Student RecordsGeneral Records Schedule ReferenceChart · Student RecordsGeneral Records Schedule...

Student Records General Records Schedule Reference Chartfor complete entry, see official records schedule, February 2012

Admission RecordsNumber Series Title Description Retention of original Contains Pll? Confidential?

UWSTU001 Acceptance Letters, (enrolledstudents)

Notification letters sent to admitted freshmen

or transfer students as a response toapplication to the university.

EVT + 5 years then destroyconfidentially (EVT = date ofGraduation or last attendance)

Yes Yes

UWSTU002 Acceptance Letters, (notenrolled)

Notification letters sent to admitted freshmen

or transfer students as a response toapplication to the university.

EVT +1 year then destroyconfidentially (EVT = date ofapplication)

Yes Yes

UWSTU003 Applications for Admission,(enrolled students)

Official institutional application formscompleted by prospective students foradmission or readmission to the institution.


Yes Yes

UWSTU004 Applications for Admission,(not enrolled)

Official institutional application formscompleted by prospective students foradmission or readmission to the institution.


Yes Yes

UWSTU005 Applications for Admission,falsified

Admissions application and supportingdocumentation received from individuals

misrepresenting themselves.

Retain for three (3) semestersfollowing the term for whichthe subject applied plus anadditional 7 years.

Yes Yes

UWSTU006 Applications for Admission,unsolicited

This series contains letters of

recommendation, test scores, portfolios, CDs,examples of work prepared by the potentialapplicants where no formal application wasever submitted. The materials may be receivedin any format.

Retain for three (3) semestersfollowing the term for whichthey applied plus an additional2 years.

Yes Yes

UWSTU007 Correspondence, staff, withor concerning enrolledstudents

Correspondence between Enrollment Servicesstaff within units or with students, relevant to

the admission and/or academic progress ofindividual student.

EVT+5 years then destroyconfidentially. (EVT = date ofGraduation or last attendance)

Yes Yes

UWSTU008 Correspondence, staff, withor concerning students whodid not enroll

Correspondence between Enrollment Servicesstaff within units or with students, relevant tothe admission and/or academic progress ofindividual student.

EVT+1 year then destroyconfidentially. (EVT = date ofapplication)

Yes Yes

UWSTU009 Credit by Examination orexperiential learning creditrecords

Examinations include but are not limited to

Advanced Placement results, CLEP, PEP, other

test score results, prior learningdocumentation, etc. used for advanced

placement within degree program

EVT+5 (for enrolled and non-enrolled students) years thendestroy confidentially. (EVT =Graduation date or date last

attended.)

Yes Yes

25

UWSTU010 Entrance Examination Results

and other placement testrecords, (enrolled students)

Student scores from standardized tests,include, but are not limited to: ACT, SAT, GREor university or department-specific tests orauditions for enrolled students.


Yes Yes

UWSTUOll Entrance Examination Results

and other placement testrecords, (not enrolled)

Student scores from standardized tests,including but not limited to: ACT, SAT, GRE oruniversity or department-specific tests oraudition for students who did not enroll in the

institution.


Yes Yes

UWSTU012 Graduate School degreeapplications—received

This series is comprised of graduationapplications received by either the Registrar'sOffice (for the Bachelor's and Professionaldegrees) or the Graduate School (for Master'sand Doctor's degrees), may include compiledlists of students eligible to graduate.

EVT +1 year then destroyconfidentially (EVT = date ofGraduation or last attendance)

Yes Yes

UWSTU013 Graduate School Admission

Applications (not accepted,not enrolled, or incomplete

A record of applicants for admission into agraduate program who were not accepted;who were accepted, but who did not enroll atthe University; or who never completed theapplication process, maintained at the schooland/or department levels.

