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Official policies of St. Mary's University

Examination and Grades Documents Retention

Approver(s):

Executive Council

Authorizes release:

Provost and Vice President for Academic Affairs

Responsible office:

Academic Affairs

Review cycle:

Annually or as required

Adopted:

January 1949

Last update:

October 2016

Next review:

June 2016

Retention of Materials Relating to Examination and Grades

Faculty members shall retain for a period of one year following submission of a grade:

  • written materials authored by the student that were the basis for the grade (including, but not limited to, essays and examination responses), unless those materials were permanently returned to the student; and
  • Other written information relating to the grading of the student (including, but not limited to, test questions and grading sheets).

After the passage of one year, such written materials may be discarded in a manner that protects the privacy interests to the student, unless special circumstances warrant continued retention of the documents. The University encourages retention of class grade records (e.g., grade books, spreadsheets, etc.) for periods longer than one year.

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