UNIVERSITYOFWISCONSINSYSTEM STUDENTRECORDS GENERALRECORDSSCHEDULE

February2012

UNIVERSITYOFWISCONSINSYSTEM:GENERALRECORDSSCHEDULESFORSTUDENTRECORDS I. INTRODUCT
SE TheUniversityofWisconsinSystemcomprisesfifteendistinctinstitutions,manyofwhi
iverecordsthataresimilarinpurposeandutility.Intheinterestofefficiency,therefore
uleidentifiescategoriesofstudentrelatedrecords.Theidentifiedrecordseriesarecommon
tyofWisconsininstitutions. ThisdocumentalsoprovidesguidancetoUniversitySystememp
gwhatdoesanddoesnot compriseapublicrecord,whichwillinturnallowUniversityemplo
imeperiod andthereafterdestroyexpiredpublicrecords,aswellasthosematerialsthatdo
ecords.TheUWSystemmustmanageallstudentrecordstoensuresystematiccontrolfromcrea
hprocessing,distribution,maintenance,retrieval,retentionandfinaldisposal. II. SCOPE
dsschedulesdescribedwithinthisdocumentincludethefollowingrecords: AdmissionRecor
eletters ApplicationsforAdmission ApplicationsforAdmission,falsified Applications
,unsolicited Correspondence,enrollmentstaff,withorconcerningstudents Creditbyexami
erientiallearningcreditrecords Entranceexaminationresults GraduateSchoolDegreeAppl
raduateSchoolAdmissionApplications GraduateSchoolQualifyingExams LettersofRecomme
ollees ProgramAdmissionApplications Residencyrecords Transcriptsfromotherinstitutio
nsrecords StudentAcademicRecords Academicdismissal/suspension/expulsionrecords Ac
ductrecords Academicwarnings Add/Droprecords Applicationsforgraduation AthleteAca
AthleticEligibilityReports AuditAuthorizations 2

Changeofgradedocumentation ChangedGradeRecord Correspondenceregardingcoursecontent

orrespondencerelatedtoacademicinquiry Courserepeatapprovalform Coursewaitinglists
editapprovalforms CriminalBackgroundCheckRecords Curriculumchangeauthorizations De
iplomas FellowshipsandScholarships GradeBooks,original(academicdepartments) Grades
aduateSchoolRecordsforacceptedstudents,ISISfiles Grievances,exam/courserelated Ho
ceauthorizations HonorsProgramApplicantfiles Instructionalmaterialsincludingmater
nagementsystems Internshipagreements Internshipcontracts Majordeclarations,changes,
cationofsecondmajor,minors Namechangeauthorizations Petitions,Exceptionstoacademi
rationforms Schedules,individualstudent StudentTeacherFieldExperienceFile StudyA
es Syllabiand/orcoursecalendars Thesis/Dissertations Transcripts,official Transcript
entrequests Transfercreditevaluations Withdrawalauthorizations InternationalStuden
rivalDepartureRecordsforInternationalStudents CertificateofEligibilityforFVisaSt
eofEligibilityforExchangeVisitorJStatusFormDS PassportPageShowingPassportNum
lcosts Statementoffinancialresponsibilityandsupportingdocuments UnitedStatesPerm
rd(GreenCard)copy 3

Publications,StatisticsandPolicy Catalog Classschedules/timetables(institutional) C

ndence,policysetting CourseFile,master Enrollmentandclasslists Enrollmentverifi
cations Gradereports/statistics HonorsLists Transferequivalencies FERPArelatedRe
randDisclosureofPersonallyidentifiableInformation RequestsforCorrectionstorecords
ings RequestsforNondisclosureofDirectoryInformation StatementoncontentsofRecordsr
ingpaneldecisions WaiverofRightofAccesstoConfidentialRecommendations Writtenconse
sclosure Writtendecisionsofhearingpanels FederalDisclosureRecords: Athleticpartic
ADocument Collegecosts,Accreditation,Textbookinformation,TransferCreditPolicy Crime
cs/SecurityReports Graduation/CompletionTransferOutdata InstitutionalInformation

III. UTILITYANDFUNCTIONOFINFORMATIONPROVIDEDWITHINTHISDOCUMENT a.Preservationof

ments.Historically,Universityrecordshavebeenpreservedin paperfiles.Presently,howev
sintechnologyarebeginningtopresentaviable alternativetopaperrecords:electronicd
rsystems.Usingelectronicdatato storeUniversityrecordspresentsapotentiallyfatalfl
useelectronicdatadecays overtime.Thus,unlikepaperrecords,withthepassageoftimee
einformation asitrandomlyslipsawayinbitesizedchunks,unlesssoftwareupdatesareco
d, installed,andmaintained.
Becauseofthisaspectofinformationtechnologysystems,recordsstoragewithinaninformat
mplywiththelegalrequirementssetforthinRegentPolicyDocument32: UniversityofWisc
ordsManagement;andChapterAdministrative12: ElectronicRecordsManagementStandardsand
nts.Pleasecarefullyreviewthese documentspriortostoringofficialcopiesofpublicreco
ionsystemsandifyou havequestionsorconcernsthenpleaseseekassistancefromtherecor
ctive UniversityofWisconsininstitution. 4

b.UseoftheSystemsApproach.Toasgreatextentaspossible,therecordsschedulesinclud
redevelopedusingasystemsapproach.Thatis,thesubstantiveinformation containedwithin
cument,ratherthanthedocumentsformat,isthebasisforthe descriptorofeachdepartmen
atforsomedocumentsisdynamicin natureandsubjecttoadministrativechange.Thus,thed
umentareas comprehensiveaspossiblewithoutrelyinguponformatorformnames. Duetoth
heremaybeinstancesinwhichanindividualrecordsschedule doesnotreflecttheexacttit
riginatorofadocument.Insuch cases,ifaUniversityemployeehasdifficultydetermining
mprisesarecord byreviewingthedescriptiveinformationcontainedwithinboththedocument
edulethenemployeesseekassistancefromtherecordsofficerattheirrespectiveUniversity
titution. c.MinimumRetentionEstablishedandPermanentRetentionProcedure.Therecordssc
cludedwithinthisdocumentestablishminimumretentionperiodsforeachtypeofrecord.The
hrecordisassumedtobedestructionafteritsminimumretentionperiod. However,expiredr
d,foraslongastheyareneededasaresourcefor performingfutureprojectsonbehalfof
.MaterialsThatDoNotComprisePublicRecords.UnderWisconsinlaw,manymaterialsdonot
s.Therefore,nonrecordsshouldberetainedonlysolongastheyareuseful asaresourcef
onofpublicbusinessonbehalfoftheUniversityof WisconsinSystem.Thereafter,inthein
dproperresourcemanagement,they shouldbedestroyed. Thefollowingmaterialsarenotpub
rWis.Stats.&&16.61and19.35. 1.Duplicates.Publicrecordsdonotincludeduplicatecop
nalcopiesofwhich areinthecustodyofanofficecontainedwithintheUniversityofWisco
ion, andwhicharemaintainedbyaUniversityemployeeonlyforconvenienceorreferenceand
rpose. 2.UnsolicitedNoticesorInvitations.Publicrecordsdonotincludeunsolicitednot
onsreceivedbyaUniversityemployee,whicharenotrelatedtoanyofficialactiontaken, p
dbytheUniversityofWisconsinSystem. 3.Drafts,NotesandPreliminaryComputations.Pub
udedrafts,notes, preliminarycomputations,andlikematerials,butonlyiftheyareintend
ya UniversityemployeeorpreparedbyaUniversityemployeeinthenameofthepersonforw
4.RoutingSlipsandEnvelopes.PublicrecordsdonotincludeRoutingslipsandenvelopes.
ublicrecordsdonotincludematerialsthatarethepersonalpropertyofa Universityemploy
iontohisorheroffice. 5

