GeorgiaCOE: COE Business Office: Academic Affairs

Record Retention - Academic Affairs

Title of Document	Retains Record Copy and Type	Dean’s Office Copy and Type	Department Copy and Type	Retention Time	Description of Document
B1 — Academic Program Administration Records	College, Units	Dean’s Office (academic Programs & Student Services) Paper & Digital	Yes Paper	5 years	This series documents 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.
B2 — Book Order Records	Units	No	Yes Digital	1 year	This series provides a record of 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; other forms; and related documentation and correspondence.
B3 — Catalog/Bulletins	Registrar, Graduate School, Summer Session, and Distance Education	Dean’s Office -Student Services	Yes Paper as needed	Permanent for 1 copy of published catalogs; 1 year for all other records	This series provides a record of 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: published copies of 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.
B4 — Class Scheduling Records	Registrar, Summer Session, and Distance Education	No	Yes Digital & Yes Paper	Permanent for 1 copy of the schedule of classes booklets; 1 year for all other records	This series documents the formulation of class schedules by academic departments for inclusion in the published 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; copies of course schedule maintenance forms; requests for class changes; working papers; and related documentation and correspondence.
B5 — Continuing Higher Education and Summer Session Course Records	Continuing Higher Education, Summer Session, and Distance Education	Dean’s Office(Business Office) payroll portion	Yes Digital & Yes Paper	Permanent for final & summary reports; 4 years for all other records	This series documents 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.
B6 — Course Records	Academic Affairs	Dean’s Office (academic Programs	Yes Digital & Yes Paper	7 years after obsolescence	This series provides a record of 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.
B7 — Course Schedule Maintenance Forms	Academic Affairs	Academic Programs (digital)	Yes Paper	2 years	This series documents 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.
B8 — Media Equipment and Production Records	Communication Media Center	Dean’s Office (OIT)	Yes Digital & Yes Paper	4 years after last use of record	This series documents the purchase, receipt, and subsequent scheduling and distribution of media productions and/or equipment. This series may include but is not limited to: film, video tape, and equipment requests; letters of permission to use copyrighted materials; distribution schedules; and related documentation and correspondence.
B9 — New Degree Program and Course Proposal Records	Academic Affairs	Dean’s Office (academic Programs) digital & paper	Yes Paper	Permanent for committee meeting minutes & curriculum proposals; 5 years for all other records	This series documents 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.
B10 — Non-University Student Program Administration Records	Administering Units	No	Yes Paper	Permant for policy, program planning, & development documentation & reports; 7 years for all other records	This series documents 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.
B11 — Program Development & Review Records	Academic Affairs, Graduate School	Dean’s Office (academic Programs ) digital & paper	Yes Paper	Permant for final reports, and reviews of individual degree programs by on and off-campus sources; 10 years for all other records	This series provides a record of planning and discussions relating to the implementation of new undergraduate and advanced degree programs and any major reorganization 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.
B12 — Room Scheduling Records	Registrar	Dean’s Office (OIT) digital	Yes Paper	1 year	This series documents 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.
B13 — Special Academic Programs Records	Administering Units	Dean’s Office (academic Programs ) Paper & digital	No	Permanent for policy & program planning & development documentation & reports; 7 years for all other records.	This series documents 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. Portions of these records may be exempt from public disclosure.
B14 — Student Handbooks	Creating Units	No	Yes Digital & Yes Paper	Permanent for 1 copy of each edition	This series documents 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.
B15 — Course and Teacher Evaluation File	College, Units	Dean’s Office (academic Programs & OIT) digital & paper	Yes Digital & Yes Paper	Individual Evaluations retain 1 year after semester ends then destroy; Tenure Track Evaluation Summary retain 2 years after decision then destroy; Tenured and Non-Tenured Faculty, retain 7 years then destroy	This file contains the following documents:written and statistical evaluation of teacher and courses. These evaluations are done by students.