Document Type	Description	Repository	Minimum Retention Period (Paper and/or Electronic)	Related Authority	BDMS (imaging) Doc Type
Course Syllabi	An outline of basic course information (course number, section, title, semester, meeting times, days, place, format), instructor information (name, title, office, location, office phone number, e-mail), and description of course content	Academic department	5 years After Course Completion
Exams (final)/Graded Coursework		Academic department	1 year After Course Completion if Work Not Returned to Student
Faculty/Instructor Evaluations (by students)		Academic department	1 semester or Until Academic Need is Satisfied
Grade appeal/ complaint	Student final grade disputes	Academic department		Faculty Council
Grade Book (faculty)	Used to record grades for each college/ departmental student enrolled in a specific course at the end of each semester.  The grade book/ sheet/ report reflects the following information:  student number, student name, course title, semester, department, course number, section, instructor, tracking of grades for assignments/ examinations throughout semester	Academic department	5 years After Course Completion	AACRAO; Schedule 8 section 9-3
Grade Reports (midterm reporting)	Record of midterm grades submitted by Faculty	Academic department	Through the End of Term	AACRAO
Grade changes, discrepancies, recovery forms	Record of authorization to change grade	Registrar’s Office	Permanent	AACRAO	Grade Changes, Discrepancy & Recovery
Grade Rolls (i.e. Grade submission sheets/data)	Original record of grades submitted at end of term	Registrar’s Office	Permanent	AACRAO
Incomplete Grade Contracts	Requirements for course completion and Course Syllabus for student completion and verifiable need to allow a grade of ‘Incomplete – I’	Academic department	3 years After Graduation or Last Date of Attendance or Course Completion – whichever is shorter	Faculty Council
Scholarships Administered by Colleges/ Departments	Administrative and student information regarding local scholarship programs including applications, awards, recipients, etc… (not fiscal data)	Academic department
Senior Citizen Visitation Forms	Record of request to audit specific course	Registrar’s Office	5 years	Associate Registrar