Records Retention CACCRAO Workshop, May 1, 2007 Palm Springs Hilton

1. Kristie Anderson Director Admissions & Records, Mendocino College kanderso@mendocino.edu Alicia Terry Registrar, MiraCosta College aterry@miracosta.edu Pat Fifield Associate Registrar, DeAnza College fifieldpat@fhda.edu Records RetentionCACCRAO Workshop, May 1, 2007Palm Springs Hilton

2. Records RetentionWhat is it? • Identification of records • Classification of records • Storage/retention of records • Destruction of records

3. What this is not! • A FERPA discussion Not about who has access to records Not a definition of directory information Not about student’s rights regarding their records

4. Examples of Regulations • Title V 59020-41 Retention & Destruction of Records (all records…required to prepare or retain by law or official duty) • Title V 54600 Student Records • Attendance Accounting Manual – audit accountability • Education Code – 76200 Student Records

5. T5 59020-41 Retention and Destruction of Records • Explains how to handle all records, maps, books, papers, data processing output, and electronic documents that a district is required by law to prepare or retain by law or official duty • Student Records is just a part of this • How to classify • How long to retain records (copies must be “in an accessible location and provision…made for preserving permanently, examining and using same”) • Procedures for destruction • Destruction requires board action!

6. T5 54600-62 Student Records • Student records relevant to admission, registration, academic history, career, student benefits or services, extracurricular activities, counseling and guidance, discipline, student conduct and anything else required by law • Students must have access to all these records (except parts of documents that have other students’ information) – this is where FERPA comes into play • A subpoena requesting student records might include any or all of these records • Students may challenge the content of these records – also further defined in FERPA

7. Attendance Accounting ManualChapter on Audit Accountability • Reiterates the information in T5 and spells it out as being subject to auditing • Manual available on Statewide Chancellor’s Office website - http://www.cccco.edu/divisions/cffp/fiscal/allocations/manuals.htm

8. Education Code 76200-22Student Records • “any item of information directly related to an identifiable student, other than directory information, which is maintained by a community college…” • Not a physician’s record • Not a law enforcement record

9. More Title V Regulations that mention some type of record • 55006 course records • 55219 MIS & distance ed records • 55256 work experience records • 55607 voc ed income and expenditure records • 55728 flex calendar reporting • 55828 inventory of off-campus programs & facilities • 56030 DSPS budget & fiscal reports • 56678 instructional grants • 57011 construction expenditures

10. And more….. • Course enrollment • Attendance • Employment qualifications • Budget reports • Financial Aid • Instructional materials • District Policies • Complaints

11. Who should have records procedures in place? • Essentially all college offices that have anything to do with students, employment or $ • Admissions & Records • Financial Aid • Human Resources/Payroll • Fiscal • Anyone else?

12. Who else needs records procedures? • Almost everyone • Special Programs, International, Nursing, Police Academy, Tech Prep, Apprenticeship, Honors, etc. • Student Services such as: Student Activities, Leadership, Community Service, Commencement, Exception Committee, Counseling, etc. • Instructional Services • Student Accounts/Cashiering

13. Issues to consider when developing or reviewing your college’s procedures • Student Access – how do you find all records that a student has a right to view? • Subpoenas – how do you locate all records pertaining to a student especially those maintained by specialized programs or instructors? • What areas need to develop classification, retention, destruction procedures? • How do you handle the documentation needed for board approval? • Proper Storage • Duplicates in secondary location

14. Your Records Retention Manual At a minimum should include: • Area of content one department (A&R) or the whole college • Include the regulations • Define the records (application, roster, graduation list) • Classify the records (permanent, optional, disposable, non-classified) • Method of storage (paper, electronic, film, fiche) and location • Controls – who is responsible for what • Storage list • Letter to Board for destruction approval

15. Electronic Storage • T5 59022 Class 1 doc (may be)…reproduced…electronically • The reproduction was accurate in detail • The CEO has attached…a signed and dated certification…that the copy is a correct copy of the original • The copy was placed in an accessible location and provision was made for preserving permanently, examining and using same

16. San Diego Community College District Example

17. Questions?