Student Evaluation of Instruction Records | Archives and Special Collections

Student Evaluation of Instruction Records – Archives and Special Collections

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:

  1. 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.
  2. 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.
  3. 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.

Approval Information:

  • 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