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
The following student electronic records do not have to be saved or printed because they are extracted from a master file or database. Reports printed from a database are considered duplicates and can be destroyed as soon as they have served their reference purpose. They will be visible and accessible for their full retention period in the system of record and can be reprinted as needed. The official copy is the original digital version.
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Documents the check out and return of audio/visual and other equipment by students, staff and faculty. If the equipment is not returned on time, a late fee is not incurred.
Other Copy: College/School or Department
Retention: 6 months after return of equipment
Disposition Method: Shred or Delete
A record of student responses to placement exams administered by college/school or department to determine level of subject proficiency, or to authorize students for possible exemption from taking a course.
Official Copy: College/School or Department
Retention: 1 year after end of academic year
Disposition Method: Shred or Delete
Note: A sample of each exam and its answer sheet should be retained with Course History Files.
A record of answers to examinations, as well as papers, projects and other assignments submitted by students in fulfillment of course or degree requirements. Includes Zoom or other conferencing platform recordings.
NOTE: This retention period applies to those exams and assignments not retrieved by the student after they are graded.
Official Copy: Academic Departments
Retention: 1 quarter after end of quarter
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: A sample of each exam and its answer sheet should be retained with Course History Files.