07 - TEACHING / TEACHING ORGANIZATION

07.01

Organization of teaching activities – General 

Records dealing with the organization, structure and operation of teaching: organizational structures (creation and organization of faculties, schools, departments, etc.), program organization (principles and regulations governing admission, registration, student evaluation and the issuing of degrees), general program and course administration, etc.

copy

Unit

active

Semi-active

inactive

primary   [ a ]

unit responsible

X¹

5 years

R²

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                 ( D = Destruction R = Retention )

¹ Retention: 2 years after closing of file or replacement of records by a new version.
² Archives selection: Retention of records documenting general teaching administration. Destruction of support records.

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

 (To Category 06) PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

 07 - TEACHING / TEACHING ORGANIZATION

07.02

Programs - Electronic records 

Data used in the description and evaluation of the institution’s educational programs: program banks (indexes), program activities (descriptions of required activities within each program), banks of questions used in program evaluations.

copy

Unit

Active

semi-active

inactive

primary   [ c ]

unit responsible

X¹

R

N o t e s :                                                                                ( D = Destruction R = Retention )

¹ Retention: 5 years after discontinuing a version of a program or 2 years after a program evaluation.

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

07 - TEACHING / TEACHING ORGANIZATION

07.03

Programs: Feasibility, planning and implementation

Records dealing with the development of the institution’s educational programs: program feasibility and development files (adopted or not adopted), program approval certifications, program commencement authorizations, etc.

copy

Unit

active

semi-active

inactive

primary   [ a ]

unit responsible

X¹

5 years

R²

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                              ( D = Destruction R = Retention )

¹ Retention: Files of adopted projects, 2 years after major modification or cancellation and complete cessation of a program’s activities. Retention of files of projects not adopted: for 2 years following final decision.

² Archives selection: Retention of records from beginning of program creation process, plans and recapitulative reports documenting program planning and development processes (exploration and development committees). Destruction of support records.

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 2000-03-14

 07 – TEACHING / TEACHING ORGANIZATION

07.04

Programs: General evaluations and changes

Records dealing with the evaluation of and changes to the institution’s educational programs: periodic evaluation plans, evaluation files (consultations with program directors, professors and students, evaluation indicators), files of program modifications (minor revisions, major changes), etc.

copy

unit

Active

semi-active

inactive

primary   [ a ]

unit responsible

X¹

5 years

R²

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                                  ( D = Destruction R = Retention )

¹ Retention: 2 years after program evaluation or modification.
² Archives selection: Retention of recapitulative reports documenting general program evaluations and changes. Destruction of support records.

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

07 - TEACHING / TEACHING ORGANIZATION

07.05

Programs: Financial evaluations

Records dealing with the cost evaluation of the institution’s programs: cost/benefit studies, resources required, revenues generated, etc.

copy

Unit

active

semi-active

inactive

primary   [ a ]

unit responsible

X¹

5 years

R²

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                                 ( D = Destruction R = Retention )

¹ Retention: 2 years after financial evaluation of program.
² Archives selection: Retention of recapitulative reports documenting costs of various programs. Destruction of support records.

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

07 – TEACHING / TEACHING ORGANIZATION

07.06

Program indexes

Records dealing with the nomenclature, classification systems and identification of the institution’s programs: lists of official program titles, degrees and corresponding abbreviations, breakdowns of programs by teaching and research fields, etc.

copy

unit

active

semi-active

inactive

primary   [ a ]

unit responsible

X¹

5 years

R

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                                 ( D = Destruction R = Retention )

¹ Retention: 2 years after replacement of records by a new version.

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

07 – TEACHING / TEACHING ORGANIZATION

07.07

Undergraduate program management

Records dealing with the general administration of each of the institution’s undergraduate programs: lists of program directors, objectives, general and special admission and registration requirements, development (reports on minor and major modifications), individual programs, transferability or compatibility with other programs, lists of equivalent programs in other institutions, admission and registration statistics, tracking of success, failure and drop-out rates, etc.

copy

Unit

active

semi-active

inactive

primary   [ a ]

unit responsible

X¹

5 years

R²

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                                ( D = Destruction R = Retention )

¹ Retention: 2 years after termination of program and complete cessation of its activities.
² Archives selection: Retention of reports, statistics and all significant records documenting the program’s development. Destruction of support records or records whose data are available in a more comprehensive record.