Pleasenotethatnonrecordsshouldbedestroyedassoonaspossible,concurrentwiththetim
rusefulasaresourceforperformingthetransactionofpublicbusinesson behalfoftheUn
sonalmaterialsshouldneitherbecreatednorretainedbya Universityduringtheregularco
sonotethatifnonrecordsareretainedbeyondthetimetheyarenolongerusefulasaresou
sinessonbehalfoftheUniversitythenunderWisconsinlaw, duplicates,unsolicitednotices
,routingslipsandenvelopeswouldhavetobeturned overtoarequesterinresponsetoar
t,andinresponsetoauditor litigationproceedings.SeeWisconsinStatute13.94,19.35,
leDoesNotrequirecreationofRecords ItisunderstoodthatnotallUWSystemCampusesmay
stedinthis schedule.ThisscheduledoesnotrequirerecordstobecreatedbyUWSystemCam
yguidanceforthoserecordsthatareusedbyUWSystemCampuses.

IV. CONDITIONSAFFECTINGFINALDISPOSITION Allrecommendeddispositionsstatedwithinthi

ybecarriedoutbyUniversityof Wisconsininstitutionswithoutfurtherconsultationorapp
ersityofWisconsin Archives,legalservices,orinternalauditwiththefollowingexception
rdsRequest.Ifapublicrecordsrequestisreceivedbyanofficeforanyrecordor records
lethentherecord(s)cannotbedestroyeduntiltherequestis granted,oruntilatleasts
estisdenied.Courtordersmayextend thistimeperiod.Ifnecessaryanduponrequest,the
illprovide guidancetoUniversityofWisconsininstitutionsregardingpublicrecordrequest
ionorAudit.EachUniversityofWisconsininstitutionmustnotonlyretainrecordsthat are
itigationoraudit,butalsosuspendanydispositionofthoserecords untilsuchtimeasthe
pleted.Requestsforrecordsrelatingtoopenaudits mustbefiledwiththeUniversityofWi
nvolvedintheaudit. UNIVERSITYOFWISCONSINSYSTEMSTUDENTRECORDSGENERALRECORDSSCHEDU
tyofWisconsinSystemStudentRecordsGeneralRecordsScheduleappliestoallUniversity of
utions.InordertofacilitateefficientrecordsmanagementforUniversityemployees, thisg
leisprovidedinnarrativeformat. ThoserecordsseriesthatcontainPersonallyIdentified
I)aremarkedas: PII?Yes. TheFamilyEducationRightsandPrivacyAct(FERPA)appliesto
houtthis document.Theseareidentifiedasconfidentialandrequireappropriatehandlingas
6

AdmissionRecords
UWSTU001AcceptanceLetters,(enrolledstudents) Comprisingthisseriesaretheuniversity
cationlettersinanyformatsenttoadmitted freshmenortransferstudentsasaresponseto
rsity.Suchlettersmayincludean invitationtoorientationandindicateanyfurthersteps
dmittedstudent. RetentionPeriod:EVT+5yearsthendestroyconfidentially(EVT=dateof
ndance) PII?Yes Confidential?Yes Copies:Destroyconfidentiallywhennolongerneeded.D
ongerthantheoriginal. UWSTU002AcceptanceLetters,(notenrolled) Comprisingthisser
ityscopyofnotificationlettersinanyformatsenttoadmitted freshmenortransferstude
ationtotheuniversity.Suchlettersmayincludean invitationtoorientationandindicate
dedtobetakenbytheadmittedstudent. RetentionPeriod:EVT+1yearthendestroyconfide
ation) PII?Yes Confidential?Yes Copies:Destroyconfidentiallywhennolongerneeded
hantheoriginal. UWSTU003ApplicationsforAdmission,(enrolledstudents) Therecordsin
linstitutionalapplicationformscompletedinanyformatbyprospectivestudents foradmiss
iontotheinstitution. RetentionPeriod:EVT+5yearsthendestroyconfidentially(EVT=d
ttendance) PII?Yes Confidential?Yes Copies:Destroyconfidentiallywhennolongerneeded
ieslongerthantheoriginal. UWSTU004ApplicationsforAdmission,(notenrolled) Therec
cialinstitutionalapplicationformscompletedinanyformatbyprospectivestudents foradm
issiontotheinstitution. RetentionPeriod:EVT+1yearthendestroyconfidentially(EVT=
?Yes Confidential?Yes Copies:Destroyconfidentiallywhennolongerneeded.Donotkeep
iginal. UWSTU005ApplicationsforAdmission,falsified Admissionsapplicationandsupport
entationreceivedfromindividuals misrepresentingthemselves.Theretentionperiodprovid
nttimetotrackthoseindividualswho maymakerepeatattemptstosubmitafalsifiedapplic
iod:Retainforthree(3)semestersfollowingthetermforwhichthesubjectappliedplusa
onfidentially. PII?Yes Confidential?Yes Copies:Destroyconfidentiallywhennolonger
pieslongerthantheoriginal. 7

UWSTU006ApplicationsforAdmission,unsolicited Thisseriescontainslettersofrecommendat
cores,portfolios,CDs,examplesofworkpreparedby thepotentialapplicantswherenoforma
versubmitted.Thematerialsmaybereceivedin anyformat.Someinstitutionsreceiveasign
issioninquiriesfromabroad.Itisoften difficultforthosepotentialapplicantstoobtai
alspreviouslysubmitted.Twoyears incorporatesagraceperiodforthosepotentialstudent
plicationforthenext academicyear. Retentionperiod:Retainforthree(3)semesters
eyappliedplusan additional2yearsthendestroyconfidentially. PII?Yes Confidential
onfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal. UWSTU007
aff,withorconcerningenrolledstudents Theseriesincludescorrespondenceinanyformatb
ntServicesstaffwithinunitsorwith students,relevanttotheadmissionand/oracademicp
alstudent. RetentionPeriod:EVT+5yearsthendestroyconfidentially.(EVT=dateofgradua
ance) PII?Yes Confidential?Yes Copies:Destroyconfidentiallywhennolongerneeded.Do
gerthantheoriginal. UWSTU008Correspondence,staff,withorconcerningstudentswhodid
esincludescorrespondenceinanyformatbetweenEnrollmentServicesstaffwithinunitsorwi
evanttotheadmissionand/oracademicprogressofindividualstudent. RetentionPeriod:EVT
royconfidentially.(EVT=dateofapplication) PII?Yes Confidential?Yes Copies:Dest
ennolongerneeded.Donotkeepcopieslongerthantheoriginal. UWSTU009CreditbyExami
arningcreditrecords ExaminationsincludebutarenotlimitedtoAdvancedPlacementresults
rtestscoreresults, priorlearningdocumentation,etc.usedforadvancedplacementwithin
tentionPeriod:EVT+5(forenrolledandnonenrolledstudents)yearsthendestroyconfidentia
ationdateordatelastattended.) PII?Yes Confidential?Yes Copies:Destroyconfidenti
ded.Donotkeepcopieslongerthantheoriginal. UWSTU010EntranceExaminationResultsan
trecords,(enrolledstudents) Studentscoresfromstandardizedtests,include,butarenot
T,GREoruniversityor departmentspecifictestsorauditionsforenrolledstudents. Reten
arsthendestroyconfidentially(EVT=dateofGraduationorlastattendance) PII?Yes Conf
es:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal
8

