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JordanSims
New Member

Records and Retention - Housing Student Data

How does your institution "keep" or store graduated student records from Canvas? Do you immediately deactivate users once they graduate? Do you export gradebooks and save that as records? We have to keep student academic records for at least 3 years - what's the best way to retain that data for students without keeping them enrolled in a course?

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mzimmerman
Community Coach
Community Coach

Hi @JordanSims,

We create new courses and sections each semester, so students remain enrolled for as long as their records need to be retained.  The courses are associated with terms, which have start and end dates, so the courses go into "read only" mode after the end date of the term.

We do not immediately deactivate users after they graduate, but all users log in through our SSO so their credentials stop working as a certain point after they have stopped enrolling.

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BerberdesResed3
New Member

Records and Retention - Housing Student Data

Housing records are maintained for the purpose of ensuring that students have access to a safe and appropriate living environment. Records include:

Student's name and address, phone number, email address, emergency contact information, and emergency contact phone number.

Student's birth date, social security number or other unique identification number assigned by the University.

Verification of the student's enrollment in the university (including any extension granted).

A copy of the student's photo identification card.

A copy of the student's current housing contract or lease agreement.

The date on which a student moved into University housing, when a student moved out of University housing, and when a student was evicted from University housing.

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