Document Retention - Academic
I'm wondering if most of the colleges are retaining the supporting documentation, such as academic assessment/tests, out-of-class work, professors' attendance sheets (i.e. roll books if attendance is taken manually and then entered into an application). I'll appreciate to received some feedback about the practices out there. Thanks.
Our college policy is to save all student work and attendance records for one semester after the course work is complete.
On our campus, all assessment and externship requirements are kept in the student file as a permanent record, however, forms such as attendace sheets and LCI activities are only kept for 30 days after the end of the quarter. With that being said, we do have electronic versions of attendance recorded and kept on file.
Brandy,
Excellent - I love to hear of successes with paperless storage options!
Traci Lee
We try to be environmentally conscious. In order to achieve this and still keep proper documentation and records, we scan all documents into categorized files on our computers. We find this to be a sufficient and organized system.
I am really impressed with this system. Especially since when the time comes, the box is really destroyed so materials don't stay stacked up and collected forever. One question is why 3 years? Is that based on COMTA?
Denise,
It sounds like a lot of work! I applaud your efforts to maintain these records - it just makes me wonder if "paperless" is ever a possibility with the imaging options being touted.
Traci Lee
We keep files called "completed work folders" for each class. Each folder contains ANY work done by the student to get a grade (or a check off sheet if the work was done in a workbook) We even keep fotos of any work that was 3-D or too large to put in a file. Each file also contains a gradesheet with attendance. The files are put into departmental boxes, labelled with a number and the classes in the box are logged onto a sheet filed with the exec secretary. Dept chairs are in charge of doing that and keep a record. Dept chairs put a "destroy date" on each box and log that is 3 years out.
The files may not contain paperclips or rubber bands since they will be put into a massive shredder shortly after their "destroy date." As a dept director, I review the files to see that they have what they are supposed to have, and to make sure that teachers of different sections of the same class are coordinating as far as requirements. It is sometimes difficult if we have switched from a text to an internet-based learning system which doesn't allow us to print out a test, but will print off a results report. I'm only on the academic end of this, don't know what they do in finance or registrar but sure there is same kind of labelling for destroy date and someone checking for completeness/compliance.
Good question...actually we try to do this regularly. We asked our instructors to supply us throughout the semester with course related materials if they differed from the previous time they taught the course. So the first time they teach we ask for everything they have in regard to tests and out of class assignments and major projects or initiatives. From then on, only new things per course so that over time you can see the development of the course. Sometimes this spurs curriculum change as well. We always save hard copy attendance and archive it for 3 years as well as e-records.
