Retention of Records

The following should be retained by instructors for at least one calendar year after the completion of a course:

  • Class work used for student evaluation (e.g., Projects, papers, tests) that is not returned to students.
  • Grade books (paper or electronic) containing records of how student grades were computed.

At the end of a calendar year, student work not picked up should be destroyed. If a student’s grade is under appeal, the instructor should retain the class work still in their possession and the grade book used for that course until the appeal is settled. Discarded student work should be shredded or otherwise altered so that the student’s identity remains anonymous.

In the event of extended absence from the community, faculty members should report the location of the grade book to their department head or dean.

Adjuncts, retirees, and faculty leaving Ferris for other employment should leave their grade books, as well as all other retained student work, with their department head or dean.

Students receiving an “I” (Incomplete) grade have until the Friday of exam week of the following term (excluding summer term) to complete the necessary work. If the work is not completed, the “I” automatically becomes a “F”, or an otherwise determined default grade, unless the instructor submits a written authorization for a time extension to the Registrar’s Office. No time extensions will be given beyond one year after the close of the term in which the “I” was received. An “I” may not be made up after one year and will automatically become an “F”.

Students receiving and “IP” (In Progress) grade must complete all the required work for the course(s) by the close of the term following the end of the last course in the sequence in which the “IP” was received. If the work is not completed, the “IP” automatically becomes a “F”, or in the case of classes taught on a Credit/No Credit basis, a grade of “No Credit” is given, unless the instructor submits a written authorization for a time extension to the Registrar's Office.