If you are not identified as a responsible unit but you hold copies of the information described in these class codes, keep them for reference or working documents only, for a short period of time (such as two years), and then destroy them.
1000-Academic Affairs
Functions and supporting activities codes for classification and management of records related to academic programs, teaching and student learning activities.
Supporting activities
Secondary Copies
1100 Academic Program Organization
1110 - Academic Program Management
Description
Records related to management of University academic programs (undergraduate, graduate, distance education, special programs, extracurricular training, off-campus education), including creation, evaluation, modification, abolition and administration of these programs.
Can include program’s organizational structure, objectives and description, admission and registration requirements, compatibility with other programs, lists of equivalent programs in other institutions, course definitions and course index, reports on changes in course content and data used in the management of courses, course requests and proposals, grading schemes, grade reporting and related correspondence.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Vice Provost, Academic Affairs | Superseded or obsolete | 10 | Send to archives | See 6120: Governing Bodies for Minutes of the Committee on the Evaluation of Undergraduate Programs (CEPPC), Graduate Program Evaluation Committee (GPEC) and Senate |
1111 - Academic Accreditation and Certification
Description
Records related to the accreditation process for academic programs offered by uOttawa, which ensures the content meets the standards of the profession. Includes expert visits that enable recognition of the quality of a program and the legitimacy of the professional title associated with it by a professional body.
Can include self-studies, reports, site visits, accreditation decisions, responses, complaints, appeals and related correspondence.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Faculty or school responsible | End of the next accreditation cycle | 5 | Send to archives | n/a |
1112 - University Calendar Management
Description
Records related to preparation, production and distribution of calendars containing University regulations, program requirements and course offerings for all types of programs.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Registrar | Academic year end date | 10 | Send to archives | n/a |
1200 Academic Cooperation
1210 - Academic Co-operation Agreements
Description
Records related to management of teaching and academic program affiliations, relationships and partnerships with other establishments such as hospitals, centres, institutes, international bodies, other academic institutions and different levels of government.
Can include agreements, memoranda of understanding, protocols, policies and administration of jointly managed programs.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Faculty or school responsible; VP International and Francophonie | End of agreement date | 7 | Send to archives | See 9200: Student Records Management for student records maintained by the faculty and the registrar; See 1410: Student Work for student work |
1220 - Student Exchange Programs
Description
Records related to establishment, organization and administration of student exchange programs with other academic institutions and field schools.
Can include lists of participating institutions, participation conditions and procedures.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
uoInternational Faculty or school responsible | Academic year end date | 5 | Send to archives | See 1221: Student exchange program participant files |
1221 - Student Exchange Programs—Participant Case Files
Description
Records consolidating all information about successful and unsuccessful applicants and participants in student exchange programs.
Can include application forms, statements of interest, transcripts and other academic records, resumés, references, letters, student exchange agreements and waivers, immigration papers, photographs, correspondence, and other documents.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
uoInternational Faculty or school responsible | Successful: academic year end date Unsuccessful: decision date | Successful: 10 Unsuccessful: 2 | Destroy | See 9200: Student Records Management for student records maintained by the faculty and the registrar |
1300 Teaching Management
1310 - Organization of Teaching Sessions
Description
Records related to the scheduling and development of timetables for courses offered in all academic programs for each teaching session.
Can include course preference forms, course lists by term, course selections, enrolment forecasts, room allocation, timetables and related correspondence.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
Faculty or school responsible Registrar | Academic year end date | 3 | Destroy | n/a |
1320 - Course Management
Description
Records related to management and administration of courses offered to students, including creation, description, modification and discontinuation of courses.
Can include objectives, general and specific registration conditions, development, twinning or compatibility with other courses, list of prerequisite courses, registration statistics, course master schedule, evaluation of the reception capacity per group-course and lists of the maximum number of students per group-course.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Registrar | Superseded or obsolete | 3 | Send to archives | See 1321: Course Delivery for content of courses; 1322: Syllabus Management for official syllabi |
1321 - Course Delivery
Description
Records related to delivery of courses by University academic staff, as well as course materials shared with students via a learning management system or by other means.
