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Records Retention & Disposition Schedule
CURRICULUM & INSTRUCTION RECORDS
Schedule Number: 166-450-0025
Academic Calendar Records
Schedule Number: 166-450-0025 (1)
Records document dates and deadlines of significance to faculty, staff, and students. Calendars are produced quarterly and annually and include but are not limited to dates and deadlines for the academic term, registration, final examinations, holidays and breaks, personnel matters, reports, and related events.
Retention: 3 years
Disposition: Transfer to Records Center, destroy
Responsible unit: Instruction and Student Services
SEE ALSO: Publications
Accreditation Records, Professional Programs
Schedule Number: 166-450-0025 (2)
Records document the accreditation process for the departments, units, and related programs such as nursing, medical assisting, dental assisting,
and EMT programs. Records provide documentation of the materials compiled for inclusion in a report packet sent to the appropriate professional accreditation board of the specific program or service and usually includes the statements on mission, finance, educational programs and departments/divisions make up. Most accreditation organizations produce an evaluation report based on the packet and on-site inspection which is used to determine the accreditation for the units and their programs. Records may include but are not limited to:
(a)
Final reports,
Self-study reports.
Retention: permanent
Disposition: transfer to Archives
Responsible unit: creating office or department
(b)
Accreditation organization evaluation report,
Statistical data,
Working papers,
Related documentation and correspondence.
Retention: until accreditation completed or next accreditation cycle
Disposition: destroy
Responsible unit: creating office or department
Class Lists
Schedule Number: 166-450-0025 (3)
Records provide instructional units with an official record of students enrolled in courses taught. Records are used to track enrollment, registration, and attendance. Information in the series may include but is not limited to student name and social security number; academic term;
course name; enrollment and registration status; payment status; handwritten instructor notes and comments; and related documentation.
Retention: 1 year
Disposition: destroy
Responsible unit: creating office or department
Class Scheduling Records
Schedule Number: 166-450-0025 (4)
Records document the final draft of the schedule of classes booklet. Information includes registration instructions, list of classes, date and time held, and instructor.
(a)
Published class schedule booklet,
Revisions to class schedule booklet.
Retention: permanent
Disposition: transfer to Archives
Responsible unit: Curriculum and
Scheduling
(b)
Other records,
Working documents and drafts.
Retention: 10 years
Disposition: transfer to Records Center, destroy
Responsible unit: creating office or department
SEE ALSO:
Publications
Course Lists
College Catalog Records
Schedule Number: 166-450-0025 (5)
Records provide a record of institutional policies and procedures,
program requirements, and course offerings. Information in the individual catalogues includes academic policies and procedures, program names and descriptions, alphanumeric course designations, credits offered per course, and related program and course information. Records may include but are not limited to:
(a)
Published catalog
Retention: permanent
Disposition: transfer to Archives
Responsible unit: Curriculum and Scheduling
(b)
Other records:
Drafts of catalogues,
Preparation and working papers,
Related documentation and correspondence. Retention: 1 year after catalog published
Disposition: destroy
Responsible unit: Curriculum and Scheduling
(c)
Catalog with change and revisions,
Correspondence about catalog changes.
Retention: permanent
Disposition: transfer to Archives
Responsible unit: Curriculum and Scheduling
SEE ALSO:
Publications
Course Lists
Corrections Program Records
Schedule Number: 166-450-0025 (6)
Records document the services and programs offered by the college at correctional institutions. Records may include but are not limited to training records which inform the faculty about special rules and regulations concerned with teaching in a correctional facility; computer and software records which document the purchase and use of computers and software by the college and kept in the institutions; textbook inventories of books purchased by the college for use by students in the institutions; and related documentation and orrespondence.
Retention:
(a) Computer hardware and software records: 1 year after disposal of equipment,
(b) Other records: 5 years
Dispostion: transfer to Records Center, destroy
Responsible unit: creating office or department
Course Enrollment Summaries
Schedule Number: 166-450-0025 (7)
Records document the enrollment in courses during each academic term. Records include information concerning the organizational unit; course identification number; course sequence number; instructor's name; course title; course section; lecture or lab designation; time and location of course; maximum seat count; number of students actually registered
for the course; and related documentation. Enrollment summaries may be produced at the fourth week and at the end of the term.
