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Records Retention Schedules

This guide shows record retention schedules for every department based on the requirements of Oklahoma state law.

STATE UNIVERSITIES AND COLLEGES Consolidated General Records Disposition Schedule

Academic Affairs

1-53A       Integrated Postsecondary Education Data System (IPEDS) (September 1, 2000-)  [Machine Readable Record]

Description:           

 Data collected by state institutions of higher learning and submitted electronically to the National Center for Education Statistics, of the U.S. Department of Education. Information includes statistical data on student enrollments, including sex and race/ethnicity of students; institutional revenues and expenditures; salaries and academic ranks of faculty; graduation rates; tuition rates; room and board costs; and postsecondary vocational education programs. IPEDS fulfills a U.S. Congressional mandate to collect, collate, analyze and report statistics on the condition of American education. [Due to an odd-even year system of data collection the profile of the collection data may vary from one reporting period to another.]

Disposition:           

Retain  in  office  until  submitted  to  the  National  Center  for  Education

Statistics, then delete. Added July 12, 2000

4-1           Master Course File 

Description:         

Listing of courses offered by university. 

Disposition:         

Retain  in  office  until  superseded  or  obsolete,  then  transfer  to  the

Institutional Archives for permanent preservation.

 

 

 

4-2           Scholastic Requirements

Description:           

Files concerning scholastic requirements for admittance to and graduation from a College. 

Disposition:            

Retain  in  office  until  two  (2)  years  after  superseded  or  obsolete,  then transfer to Institutional Archives, with authority to weed, for permanent preservation.

 

 

4-3           Accreditation File

Description:          

Records concerning departmental accreditation.    File may include correspondence, reports, questionnaires, guides, and related documents. 

Disposition:           

Retain in office five (5) years, then transfer to Institutional Archives for permanent preservation.

 

 

4-4           Course Schedule File

Description:         

File consists of schedules for courses offered by University for each term.

Disposition:         

Retain in office two (2) years, then destroy.

 

4-5           Course Syllabus/Outlines File

Description:         

Detailed syllabus or outline of each course offered by Department.

Disposition:                            

Retain in office until one (1) year after superseded or obsolete, then destroy.

 

4-6           New Course Proposals File 

Description:           

File contains information on proposed courses.  File may include course descriptions, justifications, projected schedules, and related materials. 

Disposition:         

Retain in office one (1) year, then destroy.

 

4-7           Curriculum Revision File 

Description:            

Working  file  used  to  prepare  materials  for  New Course  Proposals  and related curriculum changes. 

Disposition:            

Retain  in  office  until  two  (2)  years  after  superseded  or  obsolete,  then transfer to the Institutional Archives, with authority to weed, for permanent preservation.

Amended April 13, 1988

 

 

4-8           Curriculum Files

Description:        

Files concerning development of curriculum and requirements for college.

Disposition:                            

Retain  in  office  until  two  (2)  years  after  superseded  or  obsolete,  then

transfer to Institutional Archives, with authority to weed, for permanent preservation.

 

 

4-9           Catalogs 

Description:           

Record  copy  of  catalogs  published  by  the  University  which  describe available programs, degree requirements, and courses taught. 

Disposition:            

Transfer  one  (1)  copy  to  the  Institutional  Archives   for  permanent preservation.

 

 

4-10         Evaluations by Instructors

Description:              

Evaluations of current programs by instructors, including goals/objectives, plans for curriculum changes, textbooks, etc. 

Disposition:            

Retain in office two (2) years, then destroy.

Added January 18, 1989

 

 

4-11          Textbook Guides (Concurrent)

Description:              

Test  keys  and  other  instructional  guideline  materials  received  from textbook companies, used concurrently by faculty and adjunct faculty with accompanying textbook. 

Disposition:              

Retain in office and destroy one (1) year after discontinuation of textbook use provided academic grade appeal period has expired.

Added January 12, 2000

 

4-12          Textbook Guides (Non-Concurrent)

Description:              

Test  keys  and  other  instructional  guideline  materials  received  from textbook companies, but not used by faculty and adjunct faculty concurrently with accompanying textbook. 

Disposition:            

Retain in office until discontinuation of textbook use, then destroy.

Added January 12, 2000

 

 

4-13          Credit and Non Credit Course File

Description:              

File containing Program Initiation Forms, course registrations, conference lists, copies of purchase orders and/or letters of authorization. 

Disposition:              

Retain in office until no longer required for administrative purposes, then transfer to the Institutional Archives for permanent preservation.

Amended January 22, 2004