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

 07 - TEACHING / TEACHING ORGANIZATION

07.08

Graduate program management

Records dealing with the general administration of each of the institution’s graduate programs: program histories, correspondence, lists of program directors, objectives, general and special admission and registration requirements, development (reports of minor and major changes), individual programs, transferability or compatibility with other programs, lists of equivalent programs in other institutions, admission and registration statistics, tracking of success, failure and drop-out rates, etc.

copy

Unit

active

semi-active

inactive

primary   [ a ]

unit responsible

X¹

5 years

R²

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                               ( D = Destruction R = Retention )

¹ Retention: 2 years after termination of program and complete cessation of its activities.
² Archives selection: Retention of reports, statistics and all records significantly documenting the program’s evolution. Destruction of support records or records whose data are available in a more comprehensive record.

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

07 - TEACHING / TEACHING ORGANIZATION

07.09

Continuing education programs

Records dealing with the general administration of each of the institution’s continuing education programs (continuing professional education, adult education): program histories, correspondence, lists of program directors, general and special admission and registration requirements, development, transferability or compatibility with other programs, admission and registration statistics, tracking of success, failure and drop-out rates, etc.

copy

Unit

active

semi-active

inactive

primary   [ a ]

unit responsible

X¹

5 years

R²

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                                  ( D = Destruction R = Retention )

¹ Retention: 2 years after termination of program and complete cessation of its activities.
² Archives selection: Retention of reports, statistics and all significant records documenting the program’s evolution. Destruction of support records or records whose data are available in a more comprehensive record.

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

07 - TEACHING / TEACHING ORGANIZATION

07.10

Distance education programs

Records dealing with the general administration of each of the institution’s distance education programs (televised courses, telephone tutoring, correspondence courses, Internet courses, etc.): program histories, correspondence, operations, lists of program directors, objectives, general and special admission and registration requirements, transferability or compatibility with other programs, admission and registration statistics, tracking of success, failure and drop-out rates, etc.

copy

Unit

Active

semi-active

inactive

primary   [ a ]

unit responsible

X¹

5 years

R²

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                               ( D = Destruction R = Retention )

¹ Retention: 2 years after termination of program and complete cessation of all its activities.
² Archives selection: Retention of reports, statistics and all significant records documenting the program’s evolution. Destruction of support records or records whose data are available in a more comprehensive record.

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

07 - TEACHING / TEACHING ORGANIZATION

07.11

Special programs

Records dealing with the general administration of each of the institution’s special programs (seminars, workshops, non-credit activities or where the number of credits exceeds the requirement): program histories, correspondence, lists of program directors, objectives, general and special admission and registration conditions, development, transferability or compatibility with other programs, registration statistics, tracking of success, failure and drop-out rates, etc.

copy

unit

active

semi-active

inactive

primary   [ a ]

unit responsible

X¹

5 years

R²

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                                  ( D = Destruction R = Retention )

¹ Retention: 2 years after termination of program and complete cessation of all its activities.
² Archives selection: Retention of reports, statistics and all significant records documenting the program’s evolution. Destruction of support records or records whose data are available in a more comprehensive record.

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

 07 – TEACHING / TEACHING ORGANIZATION

07.12

Extension training programs

Records dealing with the general administration of the institution’s extension training activities (seminars, workshops, non-credit activities or where the number of credits exceeds the requirement, individual programs): course programs and educational activities, correspondence, costs, registration management, documentation sent to participants, records dealing with the hiring and payment of educators and speakers, participation certification management, reports on participation, satisfaction evaluations, etc.

copy

Unit

active

semi-active

inactive

primary   [ a ]

unit responsible

2 years

5 years

R¹

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                                ( D = Destruction R = Retention )

¹ Archives selection: Retention of programs, course outlines, reports and statistics documenting the organization of and participation in extension activities. Retention of official records certifying participants’ success and results obtained (continuing education credits awarded, participation confirmations) and sample certificates of participation (for each activity). Destruction of copies and originals of unclaimed certificates, support records relating to management of budget for services, course notes and materials (texts, overhead transparencies, etc.) supplied by instructors or lecturers.

