Skip to main content

Advising Handbook

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.

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. Files for students who leave without earning a degree are kept for ten years and then destroyed.

The Office of Academic Records also handles requests for access to student files. The records supervisor is responsible for enforcing record-keeping procedures and maintaining files at all times. The records office is also responsible for providing advisors with their students’ academic information, sending out some of the advising mailings, and compiling certain reports.

Students can contact the Office of Academic Records through the College Center for Advising Services

Student Files

All files include the student’s:

  • Name
  • Classification
  • ID number
  • Advisors
  • Majors
  • Minors
  • Current and past grade reports
  • Approved program slips and Drop/Add Forms
  • Application to the University of Rochester, including high school record and College Board scores when available
  • Rochester Curriculum/major/minor forms

Information found in some of the files when appropriate include:

  • Change of Status Form
  • Advanced Placement evaluation
  • Letters from the dean in regard to academic action (i.e., probation, separation)
  • Mid-term warning letters or letters regarding the continuation in basic science sequences
  • Grade change notices
  • Incomplete grades reported
  • Approvals for courses taken outside the University
  • Incomplete contracts
  • Take Five or e5 materials
  • Study abroad materials
  • Petitions to the Administrative Committee or dean
  • Transfer and readmit evaluations of credit, and related information
  • Prize and award letters
  • Letters of recommendation
  • Parental correspondence in regard to academic matters
  • Advisor and faculty comments
  • Descriptions of independent study courses
  • Cluster Exception Forms
  • Change of Address Form
  • Certificate Program Approval Forms
  • Copy of S/F Selection Form
  • Copy of Repeat Course Form

Requests for Access to Students’ Academic File

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.

See the confidentiality of files page for more information about accessing student files.

Information Provided to Departments

Pre-major advisors have access to the following files for their advisees:

  • Course Planning, Placement and Recommendation Form
  • Application documents
  • High school transcripts
  • A list of other documents available upon request to the supervisor of academic records

Departments are sent a copy of the major or minor form when students declare a major or minor in their program.

Copies of the following are sent routinely to pre-major/departmental advisors for their advisees:

  • Change of Status Forms
  • Transfer credit evaluations
  • Midterm warning letters
  • Probation letters
  • Notice of reclassification

Routine mailings to department throughout the year include:

  • August—Registrar sends Phase I degree audits for upcoming seniors
  • October—Lists of actual and potential majors, minors, and clusters
  • February—Lists of actual and potential majors, minors, and clusters

Also available upon request from the registrar:

  • Fall semester grade reports
  • Spring semester grade reports

Lists Maintained

Lists of students’ academic statuses are maintained to help distribute 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:

  • Class lists with majors, minors, and degree
  • Departmental lists of majors
  • Departmental lists of minors
  • Departmental lists of clusters
  • Unclassified juniors
  • Double majors and double degree students
  • Department contact lists

Reports Compiled

The Office of Academic Records complies the following reports:

  • Official undergraduate majors, minors, and clusters—issued in June
  • Intended majors—issued in October
  • Academic probation—issued in January and June