Managing Student Records

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Records Management at the University of Pittsburgh. October 4, 2017 . Introduction & Objectives . Eleanor Godbey. , Records Manager, Office of the University Registrar. Alex . J. . Toner. , University Records Manager, University Library System. ID: 699557 Download Presentation

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Managing Student Records




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Presentations text content in Managing Student Records

Slide1

Managing Student Records

Records Management at the University of Pittsburgh

October 4, 2017

Slide2

Introduction & Objectives

Eleanor Godbey

, Records Manager, Office of the University Registrar

Alex

J.

Toner, University Records Manager, University Library System

Identify current institutional policies and procedures

Define office of record

Highlight role of Office of the University Registrar

Provide guidance and benchmarks for best practices

Align your recordkeeping practices with your business functions.

*Creation of an effective and defensible approach to student records

Slide3

Definitions

Office of the University Registrar

University Records Management

Systematic and administrative control of records throughout lifecycle to ensure efficiency and economy in their creation, use, handling, control, maintenance, and disposition.

Institutional reasons: legal, fiscal, audit, historical

Office of Record

Organization

or administrative unit that is officially designated for the maintenance, preservation, and disposition of record copies (SAA Glossary of Archival and Records Terminology)

Student Records

A record is a record

Matriculation not academic (essays, exams,

etc

…)

Transitory vs. Substantive Records

Little or no documentary or evidential value and that need not be set aside for future use.

Records that relate to the operational activities an organization takes to accomplish its mission

Slide4

Transitory vs. Substantive

Slide5

Activity!

Slide6

University Records Management

Alex J. Toner, University Records Manager

Slide7

Getting Started

What policies or guidelines are you adhering to?

What procedures do you follow?

What is the function of the record?

What records interactions do you have?

Slide8

University General Retention Schedule

Guidance on records retention and disposition for management of certain groups and types common to most offices.

Differs from department or office specific schedule

No distinction between undergraduate and graduate records

Majority “3 year after student’s last activity”

Slide9

Big

Bucket” Approach

Undergraduate

Five years following last activity of the student (graduation, date of last attendance

)

Graduate

10 years following last activity of the student (graduation, date of last attendance

)

“The application of appraisal criteria to related groups of information, usually based on function, to establish a uniform retention period”

(

SAA Glossary of Archival and Records Terminology

)

Slide10

Big

Bucket”

Examples

Academic suspension letter

Acceptance letter from schools

Add/Drop forms

Admittance letter

Application for graduation

Financial aid documents

Grade change request

High School transcript

Internship agreement

Advisor letters

Late withdrawal requests

Other University transcripts

Pitt registration forms

Course Repeat forms

FERPA waivers

Record Types

Slide11

Game Plan

Survey:

What student records are you currently managing?

Function:

What function do they serve? What transactions to they document?

Office of Record

: What records is your department responsible for retaining and providing? What are records you do not need to manage?

External mandates:

Professional schools

i.e. Med School needs to provide 75 years at least as hiring practice/school, must verify resume, certs, training, reviews of activities/clinical.

Internal mandates:

Time period a student has to return to Pitt to get credit for previous course work towards and incomplete degree.

Slide12

Managing Student Records

Eleanor Godbey, Office of the University Registrar

Slide13

Office of the University Registrar

Our move from a localized records management system to a centralized model

Our current role at the University

Student Services

Record Keeping

Slide14

We are the Office of Record for:

Transcripts and Certification

Registration

Recording and Graduation

Course and Classroom Scheduling

Slide15

We are NOT the Office of Record for:

School of Medicine

Financial Records

Admissions Records

Transcripts from other Universities/Schools

Advising

Alumni Affairs

Slide16

Records Retention, Imaging, and Storage

Offsite storage at Access

Imaging Records for preservation and access

Permanent Records vs. Ancillary Documents

Our Records Retention Schedule

Slide17

Consider This!

Are you maintaining official or convenience copies of records?

Are you the office of record for said records?

What is the functional value of the record to your department? (align your recordkeeping practices with your business functions)

Are there external retention statutes or guidelines, based on that unit function, that need to be applied? (support your retention schedules with industry guidelines and best practices)

Student conflicts and investigations

Slide18

Takeaways

Highlight role of Office of University Registrar

Make

sure to consider the function of the record following student graduation or last activity.

Align your recordkeeping practices with your business functions.

Support your policies with industry-specific

guidelines, benchmarks,

and best practices.

Understand institutional procedures, policies, and office of record.

Create

an effective and defensible approach to student records

Slide19

Questions?

Alex Toner

University Records Manager

Archives and Special Collections

alexjtoner@pitt.edu

412-648-3164

Eleanor Godbey

Records Manager

Office of the University Registrar

ekg17@pitt.edu

412-624-7625


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