Academic Records Retention Policy

Schedule A: Academic Records

Record Type	Retention Period
Examination Materials: Non-standardized	1 semester after expiration of appeal process
Grade Records: Data Input Forms	1 semester
Class Rolls	3 fiscal years
Student Class Work Records	Retain until obsolete
Copy of Grade Books	One academic year
Course and Program Records: Professor/Department Files	2 anniversary years
Student Appeal Records	5 fiscal years after final appeal
Final Exit State Exam (standardized)	Three fiscal years, ending June 30
Other Standardized Tests	Three fiscal years, ending June 30

Notes:

All records will be submitted to the office of the appropriate Associate Dean or Dean responsible for the program or discipline.
Individual student exams will not be retained.
Examination materials: Non-standardized will be retained 1 semester after expiration of appeal process.
Health Science programs and other limited access academic programs holding “programmatic accreditation” must comply with specific standards as required. For example, the State Department of Health, American Medical Association and subsidiaries, HIPAA and other regulatory agencies may have additional standards for records retention.
All records disposal MUST be done by shredding or incineration.

Schedule B: Faculty Related Documents

Record	Retention Period
Student assessment of courses and faculty	Data are retained electronically by Institutional Research & Effectiveness
Classroom observation of faculty	Five years after termination - Faculty permanent personnel file in Human Resources
Performance appraisal of faculty	Five years after termination - Faculty permanent personnel file in Human Resources
Any disciplinary action or other documents	Five years after termination - Faculty permanent personnel file in Human Resources

Enacted in Section G July 2004 from existing policy; reviewed July 2010; revised February 2020; revised July 2024