EVT + 5 years then destroyconfidentially (EVT=dateofapplication)

Yes Yes

UWSTU014 Graduate School Admission

Applications—Residency/Fellowshipapplicants

Admission applications to a Residency orFellowship Program who did not match theprogram requirements, were not accepted,withdrew from consideration, or were not

interviewed. Also includes: Not Matched, NotAccepted, Withdrawn, or Not Interviewed

EVT + 5 years then destroyconfidentially (EVT= date ofapplication)

Yes Yes

UWSTU015 Graduate School QualifyingExams

Examinations or qualifying exams taken by Ph.D. candidates whereby they have to pass acertain number of them by a certain deadlineto qualify for admission to graduate school.There are also Grading Charts thatcomplement these exams which indicate whothe graders are.

EVT + 2 years then destroyconfidentially (EVT = date of lastattendance)

Yes Yes

UWSTU016 Letters of Recommendation,

(enrolled students)Letters of recommendation required by theschool or provided by the applicant asadditional information to admission officers.

EVT + 5 years then destroyconfidentially. (EVT = date ofapplication)

Yes Yes

UWSTU017 Letters of Recommendation,

(not enrolled)Letters of recommendation required by theschool or provided by the applicant asadditional information to admission officers.

EVT + 1 year then destroyconfidentially. (EVT = date ofapplication)

Yes Yes

26

UWSTU018 Program Admissions Records,(admitted students)

Materials submitted in the application processfor some majors, which have limited space andrequire application. Eligibility requirementsvary. Evidence of a minimum number of totalcredits, of a minimum grade-point average,scores for the Praxis l/Pre-Professional SkillsTest (PPST), a minimum number of credits inthe major, essays or statements, letters ofrecommendation, extended study abroad, orother documents, test scores or experiencessubmitted by successful applicants comprisethis series.

EVT+ 5 Years (EVT= Date ofgraduation from the program)

Yes Yes

UWSTU019 Program Admissions Records,(not admitted)

Materials submitted in the application processfor some majors, which have limited space andrequire application. Eligibility requirementsvary. Evidence of a minimum number of totalcredits, of a minimum grade-point average,scores for the Praxis l/Pre-Professional SkillsTest (PPST), a minimum number of credits inthe major, essays or statements, letters ofrecommendation, extended study abroad, orother documents, test scores or experiencessubmitted by applicants who fail to gainadmission comprise this series.

EVT+ 2 Years (EVT= Date ofapplication)

Yes Yes

UWSTU020 Residency Records, (enrolledstudents)

Records used to determine student residencyclassification for tuition purposes. Theserecords also include forms processed toappeal for in-state resident tuition. Recordsmay include a variety of state and federalincome tax information, high school records,employment records, etc.

EVT + 5 years then destroyconfidentially. (EVT = date ofgraduation or last attendance)

Yes Yes

UWSTU021 Residency Records,(admitted, not enrolled)

Records used to determine student residencyclassification for tuition purposes. Theserecords also include forms processed toappeal for in-state resident tuition. Recordsmay include a variety of state and federalincome tax information, high school records,employment records etc.

EVT +1 year then destroyconfidentially. (EVT = date ofapplication)

Yes Yes

UWSTU022 Transcripts from otherinstitutions, (enrolledstudents)

Transcripts from other institutions such aspreparatory schools, high schools, otheruniversities, colleges and technical schoolsused to support the admissions process


Yes Yes

27

UWSTU023 Transcripts from otherinstitutions, (not enrolled)

Transcripts from other institutions such aspreparatory schools, high schools, otheruniversities, colleges and technical schoolsused to support the admissions process

EVT+1 year then destroyconfidentially. (EVT = date ofapplication)

Yes Yes

UWSTU024 Veterans Records, (enrolledstudents)

Records related to student enrollment for

military benefits such as application, copies ofdischarge form DD214, VAeligibilitycertificates, study grants, VAvocationalrehabilitation agreements, VAfee vouchers,and correspondence, in as far as these recordssupport the admissions process.

EVT + 5 years then destroyconfidentially. (EVT= End ofbenefit award year)

Yes Yes

UWSTU025 Veterans Records, (notenrolled)

Records related to student enrollment for

military benefits such as application, copies ofdischarge form DD214, VAeligibilitycertificates, study grants, VAvocationalrehabilitation agreements, VAfee vouchers,and correspondence, in as far as these recordssupport the admissions process.


