General Records Retention Schedule
Curriculum Records
UW-GS 3
(Revised) June 2006
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Accreditation Documentation: Statistical,
descriptive
and evaluative materials necessary to maintain accreditation for a
program, college or school with the professional association which
sets the standards for that particular discipline. Materials must
have been created specifically for accreditation.
Official Copy: Dean's or Academic Offices
Retention: 6 years after accreditation, or until superseded
by new accreditation, whichever is longer
Disposition Method: Transfer to Archives
Agreements for Programs or Curriculum: A record of program
agreements between UW offices and outside agencies. May include the
following types of agreements: those that provide/obtain a learning
experience for students outside the classroom, e.g., internships,
clerkships, clinical practicums, traineeships, etc.; that
provide/obtain reduced tuition and preference in admission for WWAMI
region (Washington, Wyoming, Alaska, Montana and Idaho) students or
students from participating schools in other countries.
Official Copy: Any Office Signing the Agreement
Retention: 6 years after termination of agreement
Disposition Method: Transfer
to Archives for review
Conferences, Seminars, Short Courses, Conventions,
Institutes: A record of special educational forums presented or
sponsored by the UW or held in UW facilities.
Official Copy: Any Office
Retention: 3 years after end of event
Disposition Method: Transfer to Archives
for review
Course Comment Sheets: A record of the evaluative comments written
by students regarding the content and presentation of a
course.
NOTE: After comments are compiled by the Office of Educational
Assessment, comment sheets are returned to departments.
Official Copy: Faculty/Academic Departments
Retention: 3 years after end of quarter
Disposition Method: Shred
Course Evaluation Rating Summaries: Compilations of ratings
and comments from individual course evaluation forms.
NOTE: Summaries are compiled by the Office of Educational
Assessment.
Official Copy: Office of Educational Assessment
Retention: 3 years after end of quarter
Disposition Method: Shred
Other Copy: Faculty/Academic Departments
Retention: 3 years after end of quarter
Disposition Method: Shred
Course History Files: A record of the content of approved
academic courses. May include course descriptions, sample examinations,
textbook lists, etc.
Official Copy: Academic Departments
Retention: until course is dropped
Disposition Method: Transfer to Archives
for review
Curriculum Committee Reports: A record of curriculum changes
approved during the Curriculum Committee's monthly meeting. May include
information on
the addition, deletion or renaming of courses or degree programs.
Official Copy: Registrar -- General Catalog and Curriculum
Office
Retention: 5 years after end of quarter
Disposition Method: Transfer to Archives
Other Copy: Academic Departments
Retention: 1 year after end of quarter
Disposition Method: Recycle
Curriculum Database Printouts: Quarterly comprehensive
listing of all approved courses currently offered by an academic
department.
Official Copy: Registrar -- General Catalog and Curriculum
Office
Retention: 3 years after end of quarter
Disposition Method: Recycle
Other Copy: Academic Departments
Retention: 1 year after end of quarter
Disposition Method: Recycle
Curriculum Proposals -- Approved: Documentation of the
planning and development of academic courses or programs which have been
approved. May
include Course Change Applications, New Course
Applications, departmental proposals and supporting papers (course
or program descriptions, faculty data, etc.).
Official Copy: Registrar -- General Catalog and Curriculum
Office
Retention: 2 years after course is dropped
Disposition Method: Transfer to
Archives
Other Copy: Academic Departments
Retention: 5 years after proposal approved
Disposition Method: Transfer to
Archives for review
Curriculum Proposals -- Denied: Documentation of the planning
and development of academic courses or programs that have not been
approved. May include Course Change Applications, New Course
Applications, departmental proposals and supporting papers (course
or program descriptions, faculty data, etc.).
Official Copy: Registrar -- General Catalog and Curriculum
Office
Retention: 2 years after end of academic year
Disposition Method: Transfer to
Archives
Other Copy: Academic Departments
Retention: 1 year after proposal denied
Disposition Method: Transfer to Archives
for review
Lecture Series: Provides a record of planning for lectureships.
May include correspondence, notes, memoranda, copies of financial
records, publicity materials, and A-V materials.
Official Copy: Any Office
Retention: 5 years after end of calendar year
Disposition Method: Transfer to
Archives
for review
Outreach Programs: Documents department or program outreach efforts
to the University as well as to specific audiences outside the University
community.
Official Copy: Any Office
Retention: 5 years after end of calendar year
Disposition Method: Transfer to
Archives for review
Program Evaluations: Documents the internal evaluation of special
programs/interdisciplinary centers/institutes within a specific school or
college. May include comments from outside sources, students, faculty,
administrators and other interested parties.
Official Copy: Any Office
Retention: 6 years after the end of calendar year
Disposition Method: Shred
Program Reviews -- Graduate: A record of 10 year cycle departmental
self-evaluation and review by the Graduate School Office.
Official Copy: Graduate School Dean's Office
Retention: 10 years after end of calendar year
Disposition Method: Transfer to
Archives
Other Copy: Academic Departments
Retention: 10 years after end of calendar year
Disposition Method: Transfer to
Archives
Program Reviews -- Undergraduate: A record of 10 year cycle
departmental self-evaluation and review by the Provost's Office for
programs which offer only undergraduate degrees.
Official Copy: Provost's Office
Retention: 10 years after end of calendar year
Disposition Method: Transfer to
Archives
Other Copy: Academic Departments
Retention: 10 years after end of calendar year
Disposition Method: Transfer to
Archives
Summer Institutes: Documents annual department or program summer
institutes. Includes correspondence, notes and planning materials.
Official Copy: Any Office
Retention: 5 years after end of calendar year
Disposition Method: Transfer to
Archives for review
Textbook Desk Copy Requests to Publishers: Requests from faculty
or staff to publishers for a free desk copy of a textbook being used in
the classroom. May include correspondence.
Official Copy: Any Office
Retention: 6 years after end of the quarter
Disposition Method: Recycle
Textbook Orders (Faculty Information Sheet for Textbooks):
Requests for course textbooks.
Official Copy: Any Office
Retention: 1 year after end of quarter
Disposition Method: Recycle
Time Schedules: Quarterly listing (in published form) of
courses offered at the UW.
Official Copy: Registrar -- Time Schedule and Room
Assignment Office
Retention: 3 years after end of quarter
Disposition Method: Transfer to
Archives
Other Copy: Academic Departments
Retention: 1 year after end of quarter
Disposition Method: Transfer to
Archives
Time Schedule Changes (Requests for Change in the Quarterly
Time Schedule): Requests from academic departments to list a new
course or to change the listing for a course in the forthcoming Time
Schedule.
NOTE: Changes formerly submitted via form UW 20-506 are now
transmitted via e-mail.
Official Copy: Registrar -- Time Schedule and Room
Assignment Office
Retention: 1 year after end of quarter
Disposition Method: Recycle
Other Copy: Academic Departments
Retention: 1 year after end of quarter
Disposition Method: Recycle
Time Schedule Worksheets: Quarterly listing of courses
previously offered by departments and printed in the Time Schedule
for the same quarter during the previous academic year. Used for
room assignments and preparation of Time Schedule for that same
quarter of the forthcoming year.
Official Copy: Registrar -- Time Schedule and Room
Assignment Office
Retention: 1 year after end of quarter
Disposition Method: Recycle
Other Copy: Academic Departments
Retention: 1 year after end of quarter
Disposition Method: Recycle
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