UNIVERSITYOFWISCONSINSYSTEM

STUDENTRECORDS
GENERALRECORDSSCHEDULE

February2012

UNIVERSITYOFWISCONSINSYSTEM:GENERALRECORDSSCHEDULESFORSTUDENTRECORDS

I.
INTRODUCTIONANDPURPOSE

TheUniversityofWisconsinSystemcomprisesfifteendistinctinstitutions,manyofwhichcreateand
receiverecordsthataresimilarinpurposeandutility.Intheinterestofefficiency,therefore,thisrecords
scheduleidentifiescategoriesofstudentrelatedrecords.Theidentifiedrecordseriesarecommontoall
UniversityofWisconsininstitutions.
ThisdocumentalsoprovidesguidancetoUniversitySystememployeesregardingwhatdoesanddoesnot
compriseapublicrecord,whichwillinturnallowUniversityemployeestoretainforadiscretetimeperiod
andthereafterdestroyexpiredpublicrecords,aswellasthosematerialsthatdonotcomprisepublic
records.TheUWSystemmustmanageallstudentrecordstoensuresystematiccontrolfromcreationor
receiptthroughprocessing,distribution,maintenance,retrieval,retentionandfinaldisposal.
II.

SCOPE:Therecordsschedulesdescribedwithinthisdocumentincludethefollowingrecords:

AdmissionRecords
Acceptanceletters
ApplicationsforAdmission
ApplicationsforAdmission,falsified
ApplicationsforAdmission,unsolicited
Correspondence,enrollmentstaff,withorconcerningstudents
Creditbyexaminationorexperientiallearningcreditrecords
Entranceexaminationresults
GraduateSchoolDegreeApplications
GraduateSchoolAdmissionApplications
GraduateSchoolQualifyingExams
LettersofRecommendationforenrollees
ProgramAdmissionApplications
Residencyrecords
Transcriptsfromotherinstitutions
Veteransrecords
StudentAcademicRecords
Academicdismissal/suspension/expulsionrecords
Academicmisconductrecords
Academicwarnings
Add/Droprecords
Applicationsforgraduation
AthleteAcademicRecords
AthleticEligibilityReports
AuditAuthorizations
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Changeofgradedocumentation
ChangedGradeRecord
Correspondenceregardingcoursecontentorprogress
Correspondencerelatedtoacademicinquiry
Courserepeatapprovalform
Coursewaitinglists
Credit/nocreditapprovalforms
CriminalBackgroundCheckRecords
Curriculumchangeauthorizations
DegreeAudits
Diplomas
FellowshipsandScholarships
GradeBooks,original(academicdepartments)
Grades,Official
GraduateSchoolRecordsforacceptedstudents,ISISfiles
Grievances,exam/courserelated
Holdorencumbranceauthorizations
HonorsProgramApplicantfiles
Instructionalmaterialsincludingmaterialsincoursemanagementsystems
Internshipagreements
Internshipcontracts
Majordeclarations,changes,certificationofsecondmajor,minors
Namechangeauthorizations
Petitions,Exceptionstoacademicrules
Registrationforms
Schedules,individualstudent
StudentTeacherFieldExperienceFile
StudyAbroadProgramFiles
Syllabiand/orcoursecalendars
Thesis/Dissertations
Transcripts,official
Transcripts,studentrequests
Transfercreditevaluations
Withdrawalauthorizations
InternationalStudentRecords
ArrivalDepartureRecordsforInternationalStudents
CertificateofEligibilityforFVisaStatus
CertificateofEligibilityforExchangeVisitorJStatusFormDS
PassportPageShowingPassportNumber
Statementofeducationalcosts
Statementoffinancialresponsibilityandsupportingdocuments
UnitedStatesPermanentResidentCard(GreenCard)copy

