Student Records

Academic Action Authorizations

Records that document actions taken by Emory against a student including dismissal, suspension, and demotion.

Admission Records (Deferred)

Records that document a student whose application to the School is deferred due to extraneous circumstances. File may include application, academic transcripts, correspondence, essays, bank statements, GMAT or Toefl examination reports, references, student waivers and other related records.

Admission Records (Delayed)

Records that document a student whose application to the School is delayed due to incomplete information. File may include application, academic transcripts, correspondence, essays, bank statements, GMAT or Toefl examination reports, references, student waivers and other related records.

Admission Records (Incomplete)

Records that document the process of being admitted to the College. Files may include application, test scores, correspondence and other related records.

Admission Records (Pending)

Records that document a student whose application to the University is pending due to incomplete information. File may include application, academic transcripts from high school or other colleges, correspondence, examination reports, references, student waivers and other related records.

Admission Reports

Records that document the number of new students, advanced placement, and Grade Point Averages which may be used for control, planning or review. Information may include transitory reports, final reports, and other related information.

Admissions Records for Applicants Who Do Enroll (Accepted)

Records that document the application process for individuals seeking admission to the university. Records may include acceptance letters, advanced placement records, applications for admission, entrance exam reports, letters of recommendation, medical records, readmission records, recruitment materials, test scores, residency classification records, transcripts from other colleges, transcripts from high school, and related correspondence. Foreign student admissions records are included in this series.

Admissions Records for Applicants Who Do Not Enroll (Accepted or Rejected)

Records that document the application process for individuals seeking admission to the university. Records may include acceptance letters, advanced placement records, applications for admission, entrance exam reports, letters of recommendation, medical records, readmission records, recruitment materials, test scores, transcripts from other colleges, transcripts from high school, correspondence; and other related records.

Borrower's Loan Records

Records that document all Federal Perkins Loan, FWS, FSEOG, Federal Pell Grant, ACG, or National SMART Grant Program and National Direct Student Loans. File may include repayment schedules; statements of rights and responsibilities; records of actions taken; correspondence; and other related records.

Borrower's Loan Records (Canceled)

Records that document all Federal Perkins Loan, FWS, FSEOG, Federal Pell Grant, ACG, or National SMART Grant Program and National Direct Student Loans that have been canceled because of bankruptcy, death or disability, bad debts, write-offs, and assignments. File may include repayment schedules; statements of rights and responsibilities; records of actions taken; doctors statements and other medical evidence; correspondence; and other related records. 

Class Schedules - Students

Records that document list of the classes registered for by an individual student for a particular semester.

Course Schedule Change Records and Data

Records that document student requests to drop/add or withdrawal from an individual class during the semester.

Credit Bureau Records

Records that document holders of student loans that have been reported to credit bureaus. Report may contain borrower's name, the amount past due, and other related information.

Curriculum Change Authorizations

Records that document student requests to change their field of major study.

Demographic Reports

Records that document the geographical data on students attending Emory.

Diploma Mailing Verification Records

Records that document students' requests to have diplomas and other graduation records distributed to specific addresses. Records may include signed cards listing permanent addresses for diplomas to be mailed to; indicating that fees have been paid; and listing students' names, college or school within Emory, degrees granted, and dates of requests.

Enrollment Statistical Reports

Records that document enrollment which may be used for planning and research. Reports may include student names and levels, grade point averages, demographic data, academic majors and other related information.

Examinations, Tests, Term Papers, and Homework Records

Records that document student subject mastery in university courses. Records may include examinations and answers; quizzes and answers; homework assignments; course papers; term papers; and essay assignments. This series does not include graduate student qualifying or comprehensive examinations.

Family Educational Rights and Privacy Act (FERPA) Records

Records that document the student requests and consent authorizations or denials in accordance with the Family Educational Rights and Privacy Act. Records may include requests for hearings; requests for release of personally identifiable information; records of disclosures made to third parties; student statements regarding hearing panel decisions; written decisions of the hearing panel; written consent of the student to disclose records; waivers for rights of access; correspondence; and other related records.

Fellowship Records

Records that document the selection of candidates and awarding of fellowships. Fellowships may include Woodruff Fellows and other related fellowships. File may include application, award notice, writing sample and other related records.

