STUDENT ADMINISTRATION AND SUPPORT: ADMINISTRATION AND SERVICES

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In an effort to preserve and maintain its history, Yale University seeks to retain certain documentation concerning administration and services to support students' education at Yale.  Specific topics of interest include:

• The courses offered each term;
   
• Patterns of course enrollment;
   
• Aggregate student performance in courses;
   
• Graduating classes and commencement ceremonies;
   
• Development and implementation of rules and regulations governing academic conduct, personal conduct, and behavior; and
   
• Services available to students, including career guidance and counseling, academic advising and counseling, chaplain's programs, resources for students with disabilities, and other services and programs.
   

Archival records (Permanent records should be transferred to the Archives.  Please arrange timing and frequency of records transfer with Archives staff.) Annual reports from student administration units or student services units   Commencement bulletins and graduation lists   Commencement documentation, including planning materials, reports, promotional and publicity materials, press releases, photographs, and schedules of speakers and activities   Final course enrollment reports   Final grade lists for courses   Meeting minutes and supporting materials documenting planning processes, concerns, and activities of units engaged in student administration and services   Published class bulletins and schedules (2 copies from the unit publishing the bulletin or schedules)   Publications describing services offered to students (2 copies from the student services unit creating the publication)   Rules and regulations for conduct and behavior   Topical files and correspondence of the president, deans, provosts, chaplains, and directors of student services offices   Summary statistical reports relating to course enrollment, academic performance, demographics, and other matters concerning the student body

Office of record Secretary's Office, provosts, deans, registrars, the College Seminar Office, academic departments, and student services units maintain the record copy of documentation about student administration and services.  Individual units that are not responsible for the creation of such records, but that maintain duplicates of such works or related materials, should destroy these files after they are no longer needed.

• Course enrollment tracking records.  Destroy after 1 year.
   
• Non-summary statistical reports concerning the student body.  Destroy after 3 years.
   

• Convenience copies and duplicate reports generated by registrars, such as add/drop reports or course enrollment lists in intermediate stages
   
• Course scheduling records emerging from the processes by which departments, schools, and colleges formulate class schedules for inclusion in the published schedules of classes
   
• Requests for media and equipment, proctors, tutors, and assistants
   
• Room scheduling records