DISPOSAL CODE
RECORD DESCRIPTION
RETENTION PERIOD
CUSTODIAN
b. Unemployment Claim Records
7 years
Payroll
2
FACULTY/ACADEMIC AFFAIRS Faculty Grade Books (print and online)
End of academic term + 1 year
Faculty Member
2
Graded Exams and Assignments
End of academic term + 1 year
Faculty Member
2
Academic Complaints/Grade Challenges (Informal Phase) Academic Complaints and Hearing Board Files (Formal Phase)
One year after decision on request 5 years after final disposition
Department Head
2
Academic Dean for Program Registrar/Student File Department Head and Faculty Member Department Head and Faculty Member Council Chairperson, Committee Chairpersons Faculty Member
2
Grade Change Forms
Permanent
2
Course Outline (Master)
Period in Use plus 1 year after revised, updated or discontinued Period in Use plus 1 year
1
Course Syllabus
1
College Council Minutes and Materials
7 years
2
Teaching Portfolios
Duration of Employment
2
Tenure and Promotion Applications and Supporting Materials Sabbatical Applications and Supporting Materials
Duration of Employment plus five years Duration of Employment End of academic term plus 1 year End of academic term plus 1 year
Human Resources
2
Provost’s Office
2
Schedule/Overage Assignment Forms
Supervising Dean
2
Student Engagement/Activity Forms
Supervising Dean
2
Student Engagement Fund Applications
End of Fiscal Year plus 1 semester
Campus Business Office/Provost’s Office Human Resources Registration and Advisement Office Faculty Member Registration and Advisement Office Registration and Advisement Office Registration and Advisement Office Registrar’s Office
1
Classroom Observation Forms/Annual Evaluations
Duration of Employment plus 5 years 5 years after date of graduation
2
Academic Advising Records and Correspondence
2
Attendance Records (Student)
End of academic term plus 1 year
2
Class Audit Request/Approval Forms
5 years
2
Credit by Exam Request/Approval Forms
5 years
2
Class Schedules (Students)
5 years
2
“I” Grade Request/Approval Forms and Related Materials
1 year after final disposition of grade
2
Course Catalogs
7 years
Provost’s Office
2
Graduation Lists
7 years
Provost’s Office
2
Commencement Programs and Materials
5 years (evaluate for permanent archive if deemed to have historical value)
President’s Office
1
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