Do Professors Keep Students' Papers?
The question of whether professors retain students' papers is both relevant and complex. It touches on issues of grading, learning, research, and privacy. In this article, we will explore the reasons behind such retention, the policies governing it, and the best practices for securely disposing of student work.
Reasons for Keeping Student Work
Professors may keep students' papers for various reasons, each serving a specific purpose. One of the primary reasons is grading purposes. Professors often retain papers for a period to reference them during the grading process or for future assessments. This helps in maintaining consistency and fairness in evaluations.
Examples for future classes represent another significant reason. Professors may keep exceptional or instructive papers as examples to share with future students. These serve as models of good writing or research practices, offering valuable insights to new learners. For instance, a paper that demonstrates excellent argumentation or innovative research methods can be a valuable teaching tool.
In some cases, research or publication involves the use of students' work. Professors might incorporate parts of students' research into their own projects, papers, or books. However, this practice is typically reserved for works of exceptional quality and always requires the student's consent. Academic integrity and ethical guidelines dictate that this must be done only if the student agrees.
Archiving is another reason. Some departments or institutions maintain archives of student work for accreditation or historical purposes. These archives can provide a valuable resource for institutional evaluation and research.
University Policies and Practices
At universities, specific policies govern the retention and disposal of student work. For example, at a hypothetical university, the policy requires professors to retain graded papers for at least one full academic year for grading purposes. Personally, I have never kept any student work longer than this required period. This ensures that grading standards are consistent and fair, staying true to the integrity of the educational process.
I give back all papers except the final exam/project. This approach ensures that students receive the feedback they need to improve and move forward. If I need to have a copy for any reason, I make a physical copy of the assignment and return the original or the copy to the student. This practice not only respects the student's privacy but also complies with institutional policies and ethical guidelines.
Student assignments are protected under the Family Educational Rights and Privacy Act (FERPA). This law limits the kind of student work that can be retained in locked storage. At my institution, we must keep records of grades and final exams on file for a certain amount of time, so these are kept in secure storage in the department. If a student wishes to review a non-electronic assignment, they must make an appointment with me the following semester.
Retention Duration and Secure Disposal
For general assignments, I keep tests and papers for up to one year after the class ends, usually until the end of the next semester. This timeframe covers any potential grade appeals or questions from students. Once that period is over, papers are securely disposed of. There is no legitimate need to retain them any longer, and the continued storage of academic records becomes a liability. These records are protected data under FERPA, and maintaining them without a compelling reason could lead to legal issues.
Proper secure disposal is crucial. This can involve shredding sensitive information and properly disposing of the physical papers. Digital records should be encrypted and securely stored. Regular audits of retention policies ensure compliance with both institutional standards and legal requirements.
It’s important to remember that while it’s acceptable to retain student work for specified purposes, the process of doing so must comply with ethical guidelines and data protection laws like FERPA. This ensures that both students and professors remain accountable and transparent in educational practices.