Yes Yes

Student Academic RecordsUWSTU026 Academic dismissal

/suspension /expulsionrecords

Letter from the Dean of Students or equivalentoffice explaining to the student the dismissal andreasons for the action.

CR + 6 years, then transfer toUniversity Archives

Yes Yes

UWSTU027 Academic misconduct

records

Notification of academic misconduct and

documentation of sanctions or disciplinary actionincluding correspondence, reports, requests forhearings, appeals and petitions.

CR + 6 years, then transfer toUniversity Archives

Yes Yes

UWSTU028 Academic Warnings Academic warning correspondence informing thestudent of poor academic performance thatthreatens continued attendance of the

institution.

EVT + 5 years. (EVT= date ofgraduation or lastattendance)

Yes Yes

UWSTU029 Add/Drop Records Completed course add or drop forms and relatedrecords required to add or drop courses after theregistration deadline.

EVT +1 year. (EVT =datesubmitted)

Yes Yes

UWSTU030 Applications for Graduation,(graduated students)

Applications completed by students prior tograduation, which trigger degree audits.

EVT +1 year. (EVT = date ofapplication)

Yes Yes

UWSTU031 Applications for Graduation,(non-graduated students)

Applications completed by students prior tograduation, which trigger degree audits.

EVT + 5 years. (EVT=application date)

Yes Yes

28

UWSTU032 Athlete Academic Records Records including dossiers created by theAthletic Director, the Associate Athletic Director

or the Compliance Officer for individual students,compiling academic and enrollmentrecords, credit and major requirements, amateurathletic status certification, semesters ofeligibility used and remaining, Tutor evaluationand assessment records or mandatory studytime records may be included.

EVT+10 years then destroyconfidentially (EVT = date ofgraduation or lastattendance)

Yes Yes

UWSTU033 Athletic Eligibility Reports Reports created by the Athletic Director, theAssociate Athletic Director or the ComplianceOfficer to demonstrate athletic eligibility ofteams.

EVT + 2 years then destroyconfidentially (EVT = date ofsubmission of official report)

Yes Yes

UWSTU034 Audit Authorizations Forms completed by students and signed by thecourse's instructor, giving the student permissionto audit a course.

EVT +1 year then destroyconfidentially (EVT = date ofsubmission)

Yes Yes

UWSTU035 Change of gradedocumentation

Data entry form completed by the instructor ofthe course and signed by the appropriate deansupporting an approved change of a previouslyassigned course grade.

EVT + 5 years then destroyconfidentially (EVT = date ofsubmission)

Yes Yes

UWSTU036 Changed Grade Record Paper, student information system (SIS)electronic, or other evidence of a legitimatelychanged final course grade.

CR+ 6 years, then transfer toUniversity Archives

Yes Yes

UWSTU037 Correspondence betweenstudents and facultyregarding course content orprogress

Correspondence between faculty and studentsrelating to coursework, as retained by academicdepartments to serve as source documents forsubmitted official grades.

6 months after close of

semester in which grades aresubmitted. Destroyconfidentially

Yes Yes

UWSTU038 Correspondence related toacademic inquiry

Student correspondence related to academicsother than with current instructors (SeeUWSTU037) or with Enrollment Servicesregarding Admission (See UWSTU007;UWSTU008)

EVT+1 year then destroyconfidentially (EVT = date ofcorrespondence)

Yes Yes

UWSTU039 Course Repeat ApprovalForm

Form requesting and/or granting approval torepeat a course for credit. Document containsstudent name, ID, course number and signatureof advisor and may record academic reasons forrepeating the class.

EVT+1 year then destroyconfidentially. (EVT = date ofsubmission)

Yes Yes

29

UWSTU040 Course Wait List Lists of students waiting for an enrollmentopening in an individual course because thecourse has reached its maximum class size. Lists

may be generated by academic departments orindividual instructors. They may be used to givepreference to waiting students in the followingsemester or determine the need for more

sections of the class.

EVT+ one semester or when

no longer needed foradministrative purposes.(EVT=end of semester inwhich list was created.)

