Eastern Idaho Technical College
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practice. Furthermore, upon enrolling in the programs, students receive a program policy
manual which addresses this and other specific program requirements.
Programs that have unique requirements for employment and access to the occupation have
this information included in program descriptions and other student resources. The
information contained in publications such as the catalog, program brochures and the website.
This information is reviewed annually for accuracy.
2.D.7 Records Retention
The office of the registrar keeps an unabridged history of a student’s learning experience at
EITC. Student records such as application of admission, transcripts, test scores, financial aid
applications and other documents for each student are maintained in fire proof file cabinets in
a fire-resistant file room located within the Student Services office. Beginning in 2005, all
academic
records have been scanned to Laser fiche
,
a digital-imaging software. Tapes
containing the scanned documents serve as a backup and are stored in an off-site bank vault.
We continue to maintain hard copy files for each student. These records are maintained in the
area for 4 to 6 years after the student’s enrollment, at which time they are transferred to the
archive room located in the John O. Sessions Building, where they are also in fire proof file
cabinets. Prior to relocating, the contents of the physical files are reviewed and maintained
according to the following retention schedule:
RECORD RETENTION SCHEDULE
Item
Schedule
Application(s)
Permanent
Acceptance Letter(s)
Permanent
Compass scores
Permanent
Transcripts (H.S. & All post-secondary attended) Permanent
Residency Records (1 year retention required)
5 yr.
Grade Change Forms
4 yr.
Withdrawal Forms
4 yr.
Petition for Re-Admission
Permanent
Certificate(s)/Degree(s)
Permanent
Immunization Records for Health Care Students Permanent
Academic Probation/Suspension
Permanent
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