Student Evaluation of Instruction Records
UCLASS Primary: AC230 – Evaluation of Instruction
Retention Rule Number: Specific Retention Rule 99.0010
Function/Activity: To document the process by which students evaluate classroom instruction.
Description/Type of Records: Completed Universal Student Ratings of Instruction (USRI) ratings forms, final reports, request for exemption forms, request to add instructor’s comments to publication forms, summary/exemption reports; Universal Student Ratings of Instruction Implementation Team agendas, minutes, meeting notes, reports and correspondence, completed faculty-based ratings and comment forms, and final reports
Retention Rules
| Office of Primary Responsibility (OPR) | Retention | Disposition |
|---|---|---|
| Associate Vice-President (Academic), chair of Universal Student Ratings of Instruction Implementation Team | 5 years from end of session | Transfer to Archives |
| Office of Institutional Analysis | 3 years from end of session | Confidential shred or delete |
| Information Technologies | 1 year from end of session | Confidential shred or delete |
| Office of Secondary Responsibility (OSR) | Retention | Disposition |
|---|---|---|
| Faculties and Departments and Instructors | ||
| Ratings forms: | 1 year from end of session | Confidential shred or delete |
| Comment forms: | 1-2 years from end of session | Confidential shred or delete |
| Reports – Final: | ||
| Originals: | 8 years from end of session | Confidential shred or delete |
| Copies: | Discretion of unit | Confidential shred or delete |
| Reports – Summary/Exemption: | As required for action | Recycle |
Restrictions:
All offices:
In accordance with the Freedom of Information and Protection of Privacy Act, the following access restrictions will apply:
- Staff from Information Technologies, Office of Institutional Analysis and faculties and departments assigned the authority to compile, classify, annotate, read, retrieve, transfer or destroy this record series.
- Provost and Vice-President (Academic), the Associate Vice-President (Academic), the General Promotions Committee, the Faculty Promotions Committee, deans and department heads assigned the authority to review and make decisions on an instructor’s employment, promotion or dismissal.
- Other researchers with the written consent of the Provost and Vice-President (Academic) or Delegate for research and institutional purposes.
Citations:
Office of Primary Responsibility:
Procedures Pertaining to Appointment, Promotion and Tenure of Academic Staff (October 2008) (s) 5.4-5.9 for 8-year retention of reports.
Freedom of Information and Protection of Privacy Act, (s) 35 (b) for 1-year retention of records.
Records Management Instructions:
Offices of Secondary Responsibility (OSR):
File final reports as a separate record series from employee files.
- Dr. James Frideres, Associate Vice-President (Academic), Chair of Universal Student Ratings of Instructor Implementation Team
- Jo-Ann Munn Gafuik, University Archivist
- Bonnie Woelk, University Records Committee (Chair)
26 May 2003