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

07 - TEACHING / TEACHING ORGANIZATION

07.13

Off-campus teaching

Records dealing with the general administration of the institution’s off-campus teaching services: off-campus course programs and educational activities, memorandums of agreement with other institutions (premises, resources), correspondence, operation of services, admission and registration statistics, etc.

copy

Unit

active

semi-active

inactive

Primary   [ a ]

unit responsible

2 years

5 years

R¹

Secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                              ( D = Destruction R = Retention )

¹ Archives selection: Retention of significant records documenting the development of the institution’s off-campus teaching services. Destruction of support records or records whose data are available in a more comprehensive record.

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

 07 – TEACHING / TEACHING ORGANIZATION

07.14

Program accreditation and certification

Records relating to the accreditation and certification of certain of the institution’s programs (recognition by a professional body, college or corporation of the program’s standards and the professional title associated with it):correspondence, accreditation certificates, etc.

copy

unit

active

semi-active

inactive

Primary   [ a ]

unit responsible

2 years

5 years

R

Secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                                ( D = Destruction R = Retention )

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

07 - TEACHING / TEACHING MANAGEMENT

07.15

University/Academic timetable

Records describing and timetabling the main stages of the academic year.

copy

Unit

active

semi-active

inactive

Primary   [ a ]

unit responsible

2 years

R¹

Secondary [ a ]

other units concerned

2years

D

N o t e s :                                                                               ( D = Destruction R = Retention )

¹ Archives selection: Retention of final versions of university calendar. Destruction of working records and preliminary versions.

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

 07 – TEACHING / TEACHING MANAGEMENT

07.16

Academic sessions organization - Electronic records 

Data used in the organization and management of the activities of the institution’s academic sessions: required courses, target mean class sizes, assignment of teaching duties and course loads, supervision of teaching assistants, master timetables (course designations, schedules, professors’ names, locations, times, numbers of students, etc.

copy

Unit

active

semi-active

inactive

primary   [ c ]

unit responsible

2 years

D¹

N o t e s :                                                                               ( D = Destruction R = Retention )

¹ Destruction: Research value ensured by retention of the following paper records: university calendars, (schedule 07.15), course accommodation capacities (schedule 07.18), target mean class sizes (schedule 07.19), master timetables (schedule 07.22), etc.

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

07 – TEACHING / TEACHING MANAGEMENT

07.17

Academic sessions organization

Records dealing with the general administration and organization of the institution’s academic sessions: required course, target mean class sizes, lists of teaching assignments and course loads, lists of teaching assistants, master timetables, correspondence, timetable changes, statistics, etc.

copy

Unit

Active

semi-active

inactive

primary   [ a ]

unit responsible

2 years

5 years

D

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                                ( D = Destruction R = Retention )

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

 07 – TEACHING / TEACHING MANAGEMENT

07.18

Course accommodation capacities

Records relating to the number of students admitted to a program or registered in a course section: evaluation of accommodation capacity by program and course section, lists of maximum student numbers by course section, capacity increase or reduction rationales, correspondence, etc.

copy

Unit

active

semi-active

inactive

primary   [ a ]

unit responsible

2 years

5 years

R¹

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                                ( D = Destruction R = Retention )

¹ Archives selection: Retention of records documenting capacity evaluations, increases or reductions and the institution’s policies and practices governing student numbers (unless the same information is available in admissions policy records, which are covered under schedule 05.08). Destruction of support records.

