Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 450 - COMMUNITY COLLEGES › Section 166-450-0120 - Student Records, Academic

Current through Register Vol. 63, No. 7, July 1, 2024
The General Schedule is applicable to the student records,
				academic records of community colleges. Retention periods apply to the official
				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
				166-030-0027  before disposing of
				records.
(1)
Assessment Placement
			 and Testing Records
: Records document the administration of assessment,
			 placement, diagnostic, challenge exams and other formal tests. Types of testing
			 and assessment services offered may include but are not limited to entrance,
			 placement, or skills tests such as General Education Development (GED) test;
			 aptitude test; vocational aptitude and interest surveys; personality
			 inventories; career self-exploration research tests and surveys; placement
			 tests for math, reading, and writing skills; or hearing and vision tests.
			 Records may include but are not limited to rosters of test takers; testing
			 rules and regulations; test administration records; examiner's manuals; exams
			 and tests; test order and payment records; placement and test results; and
			 summary reports.
Records may be exempt from public disclosure per ORS
			 192.502(2)
.
			 (Minimum retention: Placement test, GED and NLN test records: five years;
			 Special academic program orientation records: one year; Other records: five
			 years).
(2)
Grade
			 Records
: Records document the grades awarded by instructors of and
			 serves as the basis for the students' official academic records. Records may
			 include test, assignment, paper, and homework scores; attendance records; and
			 final grades for students. Records in this series may include but are not
			 limited to instructor's grade books; grade confirmation reports; grade change
			 records; final grade rosters; and related documentation which is reported to
			 the Registrar's Office for inclusion in the student's academic record. Records
			 may also include grade reports, report cords, and grade histories which are
			 distributed to students at the end of each term and which indicate course
			 numbers and titles, grades, awarded and grade point average. SEE ALSO: Student
			 Academic Records. Information may be exempt from public disclosure per ORS
			 192.502(2).
			 (Minimum retention: Official electronic grade records: 75 years; Grade change
			 forms or grade sheets: 10 years; Contested grade records: Until resolved; Other
			 records: one year).
(3)
Graduation Evaluation
			 Records
: Records document the progress made toward graduation by
			 students. Records may include but are not limited to applications for
			 graduation; degree audits or evaluations by program; correspondence;
			 departmental notes and working papers; and related documentation. SEE ALSO:
			 Student Academic Records this section. (Minimum retention: Applications for
			 graduations, degree audit records, curriculum deviation/course waiver forms,
			 transcripts from other colleges, transfer credit evaluation forms, or any other
			 documents related to graduation evaluations: 10 years; Electronic or paper
			 confirmation that student completed degree requirements: 75 years; Diploma
			 replacement requests: one year).
(4)
Student Academic Advising
			 Records
: Records document the student's academic progress within a
			 specific department or program, including student athletes. Most of the
			 components in these records are reference copies of records maintained in the
			 files of the Registrar's Office and are maintained for the convenience of the
			 student academic advisors.
Records may be exempt from public disclosure
			 per ORS 192.502(2)
.
			 (Minimum retention: one year).
(5)
Student Academic Records
:
			 Records document the admission and academic progress of students enrolled in
			 the college. Records may include but are not limited to the following notice of
			 acceptance to limited entry program, registration and add/drop forms,
			 international student applications no show, I-20 issued, request for audit and
			 pass/no pass forms, transcripts from high school other colleges, applications
			 for admission international student records, final and articulated grade
			 sheets, challenge/credit by assessment documents, grade change requests,
			 official transcript, record of academic probation or suspensions, FERPA Student
			 Status Confirmation Reports, records requests and disclosures, report cards,
			 grade change requests, student schedules, tuition and fee information,
			 demographic information, residency verifications, change of major notification,
			 and underage enrollment documentation.
Information may be exempt from
			 public disclosure per
			 192.502(2)
.
			 (Minimum retention: Transcripts, record of academic probation or suspension,
			 and records relating to student records requests and disclosures: 75 years;
			 Final and articulated grade sheets, challenge/credit by assessment documents,
			 and grade change requests: 10 years; International student records: five years;
			 Applications for admissions: three years; Other records: one year).
(6)
Veterans Student Records
:
			 Records document the status of military veterans who have requested veterans
			 benefits and are registered as students of the college. Records may include but
			 are not limited to correspondence; records completed and submitted to the
			 Veterans Administration to request, start, or reinstate veterans benefits; and
			 other records that document student participation in a variety of educational
			 benefits programs for veterans. Selected information about veterans may be
			 maintained electronically in the student's record; other records are maintained
			 in paper form in veterans student files. SEE ALSO: Student Academic Records
			 this section. (Minimum retention: three years following termination of
			 enrollment period).
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS
				  192.005 -
				  192.170 &
				  357.805 -
				  357.895