Can include web page presentations, instructor’s lectures, notes, handouts, class lists, emails and correspondence with students, videos, photos, presentations, recordings, tests, surveys and other working documents.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| TLSS Faculty or school responsible | Academic year end date | 5 | Destroy (Instructor can retain course material but material is securely deleted from uOttawa systems) | See 1322: Syllabus Management for official course outlines |
1322 - Syllabus Management
Description
Approved course syllabi offered in all academic programs.
Can include learning outcomes, teaching methods, assessment methods and weighting of grades, required and recommended readings, calendar of activities and evaluations, course attendance requirements and all other information outlined in Academic Regulation A-2.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Faculty or school responsible | Academic year end date | 10 | Send to archives | n/a |
1330 - Teaching Workload Allocations
Description
Records related to planning, distribution and analysis of teaching workload within faculties, departments and schools.
Can include course load eligibility lists and distribution, course load assignments, lists of courses cancelled or withdrawn, recommendations and correspondence.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Faculty or school responsible | Academic year end date | 7 | Destroy | See 7300: Employee Files Management |
1340 - Course and Teaching Evaluation
Description
Records related to information directly captured as part of student evaluation and feedback on the instruction, teaching, learning experience and courses provided by uOttawa academic staff.
Can include data and information collected for the analysis and dissemination of aggregated data, reports and results, completed questionnaires, ratings, comments and summary reports.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Vice Provost, Academic Affairs | Academic year end date | 20 | Destroy | See 6120: Governing Bodies for the Senate Committee on Teaching and Teaching Evaluation materials |
1350 - Teaching Support
Description
Records related to planning, development and implementation of pedagogical development plans, teaching methods and tools provided to improve student learning.
Can include plans, reports on the development and use of teaching media and tools, lists of teaching materials and correspondence.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
Faculty or school responsible Teaching and Learning Support Service | Superseded or obsolete | 5 | Send to archives | See 7700: Professional Development |
1400 Evaluation of Student Learning
1410 - Student Work
Description
Records used to evaluate students’ levels of learning, including examinations, tests and assignments.
Can include work completed by students as part of their courses, practicums, experiential learning programs, laboratories and related activities and used in the evaluation of their learning (e.g., research papers, lab manuals, reports, examinations, thesis).
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
Provost and Vice-President, Academic Affairs Faculty or school responsible | Final grades made official | 1 | Destroy | See 1420: Examination Session Co-ordination for the administration of examination sessions; 9200: Student Records Management for official student record |
1420 - Examination Session Coordination
Description
Records related to planning, scheduling and timetabling of examination sessions as well as proctoring, surveillance and programming of regular and deferred examination sessions.
Can include schedules, instructions for monitors and proctors, attendance sheets, notes, forms for deferred or supplemental examinations, supporting documents and decision letters.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
Faculty or school responsible Registrar | Academic year end date | 2 | Destroy | See 1410: Student Work, for completed examinations and assessments; 9210: Student Records Management for official Student Record; 1510: Verification of Academic Integrity |
1500 Student Academic Integrity
1510 - Verification of Academic Integrity
Description
Records related to verification and validation of the academic integrity of student work and evaluations.
Can include remote exam and identity verification recordings, plagiarism detection services, correspondence and agreements.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
Faculty or school responsible Registrar | End of academic term | Immediately perform disposition action | Destroy | See 1520: Student Academic Misconduct- Case Files |
1520 - Student Academic Misconduct- Case Files
Description
Records related to cases of investigations into individual student academic misconduct, including cases of fraud, plagiarism, falsification of documents and such. Includes files of pedagogical approach, as well as disciplinary approach, and cases maintained by the dean or dean's representative of the relevant faculty.
Can include supporting documentation, correspondence, forms, notices, letters, meeting notes, agreements, sanctions imposed, notices of appeal, inquiry committee membership and materials, reports, evidence, comments and decisions.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Office of the dean of responsible faculty | File closed date and any applicable appeals resolved | Case dismissed: 1 All others: 15 | Destroy | See 6120: Governing Bodies for Senate Appeals Committee and final decisions of the Faculty Executive Committee; 9200: Student Records Management for student record |
Questions and support
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