How long should faculty store information
When it comes to maintaining discussions transcripts and emails, etc, how long should faculty store this information? One semester, one term?
Rhonda,
We are a seminar school and the state of Wisconsin and Texas require us to keep records for five years! We store everything electronically or we would be swimming in paper.
Rhonda,
I keep my copies for about 1 year, just in case it is needed.
Regards,
Karissa Dahlke
Since most of my student records are stored on computer disks with each session labeled, how long to retain them isn't a concern.
Grades and "at risk" notices seem to be the most important items to retain over a longer period of time.
Calvin,
This varies by your institution. I am a bit of a pack rat, so I probably keep a couple of years worth of records; however, I have yet to ever go back to any of them for any reason. I do keep numerous years of "digital" records because the storage space is minimal so I don't see a reason not to keep them.
Herbert Brown III
At out facility we have to be able to show the accrediting agency records back 7 years. Normally the instructor will maintain them for 2 semesters, for the time when a grade may be disputed and after that we ship them to storage.
Does this sound right or should we hold them longer at the instructor level?
Dennis,
I am surprised the University allowed an appeal after such a long period of time.
Angie
Lakithia
Very good and I agree two sessions/terms/semesters usually works for me. Though last year I had a student appeal a grade for a course I had her in during 2007 - afraid I couldn't help her on that one.
Dennis
Lakithia,
Good guideline to follow because it seems that most questions about a course will come up within this time period. By having these records available then you can quickly pull up the information and answer any question that may be raised.
Gary
Gary Meers, Ed.D.
I have found it helpful to store records at least two semester after the course has ended. In many cases, students may file an appeal related to their grade or the system may not store the final grade due to technicalities. The student's final grade needs to be accurate and there should be adequate documentation to support it.
David,
I agree with you one to two semester will be good enough. I have never had any issues beyond that time frame to where I needed to use any email messages.
L Singleton
David have you encountered any situations where you had to go back several years to address a student issue?
Rhonda,
Excellent question. Because of the electronic storage, I have found it feasible to store indefinitely. Certainly a semester or two would be a very good idea. Most importantly, be sure you are in compliance with your institution's policies and/or guidelines.
Dr. S. David Vaillancourt