UWSTU011EntranceExaminationResultsandotherPlacementTestRecords,(notenrolled)Studen
mstandardizedtests,includingbutnotlimitedto:ACT,SAT,GREoruniversityordepartment
itionforstudentswhodidnotenrollintheinstitution. RetentionPeriod:EVT+1yearthe
y(EVT=dateofapplication) PII?Yes Confidential?Yes Copies:Destroyconfidentially
otkeepcopieslongerthantheoriginal. UWSTU012GraduateSchoolDegreeApplications
risedofgraduationapplicationsreceivedbyeithertheRegistrar sOffice(forthe Bachelor
onaldegrees)ortheGraduateSchool(forMaster sandDoctor sdegrees),may includecompil
seligibletograduate.TheOfficialCopyresidesintheRegistrar sOffice Graduationan
elor sandProfessionaldegreesandintheGraduateSchoolfor Master sandDoctor sdegrees
oundintheCollege/SchoolorDepartment RetentionPeriod:EVT+1yearthendestroyconfiden
raduationorlastattendance) PII?Yes Confidential?Yes Copies:Destroyconfidentiallywh
eded.Donotkeepcopieslongerthantheoriginal. UWSTU013GraduateSchoolAdmissionA
ted,notenrolled,orincomplete) ArecordofapplicantsforUWadmissionintoagraduatepr
ed;whowere accepted,butwhodidnotenroll;orwhonevercompletedtheapplicationproces
licationfilesmaintainedattheschooland/ordepartmentlevelscontainingsometoallofth
aterials:copyoftheapplicationforadmissiontotheGraduateSchool,completesetofoffi
motherinstitutions,copyoftheGraduateSchoolExaminer sreport,reasonsforgraduate st
neouscorrespondence,lettersofrecommendation,GREscores,andothermaterials whichmayb
eparticularschoolordepartment. RetentionPeriod:EVT+5yearsthendestroyconfidentia
ation) PII?Yes Confidential?Yes Copies:Destroyconfidentiallywhennolongerneeded.
erthantheoriginal. UWSTU014GraduateSchoolAdmissionApplicationsresidency/fellow
hisseriesincludesadmissionapplicationsinanyformatofapplicantstoaResidencyorFell
idnotmatchtheprogramrequirements,werenotaccepted,withdrewfromconsideration,orwer
d.AlsoincludesNotMatched,NotAccepted,Withdrawn,orNotInterviewed. RetentionPeriod
oyconfidentially(EVT=dateofapplication) PII?Yes Confidential?Yes Copies:Destr
ongerneeded.Donotkeepcopieslongerthantheoriginal. 9

UWSTU015GraduateSchoolQualifyingExams ExaminationsorqualifyingexamstakenbyPh.D.
andidatesarerequiredtopassa certainnumberofexamsbyacertaindeadlinetoqualifyfo
ool.Theyare groupedbysemesterandeachexamisgradedbytwopeople.TherearealsoGr
seexamswhichindicatewhothegradersare. RetentionPeriod:EVT+2yearsthendestroy
tattendance) PII?Yes Confidential?Yes Copies:Destroyconfidentiallywhennolongern
eslongerthantheoriginal. UWSTU016LettersofRecommendation,(enrolledstudents)These
elettersof recommendationinanyformatrequiredbytheschoolorprovidedbytheapplican
ationtoadmissionofficers. RetentionPeriod:EVT+5yearsthendestroyconfidentially.(E
ion) PII?Yes Confidential?Yes Copies:Destroyconfidentiallywhennolongerneeded.D
antheoriginal. UWSTU017LettersofRecommendation,(notenrolled)Theserecordsinclude
endation inanyformatrequiredbytheschoolorprovidedbytheapplicantasadditionalinf
officers. RetentionPeriod:EVT+1yearthendestroyconfidentially.(EVT=dateofapplica
ential?Yes Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslonger
WSTU018ProgramAdmissionsRecords,(admittedstudents) Thisseriesincludesmaterialssubmi
pplicationprocessformajorsthathavelimitedspaceand requireapplication.Entrancetot
etitive;notallstudentswillnecessarilybeaccepted. Eligibilityrequirementsvaryfromp
am.Forexample,ingeneral,teachereducationstudents mustcompleteaminimumnumberofto
imumgradepointaverage,takeandsubmit thescoresforthePraxisI/PreProfessionalSkill
itanapplication.Someprograms alsorequireapplicantstocompleteaminimumnumberofcre
ramsmayaskfor essaysorstatements,lettersofrecommendation,extendedstudyabroad,or
stscores, orexperiences.Thesematerials,submittedbysuccessfulapplicants,comprisethi
tentionPeriod:EVT+5Years(EVT=Dateofgraduationfromtheprogram) PII?Yes Confide
hennolongerneeded.
10

UWSTU019ProgramAdmissionsrecords,(notadmitted) Thisseriesincludesmaterialssubmitt
tionprocessforsomemajors,whichhavelimited spaceandrequireapplication.Entranceto
titive;notallstudentswillnecessarilybe accepted.Eligibilityrequirementsvaryfrompr
m.Forexample,ingeneral,teacher educationstudentsmustcompleteaminimumnumberoftot
mumgradepoint average,takeandsubmitthescoresforthePraxisI/PreProfessionalSkills
tan application.Someprogramsalsorequireapplicantstocompleteaminimumnumberofcred
ramsmayaskforessaysorstatements,lettersofrecommendation,extendedstudyabroad,oro
stscores,orexperiences.Thesedocumentsforstudentswhohaveappliedandfailedtobe a
ies. RetentionPeriod:EVT+2Years(EVT=Dateofapplication) PII?Yes Confidential?Y
ongerneeded. UWSTU020Residencyrecords,(enrolledstudents) Recordsusedtodetermine
cyclassificationfortuitionpurposes.Theserecordsalsoinclude formstoappealforins
.Recordssuppliedtosubstantiatethismayincludeavarietyof stateandfederalincomet
olrecords,employmentrecordsandotherdocuments. RetentionPeriod:EVT+5yearsthend
.(EVT=dateofgraduationorlastattendance) PII?Yes Confidential?Yes Copies:Destroy
nnolongerneeded.Donotkeepcopieslongerthantheoriginal. UWSTU021Residencyrecord
led) Recordsusedtodeterminestudentresidencyclassificationfortuitionpurposes.These
lude formstoappealforinstateresidenttuition.Recordssuppliedtosubstantiatethism
ateandfederalincometaxinformation,highschoolrecords,employmentrecordsandotherdoc
nPeriod:EVT+1yearthendestroyconfidentially.(EVT=dateofapplication) PII?Yes
stroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal. U
romotherinstitutions,(enrolledstudents) Transcriptsfromotherinstitutionssuchasprep
ools,highschools,otheruniversities,colleges andtechnicalschoolsusedtosupportthea
ss RetentionPeriod:EVT+5yearsthendestroyconfidentially.(EVT=dateofapplication)
?Yes Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthan
ranscriptsfromotherinstitutions,(notenrolled) Transcriptsfromotherinstitutionssuch
oryschools,highschools,otheruniversities,colleges andtechnicalschoolsusedtosuppor
sprocess RetentionPeriod:EVT+1yearthendestroyconfidentially.(EVT=dateofapplica
tial?Yes Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerth

