Cornell University Electronic Student Records Systems Project Report

Table of Contents

Credits

Preface and Acknowledgements

Executive Summary

1. Introduction

1.1 Scope

1.2 Background

1.3 Report framework

2. Universal Systems Issues

Recommendation 1: Define the context of the electronic student records system

2.1 Recordkeeping Requirements

Recommendation 2: Review and select the recordkeeping approach that suits the setting.

2.2 Long-term Access Issues

Recommendation 3: Carefully identify and establish the preservation infrastructure needed

3. Conceptual Issues for ESRS (Generic Concerns)

Recommendation 4: Monitor developments that affect student records systems

3.1 Retention Guidelines and Records Management Concerns

Recommendation 5: Standardize common schedule items using AACRAO as a base

Recommendation 6: Review the retention issues for course descriptions and syllabi

3.2 AACRAO Transcript and Database Metadata

Recommendation 7: Establish a cooperative project to analyze student records metadata.

3.3 Archival Concerns

Recommendation 8: Define/develop the relationship between the Registrar and the Archives

Recommendation 9: Include policy records in student records documentation

4 Implementation Issues for ESRS (System-Specific Concerns)

Recommendation 10: Study the university’s student records system implementation

4.1 Options

Recommendation 11: Identify the degree audit procedure and documentation

Recommendation 12: Participate in student records system projects

Recommendation 13: Monitor AACRAO’s SPEEDE/ExPRESS developments

Recommendation 14: Evaluate and audit data warehouse implementations

Recommendation 15: Participate in the development and evaluation of system security

4.2 Cornell Example

Recommendation 16: Develop more case studies and share experiences

5 Preservation Approaches and Strategies

5.1 Transcript Options

5.2 Database Options

5.3 Integrated Option

Recommendation 17: Identify the appropriate preservation approach for the setting

5.4 Course Documentation Considerations

Recommendation 18: Establish a policy on course documentation and retention

6 Conclusion

 

Appendices

  1. Student Records Terminology

  2. Preservation Storage and Processing Considerations

  3. Electronic Preservation Program Guidelines

  4. Relevant Sources

  5. Meetings at Cornell, 24 July — 4 August 2000

  6. Relevant Research Projects

  7. Student Records Self-Assessment

  8. Student Records and Relevant C&U Chronology

  9. AACRAO Transcript and Database Metadata

  10. Comparison of AACRAO Retention of Records and Cornell's Policy 4.7, Retention of University Records

  11. Degree Audit: College of Arts and Sciences Example

  12. SPEEDE/ExPRESS Process