In this section

• About the Simmons College Archives
  • College Archives Forms
• Collections and Resources
  • College Records
  • Manuscripts Collection
  • Historical Book Collections
  • Charities Collection
  • Notable Women of Simmons College Digital Scrapbook Collection
• Simmons College History
  • A Brief History of Simmons College
  • Presidents of Simmons College
  • Women of Simmons College, 1900-1920
  • Traditions of Simmons College
  • Buildings of Simmons College
  • History of Garland Junior College
• Records Management
  • General Retention Schedule
  • Admissions Offices Retention Schedule
  • Academic Department Retention Schedule
  • Storage and Retrieval of Records
  • Electronic Records Guidelines
  • Vital Records Guidelines

Records Management at Simmons College

General Records Schedule: Admissions Offices

The following is a list of records and other materials relevant to the Admissions process for incoming and transfer students to Simmons College. Retention periods and recommended means of disposition for these records are provided.

To ensure consistent College-wide practices and compliance with Federal and State regulations and “best practices” as recommended by AACRAO, Admissions officers are encouraged to familiarize themselves and their staff with these guidelines and apply them to the office’s handling of admissions files.

For more information, contact the Records Manager.

Applicants Accepted and Enrolled:

• Application, essays, transcripts, test scores, correspondence, credential files, etc.

  • Retention : Permanent
  • Disposition : Remove letters of recommendation, interview notes from applicant’s file; deliver file to appropriate office (i.e. Registrar / Program Office

• Letters of Recommendation, recommendation waivers, interview notes.

  • Retention : Until accepted
  • Disposition : Destroy at end of retention period
  
  

Applicants Accepted and Not Enrolled—Withdrawn/Deferred:

• Applications, essays, transcripts, test scores, correspondence, credential files, letters of recommendation, recommendation waivers, interview notes, etc.

  • Retention: 3 years
  • Disposition: Send files to College Archives at end of in-office use (typically one year)*
  
  

Applicants Not Accepted:

• Applications, essays, transcripts, test scores, correspondence, credential files, letters of recommendation, recommendation waivers, interview notes, etc.

  • Retention: 3 years
  • Disposition: Send files to College Archives at end of in-office use (typically one year)*
  
  

Incomplete Applicants:

• Application and/or other credentials of persons who do not complete the application process.

  • Retention: 1 year after end of admissions cycle
  • Disposition: Destroy at end of retention period (for space considerations, files may be sent to Archives for storage/destruction at end of in-office use)

 

Page updated: June 8, 2006