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
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/
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.