UW-GS 9 Student Records
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-A-
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 or Delete
Other Copy: College/School or Department
Retention: 6 years after degree awarded, or 6 years after last quarter of activity
Disposition Method: Shred or Delete
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 or Delete
Official Copy: UW Bothell: Admission's Office
Retention: 9 years after beginning of Fall Quarter of admission year
Disposition Method: Shred or Delete
Official Copy: UW Tacoma: Enrollment Services
Retention: 9 years after beginning of Fall Quarter of admission year
Disposition Method: Shred or Delete
Other Copy: College/School or Department
Retention: 6 years after degree awarded, or 6 years after last quarter of activity
Disposition Method: Shred or Delete
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: 2 year after beginning of quarter for which applied; Foreign Applicants: 2 years after beginning of quarter for which applied
Disposition Method: Shred or Delete
Other Copy: College/School or Department
Retention: 1 year after completion of admission process
Disposition Method: Shred or Delete
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 or Delete
Official Copy: Graduate Admissions -- foreign applicants
Retention: 2 years after beginning of quarter for which applied
Disposition Method: Shred or Delete
Other Copy: College/School or Department -- foreign applicants
Retention: 1 year after completion of admission process
Disposition Method: Shred or Delete
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 or Delete
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 or Delete
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 or Delete
Other Copy: College/School or Department
Retention: Until superseded
Disposition Method: Shred or Delete
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 or Delete
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 or Delete
Audio/Visual and Video Equipment Requests: This series documents the check out and return of audio/visual and video equipment by students, staff and faculty. If the equipment is not returned on time, a late fee is not incurred.
Official Copy: College/School or Department
Retention: 6 months after return of equipment
Disposition Method: Shred or Delete
Award Files: Provides a record of awards/special recognition and achievements for a particular student, program, department, employee, or volunteer. Does not include scholarships.
Official Copy: College/School or Department
Retention: 6 years after award presented
Disposition Method: Shred or Delete
-C-
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 or Delete
Official Copy: UW Bothell: Student Affairs: Registrar
Retention: 2 years after end of quarter
Disposition Method: Shred or Delete
Other Copy: Any Advisory Office/Dean's Office
Retention: 2 years after end of quarter
Disposition Method: Shred or Delete
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 or Delete
Continuing Education Course Records: Provides a record of continuing education courses. May provide proof of attendance for professionals taking course for continuing education credit, financial records, registrant list, credits awarded, advertisements for course, course evaluation, contract with instructor, etc.
Official Copy: Any Office
Retention: 7 years after course completed
Disposition Method: Shred or Delete
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 or Delete
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 or Delete
Other Copy: College/School or Department
Retention: Until end of quarter in which exam is given
Disposition Method: Shred or Delete
-D-
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 or Delete
Official Copy: UW Bothell: Student Affairs: Registrar
Retention: 1 year after end of quarter
Disposition Method: Shred or Delete
Official Copy: UW Tacoma: Enrollment Services
Retention: 1 year after end of quarter
Disposition Method: Shred or Delete
Official Copy: Graduate School (for Master's and Doctor's degrees)
Retention: 6 years after last quarter registered
Disposition Method: Shred or Delete
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 or Delete
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 or Delete
Other Copy: College/School or Department
Retention: Until superseded
Disposition Method: Shred or Delete
Disciplinary Cases: A record of investigations and disciplinary actions taken pursuant to the Student Conduct Code (WAC 478-120).
Official Copy: Office of the Vice Provost for Student Life - academic and non-academic cases
Retention: 7 years after disciplinary action has been taken and/or after the administrative purpose has been served
Disposition Method: Shred or Delete
Official Copy: Dean -- for academic disciplinary actions & non-disciplinary actions
Retention: 7 years after disciplinary action has been taken and/or after the administrative purpose has been served
Disposition Method: Shred or Delete
Official Copy: Housing and Food Services: Residential Life - residence hall cases
Retention: 7 years after disciplinary action has been taken and/or after the administrative purpose has been served
Disposition Method: Shred or Delete
Other Copy: Department
Retention: 7 years after disciplinary action has been taken and/or after the administrative purpose has been served
Disposition Method: Shred or Delete
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 or Delete
NOTE: By requirement of WAC 478-120-145, disciplinary records of exonerated students shall not be maintained.
