University of Oregon

EFFECTIVE FEBRUARY 3, 2016: The UO is transferring responsibility for records management oversight, policy, and training from the Libraries to the Office of the Vice President/General Counsel. While the transition is underway, UO offices may continue to submit records management questions though this form or via e-mail to spcarref@uoregon.edu. Library staff will consult with the Office of the General Counsel as needed to address your inquiry. We anticipate the transition to be completed by Summer 2016.

University Archives: Records Retention Schedule

Functional Sections: Curriculum and Instruction Records

166-475-0025

This General Schedule is applicable to the Curriculum and Instruction records of the Oregon University System. Retention periods apply to the record copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0026 before disposing of records.

List of Series

1. Academic Program Administrative Records

Course Enrollment Summaries, Degree Program Support Records, Registration Reports Records document the daily and routine administration of academic programs of the department or college. This series may include but is not limited to: registration reports; add-drop analyses and reports; course enrollment summaries by class; graduation summaries; majors by class level; international activities; cooperative ventures; summer term classes and enrollment reports; placement information; convenience copies of reports prepared by admissions, registrar’s, budgets and planning, and other offices; memos; working papers; and related documentation and correspondence.

Record Copy: Units, Colleges, Schools
Retention: 2 years, destroy.

2. Book Order Records

Text Book Orders Records document books ordered for courses taught in the department. This series may include but is not limited to the institution textbook request forms which includes authors, titles, publications, course numbers, and expected enrollment; course packets; other forms; and related documentation and correspondence.

Record Copy: Units
Retention: 1 year, destroy.

3. Catalog/Bulletin Records

Course Catalogs Records document institutional policies and procedures, program requirements, and course offerings and may also be used for constructing new courses or reconstructing old courses. Information in the individual catalogs and bulletins includes academic policies and procedures, program names and descriptions, course names and descriptions, alphanumeric course designations, credits offered per course, and related program and course information. This series may include but is not limited to: catalogs and bulletins including the general, graduate, and summer session catalog/bulletin; mock-ups of catalogs and bulletins; preparation and working papers; and related documentation and correspondence.

Record Copy: University Archives, University Publications
Retention: (a) Permanent for official copy of catalog and bulletins; (b) 1 year for all other records, destroy.

Transfer a copy of all catalogs or bulletins to the University Archives upon publication.

4. Class Scheduling Records

Class Schedule, Schedule of Classes Records document the formulation of class schedules by academic departments for inclusion in schedule of classes. This series may include but is not limited to: the final edition of the schedule of classes booklet; requests from departments for class offerings; deviation from schedule forms; course schedule maintenance forms; requests for class changes; working papers; and related documentation and correspondence.

Record Copy: Registrar, Continuation Education
Retention: (a) Permanent for official copy of schedule of classes; (b) 1 year for all other records, destroy.

Transfer a copy of all Schedules of Classes to the University Archives upon publication.

Other copies: Units
Retention: 1 year, destroy.

5. Continuing Higher Education and Summer Session Course Records

Summer Session Course Records Records document course offerings and individual course contents as offered by Continuing Higher Education and Summer Session. These records include: syllabi; course descriptions; course outlines; course request proposals; enrollment reports; course summaries; request for undergraduate and graduate course and instructor approval forms; nominations to the undergraduate faculty; course announcements; handout materials; budget requests; budget status forms; vouchers; final and summary reports; and related documentation and correspondence.

Record Copy: Registrar's Office, Continuation Education, Schools and Colleges
Retention: (a) Permanent for final and summary reports; (b) 4 years for all other records, destroy.

Transfer the record copy of all permanent records to the University Archives after 4 years.

Other Copies:
Retention: 2 years, destroy.

6. Course Records

Records document departmental course offerings and individual course contents. This series may include but is not limited to: syllabi; course descriptions; course outlines; course summaries; course requests and proposals; curriculum approval lists; lists of classes by term; bibliographies; reading lists; course announcements; handout materials; and related documentation and correspondence.

Record Copy: Departments, Colleges, Schools
Retention: 3 years or until superseded or obsolete, destroy.

7. Course Schedule Maintenance Forms

Records document requests for changes to be made to the institutional catalog and schedule of classes. The forms include course numbers; course titles; locations; grading modes; course descriptions; designators; fees; and credit hours.

Record Copy: Units
Retention: 2 years, destroy.

Other Copies:
Retention: 1 year, destroy.