Yes Yes

UWSTU041 Credit/no credit ApprovalForms

Request forms completed by the student andsigned by the instructor and related records tochange the individuals grading option of a coursefrom the letter grade to pass/fail or vice versa.

EVT+1year then destroy

confidentially. (EVT= date ofsubmission)

Yes Yes

UWSTU042 Criminal Background CheckRecords, Students

Records include, but are not limited to: (1)confidential self-disclosure applicationsupplements; (2) criminal background checkreports, which are generated by private vendorson a contract basis, University employees, oremployees of the Wisconsin Department ofJustice; (3) records created and received by theUniversity employees who are responsible fordecisions related to the applicants continuedprogress.

EVT+7 years then destroyconfidentially. (EVT = date ofcompleted check)

Yes Yes

UWSTU043 Curriculum changeauthorizations

Forms and related documentation authorized bythe department chair and/or the college deanapproving changes with authorizations toindividual student degree programrequirements.

EVT+5 years then destroyconfidentially. (EVT= date ofsubmission)

Yes Yes

UWSTU044 Degree Audits Records created through comparison oftranscript and other student records withrequirements for graduation to verify progressmade in degree program requirements.

EVT+5 years then destroyconfidentially. (EVT = date ofsubmission)

Yes Yes

UWSTU045 Diplomas, (returned becauseundeliverable

Paper diplomas returned to the university,undeliverable due to incorrect address or other

reasons.

EVT+1 year then destroyconfidentially. (EVT= date ofgraduation)

UWSTU046 Fellowships and Scholarships(graduate andundergraduate)

Notices of fellowship and scholarshipopportunities, nominations of candidates andresults for both graduate and undergraduatestudents.

EVT + 3 years (EVT = date oflast attendance)

Yes Yes

UWSTU047 Grade Books, original(academic departments)

Student grades recorded by instructors tosupport official grades submitted to the Registrar

EVT+2 years then destroyconfidentially. (EVT = end ofsemester)

Yes Yes

30

UWSTU048 Grades, Official Official student grades, recorded by theRegistrar.

Permanent. Yes Yes

UWSTU049 Graduate School Records for

accepted studentsOfficial student record contained in an

integrated student information system (ISIS):Admission Applications and Proficiency Testing,Letter of Recommendations, Directed Study andThesis Pre-authorization Forms, Credit

Evaluations and Re-evaluations, WisconsinResidency determination and supportingdocumentation, Dean's Academic and transfer

forms, Foreign Language Exam forms, GradeChange forms and Grade Problem Cards,Pass/Fail Option forms, Major Declaration forms,Disciplinary or conduct actions forms, Withholdof public information form(FERPA),StudentAuthorization for Disclosure in Education

Records, Study abroad course and gradeevaluations, Degree summary with attachedcorrespondence and related forms, DegreeAudits, Copy of the Transcript, Copy of thepermanent card, Identity change, legalsummons, subpoenas and relatedcorrespondence, ROTC forms, Course changerequest forms, Enrollment letters and othersupporting information from Registrars office,and Transcripts from other colleges oruniversities.

10 years from date of receiptof degree or date of lastattendance and destroyconfidentially

Yes Yes

UWSTU050 Graduate School:

Thesis/Dissertations/Directed Study

Theses and Dissertations written as part of therequirement for a conferred degree. Someprograms allow for Directed Study or a Thesis.


No No

UWSTU051 Grievances, exam/courserelated (not grade disputes)

Forms recording student grievances aboutcourses, coursework, exams, or instructor andinclude student name and number,term/semester, course number name ofinstructor and signatures by student, faculty orstaff.

EVT+3 years then destroyconfidentially (EVT = date ofsubmission)

Yes Yes

UWSTU052 Hold or Encumbrance

Authorizations

Limitations placed on a student's account due tolate payment, late registration, or other reasonsstated by the institution due to nonpayment offees, fines, citations, etc.

EVT + 6 years (EVT = fiscalyear of hold creation)

Yes Yes

31

UWSTU053 Honors Program Applicantfiles, undergraduate

Honors Program applicant files and applications,grade point averages, scholarship and awardmaterials, and statistics.

