Individual and Chapter Record Retention Information

Storage location - records are maintained within the FSL Data Management System.  The data management system is a cloud-based system owned and operated by the University of Michigan.

Data Fields 

• First Name
• Last Name
• Uniqname
• Expected Graduation Date
• Fraternity/Sorority name 
• Council
• UMID 
• Phone Number
• Institutional Recruitment/Intake Eligibility Status 
• Impact Training Canvas Module Completion Status (Yes or No)
• Anti-Hazing Agreement Acknowledgement Status (Yes or No)
• FSL Academic Consent Status (True or False)
• Term Affiliated
• Membership Status (Member, Abroad, Depledged, Alumni etc)
• UM Email

Data Sensitivity Level - Moderate

• All university data is classified into one of four levels based on sensitivity and risk of harm to individuals and the university in the event of a breach or unauthorized disclosure. Data must be collected, stored, and used in accordance with security and appropriate use requirements based on sensitivity level.

Legal Requirements

• There is no legal requirement for this information to be maintained per Office of General Counsel (2026)

Storage Length

• Current members - records are fully maintained on current members.
• Alumni - records on alumni members is kept - indefinitely beginning with affiliated students in the early 1990’s
• Former Members -  records on individuals formerly affiliated with a fraternity or sorority are kept for  7 years from time of graduation/leaving UM

Access to Records

• Full Access

• Fraternity & Sorority Life Staff
• Student Life Technology Service Staff as needed for tech support

• Limited Access (upon request)

  • University Officials for reasons including development, recognition and awards, and other legitimate educational purposes.

Storage location - records are maintained within secure files within FSL

Data Fields

• First Name
• Last Name
• Chapter Affiliation
• Emplid (student id number)
• Campus ID (Uniqname)
• Sex Description
• FERPA (campus-wide release status)
• FSL Academic Consent status (True or False)
• FSL Council
• Term Affiliated
• Term Description
• Registration Status
• Academic Level (end of term)
• Academic Level Description (Freshman, Sophomore, Junior, Senior etc.)
• Entry Type 
• Entry Type Description (Freshman, Continuing, Transfer etc)
• First Term Attended
• Academic Career
• Academic Career Primary Description (LSA, Engineering etc)
• Current Term GPA
• Cumulative GPA
• Units Taken Towards Progress
• Sum of Units Taken with No GPA
• Sum of Units Taken

Data Sensitivity Level - Moderate

All university data is classified into one of four levels based on sensitivity and risk of harm to individuals and the university in the event of a breach or unauthorized disclosure. Data must be collected, stored, and used in accordance with security and appropriate use requirements based on sensitivity level.

Legal Requirements

• None

Storage Length

•  Individual Records are maintained for 6 years from related academic term

Access to Records

• Full Access

  • Fraternity & Sorority Life Staff

• Limited Access (upon request)

  • Chapter Officers and IHQ representatives 

Fraternity & Sorority Life maintains records on investigations into allegations of violation of university and council policies.  Types of records include  allegation details, investigation notes, hearing outcomes, sanction and follow up.

Full retention information is being completed. Questions can be directed to Cheyene Flaishans, Assistant Director of Community Standards & Educational Programs at [email protected]

Fraternity & Sorority Life maintains various records as part of the Achievement Expectation Program. Types of records include attendance at required events, completion of required programs, chapter submitted documents and data on engagement by individual members.

Full retention information is being completed. Questions can be directed to [email protected]

Data Sensitivity  Information 

• https://safecomputing.umich.edu/protect-the-u/safely-use-sensitive-data

Student Rights and Records

• https://ro.umich.edu/student-records/student-rights-records

Frequently Asked Questions about Student Records

• https://ogc.umich.edu/frequently-asked-questions/student-records/

FSL FERPA Agreement (signed during the eligibility verification process)

"Pursuant to the Family Educational Rights and Privacy Act (FERPA), the written consent of a student is required before the education records of a student,or personally identifiable information contained therein, maybe disclosed to a third-party,unless an exception to this general requirement of written consent applies."

Please read the following statements and authorization (Release) and check the box below if you consent to this FERPA Release.

I authorize the University of Michigan, including the Office of the Registrar and Fraternity and Sorority Life(FSL), to use and release my education records, including my enrollment status.term, cumulative grade point averages and total credit hours,to fraternity or sorority chapter representatives, chapter recruitment/intake officers, chapter alumni advisors and Inter/national organizations for purposes of verifying eligibility to participate in activities associated with fraternity or sorority.

I authorize the University of Michigan,including FSL, to use and release my education records, including information about alleged or actual violations of the Standards of Conduct for Recognized Student Organizations or the Student Statement of Rights and Responsibilities, with inter/national organizations.

I understand that I may withdraw my consent to share this information at any time by submitting a written request.

Note:FSL may share membership information with University Officials within the University of Michigan for reasons including development, recognition and awards, and other legitimate educational purposes.