Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 450 - COMMUNITY COLLEGES › Section 166-450-0025 - Curriculum and Instruction Records

Current through Register Vol. 63, No. 7, July 1, 2024
The General Schedule is applicable to the curriculum and
				instruction 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)
Academic Calendar
			 Records
: Records document dates and deadlines of significance to
			 faculty, staff, and students. Calendars are produced quarterly and annually and
			 include but are not limited to dates and deadlines for the academic term,
			 registration, final examinations, holidays and breaks, personnel matters,
			 reports, and related events. SEE ALSO: Publications in Publications and
			 Promotional Records. (Minimum retention: three years).
(2)
Accreditation Records, Professional
			 Programs
: Records document the accreditation process for the
			 departments, units, and related programs such as nursing, medical assisting,
			 dental assisting, and EMT programs. Records provide documentation of the
			 materials compiled for inclusion in a report packet sent to the appropriate
			 professional accreditation board of the specific program or service and usually
			 includes the statements on mission, finance, educational programs and
			 departments/divisions make up. Most accreditation organizations produce an
			 evaluation report based on the packet and on-site inspection which is used to
			 determine the accreditation for the units and their programs. Records may
			 include but are not limited to self-study reports; final reports; statistical
			 data; working papers; accreditation organization evaluation report; and related
			 documentation and correspondence. (Minimum retention: Self-study and final
			 accreditation report: Permanent; Other records: Until accreditation
			 complete.
(3)
Class
			 Lists
: Records provide instructional units with an official record of
			 students enrolled in courses taught. Records are used to track enrollment,
			 registration, and attendance. Information in the series may include but is not
			 limited to student name and social security number; academic term; course name;
			 enrollment and registration status; payment status; handwritten instructor
			 notes and comments; and related documentation. (Minimum retention: one
			 year).
(4)
Class Scheduling
			 Records
: Records document the final draft of the schedule of classes
			 booklet. Information includes registration instructions, list of classes, date
			 and time held, and instructor. (Minimum retention: 10 years).
(5)
College Catalog Records
:
			 Records provide a record of institutional policies and procedures, program
			 requirements, and course offerings. Information in the individual catalogues
			 includes academic policies and procedures, program names and descriptions,
			 alphanumeric course designations, credits offered per course, and related
			 program and course information. Records may include but are not limited to
			 published copies of catalogues including the general catalogue; drafts of
			 catalogues; preparation and working papers; and related documentation and
			 correspondence. SEE ALSO: Publications. (Minimum retention: Published catalog:
			 Permanent; Other records: one year after catalog published).
(6)
Corrections Program Records
:
			 Records document the services and programs offered by the college at
			 correctional institutions. Records may include but are not limited to training
			 records which inform the faculty about special rules and regulations concerned
			 with teaching in a correctional facility; computer and software records which
			 document the purchase and use of computers and software by the college and kept
			 in the institutions; textbook inventories of books purchased by the college for
			 use by students in the institutions; and related documentation and
			 correspondence. (Minimum retention: Computer hardware and software records: one
			 year after disposal of equipment; Other records: five years).
(7)
Course Enrollment Summaries
:
			 Records document the enrollment in courses during each academic term. Records
			 include information concerning the organizational unit; course identification
			 number; course sequence number; instructor's name; course title; course
			 section; lecture or lab designation; time and location of course; maximum seat
			 count; number of students actually registered for the course; and related
			 documentation. Enrollment summaries may be produced at the fourth week and at
			 the end of the term. SEE ALSO: Full-time Equivalency Records in Administrative
			 Records section. (Minimum retention: five years).
(8)
Course Lists
: Records provide
			 a record of all existing courses. Records consist of a computer document which
			 includes but is not limited to course identification number; course title;
			 number of credits (lecture, lab, and total); number of contact hours or work
			 load; number of weeks in term; tuition and fees; funding formula code;
			 organizational unit; classification of instructional programs (C.I.P. number)
			 interest area or topic in quarterly schedule; prerequisites; pay level and
			 related information. (Minimum retention: five years).