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

07 - TEACHING / TEACHING MANAGEMENT

07.19

Mean class sizes

Records dealing with the setting of mean numbers of students per class by course section for each program and level.

copy

Unit

active

semi-active

inactive

primary   [ a ]

unit responsible

2 years

5 years

R

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                               ( D = Destruction R = Retention )

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

 Updated: 14/3/02

 07 – TEACHING / TEACHING MANAGEMENT

07.20

Course loads

Records dealing with the allocation of teaching assignments among faculty members in a given session: course section tables, teaching duties, lists of teaching assignments, correspondence, etc.

copy

unit

active

semi-active

inactive

primary   [ a ]

unit responsible

2 years

5 years

D

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                                ( D = Destruction R = Retention )

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

 Updated: 14/3/02

07 - TEACHING / TEACHING MANAGEMENT

07.21

Course load allocation

Records dealing with allocation of course loads in a given session (postings, candidates, recommendations, assignments): course load eligibility lists, course load allocation recommendations, course load distribution, lists of course load assignments, lists of courses cancelled or withdrawn, etc.

copy

Unit

active

semi-active

inactive

primary   [ a ]

unit responsible

2 years

5 years

D

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                               ( D = Destruction R = Retention )

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

 07 – TEACHING / TEACHING MANAGEMENT

07.22

Course master timetables

Records listing the designation, title, section numbers, schedules, locations and number of student places available for each of the courses offered in a given session.

copy

Unit

active

semi-active

inactive

primary   [ a ]

unit responsible

2 years

5 years

R¹

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                              ( D = Destruction R = Retention )

¹ Archives selection: Retention of official version of master timetable. Destruction of preliminary versions and working files.

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

07 – TEACHING / TEACHING MANAGEMENT

07.23

Courses - Electronic records

Data used in the management of the institution’s courses: activity and course indexes (course subject, number and title, number of credits, prerequisites, etc.), course descriptions for all programs, changes, additions, withdrawals of courses, etc.

copy

unit

Active

semi-active

inactive

primary   [ c ]

unit responsible

X¹

D²

N o t e s :                                                                                 ( D = Destruction R = Retention )

¹ Retention: 10 years after termination or modification of course.
² Destruction: Research value ensured by retention of the following paper records: course calendars, files, outlines, assigned material and notes (see schedules 07.24 to 07.28).

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

 07 - TEACHING / TEACHING MANAGEMENT

07.24

University calendars

Records containing course descriptions for all programs offered by the institution in a given academic year: calendars, changes, additions, course withdrawals, correspondence, etc.

copy

Unit

active

semi-active

inactive

primary   [ a ]

unit responsible

2 years

5 years

R¹

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                               ( D = Destruction R = Retention )

¹ Archives selection: Retention of the official version (and all updates) of university calendars. Destruction of working records.

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

07 - TEACHING / TEACHING MANAGEMENT

07.25

Course management - General

Records dealing with the general administration of all courses offered by the institution: objectives, general and special registration requirements, evolution (reports on minor and major changes in course content), transferability or compatibility with other courses, list of course prerequisites, registration statistics, etc.

copy

unit

active

semi-active

inactive

primary   [ a ]

unit responsible

2 years

5 years

R¹

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                               ( D = Destruction R = Retention )

¹ Archives selection: Retention of significant records documenting the development of course content. Destruction of support records or records whose data are available in a more comprehensive record.

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

 07 - TEACHING / TEACHING MANAGEMENT

07.26

Course management

Records used in the management of each of the institution’s courses: course outlines, student lists, exercises, assignment and examination questions and work returned, orders and sales of course notes, correspondence, etc.

copy

unit

active

semi-active

inactive

primary   [ a ]

Unit responsible

2 years

5 years

R¹

secondary [ a ]

Other units concerned

2 years

D

N o t e s :                                                                             ( D = Destruction R = Retention )

¹ Archives selection: Retention of records documenting course organization (descriptions, course outlines, bibliographies, records used in student evaluations, etc.). Destruction of support records (preliminary student lists, requests for mark changes, etc).

