Records

Beginning with students in the Class of 2012, undergraduate student records, from applications to the University through orientation and then throughout the following years until graduation, are maintained in electronic form.

A. DESCRIPTION

The College’s Office of Academic Records maintains academic information on undergraduate students and recent graduates of the College. The official files are kept in this office for all currently matriculated students. Files for students who have graduated prior to 2012 are kept for five years and then destroyed.  Those for students who leave without earning a degree are kept for ten years. In addition to files, the Office of Academic Records maintains various lists, compiles reports on the academic status of students and provides certain information to departments concerning their majors.  Requests for access to student files are made to this office.  The supervisor of the office is responsible for enforcing record-keeping procedures and the maintenance of files at all times. Distribution of academic information to advisors and some mailings dealing with the academic advising of the students are also handled by this office.

B. STUDENT FILES

1. Information kept in all files:
   1. Information including student’s name, classification, ID number, advisors, majors and minors.
   2. Student’s current and grade past reports.
   3. Student’s program slips, and Drop/Add forms which include the signature of the dean or show that a “W” was processed.
   4. Student’s application to the University of Rochester, including high school record, and College Board scores when available.
   5. Rochester Curriculum/major/minor forms.
2. Information found in some of the files when appropriate:
   1. Change of Status form.
   2. Advanced Placement evaluation
   3. Letters from the Dean in regard to academic action (i.e.,probation, separation).
   4. Mid-term warning letters or letters concerning continuation in basic science sequences.
   5. Grade Change Notices and Incomplete grades reported.
   6. Approvals for courses taken outside the University.
   7. Incomplete contracts.
   8. Take Five or KEY materials
   9. Study Abroad materials
   10. Petitions to the Administrative Committee or Dean.
   11. Transfer and readmit evaluations of credit and other information on these students.
   12. Prize and award letters.
   13. Letters of recommendation.
   14. Parental correspondence in regard to academic matters.
   15. advisor and faculty comments about advisees or students.
   16. Descriptions of independent study courses.
   17. Cluster exception forms.
   18. Change of Address form.
   19. Certificate program approval forms.
   20. Copy of S/F selection form.
   21. Copy of “repeat” course form.

C. REQUESTS FOR ACCESS TO STUDENTS' ACADEMIC FILE (See Confidentiality of Files)

Requests for students’ academic files and documents are made directly to the College’s Office of Academic Records by authorized persons. 

Students who wish to examine their files should make an appointment to see their Associate Dean.

D. INFORMATION PROVIDED TO DEPARTMENTS

1. Advisee files (access to pre-major advisors).
   1. Course Planning, Placement and Recommendation Form
   2. Application documents
   3. High School transcripts
   4. A list of other documents available upon request to the supervisor of academic records.
2. Advisee files (sent to department when student declares major).
   1. Copy of Major or Minor form
3. Copies of the following are sent routinely to pre-major advisors and to the departmental advisor for declared majors:
   1. Change of Status forms.
   2. Transfer credit evaluations.
   3. Midterm warning letters.
   4. Probation letters.
   5. Notice of reclassification.
4. Routine mailings to department throughout the year:
   1. August—Registrar sends Phase I degree audits for upcoming seniors.
   2. October—Lists of actual and potential majors, minors, and clusters.
   3. February—Lists of actual and potential majors, minors, and clusters.
5. Also available upon request from the Registrar:
   1. Fall semester grade reports.
   2. Spring semester grade reports.

E. LISTS MAINTAINED

Lists of students' academic status are maintained so as to aid in the distribution of advisor materials and for reference. It is the responsibility of the Supervisor of Academic Records to keep these lists accurate and up-to-date. The lists include:

1. Class lists with majors, minors and degree.
2. Departmental lists of majors.
3. Departmental lists of minors.
4. Departmental lists of clusters.
5. Unclassified juniors.
6. Double majors and double degree students.
7. Department contact lists.

F. REPORTS COMPILED

1. Official undergraduate majors, minors, and clusters. Issued in June.
2. Intended majors. Issued in October.
3. Academic Probation. Issued in January and June.