General Records Retention Schedule
Student Records
UW-GS 9
(Revised) April 2006 (Printer version
here)
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Admission Applications -- Enrolled Graduate Students: A record
of applicants accepted for admission and enrolled in a UW graduate
program.
Official Copy: Graduate School
Retention: 6 years after last quarter registered
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 6 years after degree awarded, or 6 years after last
quarter of activity
Disposition Method: Shred
Admission Applications -- Enrolled Undergraduate Students: A
record of applicants accepted for admission to and enrolled in a UW
undergraduate program.
Official Copy: Undergraduate Admissions
Retention: 9 years after beginning of Fall Quarter of
admission year
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 6 years after degree awarded, or 6 years after last
quarter of activity
Disposition Method: Shred
Admission Applications -- Undergraduate Applicants Not
Accepted, Not Entered, or Application Incomplete: A record of
applicants for UW admission into an
undergraduate program who were either denied admission; who were accepted,
but
who did not enroll at the UW; or who never completed the application
process.
Official Copy: Undergraduate Admissions
Retention: U.S. Citizen/Permanent Resident Applicants: 1 year after
beginning of quarter for which applied; Foreign Applicants: 2
years after beginning of quarter for which applied
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 1 year after completion of admission process
Disposition Method: Shred
Admission Applications -- Graduate Applicants Not Accepted, Not Entered
or Application Incomplete: A record of applicants for UW admission
into a graduate
program who were not accepted; who were accepted, but who did not enroll
at the UW; or who never completed the application process.
Official Copy: College, School or Department -- US
citizen/permanent resident applicants
Retention: 1 year after completion of admissions process
Disposition Method: Shred
Official Copy: Graduate Admissions -- foreign applicants
Retention: 2 years after beginning of quarter for which applied
Disposition Method: Shred
Other Copy: College/School or Department -- foreign applicants
Retention: 1 year after completion of admission process
Disposition Method: Shred
Admission Applications-- Residency/Fellowship Applicants Not Matched,
Not Accepted, Withdrawn, or Not Interviewed A record of applicants to
a Residency or Fellowship Program who did not match, were not accepted,
withdrew from consideration, or were not interviewed.
Official Copy: Any Department with a Residency/Fellowship
Program
Retention: 1 year after completion of the admissions process
Disposition Method: Shred
Advisor's Files: Advisor copies of student records used to
monitor academic progress. May include grade reports, Advisor's
Worksheets (unofficial transcripts), study abroad files, etc.
Official Copy: Any Advisory Office
Retention: 1 year after student inactive or graduated
Disposition Method: Shred
Alumni Lists: Mailing lists of departmental alumni obtained
from the UW alumni database. Used to solicit contributions, notify
alumni of special events, etc.
Official Copy: Development Services
Retention: Until superseded
Disposition Method: Shred
Other Copy: College/School or Department
Retention: Until superseded
Disposition Method: Shred
Assistantship/Fellowship/Traineeship/Research Program Applications --
Awarded: A
record of applicants awarded grant, contract or state-funded
assistantships, fellowships or traineeships. May include applications,
recommendations, correspondence, etc.
Official Copy: College/School or Department
Retention: 6 years after termination of award if not filed in
student folder
Disposition Method: Shred
Assistantship/Fellowship/Traineeship/Research Program Applications --
Denied: A
record of applicants for grant, contract or state-funded assistantships,
fellowships or traineeships who were not awarded the position. May
include applications, recommendations, correspondence, etc.
Official Copy: College/School or Department
Retention: 1 year after completion of application process
Disposition Method: Shred
Award Files: A record of awards/special recognition for particular
students. Does not include scholarships.
Official Copy: College/School or Department
Retention: 6 years after award presented
Disposition Method: Shred
Change of College/School and/or Major Forms: A
record of authorization from the appropriate Dean(s) for a student to
change to a different college/school and/or major.
