1[53] Accreditation records for institutional or program accreditation by the Middle States Association of Colleges and Secondary Schools, the National League for Nursing, and other organizations responsible for accrediting institutions of higher learning, including but not limited to institutional self-study documents, reports, and determinations resulting from onsite visits for evaluation, and the college’s response to deficiencies noted

a. Significant correspondence, reports, questionnaires, self-study records and reports, guides, and related documents transmitted between a college or the University and accrediting bodies

RETENTION: PERMANENT

b. Routine correspondence and transmittal records, drafts of guides and reports, and fiscal records

RETENTION: 6 years after accreditation approved or denied

2[54] Curriculum development records, covering internal development and approval for credit, non-credit, and continuing education programs and courses

a. Curriculum and related records describing course of instruction and course content, including transfer status information and course history records

RETENTION: 7 years

b. Approved internal application for curriculum

RETENTION: 7 years

c. Denied internal application for curriculum

RETENTION: 1 year

d. Curriculum planning records

RETENTION: 0 after no longer needed

NOTE: Records prepared as part of curriculum planning may have long-term value meriting continued preservation. College and University officials should evaluate these records for continued or permanent preservation. Contact your Records Management Coordinator for additional advice.

3[55] Academic program proposals, including proposals for registration of new programs and requests for approval of changes in existing program title, credit hours, curricular content, format, and/or resource commitment

a. For successful registration of program

RETENTION: PERMANENT

b. For failed proposal

RETENTION: 0 after no longer needed

4[56] Curriculum/program registration records, including approvals from a college or the University and registration letters from the State Education Department

RETENTION: PERMANENT

5[58] Master plan, and documents and establishment plan concerning the degree-granting authority of a college or the University, including background materials

RETENTION: PERMANENT

6[59] Course information records

a. Official copy of any literature or other material made available to the public, including college catalogs and student handbooks

RETENTION: PERMANENT

b. Detailed course descriptive information, including background materials and supporting documentation

RETENTION: 7 years after course or program discontinued

c. Routine internal information records relating to courses, including but not limited to draft descriptions and tentative course schedules

RETENTION: 1 year

7[881] Faculty and faculty-student research records maintained separately from faculty personnel records and individual student academic records

a. Published books, papers, journal articles, and other materials made available to the public

RETENTION: PERMANENT

b. Other records, including but not limited to records summarizing and publicizing research, and research files which are not the personal property of the researchers, regardless of whether the research is sponsored by government agencies or other sponsors or is unfunded

RETENTION: 3 years after research concluded or otherwise terminated

NOTE: Depending on the nature of the research, some of these files may be valuable for other researchers, as well as in documenting research conducted at a college or the University, and should be appraised for potential permanent retention. Appraisals of research files should involve consultation with both members of the faculty and acknowledged professionals in the respective field.

8[CU1] Records of Institutional Review Boards

a. Records relating to individual research protocols, including but not limited to copies of research proposals reviewed and accompanying scientific evaluations and funding proposals; approved sample consent documents; progress reports submitted by investigators; reports of injuries to subjects; statements of significant new findings provided to subjects; written summaries of discussion of controverted issues and their resolution; records showing the basis for requiring changes in or disapproving research; correspondence between the IRB and investigators; and records of continuing review activities

RETENTION: 3 years after research concluded or otherwise terminated

b. Records relating to IRB actions and activities other than protocol-specific matters, including but not limited to minutes of IRB meetings and related attendance records and agendas; records of actions taken by the IRB that are not included in the minutes, including the number of members voting for or against or abstaining from such actions; lists of IRB members; and written procedures for the IRB

RETENTION: 3 years