UWSTU024Veteransrecords,(enrolledstudents) Recordsrelatedtostudentenrollmentforfed
emilitarybenefitssuchasapplication,copiesof dischargeformDD214,VAeligibilitycert
rants,VAvocationalrehabilitationagreements,VA feevouchers,andcorrespondence,inasf
dssupporttheadmissionsprocess.See FINAID001andFINAID010forthedisposalofthosevet
terminefinancialaid eligibility. RetentionPeriod:EVT+5yearsthendestroyconfidentia
enefitawardyear) PII?Yes Confidential?Yes Copies:Destroyconfidentiallywhennolong
pcopieslongerthantheoriginal. UWSTU025Veteransrecords,(notenrolled) Recordsrela
llmentforfederal/statemilitarybenefitssuchasapplication,copiesof dischargeformDD2
itycertificates,studygrants,VAvocationalrehabilitationagreements,VA feevouchers,an
dence,inasfarastheserecordssupporttheadmissionsprocess.See FINAID001andFINAID01
seveteransrecordsusedtodeterminefinancialaid eligibility. RetentionPeriod:EVT+2
fidentially.(EVT=dateofapplication) PII?Yes Confidential?Yes Copies:Destroyconf
ngerneeded.Donotkeepcopieslongerthantheoriginal.

StudentAcademicRecords
UWSTU026AcademicDismissal/Suspension/Expulsionrecords Universityscopyoftheletter
heDeanofStudentsorequivalentofficeexplainingto thestudentthedismissalandtheaca
asonsfortheaction. RetentionPeriod:CR+6years,thentransfertoUniversityArchives.
s Copies:Retainoneyearthendestroyconfidentially UWSTU027AcademicMisconductrecord
onofacademicmisconductanddocumentationofsanctionsordisciplinaryactionincluding co
e,reports,requestsforhearings,appealsandpetitions. RetentionPeriod:CR+6years,th
sityArchives. PII?Yes Confidential?Yes Copies:Retainoneyearthendestroyconfidenti
ademicWarnings Academicwarningsentbyemailorpapercorrespondenceinformingthestudent
performancethatthreatenscontinuedattendanceoftheinstitution. RetentionPeriod:EVT+
teofgraduationorlastattendance) PII?Yes Confidential?Yes Copies:Destroyconfide
eded.Donotkeepcopieslongerthantheoriginal. 12

UWSTU029Add/Droprecords Completedcourseaddordropformsandrelatedrecordsrequiredb
dordropcourses aftertheregistrationdeadline.

RetentionPeriod:EVT+1year.(EVT=datesubmitted) PII?Yes
Confidential?Yes Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopiesl
inal. UWSTU030ApplicationsforGraduation,(graduatedstudents) Applicationscompletedb
sasrequiredpriortograduation.Thesetriggerdegreeauditswhich reviewstudentrecord
erequirements.(DegreeAuditsUWSTU044)

RetentionPeriod:EVT+1year.(EVT=dateofapplication) PII?Yes
Confidential?Yes Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopiesl
inal. UWSTU031ApplicationsforGraduation,(nongraduatedstudents) Applicationscomplet
ntsasrequiredpriortograduation.Thesetriggerdegreeauditswhich reviewstudentreco
reerequirements.(DegreeAuditsUWSTU044)

RetentionPeriod:EVT+5years.(EVT=applicationdate) PII?Yes
Confidential?Yes Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopiesl
inal. UWSTU032AthleteAcademicRecords Recordsincludingdossiersinanyformatcreated
ector,theAssociateAthleticDirectoror theComplianceOfficerforindividualstudents,c
icandenrollmentrecords,creditand majorrequirements,amateurathleticstatuscertificat
ersofeligibilityusedandremaining, whichmakeupparticipationstatus.Whereoffered,tu
dassessmentrecordsormandatory studytimerequirementrecordsmaybeincluded. Retention
rsthendestroyconfidentially(EVT=dateofgraduationorlastattendance) PII?Yes Confi
s:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.
ligibilityReports ReportsinpaperorelectronicformcreatedbytheAthleticDirector,the
icDirectororthe ComplianceOfficertodemonstrateathleticeligibilityofteams.Therepo
rizedacademic andenrollmentinformationandapprovalofacademicrecordforeachmemberof
tificationofamateurathleticstatusandnumberofsemestersofeligiblecompetitionusedan
rschoolsinWIAC,thisseriesrunsparalleltotheconferencewideseriesWIAC107) Retentio
ndestroyconfidentially(EVT=dateofsubmissionofofficialreport) PII?Yes Confidenti
royconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.
13

UWSTU034AuditAuthorizations Documentationconsistingofpaperorelectronicformscomplete
tsandsignedbythecourses instructor,givingthestudentpermissiontoauditacourse,i
demiccredit. RetentionPeriod:EVT+1yearthendestroyconfidentially(EVT=dateofsubm
dential?Yes Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslonge
WSTU035ChangeofGradeDocumentation Documentationasapaperorelectronicdataentryform
tructoroftherelevantcourse andsignedbytheappropriatedeansupportinganapprovedcha
ignedcoursegrade. RetentionPeriod:EVT+5yearsthendestroyconfidentially(EVT=date
Confidential?Yes Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopiesl
inal. UWSTU036ChangedGradeRecord Paper,studentinformationsystem(SIS)electronic,o
eofalegitimatelychangedfinalcourse grade. RetentionPeriod:CR+6years,thentransf
es. PII?Yes Confidential?Yes Copies:Destroyconfidentiallywhennolongerneeded.Don
hantheoriginal. UWSTU037Correspondencebetweenstudentsandfacultyregardingcourseco
ss Correspondencebetweenfacultyandstudentsinanyformrelatingtocoursework,asretai
rtmentstoserveassourcedocumentsforsubmittedofficialgrades. RetentionPeriod:6mon
sterinwhichgradesaresubmitted. Destroyconfidentially PII?Yes Confidential?Yes C
identiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal. UWSTU038Co
dtoacademicinquiry StudentCorrespondencerelatedtoacademicsotherthanwithcurrentin
STU037)orwith EnrollmentServicesregardingAdmission(SeeUWSTU007;UWSTU008) Retention
+6monthsyearsthendestroyconfidentially(EVT=dateofcorrespondence) PII?Yes Confi
estroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.
tApprovalForm Formrequestingand/orgrantingapprovaltorepeatacourseforcredit.Docu
ntname, ID,coursenumberandsignatureofadvisorandmayrecordacademicreasonsforrepe
tionPeriod:EVT+1yearthendestroyconfidentially.(EVT=dateofsubmission) PII?Yes C
ies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheorigina

