Grade Collection Source Documents
UCLASS Primary: AC235 – Evaluation of Students
Retention Rule Number: Specific Retention Rule 2000.12
Function/Activity: To document the collection and recording of students’ final grades.
Description/Type of Records: Grade collection sheets.
Retention Rules
| Office of Primary Responsibility (OPR) | Retention | Disposition |
|---|---|---|
| Registrar’s Office | ||
| Grade Collection Sheets: | 5 years | Microfilm for permanent retention before confidentially shredding paper records or deleting e-records |
| Mark files: | Until entry complete | Destroy |
| Office of Secondary Responsibility (OSR) | Retention | Disposition |
|---|---|---|
| Faculties and Departments Instructors | ||
| Grade Collection Sheets: | 2 years | Confidential shred or delete |
| Unclaimed Sheets: | 1 semester after submission | Confidential shred or delete |
Restrictions:
Office of Primary Responsibility (OPR):
In accordance with the privacy provisions of the Freedom of Information and Protection of Privacy Act, access is restricted to Registrar’s Office staff assigned the authority to compile, classify, annotate, read, retrieve, transfer or destroy this record series.
Office of Secondary Responsibility (OSR):
In accordance with the privacy provisions of the Freedom of Information and Protection of Privacy Act, access is restricted to the instructors, departmental and faculty staff assigned the authority to compile, classify, annotate, read, retrieve, transfer or destroy this record series, and to officers or committee members involved in an academic appeal including the reappraisal of grades.
Approval Information:
- Dr. Gary Krivy, Registrar
- Jo-Ann Munn Gafuik, University Archivist
- Bonnie Woelk, University Records Committee (Chair)
19 June 2002