Institutional Research Records
(1)The General Schedule is applicable to the institutional research records of community colleges. Retention periods apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0027 (Public Records Retention and Disposition Authorization (Local Agencies)) before disposing of records.
(2)Institutional Research and Reporting Records: Records document the college’s reporting to federal and state agencies such as the US Department of Education, National Center for Education Statistics, State Education Department, Office of Community College Services, and the State Office of Education Policy and Planning. Reports are prepared for such topics as adult education grants; Perkins professional technical grants; student right to know; graduation rates; enrollment, course data; staff data; financial data; and other topics as needed. Also documents research and reporting for internal management information such as outcome/performance measures, public affairs information, general information regarding enrollment and demographics, ad hoc department requests, accreditation, and other topics as needed. Reporting systems include Integrated Post Secondary Education Data System (IPEDS) and Oregon Community College Unified Reporting System (OCCURS). The records include but are not limited to hard copy, electronic, and microfilm draft and final reports; surveys; and correspondence. (Minimum retention: IPEDS reports, OCCURS reports, and other official reports to the Office of Community College Services or U.S. Department of Education: 10 years; Other reports: five years; Preparation material: one year).
Rule 166-450-0065 — Institutional Research Records,