Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 450 - COMMUNITY COLLEGES › Section 166-450-0125 - Student Records, Other

Current through Register Vol. 63, No. 7, July 1, 2024
The General Schedule is applicable to the student records,
				other 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)
Agency Sponsored
			 Program Records
: Records document the participation of agency-sponsored
			 students in college programs. Agencies might include, but are not limited to,
			 Adult and Family Services (AFS) Division, Job Opportunities and Basic Skills
			 (JOBS), Vocational Rehabilitation Division, Vocational Rehabilitation Division
			 (VRD), Veterans' Administration, Jobs Training and Preparation Act (JTPA),
			 Social Security and local agencies. Records may include participant case files,
			 specific applications for service, employment development plans (EDP), fee
			 expenditures' documents, progress files, and case correspondence. (Minimum
			 retention: five years).
(2)
Cooperative Work Experience
			 Records
: Records document student participation in and college
			 administration of cooperative work experience programs which provide credit for
			 learning on the work site. Records include training agreements and learning
			 objectives contracts between the college, student and employer; work habit
			 evaluation reports; registration records which are entered into the student's
			 academic record; and related correspondence and documentation. (Minimum
			 retention: Contracts and agreements: six years after expiration; Other records:
			 10 years).
(3)
Occupational
			 Skills Training Records
: Records document student participant in and
			 college administration of programs designed to provide occupational skills
			 training for persons recruited from governmental programs such as vocational
			 rehabilitation, workers compensation, or veterans' programs. Records include
			 but are not limited to student attendance and job performance reports; progress
			 in learning objectives report; counseling case files and notes; and related
			 correspondence and documentation. (Minimum retention: one year).
(4)
Peer Assistant Program
			 Records
: Records document the administration and activities of the peer
			 assistant program. Peer assistants are trained college students who assist
			 other student with the personal, academic, and social concerns; refer students
			 to college counselors; provide information about college and community
			 resources; assist with student orientation; make presentations; and assist the
			 counseling and advising staff in a variety of ways. Records may include but are
			 not limited to student application and selection records including application
			 forms, reference letters, transcripts, and interview records including
			 application forms, reference letter, transcripts, and interview records;
			 training and work schedules; evaluation records; reports summarizing program
			 activities and analyzing the assistance provided; activity contact logs;
			 meeting agendas and minutes; program notebooks or files containing records
			 about funding, recruitment, publicity, projects, and training; and related
			 correspondence and documentation. (Minimum retention: one year).
(5)
Placement Service Records
:
			 Records document student participation in the job placement services provided
			 by the college for students and others in the community. Records may include
			 but are not limited to job history records; list of employers and job listings;
			 job postings; correspondence with employers; and related documentation. SEE
			 ALSO: Student Academic Records. (Minimum retention: one year).
(6)
Services to Students with
			 Disabilities Program Records
: Records document student participation in
			 the Services to Students with Disabilities Program. The records may include but
			 are not limited to health professional evaluation reports; recommendations for
			 student applicants; high school transcripts and academic work-sheets;
			 autobiographical essays; special admissions applications checklists;
			 physicians' statements and letters of recommendation; counseling interview
			 notes; counseling referrals; records of services provided; diagnostic test
			 result and correspondence.
Some records may be exempt from disclosure
			 because of Americans with Disabilities Act
. (Minimum retention: one
			 year after date last attended).
(7)
Student Advising and Counseling
			 Records
: Records document college counseling and "non-academic" advising
			 activities such as career planning and selection, personal counseling, and
			 educational planning and monitoring. Records may include but are not limited to
			 personality and interest tests; advisor or counselor notes; records and test
			 scores from outside agencies; test and assessment results; and related
			 documentation. SEE ALSO: Student Academic Advising Records in the Student
			 Records, Academic section.
Portions of these records may be exempt from
			 public disclosure per ORS
			 192.502(2)
.
			 (Minimum retention: five years).
(8)
Student Exchange Participant
			 Records
: Records document student participation in a community college
			 student exchange program. Records may include but are not limited to letters of
			 application; applications for admission to the college as special students;
			 notices of admission to host institutions; personal data sheets; and related
			 documentation and correspondence. (Minimum retention: one year).
(9)
Student Government Administrative
			 Records
: Records document the history, development, and policies of
			 campus student organizations, including student clubs, government, and
			 newspaper. This series may include but is not limited to student organization
			 annual review forms; minutes; constitution and by-laws; committee and
			 task-force records; election records; student senate bill and resolution files;
			 budget and accounting records; officer and member rosters; scrapbooks;
			 photographs; and correspondence. (Minimum retention: Minutes, constitution,
			 bylaws, senate bill and resolution files, officer rosters, and photographs:
			 Permanent; Other records: three years).
(10)
Student Grievance Records
:
			 Records document grievances or complaints brought forward by students against
			 the institution concerning student conduct and violations of student rights and
			 responsibilities. Records may include but are not limited to notices of
			 grievance; written description of the complaint; informal discussion notes;
			 formal hearings notes (including audio tapes); summary of interviews; final
			 summary statements; resolution of grievance; appeals documentation; and related
			 documentation and correspondence. SEE ALSO: Grievance Records in the
			 Administrative Records section.
Portions of these records may be exempt
			 from public disclosure per ORS
			 192.502(2)
.
			 (Minimum retention: five years after resolution).
(11)
Student Handbooks
: Records
			 document the requirements and policies for current of potential students. This
			 series may contain information or policies on fields of study; faculty;
			 academic requirements; the evaluation process; and research proposal process.
			 (Minimum retention: Permanent).
(12)
Student Recruitment Records
:
			 Records document the requirement and policies for current or potential
			 students. This series may contain but is not limited to prospect lists;
			 interview and conversation notes; photographs; personal information forms and
			 resumes; copies of test scores and copies of academic transcripts; and related
			 documentation and correspondence. (Minimum retention: Current term).
(13)
Student Rights and Responsibilities
			 Documents
: Records document the contract between the student and
			 institution concerning student rights and responsibilities, rules of student
			 conduct, freedoms, and due process. The document contains statements of code of
			 behavior, student rights, conflict resolution, student discipline, and the
			 appeal process. The statement is published in the student handbook and catalog.
			 (Minimum retention: six years after expiration).
(14)
Tutoring Records
: Records
			 document tutoring services provided to students. Records include but are not
			 limited to registration records; tutor training records; tutor (student hourly,
			 work study, or staff) personnel records; tutor class records; and memoranda.
			 (Minimum retention: one year).
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS
				  192.005 -
				  192.170 &
				  357.805 -
				  357.895