Student Records

Academic Record: Official

This series documents the final academic status of students who are no longer enrolled. This series may include, but is not limited to: final transcript; requests for release of personally identifiable information; records of disclosures made to third parties; academic dismissals; and academic integrity code violations with sanctions.

Academic Record: Registrar

This series documents the academic status of enrolled students. This series may include, but is not limited to: name or gender change requests; and veterans eligibility, enrollment, and qualifications records.

Academic Record: School

This series documents the monitoring of enrolled students status, history, and grades within the academic department or school. This series may include, but is not limited to: advising records; grade reports, disputes, and change records; records documenting participation in special academic programs; requests to change major or minor; application and placement in joint degree programs; request for, and approval of, independent study and study abroad courses; transfer credit evaluations; requests to change colleges; academic action authorizations for dismissal or suspension; and graduation checklist.

Admission Records: Matriculated

This series documents applications for admission by students who enroll. This series may include, but is not limited to: application, transcripts, essays, standardized test scores, letters of recommendation, and student waivers.

Admission Records: Not Matriculated

This series documents applications for admission by students who are not accepted or do not enroll. This series may include, but is not limited to: application, transcripts, essays, standardized test scores, letters of recommendation, and student waivers.

Career Center: Recruiter Files

This series documents recruiter visits to the campus to conduct job and internship interviews. This series may include, but is not limited to: scheduling calendars, affirmative action statements, recruiter information forms, lists of interviewees, and feedback forms from recruiters.

Career Center: Student Advising Files

This series documents services provided to students in the form of counseling, workshops, mock interviews, panels, employer recruiting and development, pre-professional advising, alumni relations, internships, self-assessment, and career research. This series may include, but is not limited to: credentials, release consent, reference letters, student teaching reports, professional program certificates, and resumes.

Course Action Records

This series documents actions associated with student's registration and enrollment in courses. This series may include, but is not limited to: registration, drop/add requests, permission to audit course to take as pass/fail, and course transfers.

Course Catalog

This series documents courses offered each semester. This series may include, but is not limited to: catalogues and published schedule of classes.

Demographic Reports

This series documents reporting of enrollment, demographic, and geographic information about students who are attending or have attended Emory. This series may include, but is not limited to: original data sets, submission syntax, and reports.

Family Educational Rights and Privacy Act (FERPA) Records

This series documents student requests and consent authorizations or denials in accordance with the Family Educational Rights and Privacy Act (FERPA). This series may include, but is not limited to: requests for hearings, student statements regarding hearing panel decisions, written decisions of the hearing panel, written consent of the student to disclose records, non-disclosure of directory information requests, and waivers for rights of access.

Fellowship Award Records

This series documents the administration of student fellowships. This series may include, but is not limited to: agreements/contracts with departments, postings/notices, applications, and student resumes.

First Destination Surveys

This series documents the surveying of recent graduates. This series may include, but is not limited to: questionnaires that provide the following information on individual alumni: career status or job title, continuing education, geographic location, source of finding employment, relationship of employment to major, and salary.

Grade Change Reports

This series documents grade changes submitted by instructors. This series may include, but is not limited to: withdrawal requests, supplemental grade reports, and removal of incomplete records.

Hold or Encumbrance Authorizations

This series documents holds that restrict the release of transcripts. This series may include, but is not limited to: documentation on reason for hold and specific action needed to release hold.

International Student Records

This series documents interaction with and assistance to enrolled international students. This series may include, but is not limited to: Certificate of Eligibility for Exchange Visitor (J-1) Status (Form DS-2019) for Emory-sponsored students, Certificate of Eligibility for Nonimmigrant Student Status (Form I-20) for Emory-sponsored students, and Arrival-Departure Record (I-94) if provided by student.

Internship Placement Records

This series documents the administration of student internship, practicum, and cooperative education programs. This series may include, but is not limited to: agreements/contracts with departments, postings/notices, applications, and student resumes.

Loan Records: All Other Programs

This series documents participation in the Federal Work Study (FWS), Federal Supplemental Educational Opportunity Grant (FSEOG), Federal Pell Grant, Academic Competitiveness Grant (ACG), National Science and Mathematics Access to Retain Talent (SMART) Grant, or Teacher Education Assistance for College and Higher Education (TEACH) Grant Program. This series may include, but is not limited to: repayment schedules, and statements of rights and responsibilities.

Loan Records: Federal Family Education Loan Program (FFELP) and Direct Loan Records

This series documents participation in the Federal Family Education Loan Program (FFELP) and Direct Loan Programs. This series may include, but is not limited to: eligibility (student and/or parent), application, and disbursement records.

Loan Records: Perkins Loan

This series documents participation in the Perkins Loan program. This series may include, but is not limited to: repayment schedules, and statements of rights and responsibilities.

Loan Records: Student Loan Management

This series documents the disbursement and repayment of student loans. This series may include, but is not limited to: eligibility documentation, loan agreement, promissory notes, distribution reports, and payment coupons.

Prospective Student Files

This series documents contact with prospective students. This series may include, but is not limited to: prospects lists, interview and conversation notes;, photographs, personal information forms and resumes, test scores, and academic transcripts.

Scholar Program Records

This series documents the application, selection, and progress of students who apply for scholarships. This series may include, but is not limited to: applications, nominee lists, eligibility questionnaires, and reports.

Student Work Product

This series documents the completion of required course work by students. This series may include, but is not limited to: examinations, quizzes, homework, term papers, and essays.

Theses and Dissertations

This series documents the completion of requirements for graduate degrees. This series may include, but is not limited to: theses, dissertations, and research data.