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Student Records Policy
How long we keep your records, what your transcript shows, how to get copies, and how your information is protected.
Retention Rule
Windsor University keeps each student's educational record for the whole period of enrollment and for 5 years after the student's graduation, withdrawal or termination date. The educational record includes admission records, the transcript and academic progress reports, tuition, fee, payment and refund records, and the information on which the student's enrollment is based.
The University keeps a permanent official transcript for every current and former student, including graduates and students who withdraw or are terminated. Where a longer retention period applies by law, the University keeps the record for that longer period. The University stores records securely and protects them against damage and loss. It destroys a record only after its retention period has ended.
Retention Periods
| Record | Retention period |
|---|---|
| Official transcript, grade records, degree and certificate records | Permanent |
| Application for admission, admission letters, copy of government-issued ID, letters of recommendation (if required), transfer credit evaluation documents | 5 years after graduation, withdrawal or termination |
| Enrollment verifications, class schedules, name change authorizations, withdrawal and cancellation records | 5 years after graduation, withdrawal or termination |
| Tuition, fee, payment and refund records; academic progress reports; scholarship and deficiency records | 5 years after graduation, withdrawal or termination |
| Attendance records, warning notices, advising records, technical readiness check and identity verification records, appeal decisions | 5 years after graduation, withdrawal or termination |
| Written student complaints and their outcomes | At least 5 years from the date of the complaint |
| Admission records of applicants who do not enroll, including the reason for any refusal | 5 years after the admission decision |
| Instructor evaluations and email records | 5 years, or longer where the law requires |
| Data change logs and enrollment data (changes to enrollment, drops, adds) | 10 years |
| Graduation lists, catalogs, degree statistics and grade distribution statistics | Permanent |
| Requests to see or correct records, disclosure requests, written consents and waivers | Permanent |
Transcript Contents
Each official transcript includes the student's name and unique student ID; the name and address of Windsor University; the program of study; the name and date or term of each course; the credit hours and grade for each course; any credits accepted for transfer or for prior learning experience; the cumulative grade point average; the date the student entered the program; and the date of graduation, termination or withdrawal.
Requesting Transcripts and Records
After each semester, students can view and print an unofficial transcript in the student portal at app.windsoruniversity.us. The PDF cannot be edited. A student may request an official transcript; the fee is $100, as stated in the Enrollment Agreement.
Students can see a summary of their academic and financial records by signing in to the portal with their username and password. For a more detailed record, email Student Affairs at [email protected] and say what the record should show.
Safety and Privacy
- Student records are kept in the University's student information system, which is part of the Moodle Student Portal, and are backed up regularly.
- Only the staff who run the University's servers and manage records can access the backups.
- Server activity is monitored, and an automated alert system flags suspicious activity.
- Each user (student, instructor or administrator) has access only to what their role needs. This protects confidentiality and helps identify the source of any leak quickly.
- Information stored in or sent from student records is encrypted.
Who May See Your Records
Windsor University protects the privacy of applicants, students, staff and records. It does not release records to any person or organization unless:
- you are the student or applicant whose record it is;
- the person is a staff member whose duties require the record;
- the information is needed to protect an applicant, student or staff member; or
- a government authority requests it with the required legal documents.
Students, applicants and staff are responsible for the accuracy of their records. If you believe the University has breached your privacy, write to the President at [email protected]. You may also contact the Higher Education Licensure Commission, as described in the Student Complaints and Grievances policy.
When Records May Be Withheld
- Unpaid charges: transcripts and records may be withheld until all tuition, fees and related charges are paid.
- Disciplinary or academic holds: records may be withheld while an academic misconduct or disciplinary case is unresolved, or while a suspension or dismissal is in effect.
- Legal requirements: records are released or restricted as the law requires.
Records are released once the related issue is resolved and confirmed by the responsible office.
Need assistance?
Questions about this policy?
Our Student Affairs team is here to help. We reply to every message within one week.