UWSTU040CourseWaitList Listsofstudentswaitingforanenrollmentopeninginanindivid
ursehasreached itsmaximumclasssize.Listsmaybegeneratedbyacademicdepartmentsori
rs.They maybeusedtogivepreferencetowaitingstudentsinthefollowingsemesterordet
tionsoftheclass. RetentionPeriod:EVT+onesemesterorwhennolongerneededforadminis
T=endof semesterinwhichlistwascreated.) PII?Yes Confidential?Yes Copies:Destroy
nnolongerneeded.Donotkeepcopieslongerthantheoriginal. UWSTU041Credit/NoCredit
tformscompletedbythestudentandsignedbytheinstructorandrelatedrecordstochanget
ptionofacoursefromthelettergradetopass/failorviceversa. RetentionPeriod:EVT+1
ntially.(EVT=dateofsubmission) PII?Yes Confidential?Yes Copies:Destroyconfidenti
eeded.Donotkeepcopieslongerthantheoriginal. UWSTU042CriminalBackgroundCheckRec
cordsarecreatedthroughaninvestigationofoffensesandrelateddisclosedinformationfor
ngtowardprofessionalexperience,licensureorcertificationandusuallyinvolvedwithanin
inicalexperience.Manyprogramskeeptheserecordsseparatefromotherstudentrecords.Thes
ude,butarenotlimitedto:(1)confidentialselfdisclosureapplicationsupplements;(2)cr
undcheckreports,whicharegeneratedbyprivatevendorsonacontractbasis,University em
esoftheWisconsinDepartmentofJustice;(3)recordscreatedandreceivedbythe Universit
ponsiblefordecisionsrelatedtotheapplicantscontinuedprogress. RetentionPeriod:EVT+7
troyconfidentially.(EVT=dateofcompletedcheck) PII?Yes Confidential?Yes Copies:D
allywhennolongerneeded.Donotkeepcopieslongerthantheoriginal. UWSTU043Curricul
ons Formsandrelateddocumentationinanyformatauthorizedbythedepartmentchairand/or
ovingchangeswithauthorizationstoindividualstudentdegreeprogramrequirements. Retenti
:EVT+5yearsthendestroyconfidentially.(EVT=dateofsubmission) PII?Yes Confidentia
yconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal. UWSTU
dscreatedthroughcomparisonoftranscriptandotherstudentrecordswithuniversityand de
irementsforgraduationtoverifyprogressmadeinstudentdegreeprogram requirementsand/o
oradegree. RetentionPeriod:EVT+5yearsthendestroyconfidentially.(EVT=dateofsubmi
dential?Yes Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslonge
5

UWSTU045Diplomas,(returnedbecauseundeliverable) Paperdiplomasreturnedtotheuniversi
erableduetoincorrectaddressorotherreasons. PII?No Confidential?No RetentionPeri
troyconfidentially.(EVT=dateofgraduation) UWSTU046FellowshipsandScholarships(grad
rgraduate) Noticesoffellowshipandscholarshipopportunities,nominationsofcandidatesan
,either individualorlistsinanyformat,forbothgraduateandundergraduatestudents. R
T+3years(EVT=dateoflastattendance) PII?Yes Confidential?Yes Copies:Destroyc
eded.Donotkeepcopieslongerthantheoriginal. UWSTU047GradeBooks,original(academic
entgradesrecordedbyprofessorsandinstructorsinanyformattosupporttheofficialaward
dtotheRegistrar RetentionPeriod:EVT+2yearsthendestroyconfidentially.(EVT=endof
idential?Yes Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslong
UWSTU048Grades,official Officialstudentgrades,recordedbyRegistrar,includingmateria
s:paper,electronic,D2L,etc. RetentionPeriod:Permanent. PII?Yes Confidential?Yes
onfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal. UWSTU049
rdsforacceptedstudents Thisseriescontainstheofficialstudentrecordcontainedinani
nformationsystem (ISIS).ItcontainsAdmissionApplicationsandProficiencyTesting,Lette
dations,Directed StudyandThesisPreauthorizationForms,CreditEvaluationsandReevalua
sinResidency determinationandsupportingdocumentation,Dean sAcademicandtransferforms
anguage Examforms,GradeChangeformsandGradeProblemCards,Pass/FailOptionforms,Majo
rms,Disciplinaryorconductactionsforms,Withholdofpublicinformationform(FERPA),Stude
zationforDisclosureinEducationRecords,Studyabroadcourseandgradeevaluations,Degree
tachedcorrespondenceandrelatedforms,DegreeAudits,CopyoftheTranscript,Copyof the
titychange,legalsummons,subpoenasandrelatedcorrespondence,ROTCforms, Coursechange
,EnrollmentlettersandothersupportinginformationfromRegistrarsoffice, andTranscript
llegesoruniversities.Otherformatsmayincludemicrofilm,Images,anddata intheDataw
eriod:10yearsfromdateofreceiptofdegreeordateoflastattendanceanddestroy confid
ential?Yes 16

UWSTU050GraduateSchool:Thesis/Dissertations/DirectedStudy ThesesandDissertationswritt
artoftherequirementforaconferreddegree.Someprogramsallow forDirectedStudyoraT
d:CR+6,thentransfertoLibraryorUniversityArchivesperpolicyoftheindividual inst
tial?No Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongertha
U051Grievances,Exam/courserelated(notgradedisputes) Paperorelectronicformsrecordin
evancesaboutcourses,coursework,exams,instructorand includestudentnameandnumber,te
,coursenumbernameofinstructorandsignaturesby student,facultyorstaff. Retention
ndestroyconfidentially(EVT=dateofsubmission) PII?Yes Confidential?Yes Copies:De
llywhennolongerneeded.Donotkeepcopieslongerthantheoriginal. UWSTU052HoldorEnc
ns Limitationsplacedonastudent saccountduetolatepayment,lateregistration,orot
stitutionduetononpaymentoffees,libraryfines,parkingcitations,etc.Anencumbrancec
tsfromregisteringforclasses,affectthereleaseoftheirtranscripts,ordelaytherecept
s. RetentionPeriod:EVT+6yearsthendestroyconfidentially(EVT=fiscalyearofcreation)
tial?Yes Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerth
TU053HonorsProgramApplicantFiles,undergraduate ThisrecordseriesincludesHonorsProgr
tfilesandapplications,gradepointaverages, scholarshipandawardmaterials,andstatist
on:EVT+5yearsthendestroyconfidentially(EVT=dateofapplication) PII?Yes Confide
ructionalMaterialsincludingmaterialsincoursemanagementsystems Examinations,coursewo
nments,etc.asretainedbyacademicdepartmentstoserveassource documentsforsubmitted
isseriesincludescoursesupportinstructionalmaterialsinany formatincludingthosefoun
ementsystems,suchasDesire2Learn(D2L). RetentionPeriod:1yearafterendofsemesterin
ttedyearsthendestroy confidentially. PII?Yes Confidential?Yes Copies:Destroyconf
olongerneeded.Donotkeepcopieslongerthantheoriginal.
17

UWSTU055InternshipAgreements Agreements,alsoknownasmemorandums,betweentheUniversity
ualdepartmentsorcollegesor theUWBoardofRegentsandexternalbusinessesoragenciesg
pervisedpractical trainingorservicelearningexperiencesofuniversitystudents.Internsh
entsDONOTconcern individualstudentsbutratheracknowledgethebusinessoragencyswill
ernsinthe future.Agreementsmayincludealistoftheresponsibilitiesandexpectationso
iversityofficesandthestudents;aswellasanygeneralprovisionsorinformationgermanet
earningexperience. RetentionPeriod:EVT+1yearthendestroy(EVT=expirationofagree
al?No Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthan
56InternshipContracts Signedagreementsgoverningsupervisedpracticaltrainingorservice
xperiencesofuniversity students.Ofteninternshipcontractsaremadebetweenacademicdepa
ollegesandexternal agenciesbutmayinvolveanotheruniversitydepartment.Contractsstipu
ationsofastudents responsibilities,thelearningoutcomestobecoveredaswellasthel
ogram. Retentionperiodisidenticaltothatfortestsandotherinstructionalmaterialstha
dto determineastudentsfinalgrade. RetentionPeriod:Original:EVT+1yearthendest
ateofendofinternshipas determinedbytheUniversity) PII?Yes Confidential?Yes Cop
tiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal. UWSTU057Major
,CertificationofSecondMajor,Minors Electronicorpaperdocumentsdetailingthestudent
angeofmajorsortheadditionofa secondmajororminor.Recordscontainthedateofthec
ns,theparametersof theadditionorchangeincludingthenewrequirementsforcompletion.
,changeandthe additionofasecondmajororminormayallbecontainedinonedocumentor
ralforms.Practicevariesbetweendepartmentsandschools. RetentionPeriod:EVT+5yearsth
identially.(EVT=graduationorlastattendance) PII?Yes Confidential?Yes Copies:Dest
llywhennolongerneeded.Donotkeepcopieslongerthantheoriginal. UWSTU058NameChan
ndsubsequentrecordsinanyformdocumentinganamechangerequestandactioninitiatedbya
riod:EVT+5yearsthendestroyconfidentially(EVT=dateofsubmission) PII?Yes Confiden
stroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.
18