Retention: 5 years
Disposition: transfer to Records Center, destory
Responsible unit: creating office or department
SEE ALSO: Full-time Equivalency Records
Course Lists
Schedule Number: 166-450-0025 (8)
Records provide a record of all existing courses. Records consist of a computer document which includes but is not limited to course identification number; course title; number of credits (lecture, lab, and total); number of contact hours or work load; number of weeks in term;
tuition and fees; funding formula code; organizational unit; classification of instructional programs (C.I.P. number) interest area or topic in quarterly schedule; prerequisites; pay level; and related information.
Course Master Files,
Core courses.
Retention: permanent
Disposition: transfer to Archives
Responsible unit: Curriculum and Scheduling
Course Outline Records
Schedule Number: 166-450-0025 (9)
Records document the content of credit and non-credit courses offered on- and off-campus by academic departments. Records include the course outlines and the working files of the department used to create the course outline and to receive approval from the Curriculum Coordinator. The course outlines include but are not limited to the course title; course
identification number; number of instructional hours and credits; prerequisites; required text(s); course description; performance based learner outcomes; and an outline of the course content. The working files may also include copies of applications for course approval; and related documentation and correspondence. Records may include:
Course outlines,
Working files.
Retention: 5 years after superseded
Disposition: transfer to Records Center, destroy
Responsible unit: creating department
Course Syllabus Records
Schedule Number: 166-450-0025 (10)
Records document the agreement between the student and the instructor which communicated the expectations of the instructor and the goals of the course. Records may include but are not limited to the course title and number; instructor name and phone number; class meeting times and location; instructor office location and office hours; course description performance-based learner outcomes; required textbook(s); outline of topics and/or assignments; grading procedures; testing information; and additional references or recommended readings.
Retention: 3 years after superseded
Disposition: transfer to Records Center, destory
Responsible unit: creating office or department
Curriculum Development Funds Records
Schedule Number: 166-450-0025 (11)
Records document the application and approval process of providing funds for faculty to develop or revise program curriculum in a course, to revise complete programs, or to update curriculum strategies and instruction. Records include but are not limited to:
Applications and supporting documentation,
Review and approval documentation,
Summary list of recipients,
Report or other product of curriculum development project,
Related correspondence and documentation.
Retention: 3 years
Disposition: transfer to Records Center, destory
Responsible unit: creating office or department
High School Dual Enrollment Program Participation Records
Schedule Number: 166-450-0025 (12)
Records document the approval of programs offered by community colleges to local high schools, including but not limited to alternative education, GED and high school completing, English-as-a-Second- Language, college technical and transfer level courses, and career development activities for credit. Records may include but are not limited to:
Retention:
(a) Contracts and agreements: 6 years after expiration
(b) Related documentation and other records: 5 years
Disposition: transfer to Records Center, destroy
Responsible unit: creating office or department
SEE ALSO: Student Academic Records
New and Revised Certificate and Degree Program Development Records
Schedule Number: 166-450-0025 (13)
Records document the planning and development of new academic programs and contains the records of short-term training programs as well as one- and two-year programs that have been approved.
Information in the records include the program title, length of program, description of program, form of recognition, admission requirements, student recruitment efforts, curriculum, budgetary impact analysis, and related documentation. Records also contain working papers and the program application which may include projected employment, labor market analysis, and information about career opportunities for students who complete the program; business and industry partnership programs; feasibility survey; needs survey; projected enrollment and completion rates; SCANS (Secretary's Commission on Achieving Necessary Skills) Competencies Matrix; and instructor qualifications. The program development records are sent to the Oregon Department of Education
for approval of new programs and options. Impact statements concerning the new program are sent to all colleges and universities in the state for comment.
Retention:
(a) Working papers: 1 year
(b) Other records: permanent
Disposition: transfer to Records Center, destroy
Responsible unit: Curriculum and Scheduling
SEE ALSO: Course Outline Records
Program Student Handbooks
Schedule Number: 166-450-0025 (14)
Records document the requirements, policies, and offerings of specific instructional units for use by current or potential students. Records may contain information or policies on fields of study; faculty; and academic requirements. Handbooks may be issued for programs such as automotive, emergency medical technician, nursing, fire science, humanities, office administration and technology, human resources, construction skills training, and dental assisting.
Retention: 1 year
Disposition: destory
Responsible unit: creating office or department
Small Business Development Center Statistical Reports
Schedule Number: 166-450-0025 (15)
Records document statistical reports prepared by the small business development center which provides training and counseling to persons in business or to those who want to learn how to run a business. Reports contain data on number of new and ongoing clients served, number of businesses counseled, and use of reference library.
Retention: 10 years
Disposition: transfer to Records Center, destroy
Responsible unit: creating office or department
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