Managing Student Records Management at the University of

Managing Student 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 ■ 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

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

Transitory vs. Substantive

Activit y!

University Records Management Alex J. Toner, University Records Manager

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?

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”

“Big Bucket” Approach “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) 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)

“Big Bucket” Examples Record Types • 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

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.

Managing Student Records Eleanor Godbey, Office of the University Registrar

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

We are the Office of Record for: • Transcripts and Certification • Registration • Recording and Graduation • Course and Classroom Scheduling

We are NOT the Office of Record for: • School of Medicine • Financial Records • Admissions Records • Transcripts from other Universities/Schools • Advising • Alumni Affairs

Records Retention, Imaging, and Storage • Offsite storage at Access • Imaging Records for preservation and access • Permanent Records vs. Ancillary Documents • Our Records Retention Schedule

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

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

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 ekg 17@pitt. edu 412 -624 -7625