UWSTU059Petitions,Exceptionstoacademicrules Paperformssubmittedbythestudentreques
onbemadetoacademicrulesregarding requiredclasses,etc.Formsincludestudentnameand
ster,coursenumbernameof instructorandsignaturesbystudent,facultyorstaff. Retent
rsthendestroyconfidentially(EVT=dateofsubmission) PII?Yes Confidential?Yes Copi
ntiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal. UWSTU060Regis
pletedbystudentsatthetimeofregistrationinpaper,electronicoronlineformats.These
ameandnumber,termorsemester,classnumberandtitleandnumberofcredits. Retention
oyconfidentially(EVT=dateofsubmission) PII?Yes Confidential?Yes Copies:Destroy
olongerneeded.Donotkeepcopieslongerthantheoriginal. UWSTU061Schedulesindividu
asses Electronicorpaperscheduleissuedtostudentsrecordingtheclassesinwhichtheyar
, gradingoption,locationandmeetingtimesofclasses,andincludingstudentname,class,
cationnumber. RetentionPeriod:EVT+1yearthendestroyconfidentially(EVT=dateofsched
?Yes Confidential?Yes Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepc
riginal. UWSTU062StudentTeacherFieldExperienceFile Recordsassembledthroughtheev
ntteachersconductingtheirfieldwork.Recordsmay containbutarenotlimitedto:writte
pervisorsandcooperatingteachers; remediationplans;recommendationletters;signedagreem
thdistricts;correspondence;copiesof transcriptsandotherstudentrecords.Recordskept
onaryperiodofnewteacherstoaidin theirprofessionaldevelopmentplans.Note:Forrete
cessarytuberculosisorother medicalteststhatfieldexperiencemayrequire,seetheHealt
lRecordSchedule. RetentionPeriod:EVT+7yearsthendestroy(EVT=Graduationorsemest
es Confidential?Yes Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopi
iginal UWSTU063StudyAbroadProgramFiles Theserecordsconsistofaseriesofdatabase
intainedformultipleyears.The dataprovidesacontinuouslistofstudyabroadprogramnam
mberparticipating, datesoftheprogram,courseregistration,medicalinformation,namesof
iographical informationandotherinformation. RetentionPeriod:EVT+1yearthendestroyco
lly(EVT=endofprogram) PII?Yes Confidential?Yes Copies:Destroyconfidentiallywhen
tkeepcopieslongerthantheoriginal. 19

UWSTU064Syllabiand/orindividualCourseCalendars Recordseriesincludesthewrittensumma
ualclassobjectives,topicscovered,requirements, necessarytextsandequipment,gradinga
onproceduresandotherclassspecificpoliciescreated byaninstructorforstudents.Ano
busshouldbekeptbythedepartmentforofficial retentionasdetailedbelow.Othercopies
oradministrative,personalusefora timespecifictoeachcollege,departmentorindividua
posesofreaccreditation,course modificationandreview,tenure/personneldecisions,etc.
n:OfficialDepartmentCopy:10yearsafterlastdayofcoursethentransfertoarchives*
ies:Destroywhennolongerneededforcollege/departmentalorpersonaluse. *Thedetermin
ueofsyllabiwillbemadebyeachinstitutionsarchives. UWSTU065Transcripts,official
emictranscriptsshowingname,yearsofattendance,coursesattended,grades,major andfurt
hievements. RetentionPeriod:Permanent PII?Yes Confidential?Yes Copies:Destroyconfi
hennolongerneeded.Donotkeepcopieslongerthantheoriginal. UWSTU066Transcripts,s
entationinanyformatrecordingstudentrequestsforofficialcopiesoftheiruniversitytra
ionPeriod:EVT+1yearthendestroyconfidentially(EVT=dateofrequest) PII?Yes Confid
stroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal. U
itEvaluations Formsthatevaluatethecreditsanindividualstudentpreviouslyearnedata
nbasedon transferequivalencies(UWSTU091)andusedtodetermineactualstudentcredittra
nPeriod:EVT+5yearsthendestroyconfidentially(EVT=dateofevaluation) PII?Yes Conf
:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.
lAuthorizations Documentationincludesformscompletedbystudentsinordertoofficially
lassesafter thelastdaytowithdrawfromindividualclasses.Formincludesidentification
eagreementto paythewithdrawalfee,andanexplanationoftheextraordinarynonacademic
cumentationalsoincludestherecordsofthedecisionofthegrantingauthority. RetentionP
endestroyconfidentially(EVT=dateofsubmission) PII?Yes Confidential?Yes Copies:
llywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

20

InternationalStudentRecords
UWSTU069ArrivalDepartureRecords,(enrolledstudents)(I94)(copy) TheUWagencykeeps
ttheoriginal.FormI94mustbecompletedatthe timeofentrytotheUnitedStatesbyfor
edintotheUnitedStateswith nonimmigrantvisastatus.FormI94documentsalawfuladmiss
tatusandany definedexpirationofthatstatusintheUnitedStates. RetentionPeriod:EVT
fidentially(EVT=dateofgraduationorlastattendance) PII?Yes Confidential?Yes Cop
tiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal. UWSTU070Arriva
otenrolled)(I94)(copy) TheUWagencykeepsacopyorimageoftheI94,nottheoriginal
ntrytotheUnitedStatesbyforeigncitizensthatarebeingadmittedintotheUnitedStates
tus.FormI94documentsalawfuladmissiontotheU.S.inaspecificstatusandany defined
nitedStates. RetentionPeriod:EVT+1yearthendestroyconfidentially(EVT=dateofsubm
dential?Yes Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslonger
UWSTU071CertificateofEligibilityforF1VisaStatus,(enrolledstudents)(I20)(copy) Th
yorimageoftheI20,nottheoriginal.TheI20isaformusedtoapplyfora nonimmigra
ateofeligibilityfornonimmigrant(F1) studentstatusissuedbytheschoolthathasadmit
rementfortheF1Visa.The UWagencyprovidestheI20tostudentswhohavebeenaccepted
ed tokeeptheoriginal. RetentionPeriod:EVT+5yearsthendestroyconfidentially(EVT
tendance) PII?Yes Confidential?Yes Copies:Destroyconfidentiallywhennolongerneede
ongerthantheoriginal. UWSTU072CertificateofEligibilityforF1VisaStatus,(notenr
eUWagencykeepsacopyorimageoftheI20,nottheoriginal.TheI20isaformusedtoa
eI20formisacertificateofeligibilityfornonimmigrant(F1) studentstatusissuedby
tudent.ItisarequirementfortheF1Visa.The UWagencyprovidestheI20tostudentswh
estudentisrequired tokeeptheoriginal. RetentionPeriod:EVT+1yearthendestroyco
mission) PII?Yes Confidential?Yes Copies:Destroyconfidentiallywhennolongerneeded
ngerthantheoriginal.
21

