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POLICY LIBRARY
POLICY
University of Minnesota
University of Minnesota
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ADMINISTRATIVE POLICY

Maintaining Course Records: Twin Cities, Crookston, Morris, Rochester

Policy Contents
Effective Date: April 2009
Last Update: December 2009
Responsible University Officer:
  • Senior Vice President for Academic Affairs and Provost
Policy Owner:
  • Vice Provost and Dean of Undergraduate Education
  • Vice Provost and Dean of Graduate Education
Policy Contact:
CONSULTED WITH: Faculty Senate

Printed on: . Please go to http://policy.umn.edu for the most current version of the Policy or related document.

POLICY STATEMENT

  1. Instructors and academic units should retain submitted student work for 30 days after grades for the course are posted to the student’s transcript in order to permit students the opportunity to retrieve or review their work, as appropriate. After 30 days, such student work may be discarded securely (following applicable University document-destruction procedures).
  2. A student may request that his or her work be retained until 30 days into the next semester (not including summer, so a request in the spring would require a unit to hold the work until 30 days into the following fall semester). A student must make this request to the instructor no later than the last day of instruction for the course.
  3. Instructors must follow state and federal privacy laws in retaining and returning student work. (For example, student work may not be left in hallways or other public places where anyone may see it.)
  4. Academic units must retain grade books or their equivalents for a minimum of one year or, if a grade is appealed, until the end of the appeal. Instructors leaving the University must give all grading records to the department.
  5. Academic units must also be aware of and follow Administrative Policy: Managing University Records Retention.

This policy is not applicable to the Duluth campus.

REASON FOR POLICY

To establish a reasonable time period after the end of a term during which student s are able to retrieve or view it their work and that recognizes the physical storage space limitations in units.

PROCEDURES

There are no procedures related to this policy.

FORMS/INSTRUCTIONS

There are no forms related to this policy.

APPENDICES

There are no appendices related to this policy.

FREQUENTLY ASKED QUESTIONS

What is student work?
Any work submitted by a student to meet meeting course requirements is considered student work. This includes but is not limited to exams, quizzes, papers, projects, problem sets, designs, artwork, and architectural models.

ADDITIONAL CONTACTS

Subject
Contact
Phone
Fax/Email
Primary Contact(s)
612-625-3497
Twin Cities Campus
612-625-1064
Crookston Campus
218-281-8200
Morris Campus
320-589-6026
Rochester Campus
507-258-8008

DEFINITIONS

Student Work
Materials a student has submitted for a course, including but not limited to, papers, projects, exams, problem sets, artwork, and architectural models.
Maintain
The process of keeping the student work where it can be safely stored and accessed.

RESPONSIBILITIES

There are no specific responsibilities related to this policy.

RELATED INFORMATION

HISTORY

Amended:
December 2009 - Policy now applies to Crookston.
Effective:
April 2009

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Last modified on December 22, 2014