TL7100: Teaching and Learning – Course Management

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Schedule Number


Primary Title

Course Management 

Office of Primary Responsibility

UBCV: Registrar’s Office; Graduate Studies; Faculties; Academic units and schools 

UBCO: Enrolment services; Graduate Studies; Faculties; Academic units and schools 


NOTE: This retention schedule is currently draft and under review.

The records include: course outlines; class enrolment records not required as individual students’ academic records; course communications (e.g., announcements, discussion fora, email, and social media content); students’ verification of illness forms or equivalent medical documentation provided to course instructors; examination/assignment questions and instructions; exam lists and attendance records; records of incidents occurring during exams; records of exam conflicts, relief, and alternative arrangements; instructors’ lists of assignment, test, final exam grades, and final grades for the course; records of the preparation, maintenance, quality assurance and delivery of course content (excluding those which are the intellectual property of the instructor); and, system-generated data on the use of course/learning management systems. 

Vital: No

PIB: Yes

Authority: Freedom of Information and Protection of Privacy Act [RSBC 1996] Chapter 165  

Date Approved: 20220729

Retention Schedule Secondaries

Secondary No. Secondary Title, Scope & Content Retention, Destruction & Disposition


Policies and Procedures  

EV+5Y, FR    

EV=Date superseded or obsolete   

FR=UA will fully retain records from this series 



EV+5Y, D  

EV=Date superseded or obsolete   



Records of accommodations made for students experiencing illness or medical conditions which prevent them from meeting academic obligations.

AY+1Y, D 


Class Enrolment 

Records of enrolment request and enrolment in classes. 

AY+1Y, D 


Course Evaluations 

Course evaluations may be conducted for both undergraduate and graduate courses. Data from individual students is used to produce a summary report for each course. Course evaluation results inform the evaluation of a faculty member’s teaching for performance reviews and tenure and promotion processes. 

AY+1Y, D  

Retention note: Anonymized course evaluation data may be retained by the University until no longer required


Course Outlines 

A detailed description of course objectives, content and evaluation criteria.  

AY+10Y, FR 

FR=UA will fully retain course outlines 


Examination Administration 

The records include examination lists, attendance records, records related to incidents during examinations, records related to alternative examination times, examination conflicts, and relief; and records related to supplemental examinations. 

AY+1Y, D 


Instructors’ Grade Records 

Records documenting test scores, assignment scores, and final grades for students, which become the basis for submitting grades to the Registrar’s Office and Graduate Studies and Postdoctoral Affairs for upload to the student information system. 

AY+1Y, D 

Retention Note: If there is a grade review or appeal retain records for 1Y after that process is complete 


Online Courses 

The records include copies of course notes; copies of course outlines/syllabi; course calendars; course communications such as announcements, discussion lists, blogs, wikis, and email; completed quizzes, tests, and assignments; and course rosters and gradebooks.

AY+1Y, D 



AY+10Y, D



AY+5Y, SR 

SR=UA will selectively retain records from this series 

Acronym Key: AY = Academic Year; CY = Calendar Year; D = Destroy; EV = Event; FY = Fiscal Year; FR = Full Retention by University Archives unless otherwise noted; OPR = Office or Department responsible for source of truth records; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year