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

07 - TEACHING / TEACHING MANAGEMENT

07.27

Course outlines

Records containing the designation, title, description, content, general and specific objectives, schedule and evaluation procedures for each of the institution’s courses.

copy

unit

active

semi-active

inactive

primary   [ a ]

unit responsible

2 years

5 years

R

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                                ( D = Destruction R = Retention )

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

 Updated: 14/3/02

 07 - TEACHING / TEACHING MANAGEMENT  

07.28

Course material and notes

Documents handed out or sold to students by professors for course use and disseminated by photocopy, print, the Internet, etc: detailed outlines for each course, explanatory notes, exercises, copies of reference texts, etc.

copy

Unit

active

semi-active

inactive

primary   [ a ]

unit responsible

2 years

5 years

R¹

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                               ( D = Destruction R = Retention )

¹ Archives selection: Retention of compilations of material whose contents document course methodology and content in an original and substantive manner. Destruction of collections of photocopied texts (extracts of books and journals).

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

 07 - TEACHING / TEACHING MANAGEMENT

07.29

Laboratories, seminars, overview activities

Records used in the management of the institution’s laboratories, seminars and overview activities: outlines, student lists, exercises, examination questions and results, reports, correspondence, etc.

copy

unit

Active

semi-active

inactive

primary   [ a ]

unit responsible

2 years

5 years

R¹

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                                ( D = Destruction R = Retention )

¹ Archives selection: Retention of records documenting the organization of laboratories, seminars and overview activities: descriptions, activity plans, records used in student evaluations, etc. Destruction of support records (activities organization, room and equipment reservations, etc).

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

 07 - TEACHING / TEACHING MANAGEMENT

07.30

Practicums, internships and co-ops

Records used in the organization and management of practicums, internships and co-op programs offered to institution students: handbooks, contracts, placement data banks, management of practicums, internships and co-ops (projects, statements of purpose, requests for admission, placement confirmations, project summaries, procedures, activities planned, evaluation methods, etc.)

copy

unit

active

semi-active

inactive

primary   [ a ]

unit responsible

2 years

5 years

R¹

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                              ( D = Destruction R = Retention )

¹ Archives selection: Retention of significant records summarizing the organizational methodology of practicums, relations established between the institution and practicum placement situations, placement statistics, etc. Destruction of support records used in organizing practicums, co-ops and internships.

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

07 - TEACHING / TEACHING MANAGEMENT

07.31

Student trainee files 

All records pertaining to students undertaking a practicum, internship, co-op or other training period within the context of their study program: statement of purpose forms, financial commitments, placement confirmations, contracts, correspondence, evaluation forms completed by supervisors, reports, etc.

copy

Unit

active

semi-active

inactive

primary   [ a ]

unit responsible

2 years

5 years

D¹

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                              ( D = Destruction C = Retention ) 

¹ Destruction: Depending on institution policy, certain records may be transferred to the student’s file (see schedule 05.15).

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

 07 – TEACHING / TEACHING MANAGEMENT

07.32

Academic pedagogy

Records dealing with the planning, development and use of various teaching methodologies and tools: pedagogical development plans (objectives, funds, etc.), specific teaching and educational projects, reports on the development and use of teaching media, lists of teaching materials, correspondence, etc.

copy

unit

active

semi-active

inactive

primary   [ a ]

unit responsible

X¹

3 years

R²

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                 ( D = Destruction R = Retention )

¹ Retention: As long as records are in effect.
² Archives selection: Retention of reports, studies and statistics documenting the development of the institution’s pedagogical methodologies.

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

07 – TEACHING / TEACHING MANAGEMENT

07.33

Teaching evaluations - Electronic records 

Data used to manage evaluation of the teaching provided by the institution’s professors and lecturers: course designation, section number, instructor’s name, evaluation criteria, number of respondents, number of questionnaires, results by criterion, overall results, etc.

copy

unit

active

semi-active

inactive

primary   [ c ]

unit responsible

X¹

5 years

D

N o t e s :                                                                                 ( D = Destruction R = Retention )

¹ Retention: 1 session after compilation of results.

