What Happens to a Student’s Educational Record After Graduation?
After graduation, the records of a student—from college grades to research papers—are treated with varying levels of preservation, depending on the institution, law, and the type of documentation. Here is a detailed look into how these records are handled.
Transcripts
The most essential records for graduates are their transcripts. Most colleges and universities use third-party companies to manage and send these transcripts. These companies store the data securely for an extended period, ensuring that your records are available long after your graduation date.
To retain the data for a long time, these records are stored electronically. This ensures that your course details and grades are easily accessible whenever needed. The records include important information such as the course name, date, and grade. Even after decades, these records can be retrieved by contacting the institution. For instance, if you graduated twenty-six years ago, you can still request a copy of your transcript and it will be provided upon a modest fee.
Common App File
Your Common App file, which includes details from your college admission application, is typically stored in the admissions department. Upon graduation, you can request the date on which this file will be deleted. Most institutions do not automatically delete these files, but if they are unnecessary, they can be shredded or deleted after a few years post-graduation or after dropping out.
Research Papers
Research papers are another significant type of record, and their handling varies depending on the institution. Copies of these papers are often kept by the professor or the department. However, for those that are published or archived in the library, they may be retained for decades. On the other hand, class papers, assignments, and tests are usually destroyed to maintain privacy and confidentiality, following the institution's specific policies.
Master’s Theses and Doctoral Dissertations
For higher degree programs, such as Master’s theses and doctoral dissertations, these documents are typically stored in the campus library. These records are often considered research data and, as such, can be retained for a much longer period, even after the completion of the degree.
Country-Specific Regulations
The handling of these records also varies based on the laws of the country where the institution is located. In some cases, records may be kept by the Department or Ministry of education for the province or state. This ensures that there is a comprehensive record of a student's education over the years. Similarly, research papers, depending on their significance and relevance, may be kept by the professor in charge. For most institutions, student computer files, which include a range of documents, are typically kept for anywhere from 5 to 10 years.
Conclusion
After graduation, your educational records are retained by various entities, each with its own set of regulations and practices. Transcripts are generally stored for a long time by third-party companies and certain institutions. Admission files are usually permanent, even if any academic fraud such as cheating is discovered. On the other hand, research papers and class assignments often face different fates, with some being retained for long-term research and others being destroyed for privacy reasons.
For anyone interested in the long-term preservation of their records or seeking information about this process, it's essential to reach out to the relevant institutions for detailed information. This awareness helps in managing and accessing important records efficiently for personal, academic, or professional purposes.