UWSTU073CertificateofEligibilityforExchangeVisitorJ1StatusFormDS2019,(enrolleds
heUWagencykeepsacopyorimageoftheDS2019.Thisisamultipurposedocumentissuedby
ution(ororganization)certifyingthatadmissionintoaprogramhasbeen accepted.Program
etheDS2019toapplyforanexchangevisitor(J1)nonimmigrantvisa. TheStudentandEx
em(SEVIS),database,processestheinformationand producesacopyoftheDS2019thatiss
entisrequiredtokeeptheoriginal. RetentionPeriod:EVT+5yearsthendestroyconfident
tionorlastattendance) PII?Yes Confidential?Yes Copies:Destroyconfidentiallywhen
tkeepcopieslongerthantheoriginal. UWSTU074CertificateofEligibilityforExchangeV
019,(notenrolled)(copy) TheUWagencykeepsacopyorimageoftheDS2019.TheDS2019i
.S.governmentapprovedinstitution(ororganization)certifyingthatadmissionintoaprogra
epted.ProgramparticipantsusetheDS2019toapplyforanexchangevisitor(J1)nonimmigr
hangeVisitorInformationSystem(SEVIS),database,processestheinformationand producesa
9thatissentbacktotheschool.Thestudentisrequiredtokeeptheoriginal. Retention
fidentially(EVT=dateofsubmission) PII?Yes Confidential?Yes Copies:Destroyconfid
erneeded.Donotkeepcopieslongerthantheoriginal. UWSTU075PassportPageshowingpas
edstudents)(copy) TheUWagencykeepsacopyorimageofthepassportphotopagetoverify
ofcitizenship,birthplace,birthdate,andaccuratespellingofthenameofthestudent.
rsthendestroyconfidentially(EVT=dateofgraduationorlastattendance) PII?Yes Con
estroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.
howingpassportnumber,(notenrolled)(copy) TheUWagencykeepsacopyorimageofthepas
epassportnumber,country ofcitizenship,birthplace,birthdate,andaccuratespellingof
nt. RetentionPeriod:EVT+1yearthendestroyconfidentially(EVT=dateofsubmission)
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheorig
tementofEducationalCosts,(enrolledstudents) TheUWagencyprovidesacopyofthestatem
sttothestudents.Thestatement indicatesuniversitycontactinformation,estimatedexpen
,fees,livingexpenses,health insuranceandinstructionsforsubmittingfinancialverifica
etentionPeriod:EVT+5yearsthendestroyconfidentially(EVT=dateofgraduationorlast
idential?Yes Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslonge
. 22

UWSTU078StatementofEducationalCosts,(notenrolled) TheUWagencyprovidesacopyofthe
onalcosttothestudents.Thestatement indicatesuniversitycontactinformation,estimate
ition,fees,livingexpenses,health insuranceandinstructionsforsubmittingfinancialver
orm. RetentionPeriod:EVT+1yearthendestroyconfidentially(EVT=dateofsubmission)
es Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthanthe
atementofFinancialResponsibilityandsupportingdocuments,(enrolledstudents) Copiesof
ocumentsincludebanklettersshowingsufficientfundsondepositforatleastthefirst yea
mesofsponsorswithappropriatesignaturesanddates.TheUWagencymay keeptheoriginal
esofthem. RetentionPeriod:EVT+5yearsthendestroyconfidentially(EVT=dateofgradu
I?Yes Confidential?Yes Copies:Destroyconfidentiallywhennolongerneeded.Donotkeep
eoriginal. UWSTU080StatementofFinancialResponsibilityandsupportingdocuments,(not
esof financialdocumentsincludebanklettersshowingsufficientfundsondepositforatle
ensesandlegalnamesofsponsorswithappropriatesignaturesanddates.TheUWagencymayk
tsorcopiesorimagesofthem. RetentionPeriod:EVT+1yearthendestroyconfidentially(
?Yes Confidential?Yes Copies:Destroyconfidentiallywhennolongerneeded.Donotkeep
iginal. UWSTU081UnitedStatesPermanentResidentCard(GreenCard)copy,(enrolledstude
eepsacopyorimageofthePermanentResidentCard,nottheoriginal.Thecardhas previous
strationReceiptCardandishasnotalwaysbeengreenincolor.The cardprovidesevidence
edStatesasalawfulpermanentresident. RetentionPeriod:EVT+5yearsthendestroyconfi
aduationorlastattendance) PII?Yes Confidential?Yes Copies:Destroyconfidentiallyw
d.Donotkeepcopieslongerthantheoriginal. UWSTU082UnitedStatesPermanentResident
tenrolled) TheUWagencykeepsacopyorimageofthePermanentResidentCard,nottheori
eencalledtheAlienRegistrationReceiptCardandishasnotalwaysbeengreenincolor.Th
missibilitytotheUnitedStatesasalawfulpermanentresident. RetentionPeriod:EVT+1y
entially(EVT=dateofsubmission) PII?Yes Confidential?Yes Copies:Destroyconfident
eded.Donotkeepcopieslongerthantheoriginal.

23

Publications,StatisticsandPolicy
UWSTU083Catalog,graduateandundergraduate Officialinstitutionalcoursecataloginpape
icformatprovidingoverviewofadmissionspolicies, courseofferingsanddegreerequirement
randcertificaterequirements. RetentionPeriod:CR+6years,thentransfertoUniversity
fidential?No Copies:Destroywhennolongerneeded. UWSTU084ClassSchedules/timetables
al) Officiallistofcoursesofferedeachsemester,withinformationregardingcoursenumbe
its;instructors;times;andcourselocationinanyformat.Thismaydiffersignificantlyfr
vailabletostudentsatthetimeofregistration. RetentionPeriod:CR+6years,thentrans
ves. PII?No Confidential?No Copies:Destroywhennolongerneeded. UWSTU085Corresp
ng Policysettingcorrespondencewithinenrollmentservicesunitsorbetweenthemandunive
ration. RetentionPeriod:CR+6years,thentransfertoUniversityArchives. PII?No Co
estroywhennolongerneeded. UWSTU086CourseFile,master Officialcoursesofferedthr
einstitution RetentionPeriod:CR+6years,thentransfertoUniversityArchives. PII?
ies:Destroywhennolongerneeded. UWSTU087EnrollmentandClassLists Reportsgenerat
esduringanygivensemesterreflectingstudentenrollmentrosters, classsize,graduationl
ionPeriod:CR+6years,thentransfertoUniversityArchives. PII?Yes Confidential?Yes
ongerneeded.
24

UWSTU088EnrollmentVerificationsandCertifications Recordsusedtoverifystudentenrollm
sessuchasloanapplications,insurancediscounts,and SocialSecuritybenefits. Retention
.(EVT=completionofverificationorcertification)Destroyconfidentially PII?Yes Con
ies:Destroyconfidentiallywhennolongerneeded. UWSTU089GradeReports/statistics Re
radesawarded,degreesconferred,gradelists,academicstanding,gradepointaverages, degr
cs RetentionPeriod:CR+6years,thentransfertoUniversityArchives. PII?Yes Confi
oywhennolongerneeded. UWSTU090HonorsLists Listsofstudentswhohaveachievedaca
ingbutnotlimitedtotheDean sList RetentionPeriod:CR+6years,thentransfertoUni
fidential?Yes Copies:Destroywhennolongerneeded. UWSTU091TransferEquivalencies
rcreditequivalencyinformation,comparingcoursesubjectarea,content,difficulty,level,
ourscollectedtoevaluateanddeterminetransferrablecoursecreditsfromotherinstitutions
nPeriod:Untilsuperseded.Keepuntilsupersededanddestroy PII?No Confidential?No Co
ongerneeded.

