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Program and Course Development Records

This records series documents the development, approval, and the implementation of undergraduate, graduate, and professional degree programs and any other reorganizations or changes to established programs. This may include, but is not limited to, working papers, final reports, related course descriptions, outlines, sample examinations, textbook lists, etc.

Identification

Record Series Item Number
7.2
Retention Policy Number
590
Series
7.2 - Student Records - Faculty

Retention Period

Total Retention
PM

Characteristics

Final Repository
LOCAL UNIT
Vital
No

Status

Last Update
10/15/21 10:17
GUID
UNTRRS-1274

Catalogs - Student Records

Identification

Record Series Item Number
7.2
Retention Policy Number
585
Series
7.2 - Student Records - Faculty

Retention Period

Total Retention
PM

Characteristics

Archival
I
Final Repository
ARCHIVES
Vital
No
Remarks
ARCHIVAL NOTE: One copy to be retained in University Archives.

Status

Last Update
10/15/21 10:15
GUID
UNTRRS-1272

Course Evaluations

This records series consists of information/surveys done to evaluate the course and/or the instructor. May include correspondence, reports, etc.

Identification

Record Series Item Number
7.2
Retention Policy Number
578
Series
7.2 - Student Records - Faculty

Retention Period

Total Retention
AV

Characteristics

Final Repository
LOCAL UNIT
Vital
No

Status

Last Update
10/15/21 10:14
GUID
UNTRRS-1267

Faculty Grade Book

Record of students in course and work completed. Includes computer and non-computer-generated grade sheets, and other such materials that permit a reconstruction of a student's graded performance in a course.

Identification

Record Series Item Number
7.2
Retention Policy Number
108
Series
7.2 - Student Records - Faculty

Retention Period

Total Retention
5

Characteristics

Final Repository
ACADEMIC DEPARTMENT
Vital
Yes
Remarks
This includes grade appeals since appeals correspond with the grade book.
American Association of Collegiate Registrars and Admissions Officers

Status

Last Update
10/20/21 13:49
GUID
UNTRRS-1549

International Student Records / Non-Matriculates

This series documents institution assistance to international students who have failed to enroll in academic programs. . These records primarily concern institution admissions, immigration issues, and other non-academic matters. Records may include but are not limited to: copies of visa; scholarship information; institution admissions forms; graduate school applications; transcripts of previous college work; grade reports of prior college work; grade reports from institutional courses; international student advisors notes; degree completion certificates; explanations for student withdrawals; recommendations and evaluations of students; and related documentation and correspondence.

Identification

Record Series Item Number
7.1
Retention Policy Number
350
Series
7.10 - Student Records - International

Retention Period

Total Retention
AC+1

Characteristics

Final Repository
INTERNATIONAL PROGRAMS AND STUDIES
Vital
No
Remarks
AC=failure to enroll.

Status

Last Update
9/16/21 16:56
GUID
UNTRRS-1265

International Student Records/ Matriculates

This series documents institution assistance to international students who have been admitted to academic programs. These records primarily concern institution admissions, immigration issues, and other non-academic matters. Records may include but are not limited to: copies of visa; scholarship information; institution admissions forms; graduate school applications; transcripts of previous college work; grade reports of prior college work; grade reports from institutional courses; international student advisors notes; degree completion certificates; explanations for student withdrawals; recommendations and evaluations of students; and related documentation and correspondence.

Identification

Record Series Item Number
7.1
Retention Policy Number
345
Series
7.10 - Student Records - International

Retention Period

Total Retention
AC+10

Characteristics

Final Repository
INTERNATIONAL PROGRAMS AND STUDIES
Vital
No
Remarks
AC=After student graduates.

Status

Last Update
6/29/21 13:54
GUID
UNTRRS-1261

Student Immigration Records

Identification

Record Series Item Number
7.1
Retention Policy Number
290
Series
7.10 - Student Records - International

Retention Period

Total Retention
AC + 5

Characteristics

Final Repository
INTERNATIONAL PROGRAMS AND STUDIES
Vital
Yes
Remarks
AC = After student graduates. FERPA, confidential record.

Status

Last Update
9/16/21 16:55
GUID
UNTRRS-1238

Honors/Awards

This records series provides a historical record of any academic honors and/or awards given to students.

Identification

Record Series Item Number
7.1
Retention Policy Number
604
Series
7.1 - Student Records

Retention Period

Total Retention
75

Characteristics

Final Repository
REGISTRAR
Vital
No

Status

Last Update
9/16/21 16:57
GUID
UNTRRS-1281

Student Grievance Records

Identification

Record Series Item Number
7.1
Retention Policy Number
393
Series
7.1 - Student Records

Retention Period

Total Retention
75

Characteristics

Final Repository
DEAN OF STUDENTS/ACADEMIC AFFAIRS/ACADEMIC DEPARTMENT
Vital
No
Remarks
CAUTION: If a grievance brought forward by students against the institution becomes part of litigation, it should be retained as a litigation record per RRS 1.1.048. If the grievance goes to the university ombudsman, the record should be retained as an ombudsman record per RRS 3.1.039.

Status

Last Update
6/29/21 13:55
GUID
UNTRRS-1547

Test Questions, Exams, Quizzes, Term Papers

Records may include but are not limited to: examinations and answers; quizzes and answers; course(work) papers; term papers; and essay assignments. This series does not include graduate student qualifying or comprehensive examinations.

Identification

Record Series Item Number
7.1
Retention Policy Number
319
Series
7.1 - Student Records

Retention Period

Total Retention
AC+1

Characteristics

Final Repository
ACADEMIC DEPARTMENT
Vital
No
Remarks
AC = End of Academic term. Academic departments are not responsible for retaining copies of test returned to students.
CAUTION: Coursework under dispute may not be destroyed until the resolution of the dispute.

Status

Last Update
9/16/21 16:55
GUID
UNTRRS-1535