Policy

University policy stipulates that all records (as defined below) are the property of the university and are neither personal property nor the property of a specific school, department, division, unit, institute or center. Further, it is university policy that such records are maintained permanently in accordance with all applicable laws and regulations, the requirements of accrediting and other external agencies, and the standards and procedure prescribed herein. In the event of discontinuance of university operation, the university will contract with a third party servicer to protect student records in compliance with all applicable law.

Purpose

The purpose of this policy is to ensure the integrity, confidentiality, security and long-term accessibility of all documents and records created, received or maintained in the course of university academic activity; protect the interests of faculty, staff and students of EMU; and inform all EMU faculty, staff and students of the standards applied to academic records.

Scope

This policy applies to all employees and students.

Definitions

The term "record" under this policy means all documents and files, whether written, electronic or recorded matter regardless of its physical form or characteristics, that are created, produced, received or maintained by faculty, employees or components of the university during their activities for or on behalf of the university or in the transaction of academic activity.

Permanent Academic Records

The following records are identified as permanent records of the university:

• Official student transcripts
• Academic integrity violations
• FERPA waivers for rights of access, and opt out of directory information
• Student grade data (official record of final course grade)
• Course syllabi
• Academic catalogs
• Commencement programs
• Enrollment statistics/reports
• Student biographical information, including date of birth, gender/sex, race-ethnicity
• University accreditation

Approved by Provost's Council, June 21, 2021

Responsible party

The provost is responsible for this policy.

Policy Review

This policy is to be reviewed every three years.

Distribution

Employee Handbook, Student Handbooks