Policy on Retention of Course Materials

1. Examination materials are any materials used by an instructor to evaluate a student’s knowledge and mastery of course topics for the purpose of assigning Examination materials may include term papers, homework, computer assignments, quizzes, tests, lab write-ups, and any other tangible items deemed appropriate by the instructor for use in assigning grades. Intangible grading items such as recitals, juries, and physical skills tests are beyond the scope of this policy. All examination materials are confidential and are protected by applicable State and Federal law.
   All examination materials are the personal property of the instructor. As used throughout this policy statement, the term “personal property” is meant in a physical sense only. It is like buying a magazine at a newsstand. The buyer owns the physical ink, paper, and other tangible materials out of which the magazine is made, but not the original expressions of others presented within (see 17 U.S. C. Par. 302, 303). Faculty are advised to retain at least two items of evidence (e.g., tests, term papers) of each student’s course work, in the event the student requests a change of grade. The instructor should retain them until the end of the semester in which the grade appeals deadline expires (see Faculty Handbook section on Palpable Injustice). In keeping with the primary purpose of retaining these items, reasonable student access to them shall not be denied. In the unusual case of perishable materials, the instructor should properly dispose of the materials and need not retain them.
2. A grade book is the record kept by an instructor detailing the examination scores or other performance measures used to assign student The grade book may be in any form the instructor wishes to use (e.g., steno pad, notebook, computer spreadsheet). Grade books are confidential and are protected by applicable State and Federal law.
   Grade books are the personal property of the instructor. They will be retained by the instructor until the end of the semester in which the grade appeals deadline expires. This responsibility may not be avoided by giving the grade book to the student.
3. The Provost/Vice President for Academic Affairs shall retain copies of course

Senate Approval: Mar. 17, 1993 (R-92-11-1)

Admin. Approval: Mar. 24, 1993