UW-GS 3 Curriculum Records

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Academic Planning Project Files: please see Special Educational Forums, Events and Activities.


Accreditation Documentation: Statistical, descriptive and evaluative materials necessary for a program, college or school to maintain accreditation 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Retention: 6 years after accreditation, or until superseded by new accreditation, whichever is longer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 for review

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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 (Washington, Wyoming, Alaska, Montana and Idaho) region 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

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Conferences, Seminars, Short Courses, Conventions, Institutes and Events: please see Special Educational Forums, Events and Activities.

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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: 5 years after tenure approved or denied
Disposition Method: Shred or Delete

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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 or Delete

Other Copy: Faculty/Academic Departments
Retention: 3 years after end of quarter
Disposition Method: Shred or Delete 

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Course History Files: Please see History Files in UW General Schedule section 10.

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Course Materials: Materials created and used as the basis for the content of a course.  May include notes, rubrics, PowerPoint slides, podcasts and other recordings.

Official Copy: Academic Departments
Retention: 3 months after no longer needed for agency business plus one academic quarter
Disposition Method: Shred or Delete

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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 or Delete

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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 or Delete

Other Copy: Academic Departments
Retention: see Electronic Records which do not need to be Retained. Specifically, Student Records.
Disposition Method: Recycle or Delete

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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 

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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: Recycle or Delete

Other Copy: Academic Departments
Retention: 1 year after proposal denied
Disposition Method: Recycle or Delete

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Lecture Series: please see Special Educational Forums, Events and Activities.

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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: 6 years after end of calendar year
Disposition Method: Transfer to Archives for review

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Program Review and Evaluation: Documents the internal and external evaluation and review of graduate and undergraduate departments, special programs/interdisciplinary centers/institutes within a specific school or college. May include comments from outside sources, students, faculty, administrators, other interested parties, and institutional comparisons. Includes 10 year departmental self-evaluation and review.

Official Copy: Any Office
Retention: 6 years after end of calendar year
Disposition Method: Transfer to Archives for review 

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Special Educational Forums, Events and Activities: A record of the planning, development and presentation of special educational forums or events presented or sponsored by the UW or held in UW facilities. May include project/planning files for student enrichment. Includes lecture series, conferences, seminars, short courses, conventions, institutes, field trips, summer camps, etc. Does not include permission slips or financial records.

Official Copy: Any Office
Retention: 5 years after end of calendar year
Disposition Method: Transfer to Archives for review 

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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  

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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  

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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 

Official Copy: UWB:  Student Affairs:  Registrar
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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