Instructor/Course Evaluations: Faculty

Function

Teaching and Academic Programs

PIB

PIB-043

RRSDA Number

1998-034

Department

All University Departments

Description, purpose and use of records

The series consists of evaluation forms completed anonymously by students to asses courses and the performance of faculty instructors. Records include the Course Experience Survey (CES) which is administered by the Learning Experiences Assessment and Planningunit (LEAP) within the Vice-Provost and Associate Vice-President, Learning and Teaching (AVPLT) portfolio, and stored in the Teaching and Learning Data Portal, as well as any additional evaluations conducated independently by course instructors.

Note that this schedule does not apply to evaluation forms completed to assess course and performance of Teaching Support Staff Union (TSSU) employees; these records have different retention requirements and are scheduled separately under RRSDA 1999-006.

Reminder: Any instructor or department conducting an independent evaluation (outside of the CES) that collects personal information must include a collection notice (as per the Freedom of Information and Protection of Privacy Act) on either the evaluation form or as part of the evaluation procedure, informing students that original forms and/or any summaries will be made accessible to the person being evaluated following final approval of grades.

Retention periods

Records	Active Retention	Semi-Active Retention	Total retention	Final disposition
Course Experience Survey	CY + 1 year	9 years	CY + 10 years	Destruction
Instructor/Course Evaluations	CY + 1 year	9 years	CY + 10 years	Destruction
CES Flagged Comments	CY + 1 year	Nil	CY + 1 year	Destruction

Active = Active Retention Period, Keep in Office; Semi-Active = Semi-Active Retention period, transfer to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments

Authorities

These records are created, used, retained and managed in accordance with the following authorities:

Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165)

Retention rationale

Course Experience Survey & Other Instructor/Course Evalutations

Course experience surveys (CES) or independent department/instructor course evaluations may be used when reviewing faculty members for contract renewal, tenure, pormotion and salary review; however, upon expiry of the total retention period (CY+10), these records cease to have administrative value and should be destroyed.

Note: Instructors are able to download CES summaries if they wish to retain copies for their own records beyond the retention period.

CES Flagged Comments

Once a CES is closed, reports are provided to report viwers. If report viewers identify problematic comments (ie., comments that may be considered bullying and harassment under GP-47, threats to the safety of instructors, students, or SFU under GP-25, or threats of sexualized violence under GP-44), the AVPLT will review and determine next steps.

If identified comments meet the threshold for removal and/or other action (e.g., student may be contacted, or comment may be forwarded to another office for further action), comments will be flagged. Once comments have been flagged and any additional administrative processes are complete, the administrative value of the records ceases. Therefore, upon competition of the total retention period (CY+1), flagged comments should be destroyed.

Status

RRSDA is in force

Approval Date

12 Oct 2000

Last Revised Date

13 Apr 2026

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