Retention & Disposal of Student Exams or Assignments

Purpose

1. This policy is intended to ensure that Student exams and assignments are managed in a way that ensures compliance with the privacy rules in BC’s Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 468); 
2. To ensure that Student exams or assignments used to make decisions directly affecting the rights of the Student, when retained by the Institute, are kept for at least one year after final use; and 
3. To ensure that Student’s   privacy is protected through the secure disposal of their exams and assignments.

Policy

1. Retention 
   1.1 Student exams and assignments are records of the GNI when retained by faculty and fall under the definition of personal information in the Freedom of Information and Protection of Privacy Act. They document decisions made by GNI faculty that directly affect the Student. 
   1.2 Graded examination papers or course assignments are returned to students or retained by the course Instructor at his/her/their discretion. The exception is final examinations which the GNI retains. 
   1.3 When exams or assignments are not returned to the Student, the GNI must retain that information for at least one year after using it so that the Student has a reasonable opportunity to obtain access to it. This means faculty would keep these records for one year from the semester they were written and graded before disposing of the information unless there is an appeal (see point 1.5 below). 
   1.4 Students should be informed to retain exams and assignments that are returned if they wish to appeal a grade. 
   1.5 If an exam or assignment is used as evidence in a grade appeal or some other dispute resolution procedure, it must be kept for one year from the date on which a grade appeal is finally decided or another dispute resolved. 
   1.6 A Records Retention Schedule and Disposal Authority (RRSDA) has been prepared by the Finance and Administration Department and approved by the GNI Registrar, Board Chair, and CEO for common use by all GNI Faculties and Departments. The RRSDA provides administrative and legal authority for the retention and disposal of Student exams or assignments after one year from the date of final use. 
2. Disposal
   2.1 GNI records must be disposed of in a manner appropriate to the sensitivity of the information. 
   2.2 Student exams or assignments contain sensitive personal information and are to be disposed of by physical destruction so that they cannot be retrieved or reconstructed. Departments disposing of these records would contact the Administration Manager to arrange for confidential shredding internally or externally. 
3. Scope
   3.1 This policy applies to all departments that administer Student exams or assignments. 
   3.2. This policy applies only to graded examination papers or course assignments retained by GNI faculty. Students are responsible for the retention of exams and/or assignments that have been returned to them.
4. Roles and Responsibilities
   4.1 The Vice President of Finance and Administration is designated by the CEO to ensure this policy’s implementation. 
5. Definitions
   “Final use” means the exam or assignment has been graded, and all grade appeals or other disputes regarding the exam or assignment have been decided or resolved.