To:            All Faculty

From:        Susan Coultrap-McQuin, Provost, Vice President for Academic Affairs

Date:         January 17, 2006

Re:            Retention and Disposition of Graded Material

To help eliminate confusion over record-keeping requirements for classroom materials, the following policy was proposed by the Provost’s Council and approved by President Stanley in 2002.

•     All graded material (papers, quizzes, exams, etc.) not yet returned to students should be kept by instructors for a period of one year beyond the semester in which a course is taught.

•     All grade records (hardcopy and electronic) should be kept by instructors for a period of two years beyond the semester in which a course is taught.

•     All instructors who will not return for the following semester should leave this material with the department chairperson at the end of the course, after turning in the grades for the course.  Faculty members who are beginning a sabbatical or going on leave as well as adjunct instructors hired only occasionally are asked to follow this practice.

•     If any incomplete grade assigned in a course is extended, all course materials should be kept until all final grades for the course have been assigned.

If you have any questions about this policy, please feel free to contact the Provost’s Office.

Thank you.

c:  President Stanley, Deans