Official Copy: Registrar's Office
Retention: 2 years after end of quarter
Disposition Method: Shred
Official Copy: UWB: Student Affairs: Registrar
Retention: 2 years after end of quarter
Disposition Method: Shred
Other Copy: Any Advisory Office/Dean's Office
Retention: 2 years after end of quarter
Disposition Method: Shred
Class Lists -- Temporary (1st Day): Listing of students enrolled
for each
academic course and section. This listing is superseded by the
Revised Class List on the 10th day of classes.
Official Copy: Registrar's Office -- Data Management Services
Retention: Until superseded by Revised Class List
Disposition Method: Shred
Other Copy: College/School or Department
Retention: Until superseded by Revised Class List
Disposition Method: Shred
Class Lists -- Revised (10th Day): Listing of students enrolled
for each academic course and section. This listing is produced on the
10th day of classes.
Official Copy: Registrar's Office-- Data Management Services
Retention: 3 years after end of quarter; transfer to Archives
for review
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 2 years after end of quarter
Disposition Method: Shred
Continuing Education Credit Applications: Provides record of applicants
for continuing education courses. May include application materials, payment
information, etc.
Official Copy: Any Office
Retention: 6 years after completion of program
Disposition Method: Shred
Continuing Education Credit Attendance Records: Provides proof of
attendance for professionals taking courses for continuing education credit.
May include sign in sheets, course evaluations, etc.
Official Copy: Any Office
Retention: 7 years after course completed
Disposition Method: Shred
Continuing Education Credit Course Planning Materials: Materials generated
in the development of a course offered for continuing education credit. May
include meeting minutes and agendas; planning teleconferences; emails; memos;
correspondence; a copy of the proposal submitted to the credit awarding
organization; etc.
Official Copy: Any Office
Retention: 7 years after course no longer offered
Disposition Method: Shred
Credit by Exam Applications: A record of a student's
eligibility to take an examination in order to obtain credit for a
class without enrolling in it.
Official Copy: Registrar's Office -- Graduation and Academic
Records
Retention: 1 year after end of quarter
Disposition Method: Shred
Other Copy: College/School or Department
Retention: Until end of quarter in which exam is given
Disposition Method: Shred
Degree Applications: Graduation applications
received by either the Registrar's Office (for the Bachelor's and
Professional degrees) or the Graduate School (for Master's and
Doctor's degrees). May include compiled lists of students eligible to
graduate.
Official Copy: Registrar's Office -- Graduation and Academic
Records (for
Bachelor's and Professional degrees)
Retention: 1 year after end of quarter
Disposition Method: Shred
Official Copy: Graduate School (for Master's and Doctor's
degrees)
Retention: 6 years after last quarter registered
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 1 year after date of graduation, or for those who do
not graduate, 1 year after end of quarter
Disposition Method: Shred
Degree Audit Reporting System (DARS) Report: Provides a record of
student academic progress. Includes a list of courses taken and number of
credits still necessary to complete general requirements for graduation
and for completion of major/program. Reports may be printed by department
or received as batch copy from Registrar's Office.
Official Copy: Registrar's Office -- Degree Audit Reporting System
Retention: 3 months after audit of system, or report ordered
Disposition Method: Shred
Other Copy: College/School or Department
Retention: Until superseded
Disposition Method: Shred
Disciplinary Cases: A record of investigations and disciplinary
actions taken pursuant to the Student Conduct Code (WAC 478-120).
Official Copy: VP for Student Affairs -- for non-academic
disciplinary actions
Retention: 7 years after disciplinary action has been taken
and/or after the administrative purpose has been served
Disposition Method: Shred
Official Copy: Dean -- for academic disciplinary
actions
Retention: 7 years after disciplinary action has been taken
and/or after the administrative purpose has been served
Disposition Method: Shred
Other Copy: Dean -- for non-academic disciplinary
actions
Retention: 7 years after disciplinary action has been taken
and/or after the administrative purpose has been served
Disposition Method: Shred
Other Copy: VP for Student Affairs -- for academic
disciplinary actions
Retention: 7 years after disciplinary action has been taken
and/or after the administrative purpose has been served
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 7 years after disciplinary action has been taken
and/or after the administrative purpose has been served
Disposition Method: Shred
Disciplinary Investigations for Exonerated Students: A
record of investigations into possible violations of the Student
Conduct Code (WAC 478-120) for students who were subsequently
exonerated. May include case materials and notice of exoneration.
