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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

Student Data Sheets

Identification

Record Series Item Number
7.1
Retention Policy Number
274
Series
7.1 - Student Records

Retention Period

Total Retention
AC

Characteristics

Final Repository
REGISTRAR/LOCAL UNIT
Vital
No
Remarks
AC = End of the term that the transaction occurred. FERPA, confidential record.

Status

Last Update
9/16/21 16:54
GUID
UNTRRS-1222

Departmental Student Information Files

This series provides up-to-date information on student's activity from point of enrollment to graduation or date of last attendance. Information may include personal data, activity reports, graduate student qualifying examinations, copies of placement tests, copies of partial transcripts, correspondence, evidence of graduation or last date of attendance, and related information.

Identification

Record Series Item Number
7.1
Retention Policy Number
268
Series
7.1 - Student Records

Retention Period

Total Retention
AC+3

Characteristics

Final Repository
Academic Unit
Vital
Yes
Remarks
AC = Student separation from the department or institution. CAUTION: International student academic records must be retained at least 1 year after final notice to Immigration and Naturalization Service.

Status

Last Update
9/16/21 16:53
GUID
UNTRRS-1576
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