EVT + 5 years then destroyconfidentially (EVT= date ofapplication)

Yes Yes

UWSTU054 Instructional Materials

including materials in coursemanagement systems

Examinations, coursework, assignments, etc.retained by academic departments to serve assource documents for submitted official grades,including those materials found in coursemanagement systems, such as Desire2Learn(D2L).

1 year after end of semesterin which grades aresubmitted years thendestroy confidentially

Yes Yes

UWSTU055 Internship Agreements Agreements, also known as memorandums,between the University, individual departmentsor colleges or the UW Board of Regents andexternal businesses or agencies governingsupervised practical training or service learningexperiences. Internship agreements DO NOTconcern individual students but rather

acknowledge the business or agency'swillingness to accept interns in the future.

EVT +1 year then destroy(EVT= Expiration ofagreement)

No No

UWSTU056 Internship Contracts Signed agreements governing supervisedpractical training or service learning experiencesof university students. Often internship contractsare made between academic

departments/colleges and external agencies butmay involve another university department.Contracts stipulate expectations of a student'sresponsibilities, the learning outcomes to becovered as well as the logistical aspects of theprogram.

Original: EVT +1 year thendestroy confidentially. (EVT=date of end of internship asdetermined by theUniversity)

Yes Yes

UWSTU057 Major Declarations, Changes,Certification of second

Major, Minors

Documents detailing the student's declaration orchange of majors or the addition of a secondmajor or minor. Records contain the date of thechange, required authorizations, the parametersof the addition or change including the newrequirements for completion.

EVT+5 years then destroyconfidentially. (EVT =graduation or lastattendance)

Yes Yes

UWSTU058 Name Change Authorizations Forms and subsequent records documenting aname change request by a student.


Yes Yes

UWSTU059 Petitions, Exceptions toacademic rules

Paper forms submitted by the studentrequesting an exception be made to academicrules regarding required classes, etc.


Yes Yes

32

UWSTU060 Registration Forms Forms completed by students at the time ofregistration. These forms contain student nameand number, term or semester, class number

and title and number of credits.

EVT+1 year then destroyconfidentially (EVT = date ofsubmission)

Yes Yes

UWSTU061 Schedules, Individual studentschedule of classes

Schedule issued to students recording the classesin which they are enrolled, credits, gradingoption, location and meeting times of classes,and including student name, class, major andidentification number.

EVT+1 year then destroyconfidentially (EVT = date ofschedule creation)

Yes Yes

UWSTU062 Student Teacher Field

Experience FileRecords assembled through the evaluation ofstudent teachers conducting their field work.Records may contain but are not limited to:written evaluations of field supervisors andcooperating teachers; remediation plans;recommendation letters; signed agreementswith districts; correspondence; copies oftranscripts and other student records.

EVT + 7 year then destroy(EVT= Graduation orsemester of last attendance)

Yes Yes

UWSTU063 Study Abroad Program Files Databases or paper files which are maintainedfor multiple years. The data provides acontinuous list of study abroad program names,student names, number participating, dates ofthe program, course registration, medicalinformation, names of roommates, biographicalinformation and other information.

EVT+1 year then destroyconfidentially (EVT= end ofprogram)

Yes Yes

UWSTU064 Syllabi and/or individualcourse calendars

Record series includes the written summary ofindividual class objectives, topics covered,requirements, necessary texts and equipment,grading and evaluation procedures and otherclass-specific policies created by an instructor forstudents.

Official Department Copy: 10years after last day of coursethen transfer to archives *

*The determination of

archival value of syllabi willbe made by each institution'sarchives

No No

UWSTU065 Transcripts, official Official student academic transcripts showingname, years of attendance, courses attended,grades, major and further academicachievements.

