Records Retention CACCRAO Workshop, May 1, 2007 Palm Springs Hilton Kristie Anderson Director Admissions & Records, Mendocino College Alicia Terry Registrar, MiraCosta College Pat Fifield Associate Registrar, DeAnza College

Records Retention What is it?  Identification of records  Classification of records  Storage/retention of records  Destruction of records

What this is not!  A FERPA discussion Not about who has access to records Not a definition of directory information Not about student’s rights regarding their records

Examples of Regulations  Title V Retention & Destruction of Records (all records…required to prepare or retain by law or official duty)  Title V Student Records  Attendance Accounting Manual – audit accountability  Education Code – Student Records  Title V Retention & Destruction of Records (all records…required to prepare or retain by law or official duty)  Title V Student Records  Attendance Accounting Manual – audit accountability  Education Code – Student Records

T Retention and Destruction of Records  Explains how to handle all records, maps, books, papers, data processing output, and electronic documents that a district is required by law to prepare or retain by law or official duty  Student Records is just a part of this  How to classify  How long to retain records (copies must be “in an accessible location and provision…made for preserving permanently, examining and using same”)  Procedures for destruction  Destruction requires board action!

T Student Records  Student records relevant to admission, registration, academic history, career, student benefits or services, extracurricular activities, counseling and guidance, discipline, student conduct and anything else required by law  Students must have access to all these records (except parts of documents that have other students’ information) – this is where FERPA comes into play  A subpoena requesting student records might include any or all of these records  Students may challenge the content of these records – also further defined in FERPA

Attendance Accounting Manual Chapter on Audit Accountability  Reiterates the information in T5 and spells it out as being subject to auditing  Manual available on Statewide Chancellor’s Office website - ocations/manuals.htm

Education Code Student Records  “any item of information directly related to an identifiable student, other than directory information, which is maintained by a community college…”  Not a physician’s record  Not a law enforcement record

More Title V Regulations that mention some type of record  course records  MIS & distance ed records  work experience records  voc ed income and expenditure records  flex calendar reporting  inventory of off-campus programs & facilities  DSPS budget & fiscal reports  instructional grants  construction expenditures

And more…..  Course enrollment  Attendance  Employment qualifications  Budget reports  Financial Aid  Instructional materials  District Policies  Complaints

Who should have records procedures in place?  Essentially all college offices that have anything to do with students, employment or $  Admissions & Records  Financial Aid  Human Resources/Payroll  Fiscal  Anyone else?

Who else needs records procedures?  Almost everyone  Special Programs, International, Nursing, Police Academy, Tech Prep, Apprenticeship, Honors, etc.  Student Services such as: Student Activities, Leadership, Community Service, Commencement, Exception Committee, Counseling, etc.  Instructional Services  Student Accounts/Cashiering

Issues to consider when developing or reviewing your college’s procedures  Student Access – how do you find all records that a student has a right to view?  Subpoenas – how do you locate all records pertaining to a student especially those maintained by specialized programs or instructors?  What areas need to develop classification, retention, destruction procedures?  How do you handle the documentation needed for board approval?  Proper Storage  Duplicates in secondary location

Your Records Retention Manual At a minimum should include:  Area of content one department (A&R) or the whole college  Include the regulations  Define the records (application, roster, graduation list)  Classify the records (permanent, optional, disposable, non- classified)  Method of storage (paper, electronic, film, fiche) and location  Controls – who is responsible for what  Storage list  Letter to Board for destruction approval

Electronic Storage  T Class 1 doc (may be)…reproduced…electronically  The reproduction was accurate in detail  The CEO has attached…a signed and dated certification…that the copy is a correct copy of the original  The copy was placed in an accessible location and provision was made for preserving permanently, examining and using same

San Diego Community College District Example Major & Transfer Studies Elective12/99NCEvaluation01-JulStudent folder Military Contract Education Program - RosterSS-Militarycert051District SSPermanentDistrict SS Mandated Training Course RepetitionSS-MAND-5/983Admission3 yrsDist. SS Minor’s Authorization Consent Form for Medical TreatmentSS-Studwaiver023Hlth Srvcs3 yrsStudent Chart Official Grade and Attendance RosterOGAR-12/95R1Instruction Admission PermanentDist. SS Permanent Record/Cumulative Totals CorrectionSS-PR/CTC-8/86NCEvaluation01-JulStudent folder Petition for Academic Renewal by Course RepetitionSS-PAR-12/99NCEvaluation01-JulStudent folder Petition for Academic Renewal without Course RepetitionSS-PARWOCR- 12/99R NCEvaluation01-JulStudent folder Petition for Approval of Major Area ElectivesSS-MELC-11/92NCCounseling01-JulStudent folder Petition for Change of Degree DeclarationSS-DECGHG-4/97NCCounseling01-JulDist. SS Petition for Certification of CompletionSS-Certicomp01NCEvaluations01-JulStudent Folder Petition for Credit/No Credit OptionSS-CR/NC-8/99R3Admission3 yrsAdmission Petition for GraduationSS-PGD-02/02NCEvaluation01-JulStudent folder Petition for Modification of MajorSS-MODMJ-8/99RNCCounseling01-JulStudent folder Petition for Schedule Adjustment after DeadlineSS-SCHADJ-08013Admission3 yrsAdmission

Questions?