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Academic Affairs

Community College

Academic Affairs
Title Major Revision Previous Schedules Schedule Item
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

 CO2 64; MI1 53 150

a: Significant correspondence, reports, questionnaires, self-study records and reports, guides and related documents transmitted between the community college 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
Curriculum development records,

covering internal development and approval for credit, non-credit, and continuing education programs and courses

CO2 65; MI1 54 151

a: Curriculum and related records describing course of instruction and course content, including transfer status information and course history records:
RETENTION: 7 years
NOTES: Records prepared as part of curriculum planning may have long-term value meriting continued preservation. Community college officials should evaluate these records for continued, or permanent, preservation. Contact the State Archives for additional advice.

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
NOTES: Reports and studies prepared as part of curriculum planning may have long-term value meriting continued preservation. Community college officials should evaluate these records for continued, or permanent, preservation. Contact the State Archives for additional advice.
Academic program proposals,

including proposals for registration of new programs and requests for approval of changes in existing program title, HEGIS (Higher Education General Information Survey) content, credit hours, curricular content, format, and/or resource commitment

CO2 66; MI1 55 152

a: For successful registration of program:
RETENTION: PERMANENT

b: For failed proposal:
RETENTION: 0 after no longer needed
Curriculum/program registration records

including approvals from the State University of New York and registration letters from the State Education Department:
RETENTION: PERMANENT

 CO2 67; MI1 56 153
Course information records


CO2 70; MI1 59 154

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
Faculty and faculty-student research records,

maintained separate from faculty personnel records and student individual academic records

 CO2 1022; MI1 881 156

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:
RETENTION: 1 year after research concluded or otherwise terminated
NOTES: Depending on the nature of the research, some of these files may be valuable for other researchers as well as in documenting research sponsored by and conducted at the college, 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.
Assignment of Program (AOP) lists

showing cumulative teaching hours and used in the assignment and selection of courses to teach:
RETENTION: 0 after superseded or obsolete

 2020 (♦)
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