Permanent Yes Yes

UWSTU066 Transcripts, student requests Documentation recording student requests forofficial copies of their university transcripts

EVT+1 year then destroyconfidentially (EVT = date ofrequest)

Yes Yes

33

UWSTU067 Transfer Credit Evaluations Forms that evaluate the credits an individual

student previously earned at another institutionbased on transfer equivalencies (UWSTU091)and used to determine actual student credit

transfers

EVT+5years then destroyconfidentially (EVT = date ofevaluation)

Yes Yes

UWSTU068 Withdrawal Authorizations Forms completed by students in order toofficially withdraw from all classes after the lastday to withdraw from individual classes. Includesidentification information, the agreement to paythe withdrawal fee, and an explanation of theextraordinary non-academic reasons for thestep. Documentation also includes the records ofthe decision of the granting authority.

EVT + 5 years then destroyconfidentially (EVT = date ofsubmission)

Yes Yes

International Student RecordsUWSTU069 Arrival-Departure Records,

(enrolled students) (1-94)(copy)

A copy or image of the 1-94. Form 1-94 must becompleted at the time of entry to the UnitedStates by foreign citizens that are being admittedinto the United States with nonimmigrant visastatus. Form 1-94 documents a lawful admission

to the U.S. in a specific status and any definedexpiration of that status in the United States.

EVT + 5 years then destroyconfidentially (EVT = date ofgraduation or lastattendance)

Yes Yes

UWSTU070 Arrival-Departure Records,(not enrolled) (1-94) (copy)

A copy or image of the 1-94. Form 1-94 must becompleted at the time of entry to the UnitedStates by foreign citizens that are being admittedinto the United States in a nonimmigrant visastatus. Form 1-94 documents a lawful admission

to the U.S. in a specific status and any definedexpiration of that status in the United States.


Yes Yes

UWSTU071 Certificate of Eligibility for F-1 Visa Status, (enrolledstudents) (1-20) (copy)

A copy or image of the 1-20.The 1-20is a formused to apply for a non-immigrant student visa(F-l visa). The 1-20 form is a certificate ofeligibility for nonimmigrant (F-l) student statusissued by the school that has admitted tostudent. It is a requirement for the F-l Visa. TheUW agency provides the 1-20to students whohave been accepted to attend class. The studentis required to keep the original.


Yes Yes

34

UWSTU072 Certificate of Eligibilityfor F-1 Visa Status, (not enrolled)(l-20)(copy)

A copy or image of the 1-20. The 1-20 is a formused to apply for a non-immigrant student visa(F-l visa). The 1-20form is a certificate ofeligibility for nonimmigrant (F-l) student statusissued by the school that has admitted tostudent. It is a requirement for the F-l Visa. TheUW agency provides the 1-20 to students whohave been accepted to attend class. The studentis required to keep the original.

EVT +1 year then destroyconfidentially (EVT= date ofsubmission)

Yes Yes

UWSTU073 Certificate of Eligibility forExchange Visitor J-l StatusForm DS-2019, (enrolledstudents) (copy)

A copy or image of the DS-2019. The DS-2019 is amulti-purpose document issued by a U.S.government-approved institution (ororganization) certifying that admission into aprogram has been accepted. Programparticipants use the DS-2019 to apply for anexchange visitor (J-l) non-immigrant visa. TheStudent and Exchange Visitor InformationSystem (SEVIS) database, processes theinformation and produces a copy of the DS-2019that is sent back to the school. The student is

required to keep the original.


Yes Yes

UWSTU074 Certificate of Eligibility forExchange Visitor J-l StatusForm DS-2019, (not enrolled)(copy)

A copy or image of the DS-2019. The DS-2019 is amulti-purpose document issued by a U.S.government-approved institution (ororganization) certifying that admission into aprogram has been accepted. Programparticipants use the DS-2019 to apply for anexchange visitor (J-l) non-immigrant visa. TheStudent and Exchange Visitor InformationSystem (SEVIS) database, processes theinformation and produces a copy of the DS-2019that is sent back to the school. The student is

required to keep the original.


Yes Yes

UWSTU075 Passport Page ShowingPassport Number, (enrolledstudents) (copy)

A copy or image of the passport photo page toverify the passport number, country ofcitizenship, birthplace, birth date, and accuratespelling of the name of the student.