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

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Updated: 14/3/02

 07 - TEACHING / TEACHING MANAGEMENT

07.34

Teaching evaluations

Records dealing with evaluation of the teaching provided by the institution’s professors and lecturers: questionnaires, evaluation procedures, individual reports and overall results.

copy

unit

active

semi-active

inactive

primary   [ a ]

unit responsible

X¹

5 years

R²

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                               ( D = Destruction R = Retention )

¹ Retention: 2 years after compilation of results for a given session.
² Archives selection: Retention of result compilations and a specimen questionnaire.

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

07 – TEACHING / STUDENT EVALUATION

07.35

Grading Systems/Evaluation Methodology

Records dealing with the establishment and application of measures and criteria for the evaluation of student achievement: grading systems, methodologies, techniques and general and specific criteria used in student evaluations, teacher-student evaluation agreements, examination invigilation procedures, etc.

copy

unit

active

semi-active

inactive

primary   [ a ]

unit responsible

X¹

5 years

R²

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                              ( D = Destruction R = Retention )

¹ Retention: 2 years or as long as records are in effect (criteria, procedures, etc).
² Archives selection: Retention of techniques, criteria and general methodological guidelines. Destruction of records associated with student evaluation in specific courses, as integrity of research is ensured by retention of course outlines documenting specific evaluation procedures (see schedule 07.27).

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

 07 - TEACHING / STUDENT EVALUATIONS

07.36

Tutoring

Records dealing with organized activities to help students prepare to take a degree, an exam or a competition: programs, teaching materials, correspondence, lists of resource persons and participants, etc.

copy

unit

active

semi-active

inactive

primary   [ a ]

unit responsible

2 years

5 years

R¹

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                                  ( D = Destruction R = Retention )

¹ Archives selection: Retention of programs and reports substantively documenting tutoring activities conducted and student participation. Destruction of support records.

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

07 - TEACHING / STUDENT EVALUATIONS

07.37

Examinations and tests

Records used in evaluating student levels of learning and knowledge acquisition: examination and test questions, examination papers and workbooks (completed by students), answer keys, marking criteria, etc.

copy

Unit

active

semi-active

inactive

primary   [ a ]

unit responsible

X¹

X²

R³

N o t e s :                                                                                ( D = Destruction R = Retention )

¹ Retention: Completed examination papers and workbooks according to retention policy of each institution. Retain examination questions, answer keys and marking criteria for 2 years.
² Retention: 5 years for examination questions, answers and marking criteria (destruction of examination papers and workbooks).
³ Archives selection: Retention of examination questions, answers and marking criteria.

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

 07 – TEACHING / STUDENT EVALUATIONS

07.38

Student work

Work done by students as part of their courses, practicums, laboratories and overview activities and used in the evaluation of their learning. Dissertations and theses are covered under a separate retention schedule (see schedule 07.40).

copy

unit

active

semi-active

inactive

primary   [ a ]

unit responsible

X¹

D²

N o t e s :                                                                                 ( D = Destruction R = Retention )

¹ Retention: Until expiry of deadline for reviewing marks (according to the internal policies of each institution). Work may subsequently be returned to students (according to institution policy) or retained for 1 year.
² Destruction: Unclaimed work may be transferred to one of the institution’s records centres specializing in the discipline concerned (for example, student work in design, film, music, theatre, etc.) to the extent that regulations provide that, upon submission, ownership resides in the institution and is deemed to give the institution authorization to use or publish, for pedagogical, non-commercial purposes, work of all types submitted to professors.

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

07 – TEACHING / STUDENT EVALUATION

07.39

Dissertations and theses - Electronic records 

Data used in supervising the submission, evaluation and cataloguing of master’s theses and doctoral dissertations: student name, file number, thesis or dissertation number and title, thesis committee, research field, date of deposit, etc.

copy

Unit

active

semi-active

inactive

primary   [ c ]

unit responsible

X¹

R

N o t e s :                                                                                ( D = Destruction R = Retention )

¹ Retention: As long as the system exists (data are updated regularly and are usually cumulative).

