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3.15 Records Management Policy

Chapter Three: Instructional Affairs
Procedure Title: Records Management Policy
Based On: Board Policy 3
Procedure Number: 3.15
Date Adopted/Revised: June 30, 2008; October 21, 2009; July 19, 2010

 

The Arkansas general Records Retention Schedule covers records commonly found in most Arkansas state agencies excluding educational institutions. Thus, the general counsel for the Arkansas Department of Higher Education has suggested that South Arkansas Community College should develop an institutional policy to govern the retention of student records.
I. Student Record Management and Retention
South Arkansas Community College student records are maintained according to SACC Records Management guidelines as outlined below. Copies of all documentation, paper or electronic, are kept in the individual program/faculty offices or designated secure storage areas
Document Total Retention
Graduate Files-Student Clinical Folders As required by each program's accreditation requirements
Prospective Student Folders 1 Year
Inactive Student Folders 2 Years
Exams/Scantrons/ Analyses/Projects/N otebooks Until the end of the next major semester
Course Grade Book/Grade Sheets (Electronic and Print) To be turned in to the Vice President for Learning upon leaving the college
II. Faculty and Staff Compliance
All SACC faculty and staff members are made aware of these policies and copies of the FERPA guidelines are available for review.
III. Registration and Attendance/Academic Progress Records
All records pertaining to registration, attendance and academic progress will be stored electronically for a minimum of five (5) years.
IV. Certification Documents, Publications, Statistical Data/Documents, and Institutional Reports.
All documents pertaining to certification data, publications, statistical data and institutional reports will be permanently stored.
V. Federal Student Financial Aid Records
All Federal Student Financial Aid records will be retained in accordance with Federal law or minimum of three (3) years from award year.
VI. Personnel Records
South Arkansas Community College will comply with all state and Federal laws concerning the retention of personnel records. Applications will be kept for six (6) months after a position has been filled. Personnel files will be kept for five (5) years from the date of termination of employment; payroll and W-2 forms will be permanently retained.

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