David Read wrote:
> Hello all,
> We are looking at the Retention of Student Exams and Student Work the
> faculty/departments end up with when the student doesn't p/u.
>
> Doing a cursory survey of available online schedules I noticed a few
> things.
> -Many schedules don't have a category for this.
> -Some schedules for this material line up with their institutions grade
> dispute policy (i.e. "the deadline to dispute a grade is one year after
> the end of the class" 
> -Some schedules have a very short schedule for this type of material
> that doesn't match up with the grade dispute policy.
>   
Folks,
Our approach at the University of Arizona has been to use the statement 
in the General Catalog ("deadline for disputing a grade") as the 
contract the student and the University are operating under.  For us 
that timeline is one semester after the semester the class is taken.  
For the Spring semester this means the end of the Fall semester and for 
the Fall semester it is the end of the Spring semester.  In checking 
with our legal folks we have never had a student come back and sue us to 
get a grade changed after this contractual deadline.  If the Faculty are 
disregarding the University's contract through early destruction of  
this material then that will probably be on their heads in terms of 
performance review and perhaps costs to meet any legal representation 
needed to resolve the issue.  Our problem is with faculty and department 
administrators that do not subsequently purge these records or data 
bases that have personally identifiable information (PII)  in them.  
Breaches of these systems can be extremely expensive when large numbers 
of students must be notified (by law) that their personal information 
has been accessed by unauthorized users.  I understand that these costs 
can reach $150 per person to find current addresses and inform them of 
the breach.  If they have their identity stolen owing to the breach, 
costs may be significantly higher.  In a recent sweep of a small college 
we found some 25,000 records containing PII being kept under less than 
secure conditions.  One probably faces more of a challenge in getting 
faculty and administrators to dispose of outdated records than one does 
in getting them to keep records especially in electronic format.  Dick 
King, University of Arizona

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