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

 07 - TEACHING / STUDENT EVALUATION

07.40

Dissertations and theses

Work done by students as part of a master’s or doctoral program (copies of theses and dissertations) and, where required, forms signed by students authorizing reproduction and dissemination.

copy

Unit

active

semi-active

inactive

primary   [ a ]

unit responsible

1 year

R

secondary [ a ]

other units concerned

1 year

D

N o t e s :                                                                                ( D = Destruction R = Retention )
 

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

 Updated: 14/3/02

07 – TEACHING / STUDENT EVALUATION

07.41

Diplomas and certificates

Records dealing with the issuing of diplomas and certificates to students who have completed their program of study: specimens of diplomas and certificates, schedules and procedures for issuing diplomas, inquiries regarding the awarding of diplomas, registers of diploma formats and signatories, unclaimed diplomas, special requests regarding diplomas (copies, translations, certifications), etc.

copy

Unit

active

semi-active

inactive

primary   [ a ]

unit responsible

X¹

5 years

R²

secondary [ a ]

other units concerned

2 years

D

N o t e s :                                                                               ( D = Destruction R = Retention )

¹ Retention: 2 years or until replacement of records by a new version. Destruction of unclaimed diplomas after 2 years.
² Archives selection: Retention of schedules and procedures for issuing diplomas, specimens of each type of diploma or certificate (different formats or presentations). Destruction of support records (diploma orders, requests for copies, translations, certifications, etc).

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

 07 – TEACHING / COOPERATION - TEACHING

07.42

Cooperation - Teaching 

Records dealing with teaching cooperation and partnership activities and strategic alliances involving the institution and different public or private organizations, national and international (teaching and research organizations, private organizations and corporations, etc): correspondence, agreements, memoranda, protocols and other documents relating to proposed affiliations, extension programs, cooperative teaching, jointly managed programs, etc.

Copy

Unit

active

semi-active

inactive

primary   [ a ]

unit responsible

X¹

5 years

R²

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                ( D = Destruction R = Retention )

¹ Retention: 2 years after termination of cooperation agreement.

² Archives selection: Retention of significant records documenting the nature, objectives, and results of cooperative teaching agreements involving the institution.

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

07 – TEACHING / COOPERATION – TEACHING

07.43

Cooperating organizations - Teaching

Records documenting exchanges and relations maintained with various cooperating organizations with an interest in the institution’s teaching: correspondence, cooperative programs, framework agreements, etc.

copy

Unit

active

semi-active

inactive

primary   [ a ]

unit responsible

X¹

5 years

R²

secondary [ a ]

other units concerned

X¹

D

N o t e s :                                                                                 ( D = Destruction R = Retention )

¹ Retention: 2 years or until expiry of the cooperation agreement.
² Archives selection: Retention of framework agreements and significant correspondence documenting the nature of the relations maintained by the institution with the various cooperating organizations.

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE

Updated: 14/3/02

07 – TEACHING / COOPERATION – TEACHING

07.44

Participating professors - Teaching 

Records documenting the profiles and achievements of professors participating in cooperative teaching activities involving the institution: formal record of participation in cooperative projects, reports, correspondence and any other records containing the names of co-operating organizations, departments, project titles, etc.

copy

Unit

active

semi-active

inactive

primary   [ a ]

unit responsible

X¹

5 years

R²

secondary [ a ]

other units concerned

X³

D

N o t e s :                                                                                ( D = Destruction R = Retention )

¹ Retention: 2 years after departure of the participating professor.
² Archives selection: Retention of dossiers of participating professors born in the years 01 and 06 of each decade and selection of dossiers of participating professors especially distinguished in their fields.
³ Retention: 1 year after departure of participating professors.

[ ] = medium --->a = paper b = microfilm c = electronic d = audio-visual e = other

  PREVIOUS SCHEDULE | NEXT SCHEDULE (To 08 – Research and Development)

Updated: 14/3/02

End of Category: 07 – TEACHING