This General Schedule is applicable to the Curriculum & Instruction records of the Oregon University System. Retention periods apply to the record copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0026 before disposing of records.
(1) Academic Program Administrative Records
(2) Book Order Records
(3) Catalog/Bulletin Records
(4) Class Scheduling Records
(5) Continuing Higher Education and Summer Session
Course Records
(6) Course Records
(7) Course Schedule Maintenance Forms
(8) Media Equipment and Productions Records
(9) New Degree Program and Course Proposal Records
(10) Non-University Student Program Administration
Records
(11) Program Development and Review Records
(12) Room Scheduling Records
(13) Special Academic Programs Records
(14) Student Handbooks
(1) Academic Program Administrative
Records
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.
Record Copy: Colleges, Units
Retention: 2 years
(2) Book Order Records
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.
Record Copy: Units
Retention: 1 year
(3) Catalog/Bulletin 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.
Record Copy: Registrar, Graduate School, Summer Session,
Distance Education
Retention: Permanent for 1 copy of published catalogs;
1 year for all other records
Transfer a copy of all catalogs or bulletins to the University
Archives upon publication.
Other copies: Units
Retention: Until no longer useful
(4) Class Scheduling 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.
Record Copy: Registrar, Summer Session, Distance Education
Retention: Permanent for 1 copy of the schedule of classes
booklets; 1 year for all other records
Transfer a copy of all Schedules of Classes to the University
Archives upon publication.
Other copies: Units
Retention: 1 year
(5) Continuing Higher Education
and Summer Session Course 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.
Record Copy: Continuing Higher Education, Summer Session,
Distance Education
Retention: Permanent for final and summary reports; 4 years
for all other records
Transfer the record copy of all permanent records to the University
Archives after 4 years.
Other copies: 2 years
(6) Course Records
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.
Record Copy: Academic Affairs
Retention: 3 years or until superseded or until obsolete
(7) Course Schedule Maintenance
Forms
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.
Record Copy: Academic Affairs
Retention: 2 years
Other copies: Units
Retention: 1 year
Record Copy: Communication Media Center
Retention: 6 years after expiration for letters of permission;
4 years for all other records
(9) New Degree Program and
Course Proposal 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.
Record Copy: Academic Affairs
Retention: Permanent for committee meeting minutes and
curriculum proposals; 5 years for all other records
Transfer the record copy of committee meeting minutes and curriculum
proposals to the University Archives after 5 years.
Other copies: Colleges, Units
Retention: 10 years
Record Copy: Administering units
Retention: Permanent for policy, program planning, and
development documentation and reports; 10 years for all other
records
 NOTE: The program
records in this series are administrative in nature. Many such
programs have associated student files which will be found in
the Student Records Section. |
(11) Program Development
and Review Records
This series provides a record of planning and discussions relating
to the implementation of new undergraduate and advanced degree
programs and any major reorganizations 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.
Record Copy: Academic Affairs, Graduate School
Retention: Permanent for final reports, and reviews of
individual degree programs by on and off-campus sources; 10 years
for all other records
Transfer the record copy of final reports and reviews of individual
degree programs by on and off-campus sources to the University
Archives after 5 years.
Other copies: Colleges, Units
Retention: 2 accreditation/review cycles
(12) Room Scheduling Records
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.
Record Copy: Registrar
Retention: 1 year
(13) Special Academic Programs
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.
Record Copy: Administering units
Retention: Permanent for policy and program planning and
development documentation and reports; 10 years for all other
records
Transfer the record copy of policy and program development
documentation and reports to the University Archives after 5
years.
 CONFIDENTIAL DESTRUCTION: Records
in this series containing confidential information should be
destroyed by pulping, shredding, or incineration. See the OSU
Archives and Records Management Handbook for more information. |
(14) Student Handbooks
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.
Record Copy: Creating units
Rentetion: Permanent for 1 copy of each edition
Transfer the record copy to the University Archives when superceded
or no longer needed for routine reference.
Other copies: Receiving units
Retention: Until superceded or obsolete
