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 degree awarded, or 6 years after last quarter of activity
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

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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

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Admission Applications -- Applicants Not Accepted, Not Entered, or Application Incomplete: A record of applicants for UW admission into an undergraduate, graduate or fellowship program who were either denied admission; who were accepted but not entered; or who never completed the application process.

Official Copy: Admissions Offices or Any College/School or Department with an Admission Process
Retention: 1 year after completion of admission process
Disposition Method: Shred or Delete

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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

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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

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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

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Audio/Visual and Video Equipment Requests:  See Equipment Requests.


Award Files: Provides a record of awards/special recognition and achievements for a particular student. Does not include scholarships.

Official Copy: College/School or Department
Retention: 6 years after award presented
Disposition Method: Shred or Delete

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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

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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

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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

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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

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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

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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

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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

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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.

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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

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Equipment Requests: Documents the check out and return of audio/visual and other equipment by students, staff and faculty.  If the equipment is not returned on time, a late fee is not incurred.

Other Copy: College/School or Department
Retention: 6 months after return of equipment
Disposition Method: Shred or Delete

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Exams, Papers, Projects and Other Assignments by Students: A record of  answers to examinations, as well as papers, projects and other assignments submitted by students in fulfillment of course or degree requirements.
NOTE: This retention period applies to those exams and assignments not retrieved by the student after they are graded.

Official Copy: Academic Departments
Retention: 1 quarter after the end of the quarter
Disposition Method: Shred or Delete

NOTE: A sample of each exam and its answer sheet should be retained with Course History Files.

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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.

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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

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-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

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-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

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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

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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

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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

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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

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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

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-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

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-P-


Papers, Projects and Other Assignments by Students: see Exams, Papers, Projects and Other Assignments

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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

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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

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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

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Registration Petitions: Records relating to student requests to the Registrar’s Office for a change to their status or fee requirements within a single quarter.  Includes petitions for hardship withdrawals to drop a class, requests to modify and/or correct student records, and petitions to waive or refund late registration fees, change of registration fees, or confirmation of enrollment deposits.

Official Copy: Registrar's Office
Retention: 6 years after end of quarter
Disposition Method: Shred or Delete

Official Copy: UW Bothell: Registrar's Office
Retention: 6 years after end of quarter
Disposition Method: Shred or Delete

Official Copy: UW Tacoma: Enrollment Services
Retention: 6 years after end of quarter
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 1 quarter after end of quarter
Disposition Method: Shred or Delete

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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

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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

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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- 45 years after degree is awarded
Disposition Method: Shred or Delete

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-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 

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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 

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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

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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 

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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

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Student FoldersA record of the academic history of degree (undergraduate, graduate, professional) and non-degree (certificate, fellowship, professional) students who have taken university courses, including internships/externships.  Includes admission applications and evaluative/progress report documentation.

Official Copy: College/School or Department
Retention: 6 years after degree awarded or last activity
Disposition Method: Shred or Delete

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Student Folders --Non-Academic:  A record of students who have received services provided by University resources. Includes but is not limited to writing center and other tutoring programs, tracking and monitoring success rates of participants in pre-enrollment programs, diagnostic and counseling services, accommodations requested, offered and provided, tracking of student health information including immunization history, tracking of student compliance with non-UW rules and regulations, etc.

Official Copy: College/School or Department
Retention: 6 years after last contact
Disposition Method: Shred or Delete

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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

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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

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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

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-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

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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

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-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

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-W-


Withdrawal Petitions: see Registration Petitions

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