University Archives

Retention Schedules: Clinical Experiences

Records Type

Do not destroy records that are part of - or you are aware that they will be part of - any legal action, audit, investigation, or review.

Adjunct faculty position inquiries

Agency Schedule Number: 012-116
Item No.: 1
Description: Records used to draw upon when new adjuncts are needed to supervise student teachers.
Confidential Information: Yes

Office of Record: Office of Clinical Experiences
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain until administrative value is gone, then dispose by recycling.

Effective Date: June 2012
Revision Date: NA

Essentially equivalent experience (EEE) documentation

Agency Schedule Number: 012-116
Item No.: 2
Description: Records on behalf of a student to document alternate student teaching experience.
Confidential Information: Yes

Office of Record: Office of Clinical Experiences
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain in office for 5 years, then transfer to teaching license office.

Effective Date: June 2012
Revision Date: NA

Field experience files

Agency Schedule Number: 012-116
Item No.: 4
Description: Documents (contracts, evaluations, and other material) for students who have completed their student teaching field experience and are no longer in the education program or completed their classroom student teaching.
Confidential Information: Yes

Office of Record: Office of Clinical Experiences
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain in office for 5 years, then transfer to teaching license office.

Effective Date: June 2012
Revision Date: NA

Student teaching contracts

Agency Schedule Number: 012-116
Item No.: 4
Description: Signed contracts by district’s school board and St. Cloud State president for students to student teach in those schools.
Confidential Information: Yes

Office of Record: Office of Clinical Experiences
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain until superseded, then transfer to Archives for selection and disposition; for those that are not superseded and the contract lapses, retain 5 years after graduation then transfer to Archives for selection and disposition.

Effective Date: June 2012
Revision Date: NA

Student teaching eligibility documents

Agency Schedule Number: 012-116
Item No.: 5
Description: Documents related to a student’s student teaching eligibility.
Confidential Information: No

Office of Record: Office of Clinical Experiences
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: File relevant documents for students who just completed student teaching; for remaining documents, retain for 1 academic semester, then dispose by shredding.

Effective Date: June 2012
Revision Date: NA

Student teaching handbooks

Agency Schedule Number: 012-116
Item No.: 6
Description: Student teaching handbooks from various academic departments on campus that are collected by the Office of Clinical Experiences.
Confidential Information: No

Office of Record: Office of Clinical Experiences
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain until administrative value is gone, then transfer to Archives for selection and disposition.

Effective Date: June 2012
Revision Date: NA

Student teaching payments

Agency Schedule Number: 012-116
Item No.: 7
Description: Stipends paid to the school district for the supervising teacher taking on a student teacher.
Confidential Information: Yes

Office of Record: Business Services
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 3 years, then dispose by shredding.

Effective Date: June 2012
Revision Date: NA

Student teaching student files

Agency Schedule Number: 012-116
Item No.: 8
Description: Records that track placements, evaluation, and completion of student teaching responsibilities for a student.
Confidential Information: No

Office of Record: Office of Clinical Experiences
Other Offices: Reference copies maintained by other units should be disposed of by recycling or file wiping when no longer needed for administrative purposes. Reference copies should be kept no longer than the period specified for the Office of Record.

Retention Period: Retain 5 years after graduation, then transfer to Archives for selection and disposition.

Effective Date: June 2012
Revision Date: NA

Original Copy of Schedule as Approved by the State of Minnesota