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idstudent
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Student Information – 75 Year Restriction

(FERPA refers to these as Education Records)

Examples

  • Admission information for students accepted by and enrolled at MIT

  • Biographical information including:

    • date and place of birth

    • gender

    • nationality

    • information about race and ethnicity

    • identification photographs

  • Transcripts

  • Grades, test scores, courses taken, academic specialization and activities, and official communications

  • Course work, including papers and exams, as well as communications that are part of the academic process between a student and the teaching staff, and between a student and other students in the class

  • UROP and other internship program records

  • Students’ financial records

  • Disciplinary records

  • Letters of recommendation

Likely Locations

  • Committee on Discipline records

  • Department records

  • UROP records

  • Faculty personal papers

  • Dean Undergraduate Education records

  • Dean Graduate School records

  • Offices with disciplinary and counseling responsibilities records

How to Handle

Retain, but only if it is the record copy and designated as a permanent record.
 
Remove student papers, grades, and examinations with student names.
 
Remove and destroy letters of recommendation, except from faculty papers collections.

Additional Resources

Registrar’s Office: Records privacy & access 

Policies & Procedures: 11.3 Privacy of Student Records

Disciplinary records: http://web.mit.edu/committees/cod/ 

“Record” copy and permanent record schedule: Archives record schedules

FERPA (Family Educational Rights and Privacy Act) a.k.a. “Buckley Amendment” http://www.ed.gov/offices/OM/ferpa.html 

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idpersonnel
labelPersonnel
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Personnel Records – 75 Year Restriction

Examples

  • Tenure cases

  • Staff performance evaluations

  • Search, appointment files

  • Promotion files

  • Affirmative action

  • Salary

  • Conflict of interest forms

  • Outside professional activities forms

  • Benefits records

  • Retirement plan records

Likely Locations

  • Human Resources records

  • Deans of Schools records

  • Office or program directors’ and heads of departments’ records

  • Provost Office records

  • Papers of faculty who served on tenure committees

  • Papers of faculty who were heads of departments

  • Correspondence series in all of the above

How to Handle

Retain, but only if it is the record copy and designated as a permanent record.

Restrict names on container lists.

If not a record copy, destroy (shred).

Additional Resources

“Record” copy and permanent record schedule: Archives record schedules

MIT Personnel Policy Manual: http://web.mit.edu/personnel/www/policy/

MIT Policies and Procedures Manual: http://web.mit.edu/policies/


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MIT Corporation Records - 50 Year Restriction

Examples

  • Presidential search committee records

  • Fundraising records

  • Visiting committee records

  • Minutes of meetings

  • High level planning records

Likely Locations

  • Standing committees of the Corporation

    • Executive

    • Membership

    • Investment

    • Development

  • Annual committees

    • Auditing

    • Corporation Joint Committee on Institute-Wide Affairs (CJAC)

  • Presidential search committees

  • Visiting committees

  • Chairman of the Corporation

  • Vice-President and Secretary of the Corporation

  • President

  • Treasurer

  • Executive Vice President

  • Provost

  • Department and units’ visiting committee records

How to Handle

Is it the record copy?

  • If record copy, mark for restrictions, especially when within another collection.

  • If not, speak with Associate Head for Collections on retaining or not.

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