FFELP and Direct Laon Records

Records that document Federal Family Education Loan Program (FFELP) and Direct Loan Programs including eligibility (student and/or parent), application, disbursement records, promissory notes, Student Status Confirmation Reports (SSCR), and other related records. To maintain current, complete, and accurate records of each loan that it holds, including, but not limited to All documentation supporting the claim filed by the lender; B) Notices of changes in a borrower's address; C) A payment history showing the date and amount of each payment received from or on behalf of the borrower by the guaranty agency, and the amount of each payment that was attributed to principal, accrued interest, and collection costs and other charges, such as late charges; D) A collection history showing the date and subject of each communication between the agency and the borrower or endorser relating to collection of a defaulted loan, each communication between the agency and a credit bureau regarding the loan, each effort to locate a borrower whose address was unknown at any time, and each request by the lender for default aversion assistance on the loan; E) Documentation regarding any wage garnishment actions initiated by the agency on the loan; F) Documentation of any matters relating to the collection of the loan by tax-refund offset; and G) Any additional records that are necessary to document its right to receive or retain payments made by the Secretary under this part and the accuracy of reports it submits to the Secretary. The records must be maintained in a system that allows ready identification of each loan's current status, updated at least once every 10 business days. Any reference to a guaranty agency under this section includes a third-party servicer that administers any aspect of the FFEL programs under a contract with the guaranty agency, if applicable. 

Grade Reports

Records that document grades received by students for the term. This is the record copy of reports distributed to students at the end of each term. Information may include course numbers and titles, grades awarded, grade point average, student name, social security number, university identification number, and other related information.

Grade Sheets/Class Lists

Records that document students enrolled in courses taught at Emory. Information may include test scores, grades, and other related information.

Graduate Student Degree Completed Records

Records that document students' admission into graduate programs at Emory and their subsequent academic progress resulting in completion of degrees. (The official academic record for all graduate students is maintained by the Registrar's Office). Records may include applications for admission to Graduate School, notices of admission, standardized placement and evaluation exams, transcripts, requests to audit courses, major department/degree change requests, assignment of an advisor, composition of dissertation/thesis committee and any changes thereof, and other related records.

Graduate Student Degree Uncompleted Records

Records that document students' admission into graduate programs at Emory and their subsequent academic progress resulting in completion of degrees. (The official academic record for all graduate students is maintained by the Registrar's Office). Records may include applications for admission to Graduate School, notices of admission, standardized placement and evaluation exams, transcripts, requests to audit courses, major department/degree change requests, assignment of an advisor, composition of dissertation/thesis committee and any changes thereof, and other related records.

Graduate Students Denied Admission/No Show Records

Records that document the application and evaluation process for students applying to enter an academic graduate program. Records may include applications, standardized examination reports, foreign student financial documentation, supplemental application, letters of recommendation, resumes, transcripts, and other related records.

Graduate Student Tuition Remission Records

Records that document the remission of tuition for courses taken by eligible graduate students, such as research and/or teaching assistants. Records may include authorizations, reconciled lists, account summaries, and other related records.

Independent Study Records

Records that document departmental approval for students to enroll in independent study courses. Records may include permission, course names, number of credits, faculty signatures, and other related records

International Student Records

Records that document assistance to international students who have been admitted to academic programs. File may include academic reports from other institutions, admissions, application, immigration issues, copies of visas, scholarship information, evaluations, recommendations, and other related records.

Internship Program Records

Records that document record of the administration of student internship, practicum and cooperative education programs. Programs may be within the university or off campus and for class credit and/or pay. Records may include but are not limited to: applications for internships inside and external to the university; agreements with departments; postings/notices; student resumes; transcripts; copies of contracts; proposed university listings; notes; and related documentation and correspondence.

Joint Degree Program Files

Records that document students' admission into a joint degreed program at Emory and their subsequent academic progress resulting in completion of degrees. File may include application into program, standardized placement and evaluation exams, transcripts, and other related records.

Loan Activity Records

Records that document payments, adjustments, draw advances, address and status changes, cancellations, deferments, postponements on borrower's accounts, and other related records.

Minority Scholars Program Records

Records that document the application, selection, and progress of students belonging to various minority groups who apply for minority scholarships. File may include applications, candidate selection, notifications, correspondence, and other related records

Name Change Records

Records that document students or applicants name changes reported to the admissions or registrar's offices by students. Records may include letters requesting change in name, name change records, lists or reports of students with changed names, and other related records.

Pell Grant Reports

Records that document summary reports submitted to the Pell Grant Scholarship program on a routine basis. Information may include summary of money awarded, received and disbursed, the balance remaining, and other related information.

Perkins Loan Program Records

Records that document each borrower's payment history (showing date and amount of each repayment) and amount of each repayment credited to principal, interest, collection costs, and penalty or late charges. File may include contact with borrower or endorser, correspondence, reports, and other related records.

Placement Records

Records that document the written reference history of a student to be forwarded to potential employers or professional schools. Records may include credentials, release consent, reference letters, student teaching reports, professional program certificates, resumes, correspondence, and other related records.

Placement Survey Reports

Records that document results of a placement survey conducted every two years of recent baccalaureate graduates. Information may include career status or job title, continuing education, geographic location, source of finding employment, relationship of employment to major, salary, and other related information.

Prospective International Student Records

Records that document assistance to international students who are considering attending Emory. Records may include correspondence, applications and admittance, local address, advisory notes, and other related records.