Official Copy: Any Office
Retention: Destroy upon complete exoneration
Disposition Method: Shred
NOTE: By requirement of WAC 478-120-120, no record of
proceedings in which a student is exonerated, other than the fact of
exoneration, shall be maintained in the student's file or other UW
repository after the date of graduation.
Entry Code Listings (Course or Add/Drop Entry Codes): A
record of computer codes given to a department for use by qualified
students to enter, add or drop a course.
Official Copy: Registrar's Office -- Data Management
Services
Retention: Until end of quarter
Disposition Method: Recycle
Other Copy: College/School or Department
Retention: Until end of quarter
Disposition Method: Recycle
Exams and Answer Sheets: A record of student answers to
examination questions.
NOTE: This retention period applies to
those graded exams not retrieved by the student.
Official Copy: Academic Departments
Retention: 1 quarter after the end of the quarter in which
the exam was given
Disposition Method: Shred
NOTE: A sample of each exam and its answer sheet
should be
retained with Course History Files.
Exams and Answer Sheets -- Credit by Exam: A record of
student responses to qualifying exams provided to authorized
students for possible exemption from taking a course.
Official Copy: College/School or Department
Retention: 1 year after end of academic year
Disposition Method: Shred
NOTE: A sample of each exam and its answer sheet
should be retained with Course History Files.
Exams and Answer Sheets -- Proficiency/Placement Exams: A record of
student
responses to placement exams administered by college/school or department
to determine level of subject proficiency.
Official Copy: College/School or Department
Retention: 1 year after end of academic year
Disposition Method: Shred
Grade Appeals and Grievance Files: A
comprehensive record of
a student's appeal of a grade, or other student grievance mediated
within the department, school or college.
Official Copy: College/School or Department
Retention: 5 years after end of quarter in which issue is
resolved
Disposition Method: Shred
Grade Books: Listing of student grades for
exams, papers, projects,
class participation for a particular course. Provides the basis on which
the final grade is assigned.
Official Copy: College/School or Department
Retention: 2 years after end of quarter
Disposition Method: Shred
Grade Confirmation Reports: Provides to a department
confirmation of grades for all students in a course, as reported to
the Registrar by the instructor each quarter.
Official Copy: Registrar's Office -- Data Management
Services
Retention: Sent to department; no paper copy retained
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 2 years after end of quarter
Disposition Method: Shred
Grade Reports, Quarterly: A record of a student's grades for
all courses taken in a quarter, sent by the Registrar's Office to
the student's major department.
Official Copy: Registrar's Office -- Data Management Services
Retention: 1 month after end of quarter
Disposition Method: Shred
Other Copy: College/School or Department
Retention: Until transcript is received
Disposition Method: Shred
Grade Sheets (Instructor's Grade Report Sheet): Listings of the
quarterly grade assigned by the
instructor to each student in a course, and sent to the Registrar's
Office for recording. Includes grade change forms.
Official Copy: Registrar's Office -- Graduation and Academic
Records
Retention: 5 years after end of quarter
Disposition Method: Shred
Other Copy: College/School or Department
Retention: Until superseded by verified Grade Confirmation
Report
Disposition Method: Shred
Graduation Petitions: Requests from students to waive a
graduation requirement.
Official Copy: Registrar's Office -- Graduation and Academic
Records
Retention: 2 years after end of quarter
Disposition Method: Shred
Other Copy: College/School or Department
Retention: Until graduation or withdrawal from the UW
Disposition Method: Shred
Major Application -- Undergraduate: A record of applicant's
petition for major standing within an academic program.
Official Copy: College/School or Department
Retention: If approved - as part of student folder; If not approved
- 1 year after quarter of
denial
Disposition Method: Shred
Papers, Projects and Other Assignments by Students: A record
of papers, projects and other assignments submitted by students in
fulfillment of course or degree requirements.
