Policy 2214 – Graded Materials and Grade Reporting

Revision Date:  9/28/2021

Last Review:  9/28/2021

Responsible Office: Provost/Registrar


Retention Policy on Graded Materials and Grade Records

  1. Graded materials(papers, tests, and other submitted work) used in calculating final grades reported for students for any given quarter must be retained by the instructor for 30 days into the next quarter (exception: materials from spring quarter must be retained for 30 days into the next fall quarter). This will ensure that graded items are available to address grade appeals or possible errors in the recording of grades.

    For student work that cannot reasonably be stored for 30 days (e.g., architecture projects, engineering models) instructors should consider the need to maintain, in addition to the assigned grades, evaluative comments about such work in order to provide to an inquiring student an explanation regarding the final grade in question. An instructor should consider digital photographic storage of such projects. Being able to retrieve stored digital images of projects would be a useful way of reviewing with a student the final grade in question.

    In the case of “I” gradesall graded materials must be retained for final grade calculations and then for 30 days into the next quarter after the final completion grade has been reported on the student transcript.

  2. Grade reports(grade book, spreadsheets, etc.,) showing the recorded graded items and final grade calculations must be retained by the faculty member for one year.
  3. Upon termination of employment, a faculty member must leave graded materials and grade reports with the Department Head in accordance with the above guidelines (#1 and #2 respectively.)
  4. Student work and records are considered confidential information and must be disposed of in an appropriate manner.

Grade Reporting

Faculty are required to load final grades electronically (BOSS) according to published deadlines per quarter calendar for all students.  Students can obtain their final grade/s by viewing their record through the student’s portal (BOSS).  Grade availability is published on the quarter calendar.