8. Media Equipment and Productions Records

Instructional Equipment, Instructional Media

Records document the purchase, receipt, and subsequent scheduling and distribution of media productions and/or equipment. This series may include but is not limited to: equipment requests; letters of permission to use copyrighted materials; distribution schedules; and related documentation and correspondence.

Record Copy: Center for Media and Education Technologies
Retention: (a) 6 years after expiration for letters of permission, destroy; (b) 4 years for all other records, destroy.

9. New Degree Program and Course Proposal Records

Curriculum Change Records, Course Proposal Records Records document the development of new departmental and interdepartmental degree programs, courses and related curricula that are currently under consideration for adoption. The series may also document requests to drop courses from the curriculum and/or to change the names of courses, the number of credits, or the prerequisite courses. This series may include but is not limited to curriculum committee meeting minutes; curriculum proposals; and related documentation and correspondence.

Record Copy: Departments, Colleges, Schools, Committee on the Curriculum
Retention: (a) Permanent for committee meeting minutes and curriculum proposals; (b) 5 years for all other records, destroy.

Transfer the record copy of committee meeting minutes and curriculum proposals to the University Archives after 5 years.

Other Copies:
Retention: 5 years, destroy.

10. Non-University Student Program Administration Records

Special Student Program Administrative Records Records document the administrative activities of special instructional and support programs directed to serve elementary through high school and non-institution students belonging to special, minority, or disadvantaged groups. Examples of programs to which this series applies are Science and Mathematics Investigative Learning Experiences (SMILE), Upward Bound, High School Equivalency, and other special non-institution student programs. This series may include but is not limited to policy and program planning and development documentation; evaluations of courses, support services, and instructors; program course outlines; tuition payment records; reports; statistical reports; working papers; and related documentation and correspondence.

Record Copy: Administering Units
Retention: (a) Permanent for policy, program planning, and development documentation and reports; (b) 10 years for all other records, destroy.

11. Program Development and Review Records

Academic Program Development and Review Records, Ten Year Reviews of Graduate Program Records Records documents planning and discussions relating to the implementation of new undergraduate and advanced degree programs and any major reorganizations or changes to established programs. This series may include but is not limited to: final reports; working papers; letters of support; review agendas; faculty status reports; reviews of individual degree programs by campus and off-campus sources; and related documentation and correspondence.

Record Copy: Graduate School, University Archives
Retention: (a) Permanent for final reports and reviews of individual degree programs by on and off-campus sources; (b) 10 years for all other records, destroy.

Transfer the record copy of final reports and reviews of individual degree programs by on and off-campus sources to the University Archives after 5 years.

Other Copies: Colleges, Units
Retention: 2 accreditation/review cycles, destroy.

12. Room Scheduling Records

Records document room assignments for classes offered during regular terms or during the summer session. This series may include but is not limited to room assignment lists and related documentation; class room technology requests.

Record Copy: Registrar and/or Administering Unit
Retention: 1 year, destroy.

13. Special Academic Programs Records

Records document the administrative activities of special academic programs serving and aiding institution students. Programs documented by this series range from special requirement and certification programs to programs aimed at assisting and encouraging target groups of institution students. Included are the international student program; National Student Exchange (NSE) program; English language programs; honors programs; minority scholars programs; minority student recruitment programs; disabled student programs; non-traditional student programs; educational opportunities programs; older than average student programs; Native American science programs; study abroad programs; and other special academic programs. This series may include but is not limited to policy and program planning and development documentation; explanatory materials on the program; notes; evaluations of courses, support services, and instructors; program course outlines; tuition payment records; program participation and aid selection records; activity accounting records; working papers; reports; and related documentation and correspondence.

Record Copy: Administering Units, Colleges, Schools, Academic Affairs
Retention: (a) Permanent for policy and program planning and development documentation and reports; (b) 10 years for all other records, destroy.

Transfer the record copy of policy and program development documentation and reports to the University Archives after 5 years.

CONFIDENTIAL DESTRUCTION: Records in this series containing confidential information should be destroyed by pulping, shredding, or incineration. See the Confidential Recycling Procedure for more information.

14 . Student Handbooks

Handbooks-Student Records document the requirements, policies, and offerings of specific instructional units for use by current or potential students. This series contains information or policies on: fields of study; faculty; academic requirements; the evaluation process; and the research proposal process.

Record Copy: Instructional Units
Retention: Permanent.

Transfer the record copy to the University Archives when superceded or no longer needed for routine reference.

Other Copies: Receiving units
Retention: Until superseded or obsolete, destroy.

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