UW-GS 3 Curriculum Records
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Academic Planning Project Files: A record of activities and events planned for student enrichment. May include field trips, summer camps, and other activities. Does not include permission slips or financial records.
Official Copy: Any Office
Retention: 5 years after the end of the academic year
Disposition Method: Shred or Delete
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Retention: 6 years after accreditation, or until superseded by new accreditation, whichever is longer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
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Conferences, Seminars, Short Courses, Conventions, Institutes and Events: 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 summer institutes, field trips, summer camps, etc.
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: 5 years after tenure approved or denied
Disposition Method: Shred or Delete
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
Course History Files: A record of the content of approved academic courses. May include course descriptions, syllabi and bibliographies, sample examinations, etc.
Official Copy: Academic Departments
Retention: until course is dropped
Disposition Method: Transfer to Archives for review
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
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
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: 1 year after end of quarter
Disposition Method: Recycle or Delete
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: Recycle or Delete
Other Copy: Academic Departments
Retention: 1 year after proposal denied
Disposition Method: Recycle or Delete
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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
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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: 5 years after end of calendar year
Disposition Method: Transfer to Archives for review
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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: Transfer to Archives for review
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
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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
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 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