NOTE: This retention period applies to those assignments not retrieved by the
student after they are graded.
Official Copy: College/School or Department
Retention: 1 quarter after the end of the quarter in which
the assignment was graded
Disposition Method: Shred
Permission Slips: A record of signed consent by a student, or legal
guardian if the student is a minor, to participate in a field trip.
Official Copy: Any Office
Retention: 6 years from completion of field trip
Disposition Method: Shred
Reference Letters: Letters of reference prepared by UW
faculty and staff regarding UW students or former UW students with
whom they are acquainted.
Official Copy: Any Office
Retention: 1 year after end of calendar year
Disposition Method: Shred
Registered Lists: Listing of courses for which a student
is registered during a particular quarter. Previously in card
form, now on-line.
Official Copy: Registrar's Office -- Data Management Services
Retention: 1 year after report is run
Disposition Method: Shred
Other Copy: College/School or Department
Retention: Until superseded by quarterly grade report
Disposition Method: Shred
Registrar's Statistical Reports:
Compilations of
data obtained by the Registrar's Office regarding student enrollment,
courses, grade distribution, scholarship, ethnicity of students,
etc. May include Class Enrollment Count, Class Size
Monitoring Report, Class Standing by College, Course Content
Report, Cumulative Registration Enrollment Report, Ethnic
Enrollment Survey, Grade Distribution Report, Graduate Students
List, Registered List, Scholarship Reports, Variable
Credit Class Census, Withdrawn Students List, etc.
Official Copy: Registrar's Office -- Data Management
Services
Retention: Variable depending on report, refer to departmental
records retention schedule; transfer to Archives for review
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 1 year after end of quarter
Disposition Method: Shred
Resident/Fellowship Files: Provides a comprehensive record of
accepted applicants to a residency or fellowship program. Used to verify
completion of residency or fellowship education requirements. May include
evaluations, letters of recommendation, application, correspondence,
Certification of Residency, certification of completion, etc.
Official Copy: Any Department with a Residency or Fellowship
Program
Retention: 45 years after completion of residency or fellowship or
withdrawal from program
Disposition Method: Shred
Resident Physician/Medical Student Evaluation -- Raw Data:
Comprised of
questionnaires used to provide an evaluative record of resident
physicians or medical students. Evaluation forms are summarized and
merged into Departmental
Resident Files or Medical Student Folders.
Official Copy: Any Department
Retention: 5 years after resident/medical student has graduated
or until any
dispute involving the resident/medical student has been resolved,
whichever occurs
later
Disposition Method: Shred
Resident Physician/Medical Student Evaluations -- Summaries:
Provides an
evaluative record of resident physicians or medical students. Evaluations
are completed by
attending physicians, peer physicians, supervising physicians, residents,
or medical students. Includes evaluative comments regarding clinical
knowledge, skills, interpersonal relationships, and personal/professional
characteristics. The evaluations are merged into Department Resident Files or
Medical Student
Folders.
Official Copy: Any Department
Retention: Resident Files- Variable, depending upon departmental
retention schedule for Resident Files
Medical Student Folders- 40 years after degree is
awarded
Disposition Method: Shred
Scholarships Awarded by Department -- Program Records: A
record of a departmentally-administered scholarship program (not
administered by UW Financial Aid). May include documentation of
the establishment of the fund (administrative requirements for the
scholarship, donations received, copies of wills, etc.),
correspondence regarding the scholarship program, list of
recipients, etc.
Official Copy: College/School or Department
Retention: 6 years after termination of program
Disposition Method: Transfer to Archives for review
Scholarships Awarded by Financial Aid: A record of
scholarship funds awarded to students through the Financial Aid
Office. May include administrative requirements for the
scholarship, correspondence, lists of recipients, etc.
Official Copy: Financial Aid Office
Retention: 5 years after funds are dispersed
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 3 years after award
Disposition Method: Transfer to Archives for
review
Scholarship/Research Award Applications -- Not Awarded: A record of
students who have applied for departmental scholarships or research awards
which have been denied.