-E-
Enrollment Reports - Census: 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 Services
Retention: 3 years after end of quarter
Disposition Method: transfer to Archives for review
Official Copy: UW Bothell: Student Affairs:Registrar
Retention: 3 years after end of quarter
Disposition Method: transfer to Archives for review
Other Copy: College/School or Department
Retention: Considered a duplicate; may be disposed of as soon as they have served their reference purpose
Disposition Method: Shred or Delete
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 Services
Retention: Until end of quarter
Disposition Method: Recycle or Delete
Other Copy: College/School or Department
Retention: Until end of quarter
Disposition Method: Recycle or Delete
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 or Delete
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 or Delete
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 or Delete
-F-
Field Trip 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 or Delete or Delete
-G-
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 or Delete
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 or Delete
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 Services
Retention: Sent to department; no paper copy retained
Disposition Method: Shred or Delete
Official Copy: UW Bothell: Student Affairs: Registrar
Retention: Sent to department; no paper copy retained
Disposition Method: Shred or Delete
Other Copy: College/School or Department
Retention: 2 years after end of quarter
Disposition Method: Shred or Delete
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 Services
Retention: 1 month after end of quarter
Disposition Method: Shred or Delete
Other Copy: College/School or Department
Retention: Until transcript is received
Disposition Method: Shred or Delete
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 or Delete
Official Copy: UW Bothell: Student Affairs: Registrar
Retention: 5 years after end of quarter
Disposition Method: Shred or Delete
Official Copy: UW Tacoma: Enrollment Services
Retention: 5 years after end of quarter
Disposition Method: Shred or Delete
Other Copy: College/School or Department
Retention: Until superseded by verified Grade Confirmation Report
Disposition Method: Shred or Delete
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 or Delete
Official Copy: UW Bothell: Student Affairs: Registrar
Retention: 2 years after end of quarter
Disposition Method: Shred or Delete
Official Copy: UW Tacoma: Enrollment Services
Retention: 2 years after end of quarter
Disposition Method: Shred or Delete
Other Copy: College/School or Department
Retention: Until graduation or withdrawal from the UW
Disposition Method: Shred or Delete
-M-
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 or Delete
-P-
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 or Delete
Permission Slips: see Field Trip Permission Slips
-R-
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 or Delete
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 Services
Retention: 1 year after report is run
Disposition Method: Shred or Delete
Other Copy: College/School or Department
Retention: Until superseded by quarterly grade report
Disposition Method: Shred or Delete
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 Services
Retention: Variable depending on report, refer to departmental records retention schedule; transfer to Archives for review
Disposition Method: Shred or Delete
Official Copy: UW Bothell: Student Affairs: Registrar
Retention: Variable depending on report, refer to departmental records retention schedule; transfer to Archives for review
Disposition Method: Shred or Delete
Other Copy: College/School or Department
Retention: 1 year after end of quarter
Disposition Method: Shred or Delete
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 or Delete
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 or Delete
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 or Delete
-S-
Scholarships Awarded by Department -- Program Records: A record of a departmentally-administered scholarship program (not administered by UW Office of Student 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 Office of Student Financial Aid. May include administrative requirements for the scholarship, correspondence, lists of recipients, etc.
Official Copy: Office of Student Financial Aid
Retention: 5 years after funds are dispersed
Disposition Method: Shred or Delete
Other Copy: College/School or Department
Retention: 3 years after award
Disposition Method: Transfer to Archives for review
Scholarship/Research Award/Student 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 or Delete
Scholarships/Research Award/Student Award Awarded by Department -- Recipients: A record of recipients of departmentally-administered scholarship funds (not administered by UW Office of Student Financial Aid) 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 or Delete: forward record of recipients to Archives
Student Employment Recruitment Files: Provides a record of prospective employers recruiting for full, part-time, or work study employees at UW sponsored events or using UW sponsored resources including Career Fairs, Husky Employer Partnership Program, Featured Employers Night, virtual Resume Books, etc . May include registration forms, recruiting information, publicity documents, data sheets, lists of interviewees, etc. May also include Job Location and Development Program job listings; maintained as per 34 CFR 675.36, 34 CFR 375.19, and 34 CFR 668.24.
Official Copy: College/School or Department
Retention: 6 years after the end of the academic year
Disposition Method: Shred or Delete
Student Folders --A record of the academic history of degree (undergraduate, graduate, professional) and non-degree (certificate, fellowship, professional) students who have taken university courses. Includes evaluative/progress report documentation.
Official Copy: College/School or Department
Retention: 6 years after degree awarded or last activity
Disposition Method: Shred or Delete
Student Folders -- Non-Matriculated and Visiting Students: A record of students who have taken classes at the UW but have not been admitted to a degree program. Transcripts may be used to document completion of course requirements.
Official Copy: College/School or Department
Retention: 3 years after last quarter of activity
Disposition Method: Shred or Delete
Student Petitions and Waivers: Provides a record of a petitions and waivers for a change to the status of a student, or for exemption from a fee or requirement. Also includes release from liability.
Official Copy: College/School or Department
Retention: 6 years after graduation or last contact with student
Disposition Method: Shred or Delete
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 or Delete
-T-
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 or Delete
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 or Delete
-U-
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 or Delete
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 or Delete
-W-
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 or Delete
Official Copy: UW Bothell: Registrar's Office
Retention: Hardship Withdrawal- 5 years after end of quarter
Non-Hardship Withdrawal- 3 years after end of quarter
Disposition Method: Shred or Delete
Official Copy: UW Tacoma: Enrollment Services
Retention: Hardship Withdrawal- 5 years after end of quarter
Non-Hardship Withdrawal- 3 years after end of quarter
Disposition Method: Shred or Delete
Other Copy: College/School or Department
Retention: 1 quarter after withdrawal
Disposition Method: Shred or Delete
