Policy 6 - 15 (A): Retention and Disposal of Records

All records are maintained and disposed in accordance with certain provisions. The MASS Department of Education, in keeping with the intent of 603 CMR 23.06, recommends that the time limit for destruction of records should be not less than 60 years for a transcript and not more than five years for a temporary record. This limit, however, does not apply to records of students enrolled before 1975.

The records of students are classified into two categories:

Students who enroll and graduate Students who enroll but do not graduate

A typical folder of a student contains some or all of the following items:
Admission form,
Registration form,
Add/Drop form,
High school transcript,
College transcipt,
Immunization data,
Change of address form,
Declaration of Major form,
CLEP results,
Experiential credits application,
Graduation application,
Original audit for degree,
Copy of the transcript, and
Transfer credit evaluation.

Also stored in the office are:
Class lists for each semester,
Grade sheets for each semester,
Parking permits for each semester, and
Academic transcripts on the system.

Academic folders will be destroyed after six years by shredding. Before shredding, a committee of three persons may audit the folders and certify the records before destroying. (No records should be destroyed so long as it pertains to any legal action or any state or federal subpoena.)

Students graduating from Quincy College are notified of the availability of student records from the College through a graduation response letter.

A standard letter may notify other students.

Student Education Records
Policy 6.15 Student Records
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