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ACADEMIC RECORDS ALL ACADEMIC DEPARTMENTS AUTHORIZATION NO. 00-015

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  1. Class Roll Records
  2. Grade Roll Records
  3. Grade Books
  4. Add/Drop Records

ITEM NUMBER

1. Class Roll Records

These records consist of listings of student names and other student identifying information provided to departments and faculty on students enrolled in courses presented by the department. There is a listing for each course.

Authorized Retention:

Retain for period of reference value, not to exceed one (1) year, then destroy.

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2. Grade Roll Records

These records contain the name, student number and grade earned by students enrolled in courses. The original record (which is considered the official record) is transmitted to the Registrar's Office to be entered onto the student’s official transcript.

Authorized Retention:

Retain for one (1) year or until contested grade has been resolved, then destroy.

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3. Grade Books

Grade books are traditionally ledger-style books used by faculty to record student’s test and class work scores earned during the semester. The grades recorded during the semester are used to compute the final grade of the student. May also serve as backup to the official academic record held by the Registrar’s Office, when a dispute arises regarding a grade given by faculty. Records maintained in alternate formats such as computer spreadsheets must follow the same retention.

Authorized Retention:

Retain for seven (7) years or until contested grade has been resolved, then destroy.

NOTE: The retention period for grade books was approved on 8-4-97 as part of Records Retention Authorization 00-012. The item is being moved to this authorization to consolidate similar records together on the same authorization.

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4. Add/Drop Records

These records document classes that students drop or add to their course schedule after the semester has started.

Authorized Retention:

Retain for one (1) year after last date of enrollment, then destroy.

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Reviewed 2022-12-19