Prospective Student Files

Records that track prospective students who are interested in attending Emory. File may include applications, letters or inquiries and other related records.

Recruiters Records

Records that document recruiter visits to the campus to conduct job interviews. Records may include scheduling calendars, Recruiter Schedules, affirmative action statements, lists of interviewees, feedback records from recruiters, correspondence, and other related records.

Registration Records

Records that document student enrollment in classes. File may include add/drop application, class request, and other related records.

Residency Affidavits

Records that document declarations filed by students regarding state residency status which determines tuition status. Records may include affidavits, correspondence, and other related records.

Schedule of Classes (Institutional)

No description.

Special Academic Programs Student Records

Records that document the application, admission, selection, and progress of students participating in special academic programs serving, guiding, and aiding Emory students. Records may include application, medical and health documentation, admission and non-acceptance documentation, recommendations and evaluative materials, correspondence, and other related records.

Student Academic Records

Records that document the academic progress of graduate and undergraduate matriculated students at Emory. Records may include transcripts, applications, acceptance and or denial, correspondence, and other related records.

Student Account Records

Records that documents financial transactions which may include payments on accounts, Emory card, refund documentation, etc to students by the Student Financial Services unit. File may include signed receipts, check copies, correspondence, bills, and other related records.

Student Advising Records

Records that document an undergraduate and/or graduate student's academic progress within a specific department and or college program. Most of the components are reference copies of records maintained in the files of the Registrar's Office and/or the Graduate School and are maintained for the convenience of the student academic advisors. Records may include applications, notices of admission, grade reports, degree program requirements, reports, correspondence, and other related records. 

Student Athletes Medical Records

Records that document the medical history of each athlete before and during his/her attendance Emory. File may include annual health appraisals, consent to release information, treatment consent record, accident reports, and other related records.

Student Files (College Department)

Records that document certification of graduation requirements for students within the college. File may include checklist for graduation, grade reports, student academic records, official change of grade records, miscellaneous arts & sciences administrative notifications, official request records for permission to change colleges within the university system, letters of reference; and other related records.

Student Financial Aid Records

Records that document student eligibility common to all Federal Title IV Aid Programs. Records may include Student Aid Report (SAR), eligibility documentation, correspondence, and other related records.

Student Loan Cash Input Transaction Reports

Records that document the repayment of student loans on a daily basis and is used to apply the loan payments to the individual student accounts. Information may include student name, loan amount, and other related information.

Student Loan Check Request Lists

Records that document loan disbursements made to students. This series consists of quarterly lists of loan checks issued from either the Controllers Division or the university Business Manager's Revolving Fund.

Student Loan Payment Coupons

Records that document payments made by holders of student loans. Records may include payment coupons which accompany each quarterly or monthly payment made to the student loan office.

Student Non-Disclosure Request Records

Records that document the request by a student to restrict release of directory information as per Family Educational Rights and Privacy Act (U.S. Public Law 93-380). Records many include student requests for non-disclosure of directory information.

Student Promissory Notes

Records that document promissory notes for student loans negotiated for the current academic year. The notes become part of the borrowers loan records at the end of the academic year.

Student Statistical Reports

Records that document student status and enrollment at Emory. Records may include specialized listings and statistical reports pertaining to registration, course changes, add/drops, geographical distribution of students, student age and gender data, mortality of classes, student transfers from other schools, student body grade point averages and GPA's of living groups, and veterans enrollment, reports documenting student and enrollment by term, and other related information.

Study Abroad Student Records

This series documents the enrollment and participation of students in study abroad programs, such as those that are Emory-sponsored or Emory-hosted as well as international transient study. This series may include, but is not limited to: program proposals, student applications, course approvals, and final transcripts.

Supplemental Grade Report Records

Records that document grade changes submitted by instructors through the academic units to the Registrar. Records may include supplemental grade reports, removal of I and E records, and other related records.

Theses and Dissertations Records

Records that document the completion and academic acceptance of graduate theses and dissertations presented to colleges in fulfillment of requirements for graduate degrees.

Transcript Hold or Encumbering Authorization Records

Records that document holds on transcripts restricting release of the transcript. Information may contain reason hold, specific action needed to release hold, and other related information.

Transcript Request Records

Records that document a students' requests for transcripts to be sent to other institutions. Information may include student's present name and other name(s) under which the student attended; social security number; home address; phone number; student signature; number of copies of transcript requested; fee status; whether official or unofficial transcripts are desired; date of request; destination(s) of transcript(s); and other related information.

Transfer Credit Evaluation Records

Records that document information concerning transfer credit evaluations and equivalents from other colleges and universities. File may include correspondence, description of course, credit earned and other related records.

Veterans Records

Records that document the entitlement status and enrollment of veterans at Emory. Records may include individual eligibility for educational benefits, curriculum qualification, attendance reports, and other related records.

Withdrawal Records and Data

Records that document student request for withdrawal from all registered classes for the semester.