AC – Academic Operations

Activity:

To document matters related to academic programs not shown elsewhere in this block. Material of a specific nature should be placed in the appropriate subject file.

Activity:

To document the development of academic standards for grading systems to evaluate student work; and for the development of promotion standards for student progress. Also to document the development of degrees including planning activities and the development and review of degree standards.

Activity:

To document the writing of letters of academic references for faculty or students.

Cross Reference(s):

For reference letters related to human resources or employment matters, see HR Reference Letters.

Activity:

To document the transfer, admission and enrolment of students.

Cross Reference(s):

For matters related to specific students following enrolment, see AC Student Academic Files.

Activity:

To document curriculum development, and the ongoing administration and review of courses in degree and non-degree programs. Records may include course proposals, planning documents, correspondence, curriculum manuals and outlines, course syllabi, course study guides and related documentation.

Cross Reference(s):

For the scheduling of courses, see AC Timetabling.

Retention Rule(s):

Course Outlines (Specific Retention Rule 2004.02)

Activity:

To document the administration, planning and coordination of travel study and exchange programs both within Canada and internationally, including aspects of selection, arrangements for travel, accommodation and funding; and to document the signing of agreements and contracts. Records may include student applications and evaluations, documents related to travel and accommodation, arrangements, class lists, course approvals and grade sheets, contracts and agreements, planning documents, faculty advisory committee minutes and program coordinator reports.

Cross Reference(s):

For matters related to faculty exchanges, see HR Academic Leave Administration.

For matters related to student practicum experience, see AC Practicum Experience.

For matters related to internships, student employment or co-operative education, see ST Career Experience.

Retention Rule(s):

Study Abroad Program Files(Specific Retention Rule 2007.02)

Activity:

To document liaison activities between the University and other educational institutions including the discussion of common issues, representation of University personnel at inter-institutional functions and the involvement of University personnel with educational committees, task forces or other bodies.

Cross Reference(s):

For liaison with other external organizations, see AD External Organizations.

Activity:

To document student evaluation of teaching by University instructors. Also documents the development of policies and procedures regarding instructor evaluation. Records may include student opinion surveys and other questionnaires, teacher evaluations, teaching review materials, and policies and procedures.

Retention Rule(s):

Student Evaluation of Instruction Records (Specific Retention Rule 99.0010)

Activity:

To document the administration of course assignments and examinations, including candidacy and thesis examinations, and the recording of grades. May include discussions or rulings on the status of individual students. Records may include examination questions, answers, schedules and procedures, examination deferral forms, grade submission forms, change of grade forms, class record books, grade collection sheets, academic status committee minutes, and related documentation and correspondence.

Cross Reference(s):

For the development of academic and promotion standards, see AC Academic & Degree Standards

For grade appeals, see GV Student Appeals and Reviews

For student complaints related to grades and examinations, see AC Student Academic Files

Retention Rule(s):

Examinations and Assignments (Specific Retention Rule2000.01)

Grade Collection Source Documents (Specific Retention Rule 2000.12)

Activity:

To document the student history of individual postgraduate medical education trainees or medical residents, including records of the student’s admission, registration, and academic progress in the medical residency program. Records may include application forms, curriculum vitae, reference letters, transcripts, contract letters, evaluations, assessments, lists of clinical rotations, exam results, publications and reports, licensing information and related documentation and correspondence.

Cross Reference(s):

For student academic files, see AC Student Academic Files

For grade appeals, see Student Appeals and Reviews

Retention Rule(s):

Medical Trainee Files (Specific Retention Rule 2000.03)

Activity:

To document student participation and performance during supervised learning opportunities. Records may include student practicum evaluations, contracts and agreements, resumes, letters of application, and correspondence with agencies and institutions.

Cross Reference(s):

For matters related to study abroad and exchanges, see AC Education Abroad

For matters related to internships, student employment or co-operative education, see ST Career Experience

Activity:

To document the initial and ongoing accreditation of professional academic programs. Records may include program submissions to accrediting bodies, accreditation reports and correspondence with external accrediting bodies.

Activity:

To document the development and approval process for new academic programs, including degree and non-degree programs; and to document the review, modification or deletion process for existing programs. Records may include program proposals, resource plans and budgets, projections of enrolment and correspondence.

Cross Reference(s):

For the accreditation of professional academic programs, see AC Program Accreditation

For the development and review of courses, see AC Curriculum Planning

Program Planning Process (Specific Retention Rule 2014.01)

Activity:

To document the complete student history of individual students including records of the student’s admission, enrolment, registration, and academic progress.
May include other aspects of a student’s history such as personal difficulties or disciplinary measures taken against the student.
May also include student complaints related to registration, grades, examinations, faculty, or academic advising.
Records may include admission and readmission records, evaluations, external and University of Calgary transcripts, correspondence, registration reports and forms, applications for deferred exams and medical documentation, applications to attend other educational institutions and notices to record, assessments, waivers and rulings, academic reviews, grade appeals, grade appeal background material and outcomes, reference letters and verification documents, application for leave of absence and medical reports, exchange applications and authorization forms, records arranging for examiners, records related to oral examinations, post-examination reports, withdrawal forms, application for degree, correspondence and reports related to scholarships, progress reports, record of grades, samples of student work, language examinations and results, comprehensive examinations and papers, research applications and proposals, and awards applications. Records may also include inquiries from prospective and transferring students.

Cross Reference(s):

For the admission and enrolment process, see AC Admissions and Enrolment.

For individual practicum records, see AC Practicum Experience.

For student academic and non-academic reviews and appeals, see GV Student Appeals and Reviews.

For student complaints of harassment, see GV Complaints.

For medical resident files, see AC Postgraduate Medical Trainee Files.

Retention Rule(s):

Student Academic Files – Graduate (Specific Retention Rule 98.0018)

Student Academic Files – Undergraduate (Specific Retention Rule 99.0006)

Student Academic Files – Undergraduate – Faculty of Medicine (Specific Retention Rule 2000.03)

Activity:

To document the development and promotion of teaching skills within the University community.

Cross Reference(s):

For staff orientation, see HR Teaching & Development

Activity:

To document curriculum coordination and scheduling of courses, seminars and workshops. Records may include class lists, examination schedules, classroom schedules, and timetables.

Cross Reference(s):

For the production of the University calendar, see GV Calendar Publication.