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Schedule Number
TL7100
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
Description
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 as well as student’s experience of instruction SEI (course evaluations); 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.
- For course evaluations as part of the Promotion and tenure process see HR4000-43
Note: The scope of this schedule is related specifically to university records only not instructor-owned records. The archival retention of course outlines is voluntary.
Note: If records such as routine concession are received through a course’s learning management system (e.g. Canvas) see the retention schedule for the platform (currently under review).
Vital: No
PIB: Yes
Authority: Freedom of Information and Protection of Privacy Act [RSBC 1996] Chapter 165
Date Approved: 20220729; 20240905
Retention Schedule Secondaries
| Secondary No. | Secondary Title, Scope & Content | Retention, Destruction & Disposition |
|
01 |
Policies and Procedures |
EV+5Y, FR EV=Date superseded or obsolete FR=UA will fully retain records from this series |
|
05 |
General |
EV+5Y, D EV=Date superseded or obsolete |
|
10 |
Concession Records of routine concessions 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. Note: If class enrolment is managed through the course’s learning management system (e.g. Canvas) see the retention schedule for the platform. (This retention schedule is currently under review). |
AY+1Y, D |
|
|
Student Experience of Instruction SEI (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
|
EV+7Y, D EV= when instructor leaves the university 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. |
EV+1Y, D EV=when course is complete and all outstanding grades have been resolved |
|
|
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 |
|
|
45 |
Issues |
AY+10Y, D |
|
60 |
Reports |
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