Records used to monitor student academic progress. May include transcripts from transfer institutions, learning contracts for independent study, research or internship credits, grade reports, study abroad files, etc.
Records Management
Faculty Records
The General Retention Schedule (GRS) provides guidance on how long different types of commonly used records must be retained and if records should be destroyed or transferred to the Archives once the retention periods have ended. For assistance with records specific to your office or department, please email Records Management.
Find out more about retention and disposition.
Find out more about retention and disposition.
| Schedule Number | Record Series |
|---|---|
| 710 | Advising Records |
| 715 | Graded Material |
| 720 | Promotion and Tenure |
Schedule Number
710
| Record Holder | Retention Period | Disposition | |
|---|---|---|---|
|
Official Copy
|
Faculty Member(s)
|
Graduation date + 3 years or 7 years after last student activity |
Confidential destruction
|
Reviewed:
Schedule Number
715
Graded material includes, but is not limited to, examinations, papers, presentations, etc.
| Record Holder | Retention Period | Disposition | |
|---|---|---|---|
|
Official Copy
|
Faculty Member(s)
|
End of term + 1 year |
Confidential destruction
|
|
Administrative Copy
|
Office or Committee of Origin
|
Until Administrative Need is Satisfied not to exceed 1 year |
Confidential destruction
|
References
AACRAO
Reviewed:Schedule Number
720
Including, but not limited to, Faculty Record Supplement, Grant Proposal, Instructor PhD Completion Letter, Named Chair Appointment Letter, Appointment Letter, Appointment Request Letter, Award Acceptance Letter, Award Application, Award Denial Letter, CAP Action Letter, CAP Candidate Statement, CAP Confidential Signature Page, CAP Department Letter, CAP Department Roster, CAP List of Reviewers, CAP Trustee Approval Letter
| Record Holder | Retention Period | Disposition | |
|---|---|---|---|
|
Official Copy
|
Dean of the Faculty
|
Employee separation date + 7 years |
Confidential destruction
|
|
Administrative Copy
|
Office or Committee of Origin
|
Until Administrative Need is Satisfied not to exceed 1 year |
Confidential destruction
|
