Curriculum and Instruction
OAR 166-475-0025
This General Schedule is applicable to the Curriculum and Instruction records of the Oregon University System.
Retention periods apply to the record copy of all public records, regardless of medium or physical format, created
or stored by the above specified agencies. Please note the exceptions to this General Schedule listed inOAR
166-030-0026 before disposing of records.
Academic Program Administrative Records
OAR 166-475-0025(1)
This series documents the daily and routine administration of academic programs of the department or college. This series may include but is not limited to: registration reports; add-drop analyses and reports; course enrollment summaries by class; graduation summaries; majors by class level; international activities; cooperative ventures; summer term classes and enrollment reports; placement information; convenience copies of reports prepared by admissions, registrar's, budgets and planning, and other offices; memos; working papers; and related documentation and correspondence.
Retention: 2 years
Book Order Records
OAR 166-475-0025(2)
This series provides a record of books ordered for courses taught in the department. This series may include but is not limited to: the institution textbook request forms which includes authors, titles, publications, course numbers, and expected enrollment; other forms; and related documentation and correspondence.
Retention: 1 year
Catalog/Bulletin Records
OAR 166-475-0025(3)
This series provides a record of institutional policies and procedures, program requirements, and course offerings and may also be used for constructing new courses or reconstructing old courses. Information in the individual catalogs and bulletins includes academic policies and procedures, program names and descriptions, course names and descriptions, alphanumeric course designations, credits offered per course, and related program and course information. This series may include but is not limited to: published copies of catalogs and bulletins including the general, graduate, and summer session catalog/bulletin; mock-ups of catalogs and bulletins; preparation and working papers; and related documentation and correspondence.
Retention:
Record Copy:
(a) Permanent for 1 copy of published catalogs;
(b) 1 year for all other records
Other copies: Until no longer useful
Class Scheduling Records
OAR 166-475-0025(4)
This series documents the formulation of class schedules by academic departments for inclusion in the published schedule of classes. This series may include but is not limited to: the final edition of the schedule of classes booklet; requests from departments for class offerings; deviation from schedule forms; copies of course schedule maintenance forms; requests for class changes; working papers; and related documentation and correspondence.
Retention:
Record Copy:
(a) Permanent for 1 copy of the schedule of classes booklets;
(b) 1 year for all other records
Other copies: 1 year
Continuing Higher Education and Summer Session Course Records
OAR 166-475-0025(5)
This series documents course offerings and individual course contents as offered by Continuing Higher Education and Summer Session. These records include: syllabi; course descriptions; course outlines; course request proposals; enrollment reports; course summaries; request for undergraduate and graduate course and instructor approval forms; nominations to the undergraduate faculty; course announcements; handout materials; budget requests; budget status forms; vouchers; final and summary reports; and related documentation and correspondence.
Retention:
Record Copy:
(a) Permanent for final and summary reports;
(b) 4 years for all other records
Other copies: 2 years
Course Records
OAR 166-475-0025(6)
This series provides a record of departmental course offerings and individual course contents. This series may include but is not limited to: syllabi; course descriptions; course outlines; course summaries; course requests and proposals; curriculum approval lists; lists of classes by term; bibliographies; reading lists; course announcements; handout materials; and related documentation and correspondence.
Retention: 3 years or until superseded or until obsolete
Course Schedule Maintenance Forms
OAR 166-475-0025(7)
This series documents requests for changes to be made to the institutional catalog and schedule of classes. The forms include: course numbers; course titles; locations; grading modes; course descriptions; designators; fees; and credit hours.
Retention:
Record Copy: 2 years
Other copies: 1 year
Media Equipment and Productions Records
OAR 166-475-0025(8)
This series documents the purchase, receipt, and subsequent scheduling and distribution of media productions and/or equipment. This series may include but is not limited to: film, video tape, and equipment requests; letters of permission to use copyrighted materials; distribution schedules; and related documentation and correspondence.
Retention:
(a) 6 years after expiration for letters of permission;
(b) 4 years for all other records
New Degree Program and Course Proposal Records
OAR 166-475-0025(9)
This series documents the development of new departmental and interdepartmental degree programs, courses and related curricula that are currently under consideration for adoption. The series may also document requests to drop courses from the curriculum and/or to change the names of courses, the number of credits, or the prerequisite courses. This series may include but is not limited to: curriculum committee meeting minutes; curriculum proposals; and related documentation and correspondence.
Retention:
Record Copy:
(a) Permanent for committee meeting minutes and curriculum proposals;
(b) 5 years for all other records
Other copies: 10 years
Non-University Student Program Administration Records
OAR 166-475-0025(10)
This series documents the administrative activities of special instructional and support programs directed to serve elementary through high school and non-institution students belonging to special, minority, or disadvantaged groups. Examples of programs to which this series applies are Science and Mathematics Investigative Learning Experiences (SMILE), Upward Bound, High School Equivalency, and other special non-institution student programs. This series may include but is not limited to: policy and program planning and development documentation; evaluations of courses, support services, and instructors; program course outlines; tuition payment records; reports; statistical reports; working papers; and related documentation and correspondence.
Retention:
(a) Permanent for policy, program planning, and development documentation and reports;
(b) 10 years for all other records
Program Development and Review Records
OAR 166-475-0025(11)
This series provides a record of planning and discussions relating to the implementation of new undergraduate and advanced degree programs and any major reorganizations or changes to established programs. This series may include but is not limited to: final reports; working papers; letters of support; review agendas; faculty status reports; reviews of individual degree programs by campus and off-campus sources; and related documentation and correspondence.
Retention:
Record Copy:
(a) Permanent for final reports and reviews of individual degree programs by on and off-campus sources;
(b) 10 years for all other records
Other copies: 2 accreditation/review cycles
Room Scheduling Records
OAR 166-475-0025(12)
This series documents room assignments for classes offered during regular terms or during the summer session. This series may include but is not limited to room assignment lists and related documentation.
Retention: 1 year
Special Academic Programs Records
OAR 166-475-0025(13)
This series documents the administrative activities of special academic programs serving and aiding institution students. Programs documented by this series range from special requirement and certification programs to programs aimed at assisting and encouraging target groups of institution students. Included are the international student program; National Student Exchange (NSE) program; English language programs; honors programs; minority scholars programs; minority student recruitment programs; disabled student programs; non-traditional student programs; educational opportunities programs; older than average student programs; Native American science programs; study abroad programs; and other special academic programs. This series may include but is not limited to: policy and program planning and development documentation; explanatory materials on the program; notes; evaluations of courses, support services, and instructors; program course outlines; tuition payment records; program participation and aid selection records; activity accounting records; working papers; reports; and related documentation and correspondence.
Retention:
(a) Permanent for policy and program planning and development documentation and reports;
(b) 10 years for all other records
Note: Portions of these records may be exempt from public disclosure per ORS 192.502(2).
Student Handbooks
OAR 166-475-0025(14)
This series documents the requirements, policies, and offerings of specific instructional units for use by current or potential students. This series contains information or policies on: fields of study; faculty; academic requirements; the evaluation process; and the research proposal process.
Retention:
Record Copy: Permanent for 1 copy of each edition
Other copies: Until superseded or obsolete
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