RRDS Academic Student Records

Records Retention & Disposition Schedule

Student Records, Academic

Schedule Number: 166-450-0120


Assessment Placement and Testing Records
Schedule Number: 166-450-0120 (1)

Records document the administration of assessment, placement, diagnostic, challenge exams and other formal tests. Types of testing and assessment services offered may include but are not limited to entrance, placement, or skills tests such as General Education Development (GED) test; aptitude test; vocational aptitude and interest surveys; personality inventories; career self-exploration research tests and surveys; placement tests for math, reading, and writing skills; or hearing and vision tests. Records may include but are not limited to:

Examiner's manuals, 
Exams and tests,
Placement and test results,
Rosters of test takers,
Summary reports,
Test administration records,
Test order and payment records,
Testing rules and regulations.
Retention: 
(a) Placement test, GED and NLN test records: 5 years
(b) Special academic program orientation records: 1 year
(c) Other records: 5 years
Disposition: transfer to Records Center, destroy
Responsible unit: creating office or department

NOTE: Confidentiality of Records
~ Information may be exempt from public disclosure per ORS 192.502 (2). 
~ If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration. 
~ SEE: Access & Confidentiality for more details.


Grade Records
Schedule Number: 166-450-0120 (2)

Records document the grades awarded by instructors of and serves as the basis for the students' official academic records. Records may include test, assignment, paper, and homework scores; attendance records; and final grades for students. Records may also include grade reports, report cards, and grade histories which are distributed to students at the end of each term and which indicate course numbers and titles, grades, awarded and grade point average. Records in this series may include but are not limited to:

Retention:
(a) Official (electronic) grade records: 75 years
(b) Grade change forms or grade sheets: 10 years
(c) Contested grade records: until resolved
(d) Other records: 1 year
Final grade rosters,
Grade confirmation reports
Instructor's grade books,
Related documentation which is reported to the Registrar's Office for inclusion in the student's academic record.
Disposition: transfer to Records Center, destroy
Responsible unit: 
Student Records, 
Adult Basic & Secondary Education, 
or creating office or department

SEE ALSO: Student Academic Records

NOTE: Confidentiality of Records
~ Information may be exempt from public disclosure per ORS 192.502 (2). 
~ If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration. 
~ SEE: Access & Confidentiality for more details.


Graduation Evaluation Records
Schedule Number: 166-450-0120 (3)

Records document the progress made toward graduation by students. Records may include but are not limited to:

(a) 
Electronic or paper confirmation that student completed degree requirements: 
Retention: 75 years

(b)
Applications for graduations,
Correspondence,
Curriculum deviation/course waiver forms,
Degree audit records, 
Degree audits or evaluations by program,
Departmental notes and working paper,
Transcripts from other colleges, 
Transfer credit evaluation forms, 
Other documents related to graduation evaluations.
Retention: 10 years

(c) 
Diploma replacement requests: 1 year

Disposition: transfer to Records Center, destroy
Responsible unit: Student Records or creating office or department

SEE ALSO: Student Academic Records 


Student Academic Advising Records
Schedule Number: 166-450-0120 (4)

Records document the student's academic progress within a specific department or program, including student athletes. Most of the components in these records are reference copies of records maintained in the files of the Registrar's Office and are maintained for the convenience of the student academic advisors. 

Retention: 1 year
Disposition: destroy
Responsible unit: creating office or department

NOTE: Confidentiality of Records
~ Information may be exempt from public disclosure per ORS 192.502 (2). 
~ If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration. 
~ SEE: Access & Confidentiality for more details.


Student Academic Petition Records
Schedule Number: 166-450-2000-0021 (11)

Records document student petitions for exemption from institution regulations and procedures by the Academic Council. Records may include student requests to change credit requirements, pass-no-pass, and other regulations and procedures.

Retention: 5 years
Disposition: transfer to Records Center, destroy
Responsible unit: Student Records, Adult Basic & Secondary Education, or other creating office or department

NOTE: Confidentiality of Records
~ Information may be exempt from public disclosure per ORS 192.502 (2). 
~ If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration. 
~ SEE: Access & Confidentiality for more details.


Student Academic Records
Schedule Number: 166-450-0120 (5)

Records document the admission and academic progress of students enrolled in the college. Records may include but are not limited to:

(a)
Records of academic probation or suspension, 
Records relating to student records requests and disclosures,
Transcripts.
Retention: 75 years

(b) 
Challenge/credit by assessment documents,
Final and articulated grade sheets,
Grade change requests.
Retention: 10 years

(c) 
International student applications, I-20's issued, and other records: 5 years

(d) 
Applications for admissions: 3 years

(e) Other records: 1 year
Add/drop forms,
Change of major notification,
Demographic information,
FERPA Student Status Confirmation Reports,
Notices of acceptance to limited entry program, 
Registration forms,
Report cards,
Requests for audit and pass/no pass forms, 
Residency verifications,
Student schedules,
Transcripts from high schools and other colleges, 
Tuition and fee information,
Underage enrollment documentation. 

Disposition: transfer to Records Center, destroy
Responsible unit: 
Student Records, Adult Basic & Secondary Education,
or other creating office or department

NOTE: Confidentiality of Records
~ Information may be exempt from public disclosure per ORS 192.502 (2). 
~ If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration. 
~ SEE: Access & Confidentiality for more details.


Student Conduct Records
Schedule Number: 166-45-2000-0021 (10) Records document academic dishonesty and conduct violations among students. Records concern disciplinary actions, the appeals process, and the process of conflict resolution. Records may include but are not limited to:

Incident reports
Final reports
Evidence
Notification of allegation
Disciplinary reports
Informal discussion notes
Formal hearing notes
Final summary statements
Decision statements
Appeals documentation
Conflict resolution process
Related documentation and correspondence

Retention:
(a) Case files involving expulsion, degree revocation, or negative notation on the transcript: 75 years
(b) Case files involving suspension: 10 years
(c) All other disciplinary files: 3 years

Disposition: Transfer to Records Center, destroy
Responsible Unit: Instruction and Student Services

NOTE: Confidentiality of Records
~ Information may be exempt from public disclosure per ORS 192.502 (2). 
~ If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration. 
~ SEE: Access & Confidentiality for more details.


Veterans Student Records
Schedule Number: 166-450-0120 (6)

Records document the status of military veterans who have requested veterans benefits and are registered as students of the college. Records may include but are not limited to:

Correspondence,
Records completed and submitted to the Veterans Administration to request, start, or reinstate veterans benefits, Other records that document student participation in a variety of educational benefits programs for veterans.

Retention: 3 years following termination of enrollment period
Disposition: transfer to Records Center, destroy
Responsible unit: Veterans Office

SEE ALSO: Student Academic Records