Yes Yes

UWSTU076 Passport Page ShowingPassport Number, (notenrolled) (copy)

A copy or image of the passport photo page toverify the passport number, country ofcitizenship, birthplace, birth date, and accuratespelling of the name of the student.


Yes Yes

35

UWSTU077 Statement of educational

costs, (enrolled students)The UW agency provides a copy of the statementof educational cost to the students. The

statement indicates university contactinformation, estimated expenses for tuition,fees, living expenses, health insurance andinstructions for submitting financial verificationform.

EVT+ 5 years then destroyconfidentially (EVT= date ofgraduation or lastattendance)

Yes Yes

UWSTU078 Statement of educational

costs, (not enrolled)The UW agency provides a copy of the statementof educational cost to the students. The

statement indicates university contactinformation, estimated expenses for tuition,fees, living expenses, health insurance andinstructions for submitting financial verificationform.

EVT +1 year then destroyconfidentially(EVT = date ofsubmission)

Yes Yes

UWSTU079 Statement of financial

responsibility and supportingdocuments, (enrolledstudents)

Copies of financial documents include bankletters showing sufficient funds on deposit for atleast the first year's expenses and legal names ofsponsors with appropriate signatures and dates.The UW agency may keep the originaldocuments or copies or images of them.


Yes Yes

UWSTU080 Statement of financial

responsibility and supportingdocuments, (not enrolled)

Copies of financial documents include bankletters showing sufficient funds on deposit for atleast the first year's expenses and legal names ofsponsors with appropriate signatures and dates.The UW agency may keep the originaldocuments or copies or images of them.


Yes Yes

UWSTU081 United States Permanent

Resident Card (Green Card)copy, (enrolled students)

A copy or image of the Permanent Resident Card.The card has previously been called the AlienRegistration Receipt Card and is has not alwaysbeen green in color. The card provides evidenceof admissibility to the United States as a lawfulpermanent resident.


Yes Yes

36

UWSTU082 United States Permanent

Resident Card (Green Card)copy, (not enrolled)

A copy or image of the Permanent Resident Card.The card has previously been called the AlienRegistration Receipt Card and is has not alwaysbeen green in color. The card provides evidenceof admissibility to the United States as a lawfulpermanent resident.

EVT +1 year then destroyconfidentially (EVT= date ofsubmission)

Yes Yes

Publications, Statistics and PolicyUWSTU083 Catalog, graduate and

undergraduateOfficial institutional course catalog in paper orelectronic format providing overview ofadmissions policies, course offerings and degreerequirements as well as minor and certificaterequirements.


No No

UWSTU084 Class Schedules/timetables(institutional)

Official list of courses offered each semester,with information regarding course numbers,names and credits; instructors; times; and course

location in any format. This may differsignificantly from the publication available tostudents at the time of registration.


No No

UWSTU085 Correspondence,policy-setting

Policy-setting correspondence within EnrollmentServices units or between them and universityadministration.


No No

UWSTU086 Course File, master Official courses offered throughout the history ofthe institution


No No

UWSTU087 Enrollment and Class Lists Reports generated by Enrollment Services duringany given semester reflecting student enrollmentrosters, class size, graduation lists

CR+ 6 years, then transfer toUniversity Archives.

Yes Yes

UWSTU088 Enrollment Verifications and

Certifications

Records used to verify student enrollment forpurposes such as loan applications, insurancediscounts, and Social Security benefits.

EVT+1. EVT is completion ofverification or certification.

Destroy confidentially

Yes Yes

37

UWSTU089 Grade Reports/statistics

UWSTU090 Honors Lists

UWSTU091 Transfer Equivalencies

FERPA-Related Records

Reports of official grades awarded, degreesconferred, grade lists, academic standing, gradepoint averages, degree statistics

Lists of students who have achieved academic

distinction, including but not limited to theDean's List

Aggregate transfer credit equivalencyinformation, comparing course subject area,content, difficulty, level, and credit hourscollected to evaluate and determine

transferrable course credits from other

institutions.



