Common Schedule - Teaching and Learning

Click here for a printable version of the Teaching and Learning Common Schedule. All documents referenced on this webpage are available in alternate formats, upon request.  Please contact us at fippa@umanitoba.ca, or 204-474-7559.

Exam Administration
Course and Curriculum Files
Academic Planning
Outreach and Training
Teaching Evaluations and SEEQs


TEACHING-010 (Exam Administration)

This series consists of records related to the adminstration of academic examinations, including planning and delivery of exams. Series may contain examination schedules, examination scripts (regardless of format), invigilator files, appeals, related correspondence and supporting documentation. Records can be divided into the following sub-sets:

Please note: All exam deferral forms should be maintained in the Student Files. See STUDENT-010.

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TEACHING-011: General exam administration records.

Retention for TEACHING-011: End of Academic Year + 1 Year: Destroy

Example: As your unit prepares for the delivery of examinations in April 2014, records are created regarding the scheduling of the exams (emails, memos, schedules, etc.). These documents need to be held in the unit for one year after the end of the current academic year; therefore they can be destroyed at the end of August 2015.

Download Requisition to Destroy Records (RDR) form for TEACHING-011.

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TEACHING-012: Examination scripts.

Retention for TEACHING-012: If there is no appeal on the exam, retain for last posted date of appeals period + 90 days: Destroy. If an appeal is launched, retain as TEACHING-013.

Example: Your unit administers an exam in December 2013 for the Fall 2013 semester. As long as no appeals are launched for the exam, all scripts from this exam can be destroyed 90 days after the last posted date of appeals (January 24, 2014), which is April 24, 2014.

Download Requisition to Destory Records (RDR) form for TEACHING-012.

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TEACHING-013: Examination Appeals.*

Retention for TEACHING-013: End of Appeal + 2 Years: Destroy

Example: A student in your unit appeals an exam in the winter of 2014. The appeal process concludes on May 5, 2014, therefore all materials regarding the exam that was appealed must be retained until May 6, 2016, at which time it can be confidentially destroyed.

Download a Requisition to Destroy Records (RDR) form for TEACHING-013.

* May contain personal information, subject to FIPPA restrictions for access.

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TEACHING-020 (Course and Curriculum Files)

This series consists of records related to the development and delivery of course and curriculum content, including faculty/department calendars, course descriptions, course syllabi, reading lists, as well as related committee minutes and reports.

Retention for TEACHING-020: End of Academic Year + 6 Years: Transfer to Archives for Selection

Example: Your program offers a variety of courses throughout the academic year. You have records that detail the course descriptions, syllabi, calendars, reading lists, as well as documentation regarding the development of the course content. These records have archival value and should be transferred to Archives six (6) years after the end of the academic year. At the end of the 2012/2013 academic year (end of August 2013), your unit could transfer records from the 2006/2007 academic year and older. At the end of the 2013/2014 academic year (end of August 2014), your unit could transfer the records from the 2007/2008 academic year and older.

Download a Requisition to Transfer Records (RTR) form for TEACHING-020.

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TEACHING-030 (Academic Planning)

This series consists of records relating to short and long term enrolment planning and management, faculty complement planning, appointment planning, academic load, budgeting and analysis of resource requirements for academic programs. Records may include reports, models, databases, projections and correspondence.

Retention for TEACHING-030: Retain for 3 Years After Last Action: Transfer to Archives for Selection

Example: Your unit is planning a new program, and the process of planning involves budget analysis, appointment of academic positions, resource requirements, etc. A variety of records are created, including memos, reports, and related correspondence. Maintain these records in your unit for three (3) years after last action taken on the planning of the program, and then transfer to Archives for selection.

Download a Requisition to Transfer Records (RTR) form for TEACHING-030.

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TEACHING-040 (Outreach and Training)

This series consists of records relating to educational or informative programs organized or provided by University staff, either as part of a University training program for other staff members, or as part of an outreach program generating awareness of the University's programs and services to internal or external audiences, or academic conferences, events and lectures supporting University programs, faculties and events. Records can be further divided into the following sub-sets:

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TEACHING-041: Final presentations, promotional handouts, event agendas, biographies and speeches.

Retention for TEACHING-041: Completion of Event or is Obsolete: Transfer to Archives

Example: Your unit puts on an educational seminar series related to the programs taught at the University. The series is open to students, staff and the public. Upon completion of the event, transfer one copy of any presentations, handouts (i.e. informational brochures or program), biographies or other promotional material regarding the speakers, along with copies of the speeches to Archives.

Download a Requisition to Transfer Records (RTR) form for TEACHING-041.

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TEACHING-042: Logistics, conference planning (such as catering choices, travel arrangements, scheduling), drafts of presentations, brochures or speeches, registration tracking.

Retention of TEACHING-042: End of Current Year + 2 Years: Destroy

Example: Continuing with the example from TEACHING-041, all drafts of the materials created (programs, presentations, informational brochures, etc), as well as all planning-related documents (room bookings, hotel reservations for out of town guests) and registration information should be destroyed once the retention period has been met. If your event takes place in March 2014 (or any time in 2014), the records can be destroyed January 1, 2017. If your event took place in November 2013 (or any time in 2013), the records can be destroyed January 1, 2016.

Download a Requisition to Destroy Records (RDR) form for TEACHING-042.

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Teaching Evaluations

All forms of teaching evaluations should be carried out in accordance with the University of Manitoba's Teaching Evaluation Policy, and the policies and procedures of the faculty, department or school. Retention of this material within the instructor's faculty-level personnel file (HR-010), should be in accordance with Article 35 of the Collective Agreement between the University of Manitoba and the University of Manitoba Faculty Association.

SEEQs

The Student Evaluation of Educational Quality (SEEQs), should be completed for all classes with more than 5 students, unless an exemption has been granted to the course by the Office of the Vice-President (Academic) and Provost. A copy of the summary results and any written comments should be provided to the instructor, prior to placement in their personnel file (HR-010).

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Last Updated: August 8, 2017

 

Click on the links below to view the detailed schedule description and retention period:

Capital Assets - Management of Capital Assets, Projects and Planning

Community Life - University or Faculty Events

External Relations and Services - Marketing and Promotional Materials, Donor, Vendor, Publicity and Patient Files

Finance - Supplies, Grants and Awards, Endowment Administration and General Accounting

Governance and Administration - Governance, Accreditation, Committee Files, Department Process Manuals

Human Resources - Personnel Files, Recruitment, Promotion and Tenure, Staffing Management and Payroll Authorization

Legal - Contracts and Agreements, Legal Advice, Standard Waivers, University Forms

Student Services - Faculty/Department/Program Student Files, Criminal Records Check

Teaching and Learning - Exam Administration, Course and Curriculum Files, Academic Planning, Outreach and Training, Teaching Evaluations and SEEQs