25

FERPARelatedRecords
UWSTU092RequestsforandDisclosureofPersonallyidentifiableInformation Recordsinany
yrequestsforinformation,whichrequireastudentssignedanddated writtenconsentford
ion(seeUWSTU097),anddocumentationofthesubsequent disclosureoftheinformation,ifgr
onPeriod:Permanent. PII?Yes Confidential?Yes Copies:Destroywhennolongerneeded.
orrectionstoRecordsandFormalHearings StudentinitiatedRequestsforcorrectionstoreco
lhearingsregardingtheamendmentof theacademicrecord,basedonthestudentsrighttor
ectedthatheorshe believestobeinaccurate,misleadingorinviolationoftheirprivacy
nd/orto challengetheinformationdeemederroneousormisleadingmustbemadeinwritingan
ftherelevantcollegeorthedirectoroftheappropriateofficesothatahearingcanbesch
ermanent. PII?Yes Confidential?Yes Copies:Destroywhennolongerneeded. UWSTU094
osureofDirectoryInformation Documentationsupportingarequesttowithholditemsfrompub
cludingtheRequestto WithholdStudentInformationform,whereapplicable. RetentionPeri
. PII?Yes Confidential?Yes Copies:Destroywhennolongerneeded. UWSTU095Statemen
gardingHearingPanelDecisions Statementwrittenbyastudentwhofindsthedecisionofthe
dingtheacademicrecord unsatisfactory.Thestatementofreasonsfordisagreeingwiththed
nthestudentsfile. RetentionPeriod:Permanent. PII?Yes Confidential?Yes Copies:De
eded.
26

UWSTU096WaiverofRightofAccesstoConfidentialRecommendations Thewaivertorightofac
mmendationisallowedforthreepurposes:(1)admissionto anothereducationalinstitution;
;(3)receiptofanawardorhonor.Thesearetheonlyareas inwhichwaiversareallowed.A
oluntaryandisnotrequiredasa conditionforadmission,receiptoffinancialaidform,or
cesorbenefitsfromthe University.Studentswhosignthewaiverwill,uponrequest,benot
sonsmaking confidentialrecommendationsandsuchrecommendationswillbeusedsolelyforth
ch theywerespecificallyintended.Revocationofwaiversmustbeinwritingtobeeffective
ermanentoruntilterminatedbythestudent PII?Yes Confidential?Yes Copies:Destroywh
STU097WrittenConsentforRecordsDisclosure Thestudentswritten,signed,anddatedconse
eofpersonallyidentifiableinformation aboutastudentortheinspectionofthestudents
nthreeelements:thespecification ofrecordstobereleased,theidentityofthepartyto
ased;thereasonfor therelease. RetentionPeriod:Permanent. PII?Yes Confidential?Ye
ywhennolongerneeded. UWSTU098WrittenDecisionsofHearingPanels Decisionsresulti
gardingastudentinitiatedrequestforamendmentofthe studentseducationalrecords.Inm
nofthedeanordirectorisfinal.Ifthestudentfinds thedecisionunsatisfactory,theym
ilesettingforthanyreasonsfor disagreeingwiththedecision.RelatedtoseriesUWSTU093
ionPeriod:Permanent. PII?Yes Confidential?Yes Copies:Destroywhennolongerneeded.

27

FederalDisclosureRecords
UWSTU099AthleticParticipation/EADADocument Theserecordsareprovidedbothtostudentsin
ronicformattodisclosedataaboutEquityin AthleticsandtotheOfficeofPostsecondaryE
alDepartmentofEducation.Thesource andbackgroundforthesereportsaredataretainedi
heets,charts,surveys,email, weblinkeddataandnarrativereports,allofwhicharetobe
ongingtothisseries. Schoolscontributedocumentsandathleticsdatathataresubmitteda
ytheEquityin AthleticsDisclosureAct(EADA),viaaWebbaseddatacollection,byallco
ry institutionsthatreceiveTitleIVfunding(i.e.,thosethatparticipateinfederalstude
d thathaveanintercollegiateathleticsprograms. RetentionPeriod:3yearsafterrequired
stroyortransfertoArchives PII?No Confidential?No Copies:Destroywhennolongernee
osts,Accreditation,Textbookinformation,TransferCreditPolicy Theserecordsareprovided
entsandtheDepartmentofEducation.Thesourceandbackground forthesereportsaredatar
,spreadsheets,charts,surveys,email,weblinkeddata andnarrativereports,allofwhich
cordsbelongingtothisseries.Thesedisclosure recordsareorganizedintwobroadcategor
isclosureRequirements:Availabilityof InstitutionalandFinancialAidInformation,Student
ialAssistance,GeneralInstitutionalInformation, TeacherPreparationProgramReport,Healt
ety,StudentOutcomes,IntercollegiateAthletic Program,andVoterRegistrationII.Disclos
mentsRelatingtoEducationLoans:HEAdisclosure requirementsthatarerelatedtoTitleIV,
ndprivateeducationloans. RetentionPeriod:3yearsafterrequireddisclosure.Destroyor
ves PII?No Confidential?No Copies:Destroywhennolongerneeded. UWSTU101Graduati
ferOutdata TherecordsincludedataandreportssuppliedtotheDepartmentofEducation(E
llingStudentRighttoKnowlegislativerequirements.Thesourceandbackgroundfortheserep
inedinworksheets,spreadsheets,charts,surveys,email,weblinkeddataandnarrativerepor
retobeconsideredrecordsbelongingtothisseries.ReportingtoEDisaccomplishedviasys
tedPostsecondaryEducationDataSystem(IPEDS).IPEDScollectsdataonpostsecondary educa
dStatesinsevenareas:institutionalcharacteristics,institutionalprices,enrollment, st
ancialaid,degreesandcertificatesconferred,studentpersistenceandsuccess,andinstitut
nandfiscalresources.ThecompletionofallIPEDSsurveysismandatoryforinstitutionsth
pplicantsforparticipationinanyfederalstudentfinancialaidprogramsandother programs
tentioninformation34CFR668.24). RetentionPeriod:3yearsafterrequireddisclosure.De
oArchives PII?No Confidential?No Copies:Destroywhennolongerneeded. 28

UWSTU102InstitutionalInformation Theserecordsandinformationaredisclosedtostudents(
rospectivestudents)andreportedto theFederalDepartmentofEducation.Thesourceandba
portsaredataretainedin worksheets,spreadsheets,charts,surveys,email,weblinkeddata
ports,allofwhichareto beconsideredrecordsbelongingtothisseries.Theinformationc
tisnotlimitedto:cost ofattendanceincludingfeesandbooks,refundpolicy,withdrawal
oadprograms,and nameofaccreditingagencies(See34CFR668.43) RetentionPeriod:3year
losure.DestroyortransfertoArchives PII?No Confidential?No Copies:Destroywhenno
29