Until superseded. Keep untilsuperseded and destroy

Yes Yes

No No

UWSTU092 Requests for and Disclosureof Personally identifiableInformation

Third-party requests for information, whichrequire a student's signed and dated writtenconsent for disclosure of information (seeUWSTU097), and documentation of thesubsequent disclosure of the information, ifgranted.

Permanent. Yes Yes

UWSTU093 Requests for Corrections torecords and Formal hearings

Student-initiated requests for corrections torecords and for formal hearings regarding theamendment of the academic record, based onthe student's right to request to have recordscorrected that he or she believes to be

inaccurate, misleading or in violation of theirprivacy rights.

Permanent. Yes Yes

UWSTU094 Requests for Nondisclosureof Directory Information

Documentation supporting a request to withholditems from public records, including the"Request to Withhold Student Information"form, where applicable.

Permanent. Yes Yes

UWSTU095 Statement on contents of

Records regarding hearingpanel decisions

Statement written by a student who finds thedecision of the formal hearing regarding theacademic record unsatisfactory. The statementsetting forth any reasons for disagreeing with thedecision is placed in his or her file.

Permanent. Yes Yes

38

UWSTU096 Waiver of Right of Access toConfidential

Recommendations

The waiver to right of access for a letter ofrecommendation is allowed for three purposes:(1) admission to another educational institution;(2) employment; (3) receipt of an award orhonor. These are the only areas in which waiversare allowed.

Permanent or until

terminated by the studentYes Yes

UWSTU097 Written Consent for Records

Disclosure

The student's written, signed, and dated consentto the disclosure of personally identifiableinformation about a student or the inspection ofthe student's records.

Permanent. Yes Yes

UWSTU098 Written Decisions of HearingPanels

Decisions resulting from a formal hearingregarding a student-initiated request foramendment of the student's educational

records. Related to series UWSTU093 and

UWSTU095

Permanent. Yes Yes

Federal Disclosure RecordsUWSTU099 Athletic Participation/EADA

Document

Records to disclose data about Equity inAthletics and to the Office of PostsecondaryEducation (OPE), Federal Department ofEducation. The source and background for thesereports are data retained in worksheets,spreadsheets, charts, surveys, email, web-linkeddata and narrative reports, all of which are to beconsidered records belonging to this series.

3 years after requireddisclosure. Destroy ortransfer to Archives

No No

UWSTU100 College costs, Accreditation,Textbook information,Transfer Credit Policy

Records are provided both to students and theDepartment of Education. The source andbackground for these reports are data retainedin worksheets, spreadsheets, charts, surveys,email, web-linked data and narrative reports, allof which are to be considered records belongingto this series. These disclosure records are

organized in two broad categories: 1. Non-Loan-Related Disclosure Requirements: Availability ofInstitutional and Financial Aid Information,Student Financial Assistance, GeneralInstitutional Information, Teacher PreparationProgram Report, Health and Safety, StudentOutcomes, Intercollegiate Athletic Program, andVoter Registration II. Disclosure Requirements


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UWSTU101

UWSTU102

Graduation/CompletionTransfer Out data

Institutional Information

Relating to Education Loans: HEAdisclosurerequirements that are related to Title IV, HEAprogram loans, and private education loans.The records include data and reports supplied tothe Department of Education (ED) and tostudents fulfillingStudent Right-to-Knowlegislative requirements. The source andbackground for these reports are data retainedin worksheets, spreadsheets, charts, surveys,email, web-linkeddata and narrative reports, allof which are to be considered records belongingto this series. Reportingto ED is accomplishedvia systems such as the IntegratedPostsecondary Education Data System (IPEDS).IPEDS collects data on postsecondary educationin the United States in seven areas: institutional

characteristics, institutional prices, enrollment,student financial aid, degrees and certificatesconferred, student persistence and success, andinstitutional human and fiscal resources.

Records and information are disclosed to

students and reported to the FederalDepartment of Education. The source andbackground data for these reports are to beconsidered records belonging to this series. Theinformation collected includes, but is not limitedto: cost of attendance including fees and books,refund policy, withdrawal procedures, studyabroad programs, and name of accreditingagencies (See 34 CFR 668.43)

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No

No

No

No

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