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ACADEMIC RECORDS ALL ACADEMIC DEPARTMENTS AUTHORIZATION NO. 00-015

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  1. Accreditation Records
  2. Curriculum/Syllabus Records
  3. Course Records (Materials)
  4. Class Roll Records
  5. Grade Roll Records
  6. Grade Books
  7. Add/Drop Records
  8. Graduation Records
  9. Alumni/Alumni Association Records

 

ITEM NUMBER

1. Accreditation Records

These records consist of, but not limited to, correspondence and reports between academic departments and their accreditation organizations, accreditation standards and requirements, self-study reports and evaluations, faculty vitae, evaluation of the accrediting organization’s team reports, responses to the evaluation reports and literature on the accrediting organizations.

Authorized Retention:

Retain for reference value, not to exceed five (5) years, then transfer to Campus Archives for archival evaluation.

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2. Curriculum/Syllabus Records

These records consist of, but not limited to, course descriptions, outlines, syllabi, bibliographies, etc. for each course offered, reports of curriculum study groups, request for approval to add, delete or change courses.

Authorized Retention:

Retain for reference value, not to exceed five (5) years, then transfer to Campus Archives for archival evaluation.

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3. Course Records (Materials)

These records contain materials used in the teaching of courses. They include, but not limited to, lecture notes, lesson plans, sample tests, hand-out materials, subject related publications and articles, correspondence related to course, copies of syllabi, permission to reprint, etc.

Authorized Retention:

Retain for period of reference value, not to exceed three (3) years after materials are no longer in use, then transfer to Campus Archives for archival evaluation.

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4. Class Roll Records

These records consist of listings of student names and other student identifying information provided to departments and faculty on students enrolled in courses presented by the department. There is a listing for each course.

Authorized Retention:

Retain for period of reference value, not to exceed one (1) year, then destroy.

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5. Grade Roll Records

These records contain the name, student number and grade earned by students enrolled in courses. The original record (which is considered the official record) is transmitted to the Registrar's Office to be entered onto the student’s official transcript.

Authorized Retention:

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

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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.

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7. Add/Drop Records

These records document classes that students drop or add to their course schedule after the semester has started.

Authorized Retention:

Retain for one (1) year after last date of enrollment, then destroy.

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8. Graduation Records

These records are created at the department and school level as part of the graduation process. Records maintained include, but not limited to, graduation statistics, list of graduates, commencement programs, graduation function information sent to students and parents, and correspondence to commencement speakers, etc. Some of this same information may, on occasion, be also retained in the Alumni/Alumni Association records but in those instances, the information is normally in a different configuration.

Authorized Retention:

Retain for reference value not to exceed five (5) years, then transfer to Campus Archives for archival evaluation.

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9. Alumni/Alumni Association Records

These are records held at the school or college level that include, but not limited to, listing of alumni of the school or college, association constitution and by-laws, minutes of association meetings, correspondences, materials on alumni, addresses, employer names and addresses, promotional materials, etc. Some of these records may also be held in the campus Office of Alumni Activities but should be considered as independent of the campus alumni operation.

Authorized Retention:

Retain until no longer of administrative value to the school or college, then transfer to Campus Archives for archival evaluation.

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Reviewed 2011-12-06.