If an instructor leaves the University, grading materials including final exams and/or grade books should whenever possible be retained by the department or program offering the course for at least one year after the end of the course.

Students will occasionally question grade assignments years after the original course. For instance, students may look at their transcripts closely for the first time a few months before a hoped-for graduation and discover that a course they thought they had completed successfully lists a failing grade, that in fact was placed there because some sort of registration problem prevented the actual grade from being entered at the time of the course. Faculty members and departments who retain their grade records for a number of years can help out the students in these circumstances.