(9)
Course Outline Records
:
			 Records document the content of credit and non-credit courses offered on- and
			 off-campus by academic departments. Records include the course outlines and the
			 working files of the department used to create the course outline and to
			 receive approval from the Curriculum Coordinator. The course outlines include
			 but are not limited to the course title; course identification number; number
			 of instructional hours and credits; prerequisites; required text(s); course
			 description; performance based learner outcomes; and an outline of the course
			 content. The working files may also include copies of applications for course
			 approval; and related documentation and correspondence. (Minimum retention:
			 five years after superseded).
(10)
Course Syllabus Records
:
			 Records document the agreement between the student and the instructor which
			 communicated the expectations of the instructor and the goals of the course.
			 Records may include but are not limited to the course title and number;
			 instructor name and phone number; class meeting times and location; instructor
			 office location and office hours; course description performance-based learner
			 outcomes; required textbook(s); outline of topics and/or assignments; grading
			 procedures; testing information; and additional references or recommended
			 readings. (Minimum retention: three years after superseded).
(11)
Curriculum Development Funds
			 Records
: Records document the application and approval process of
			 providing funds for faculty to develop or revise program curriculum in a
			 course, to revise complete programs, or to update curriculum strategies and
			 instruction. Records include but are not limited to applications and supporting
			 documentation; review and approval documentation; summary list of recipients;
			 report or other product of curriculum development project; and related
			 correspondence and documentation. (Minimum retention: three years).
(12)
High School Dual Enrollment Program
			 Participation Records
: Records document the approval of programs offered
			 by community colleges to local high schools, including but not limited to
			 alternative education, GED and high school completing,
			 English-as-a-Second-Language, college technical and transfer level courses, and
			 career development activities for credit. Records may include but are not
			 limited to contracts and agreements and related documentation. SEE ALSO:
			 Academic Records in Student Records Section. (Minimum retention: Contracts and
			 agreements: six years after expiration; Other records: five years).
(13)
New and Revised Certificate and
			 Degree Program Development Records
: Records document the planning and
			 development of new academic programs and contains the records of short-term
			 training programs as well as one- and two-year programs that have been
			 approved. Information in the records include the program title, length of
			 program, description of program, form of recognition, admission requirements,
			 student recruitment efforts, curriculum, budgetary impact analysis, and related
			 documentation. Records also contain working papers and the program application
			 which may include projected employment, labor market analysis, and information
			 about career opportunities for students who complete the program; business and
			 industry partnership programs; feasibility survey; needs survey; projected
			 enrollment and completion rates; SCANS (Secretary's Commission on Achieving
			 Necessary Skills) Competencies Matrix; and instructor qualifications. The
			 program development records are sent to the Oregon Department of Education for
			 approval of new programs and options. Impact statements concerning the new
			 program are sent to all colleges and universities in the state for comment. SEE
			 ALSO: Course Outline Records this section. (Minimum retention: Working papers:
			 one year; Other records: 10 years).
(14)
Program Student Handbooks
:
			 Records document the requirements, policies, and offerings of specific
			 instructional units for use by current or potential students. Records may
			 contain information or policies on fields of study; faculty; and academic
			 requirements. Handbooks may be issued for programs such as automotive,
			 emergency medical technician, nursing, fire science, humanities, office
			 administration and technology, human resources, construction skills training,
			 and dental assisting. (Minimum retention: one year).
(15)
Small Business Development Center
			 Statistical Reports
: Records document statistical reports prepared by
			 the small business development center which provides training and counseling to
			 persons in business or to those who want to learn how to run a business.
			 Reports contain data on number of new and ongoing clients served, number of
			 businesses counseled, and use of reference library. (Minimum retention: 10
			 years).
Stat. Auth.: ORS 192 & 357
Stats. Implemented:ORS
				  192.005 -
				  192.170 &
				  357.805 -
				  357.895