Students ST42 - Document and Verification Requests

Accessed:	2026-07-17
Purpose of series:	Records series documenting current and former student requests for various student record documents such as transcripts, program confirmation, verification of information, "to whom it may concern" and "teacher evaluation" letters, and requests for duplicate or replacement diplomas.
Scope and contents:	Include forms, supporting documentation as required for each type of request, and copies of custom letters produced in response to each type of request.
Cross reference:	For financial records relating to the collection of processing fees, see: Financial Transactions - Centrally Processed (FN10) or Financial Transactions - Processed by Unit (FN11)
Exceptions:

Primary offices:	Registrar, Faculty
Primary office retention trigger:	Academic Year
Primary office disposition:	Secure Destruction
Primary office retention period:	0 years
Primary office retention instructions:	Records of requests retained for the academic year (AY) document issued in, then securely destroyed.

Secondary offices:	N/A
Secondary office retention trigger:
Secondary office disposition:
Secondary office retention period:
Secondary office retention instructions:

Retention rationale:

Expected Operational Use.

Vital records	Electronic systems	Personal information	Official media
No	Banner, Destiny	Yes	Electronic

Approval date:	Last updated:	Edited by:	Security classification:
2021-12-13	2026-03-10 12:05:04	gy301734	Confidential

Notes:

Once initial request is scanned and/or stored in an intuitional approved electronic storage repository the initial request is deemed transitory and is to be securely destroyed/deleted after request is completed.