6. Student Records

The Program Administrator, acting on behalf of the NGSP Director(s), will maintain the files of all applicants to the Program and the official academic files of all students in the Program. These files will be treated confidentially but they may be distributed to faculty members of the NGSP Committee or to other members of the NGSP faculty to assist in the admissions process.

Access to files of students in the Program is restricted to faculty members of the NGSP Committee, the student’s advisor and others with permission of the NGSP Director. Students may examine items in their files excluding only those items with a signed Waiver of Right to Access, such as letters of recommendation.

The NGSP will maintain the academic files of NGSP students for a period of not fewer than six years after they graduate. However, the file of any admitted student who does not enroll in classes in the designated quarter of acceptance may be destroyed one year after the beginning of that quarter. The NGSP Director is ultimately responsible for all aspects of the student file maintenance. The Graduate School maintains the official records of student grades.