Management Services

Records Management

Records Retention Guide

Academic Department Administrative Records -- All Campuses

AUTHORIZATION NO. 00-015

ITEM NO.

6. Grade Books

Grade books are traditionally ledger-style books used by faculty to record student's test and class work scores earned during the semester. The grades recorded during the semester are used to compute the final grade of the student. May also serve as backup to the official academic record held by the Registrar's Office, when a dispute arises regarding a grade given by faculty. Records maintained in alternate formats such as computer spreadsheets must follow the same retention.

Authorized Retention:

Retain for one (1) year or until contested grade has been resolved, then destroy.

Note: The retention period for grade books was approved on 8-4-97 as part of Records Retention Authorization 00-012. The item is being moved to this authorization to consolidate similar records together on the same authorization.