Confucius Institute (University of Cape Coast, Ghana)
Teaching Archives Management Scheme
In order to strengthen the Teaching Archives works in Confucius Institute (University of Cape Coast, Ghana), enhance the level of Teaching Archives, give full play to the role of Teaching Archives in the work of teaching management, activities, and research, standardize theTeaching Archives in a gradual stage, serve the Confucius institutional departments through establishing and utilizing Teaching Archives, hereby formulates the Scheme based on the situation of UCC.
Teaching Archives refers to collection of documents, formed directly from instructions, teaching research as well as other activities, that together provide a record of a variety of texts, graphics, audios, videos, electronic media and other various materials, serving as the essential and symbolic materials for reflections of instructional operation, management and construction.
Confucius Institute Teaching Archives shall reflect the historical process of teaching construction and development in the Confucius Institute, which is a significant criterion to assess and evaluate the quality of the institutional education and management level. Confucius Institute shall strengthen the leadership in the teaching archival works, strictly implement filing system, and gradually integrate the Teaching Archives into the teaching plans and programs of the Confucius Institute, into its teaching management system and into the responsibilities of its relevant staff; arrangement, examination, review, and inspection shall be applied to all kinds of works including Archival works at the same time.
Teaching Archives Contents and File Archiving Requirements
Teaching Archives consists of two parts:
Materials formed in pedagogical practices such as syllabus, self-compiled or main-edited materials, teaching references, typical handouts, lesson plans, materials related to teaching internships, exam questions and answers from all grades and classes and relevant approval documents, audio, video, slides, etc…..
Materials formed in pedagogical management such as enrollment materials; enrollment management materials; classroom teaching-related materials, including curriculum plans, course delivery schedules, and teacher arrangements, etc.; student transcripts, student incentive materials; materials related to teachers’ training and studying abroad; social training in weekend days, refresher courses and other aspects of the materials.
Teaching Archives reflect the main functional activities in the university, which is an important part of the school archives. Generally, Teaching Archives are organized based on academic year, some materials, such as student enrollment registration and statistical materials, are composed from admission to graduation. However, since the contents of the Teaching Archives is continuously recorded and cannot be separated by year, it shall be sorted based on the schooling system.
Any printing instructional materials shall be retained in electronic files with same contents for long-term preservation and use.
Any archive-required instructional materials must follow the natural laws of its formation, maintaining the contact between the archived materials and organizing systematically according to the principle of easy storage and utilization.
Any archive-required instructional materials shalladopt the original documentations with relatively uniformed size; if the materials cannot be printed out from the computer, write legibly in black or blue ink, make sure the print and characters are clear, and bound in volumes for long-term preservation.
All Teaching Archives shall be required for long-term preservation. Instructional calendars and task statements, student information, teaching inspection seminars records, recording lectures, examinations papers, and lab reports, etc. are required to be conserved for more than four years.