office of Student Financial Services maintains folders during the period of enrollment on every student receiving financial assistance and/or scholarship awards. After the student exits the University, this information is incorporated into the permanent student file in the Office of the Registrar.

The Business Office maintains a folder containing the financial transaction information of each student during the time of enrollment or until the student has paid all financial obligations to the University. This information is destroyed three years after the last semester of enrollment or after satisfactorily meeting financial obligations.

Official records of Cumberland University are stored using several different methods including scanned/imaged processes, paper storage in offices, and in central record repositories, and via disk or tape storage to safe off-site locations in order to insure the safety and integrity of said records. Storage of records follows industry standards as suggested by AACRAO, NACAC, accrediting bodies, and other higher education agencies that provide policy statements in this area.