When new students begin their academic career at Hartwick, the Office of Academic and Pre-Professional Advising provides a folder to the student’s advisor containing copies of pertinent student records, including:
- Application for admission
- AP, IB and/or CLEP scores
- Academic transcripts (high school and/or college)
Please review this information to gauge your advisees’ interests and abilities. If one of your advisees changes advisors, please forward the advisee folder to the new advisor or the Office of Academic and Pre-Professional Advising for processing.
Inactive Advisee Folder Retention and Disposal Procedure
Per Hartwick’s record retention policy, some of the data contained within your advisee folders may need to be retained, in a secure location, for up to five years after the student graduates or withdraws from the institution. The Office of Academic and Pre-Professional Advising is able to store or destroy the information contained within your advisee folders quickly and securely. Therefore, if you have folders for students who are no longer your advisees, have graduated, or have withdrawn from the institution, you may forward these folders to the Office of Academic and Pre-Professional Advising for storage or disposal.
If you have a large number of folders or are unsure about sending folders through campus mail, please email Joe Ficano (firstname.lastname@example.org) to make arrangements for pick-up. If you do not wish to return the folders to the Office of Academic and Pre-Professional Advising, you may dispose of them by shredding the contents.
Advisee Folder Security
In an age where cases of identity theft are on the rise, it is important to properly store student educational records containing personally identifiable student information (social security number, grades, schedules, etc.). Therefore, please be sure that you keep your advisee folders in a secure location, preferably in a lockable desk drawer or file cabinet. Please do not leave advisee folders in an easily accessible location if you are away from your office. For example, if you are teaching a class, please make sure your advisee folders are in a desk drawer or file cabinet or are out of plain sight when you leave your office. If you have advisee folders for students who have graduated, withdrawn or are no longer your advisees, please return these to the Office of Academic and Pre-Professional Advising for storage or disposal.