Section 5: Curriculum Records

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Section 5 Includes records pertaining to curriculum development, course offerings, and other activities providing instruction.

Schedule approved by the State Records Committee on December 7, 2016.

Disposition Authority# Records series title and description Retention and Disposition Instructions

14-09-68609

Accreditation Documentation

Statistical, descriptive and evaluative materials necessary to achieve and maintain accreditation for a college, department, or program with the professional association that sets the standards related to that discipline. May include accreditation standards and requirements. Evaluative materials must have been created specifically for accreditation.

 

Official copy held by: Appropriate Dean, Department or Program.

Retain for 6 years after accreditation is received

then

Appropriate Dean, Department or Program: Transfer to Archives for selection and historical preservation

 

14-09-68625

Course Content/Information File

Provides a description of departmental courses. May include outlines, syllabi, credits, bibliographies, textbook lists, sample exams, etc. Sample exams are non-disclosable public records under RCW 42.17.310(1)(f).

 

Official copy held by: Academic department.

Retain for 2 years after course is discontinued

then

Academic department: Transfer to Archives for selection and historical preservation

 

14-09-68627

Course Offering and Schedules Preparation Files

Includes back-up material used by departments in preparation of catalog copy, brochures, class schedules, and new and revised course material.

 

Official copy held by: Any department.

Retain for 3 years after fiscal year

then

Any department: Destroy

 

14-09-68628

Curriculum and Course Proposals

Provides a record documenting the development and implementation of instructional programs and individual courses. Includes new/revised course applications, proposals, and supporting papers.

 

Official copy held by: College curriculum committees.

Retain for 10 years after fiscal year

then

College curriculum committees: Transfer to Archives for selection and historical preservation

 

14-09-68629

Curriculum and Course Proposals (Denied)

Provides a record documenting the planning and development of denied programs or courses. Includes new/revised course applications, proposals, and supporting papers.

 

Official copy held by: College curriculum committees.

Retain for 10 years after fiscal year

then

College curriculum committees: Transfer to Archives for selection and historical preservation

 

GS 05009.002

Events - Scholarly

Records of university-sponsored scholarly conferences and events. May include agendas, correspondence, publicity materials, proceedings, and other documents. May also include authorized photographic and audiovisual documentation. Does not include financial or logistical/arrangement records.

For financial records related to conferences and events, see applicable series in the "Financial Records" section. Additionally, logistical planning materials, which do not directly support a financial record, are transitory and can be disposed of when no longer needed. Photographic and audiovisual materials may need to be accompanied with signed releases by subjects if they are to be re-used or retained for archival preservation. For event-related hold harmless agreements for both adults and minors, see the Agreements, Hold Harmless titles in this section. For compliance records for events or programs that include minors, see the records series Child-Related Program Compliance Records (GS 01050.027).

Official copy held by: Originating office.

Retain until no longer needed for agency business

then

Originating office: Transfer to Archives for selection and historical preservation

Note: Financial records relating to events must be held for the retention period prescribed under the "Financial Records" section.

14-09-68684

Summer Session Curriculum Planning Files

Documents planning for summer session curriculum, publications and programs. May include correspondence, notes, planning materials.

 

Official copy held by: Any department.

Retain for 3 years after end of summer session

then

Any department: Destroy

 

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