ALLA B C D E F G H I J K L M N O P Q R S T U V W X Y Z
A record of authorization from the appropriate Dean(s) for a student to change to a different college/school and/or major.
Official Copy: Registrar's Office
Retention: 2 years after end of quarter
Disposition Method: Shred or Delete
Other Copy: Any Advisory Office/Dean's Office
Retention: 1 year after student inactive or graduated
Disposition Method: Shred or Delete
Provides a record of continuing education courses. May provide proof of attendance for professionals taking course for continuing education credit, financial records, registrant list, credits awarded, advertisements for course, course evaluation, contract with instructor, etc.
Official Copy: Any Office
Retention: 7 years after course completed
Disposition Method: Shred or Delete
Materials generated in the development of a course offered for continuing education credit. May include meeting minutes and agendas; planning teleconferences; emails; memos; correspondence; a copy of the proposal submitted to the credit awarding organization; etc.
Official Copy: Any Office
Retention: 7 years after course no longer offered
Disposition Method: Shred or Delete
A record of the evaluative comments written by students regarding the content and presentation of a course. After comments are compiled by the Office of Educational Assessment, comment sheets are returned to departments.
Official Copy: Faculty/Academic Departments
Retention: 5 years after tenure approved or denied
Disposition Method: Shred or Delete
Compilations of ratings and comments from individual paper course evaluation forms. Summaries are compiled by the Office of Educational Assessment and entered into the Instructional Assessment System (IASystem) where they are kept permanently.
Official Copy: Office of Educational Assessment
Retention: 6 months after end of quarter
Disposition Method: Shred or Delete
Other Copy: Faculty/Academic Departments
Retention: 3 years after end of quarter
Disposition Method: Shred or Delete
Materials created and used as the basis for the content of a course. May include notes, rubrics, PowerPoint slides, podcasts and other recordings such as Panopto, Zoom or other conferencing platform recordings.
Official Copy: Academic Departments
Retention: Retain until no longer needed for agency business plus one academic quarter (3 months)
Disposition Method: Shred or Delete
Note: Records in the Canvas LMS will be deleted 5 years after the end of the academic year; instructors will receive notification in advance of deletion. Copies of materials uploaded or created in Canvas do not need to be retained outside of Canvas.
Note: Excludes records covered by History Files
A record of a student's eligibility to take an examination in order to obtain credit for a class without enrolling in it.
Official Copy: Office of the University Registrar (Registrar Student Services)
Retention: 1 year after end of quarter
Disposition Method: Shred or Delete
Other Copy: College/School or Department
Retention: Until end of quarter in which exam is given
Disposition Method: Shred or Delete
Report of the monthly meetings of the Curriculum Committee. Includes the agenda and documents actions taken and acted upon. Includes changes to curriculum made during the month -- courses or degree programs added, dropped, or renamed, and proposals that are pending. These reports are now posted online and may be generated from Kuali Student Curriculum Management.
Official Copy: Registrar -- General Catalog and Curriculum Office
Retention: 6 years after end of calendar year
Disposition Method: Transfer to University Archives
Other Copy: Academic Departments
Retention: 1 year after end of quarter
Disposition Method: Recycle or Delete
Documentation of the planning and development of academic courses or programs which have been approved. May include Course Change Applications, New Course Applications, departmental proposals and supporting papers (course or program descriptions, faculty data, etc.).
Official Copy: Registrar -- General Catalog and Curriculum Office (In the Registrar's office, these are filed with Curriculum Committee Reports)
Retention: 6 years after end of calendar year
Disposition Method: Transfer to University Archives
Other Copy: Academic Departments
Retention: 5 years after proposal approved
Disposition Method: Transfer to University Archives for review
Documentation of the planning and development of academic courses or programs that have not been approved. May include Course Change Applications, New Course Applications, departmental proposals and supporting papers (course or program descriptions, faculty data, etc.).
Official Copy: Registrar -- General Catalog and Curriculum Office (filed with Curriculum Committee Reports)
Retention: 6 years after end of calendar year
Disposition Method: Transfer to University Archives for review
Other Copy: Academic Departments
Retention: 1 year after proposal denied
Disposition Method: Recycle or Delete