CENTER FOR DISTANCE AND INDEPENDENT STUDY AUTHORIZATION NO. 37-411

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  1. Instructor Evaluated Exams
  2. Proctor Sheets
  3. Scanner Audits
  4. Enrollment Applications
  5. Pending Files
  6. Charge Receipts and Credit Card Receipts
  7. Prosecuting Attorney File
  8. Exam Originals and Mailable Copies
  9. Exam Requests
  10. VA Certifications (22-1999) & Change of Status (22-1999b)
  11. Internal Veteran Files
  12. DANTES Independent Study Course Enrollment Application & Monthly Enrollment Log
  13. Textbook Order Card
  14. UPS Shipping History & UPS Daily Transaction Closing Report
  15. Personal Correspondence
  16. Contracts With Consultants & Authors
  17. Performance Evaluations
  18. Multimedia Material, Test Assessment Reports, And Reports For NCA
  19. Contacts Made At Conferences & Exhibits
  20. Copy of Study Guides

 

ITEM NUMBER

1. Instructor Evaluated Exams

These records consist of exams graded by instructors versus computer scored exams. These are the original student answers to instructors evaluated exams. Records are kept on file for one year to allow students to challenge their grade.

Authorized Retention:

Retain for one (1) year and then destroy as a confidential record.

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2. Proctor Sheets

These records verify that departmental procedures were followed for exams taken and proctored at off-site locations.

Authorized Retention:

Retain for one (1) year and then destroy.

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3. Scanner Audits

These records are the detail of each computer card scanned in the department. This audit includes student’s name, course key code, lesson/exam number, score and any applicable notes.

Authorized Retention:

Retain for one (1) year and then destroy as a confidential record.

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4. Enrollment Applications

These records consist of the original form for requesting enrollment in a specific course.

Authorized Retention:

Retain for five (5) years after course is completed.

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5. Pending Files

These records contain lessons, exams, or enrollment information that may or may not be processed immediately due to a variety of procedural reasons. Unprocessed lessons and enrollments are classified as "short-term" pending. Processed lessons, exams and enrollment applications are classified as "long-term" pending.

Authorized Retention:

A. Short-term: Retain for thirty (30) days, then return to student or destroy as a confidential record.

B. Long-term: Retain until one (1) year after student completes course, then destroy as a confidential record.

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6. Charge Receipts and Credit Card Receipts

These records document credit transactions with vendors.

Authorized Retention:

Retain for five (5) years and then destroy as a confidential record.

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7. Prosecuting Attorney File

These records consist of copies of letters from the Cashier’s Office documenting progressive action taken for payments classified as bad checks. The original file has been submitted to the Prosecuting Attorney’s Office.

Authorized Retention:

Retain for five (5) years after payment has been made, legal action has been taken, or the account has been declared uncollectible, and then destroy as a confidential record.

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8. Exam Originals and Mailable Copies

These records consist of the master copy of exams from which copies are made and mailed to the student to complete. The copies in inventory are mailed to student’s exam site/proctor.

Authorized Retention:

Retain for as long as the student is enrolled and then destroy. The electronic copy is kept in the department’s internal archives for reference use.

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9. Exam Requests

These records contain the original communication from the student requesting an exam be sent to an address in the name of a specific exam supervisor.

Authorized Retention:

Retain for one (1) year and then destroy.

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10. VA Certifications (22-1999) & Change of Status (22-1999b)

This record series consists of the Veterans Affairs (VA) official form of notification to certify the veteran's enrollment with the VA. The VA official form is used to notify a veteran, previously certified, of a change in their status with the program, i.e. completion, extension of time, etc.

Authorized Retention:

Retain for three (3) years and then destroy as a confidential record.

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11. Internal Veteran Files

These records consist of a "pending”" file used to accumulate required documentation to "certify" the enrollment of a veteran with the Veterans Affairs Office.

Authorized Retention:

Retain for one (1) year, provided there is no activity and then destroy as a confidential record.

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12. DANTES Independent Study Course Enrollment Application & Monthly Enrollment Log

This record series includes military educational assistance program application forms, and monthly reports listing students enrolled during the previous month in DANTES educational assistance. DANTES stands for Defense Activity for Nontraditional Education Support.

Authorized Retention:

Retain for five (5) years and then destroy as a confidential record.

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13. Textbook Order Card

These records consist of information required for ordering textbooks, i.e. publisher phone number, account number, etc., as well as, past order quantity and cost information.

Authorized Retention:

 Retain for the life of the course, plus three (3) years, then destroy.

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14. UPS Shipping History & UPS Daily Transaction Closing Report

This record series consists of United Parcel Service shipment information used to trace undelivered packages plus the report of daily shipments sent via UPS.

Authorized Retention:

Retain for one (1) year and then destroy.

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15. Personal Correspondence

The records may include, but are not limited to, copies of letters, correspondence, and original print screens with notes relating to a student’s course record. Records are maintained by staff and faculty.

Authorized Retention:

Retain at the department’s personal discretion, not to exceed five (5) years, then destroy as a confidential record.

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16. Contracts With Consultants & Authors

This record series includes contracts with consultants, authors, reviewers, freelance editors, and requests to pay consultants. These files are reviewed for content by the editors.

Authorized Retention:

Retain for seven (7) years after the end of contract and then destroy.

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17. Performance Evaluations

These records document the performance of staff by faculty and departmental staff supervisor.

Authorized Retention:

Retain until no longer employed by the University and then transfer to the Human Resource Office. If the employee is transferred to another department, these records should be transferred along with the employee file to the new department.

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18. Multimedia Material, Test Assessment Reports, And Reports For NCA

These records are foreign language tapes, CD’s, etc. Also included and considered as reference material are statistics concerning the validity of exams, demographic and (NCA) North Central Assocation. (NCA-CASI) North Central Association Commission on Accreditation & School Improvement completion data.

Authorized Retention:

Retain for reference value only and then destroy.

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19. Contacts Made At Conferences & Exhibits

These records consist of memos regarding contacts made at conferences and exhibits.

Authorized Retention:

Retain in the department for reference value, then destroy.

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20. Copy of Study Guides

These records consist of copies of each course study guide.

Authorized Retention:

Retain one copy in department for reference value and send one copy to Campus Archives for archival purposes.

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Reviewed 2012-07-10.