Official Copy: College/School or Department
Retention: 1 year after completion of application process
Disposition Method: Shred
Scholarships/Research Awards Awarded by Department -- Recipients: A record
of recipients of departmentally-administered scholarship funds
(not administered by UW Financial Aid Office) or research awards. May include
application materials; forms rating the
applicants; award notification letters, etc.
Official Copy: College/School or Department
Retention: 6 years after award
Disposition Method: Shred
Student Folders -- Graduate Degree Awarded: A record of the
academic history of students who have received a graduate degree.
Official Copy: College/School or Department
Retention: 6 years after degree awarded
Disposition Method: Shred
Official Copy: Graduate School Dean's Office
Retention: 6 years after last quarter registered
Disposition Method: Shred
Student Folders -- Undergraduate Degree Awarded: A record of
the academic history of students who have received a Bachelor's
degree.
Official Copy: College/School or Department
Retention: 6 years after degree awarded
Disposition Method: Shred
Student Folders -- Inactive/On-Leave Graduate Students: A record of
the academic history of graduate students who have been admitted
but who have not completed a degree program or who are on-leave from a
program.
Official Copy: College/School or Department
Retention: 6 years after last quarter of activity
Disposition Method: Shred
Official Copy: Graduate School Dean's Office
Retention: 6 years after last quarter registered
Disposition Method: Shred
Student Folders -- Inactive Undergraduate Students: A
record of the academic history of undergraduate students who have been
admitted but who have not completed a degree program.
Official Copy: College/School or Department
Retention: 6 years after last quarter of activity
Disposition Method: Shred
Student Folders -- Non-Matriculated: A record of
students not admitted to a degree program but who have taken
classes. May include continuing education and certificate programs.
Official Copy: College/School or Department
Retention: 6 years after last quarter registered
Disposition Method: Shred
Student Folders -- Visiting Students: A record of
students who are pursuing a degree from another institution but
who take some UW courses or do a clerkship or research studies at
the UW.
Official Copy: College/School or Department
Retention: 6 years after last quarter registered
Disposition Method: Shred
Student Tickler File: Notes and lists used as a memory
tickler to help faculty and staff identify former students for the
purpose of writing letters of reference for them. Lists may
include: names of students, dates degrees awarded, titles of final
projects, final grades, grade point averages, etc.
Official Copy: College/School or Department
Retention: Until administrative purpose is served
Disposition Method: Shred
Theses and Dissertations: A record of student theses and
dissertations produced to satisfy degree requirements.
Official Copy: UW Libraries
Retention: Permanent
Other Copy: College/School or Department
Retention: 6 years after degree awarded
Disposition Method: Recycle
Transcripts (Permanent Student Record): A
record of the UW
academic history of a student in terms of the courses taken, grades
and degrees received. May also be used as Advisor's Worksheets.
Official Copy: Registrar's Office -- Administration
Retention: Permanent
Other Copy: College/School or Department
Retention: While enrolled or until superseded
Disposition Method: Shred
Undergraduate Admissions Referral Forms: Requests from the
Undergraduate Admissions Office for evaluations from a department
regarding individual candidate admissibility into a specific major.
Official Copy: Undergraduate Admissions
Retention: If not accepted, or not entered - 1 year after
beginning of quarter for which applied. If admitted - as part of student
folder
Disposition Method: Shred
Other Copy: College/School or Department
Retention: If not accepted, or not entered - end of quarter for
which applied. If admitted - as part of student folder
Disposition Method: Shred
Withdrawal Petitions: A record of a student's request to
drop all courses for a quarter. May include: Petition for Hardship
Withdrawal; Petition for Withdrawal from the University,
Withdrawal Petition for Dropping All Courses for the Quarter, etc.
Official Copy: Registrar's Office
Retention: Hardship Withdrawal- 5 years after end of quarter
Non-Hardship Withdrawal- 3 years after end of quarter
Disposition Method: Shred
Other Copy: College/School or Department
Retention: 1 quarter after withdrawal
Disposition Method: Shred
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