Records Retention
Student records are private. While students have a right to review their own records (e.g., their exams, papers, etc.), instructors should not discuss a student’s grades with other individuals—including parents, other students, potential employers, etc.—without verifying that the student has waived his or her educational privacy rights (consult with the department chair or advisor if this situation arises).
The instructor of record should maintain all course records for at least one calendar year; the grade book should be maintained in the department for a period of five years. This means keeping student exams and answer sheets (along with a key), student papers, and any calculations of student grades in a secure place (e.g. a locked cabinet in a private office or on a password protected computer). If students submit papers or assignments via Blackboard, the system will maintain the records; however, check to be certain that the electronic version includes grading information and any comments. Arrangements should be made with the department chair for retaining important student records.
The grade book in Blackboard remains in place for only one year. It is the responsibility of the instructor to download his or her grade book for keeping in the department for five years.
The disposal of student educational records should be done in a secure way. Department administrative staff can provide information about secure bulk shredding of documents.