Publications,StatisticsandPolicy
Catalog
Classschedules/timetables(institutional)
Correspondence,policysetting
CourseFile,master
Enrollmentandclasslists
Enrollmentverificationsandcertifications
Gradereports/statistics
HonorsLists
Transferequivalencies
FERPArelatedRecords
RequestsforandDisclosureofPersonallyidentifiableInformation
RequestsforCorrectionstorecordsandFormalhearings
RequestsforNondisclosureofDirectoryInformation
StatementoncontentsofRecordsregardinghearingpaneldecisions
WaiverofRightofAccesstoConfidentialRecommendations
Writtenconsentforrecordsdisclosure
Writtendecisionsofhearingpanels
FederalDisclosureRecords:
Athleticparticipation/EADADocument
Collegecosts,Accreditation,Textbookinformation,TransferCreditPolicy
CrimeStatistics/SecurityReports
Graduation/CompletionTransferOutdata
InstitutionalInformation

III. UTILITYANDFUNCTIONOFINFORMATIONPROVIDEDWITHINTHISDOCUMENT

a.PreservationofHistoricalDocuments.Historically,Universityrecordshavebeenpreservedin
paperfiles.Presently,however,advancesintechnologyarebeginningtopresentaviable
alternativetopaperrecords:electronicdatastoredincomputersystems.Usingelectronicdatato
storeUniversityrecordspresentsapotentiallyfatalflaw,however,becauseelectronicdatadecays
overtime.Thus,unlikepaperrecords,withthepassageoftimeelectronicrecordsloseinformation
asitrandomlyslipsawayinbitesizedchunks,unlesssoftwareupdatesareconsistentlypurchased,
installed,andmaintained.
Becauseofthisaspectofinformationtechnologysystems,recordsstoragewithinaninformation
systemmustcomplywiththelegalrequirementssetforthinRegentPolicyDocument32:
UniversityofWisconsinSystemPublicRecordsManagement;andChapterAdministrative12:
ElectronicRecordsManagementStandardsandRequirements.Pleasecarefullyreviewthese
documentspriortostoringofficialcopiesofpublicrecordsuponinformationsystemsandifyou
havequestionsorconcernsthenpleaseseekassistancefromtherecordsofficerattheirrespective
UniversityofWisconsininstitution.

b.UseoftheSystemsApproach.Toasgreatextentaspossible,therecordsschedulesincludedwithin
thisdocumentweredevelopedusingasystemsapproach.Thatis,thesubstantiveinformation
containedwithinanindividualdocument,ratherthanthedocumentsformat,isthebasisforthe
descriptorofeachdepartment.Thisisbecausetheformatforsomedocumentsisdynamicin
natureandsubjecttoadministrativechange.Thus,thedescriptorsforeachdocumentareas
comprehensiveaspossiblewithoutrelyinguponformatorformnames.
Duetothesechanges,however,theremaybeinstancesinwhichanindividualrecordsschedule
doesnotreflecttheexacttitleornameofaformasusedbytheoriginatorofadocument.Insuch
cases,ifaUniversityemployeehasdifficultydeterminingwhetheradocumentcomprisesarecord
byreviewingthedescriptiveinformationcontainedwithinboththedocumentandarecords
schedulethenemployeesseekassistancefromtherecordsofficerattheirrespectiveUniversityof
Wisconsininstitution.
c.MinimumRetentionEstablishedandPermanentRetentionProcedure.Therecordsschedules
includedwithinthisdocumentestablishminimumretentionperiodsforeachtypeofrecord.The
dispositionofeachrecordisassumedtobedestructionafteritsminimumretentionperiod.
However,expiredrecordsmayberetained,foraslongastheyareneededasaresourcefor
performingfutureprojectsonbehalfoftheUniversityofWisconsin.
d.MaterialsThatDoNotComprisePublicRecords.UnderWisconsinlaw,manymaterialsdonot
comprisepublicrecords.Therefore,nonrecordsshouldberetainedonlysolongastheyareuseful
asaresourceforperformingthetransactionofpublicbusinessonbehalfoftheUniversityof
WisconsinSystem.Thereafter,intheinterestofefficiencyandproperresourcemanagement,they
shouldbedestroyed.
Thefollowingmaterialsarenotpublicrecords,underWis.Stats.&&16.61and19.35.
1.Duplicates.Publicrecordsdonotincludeduplicatecopiesofrecords,theoriginalcopiesofwhich
areinthecustodyofanofficecontainedwithintheUniversityofWisconsinSystemAdministration,
andwhicharemaintainedbyaUniversityemployeeonlyforconvenienceorreferenceandforno
substantivepurpose.
2.UnsolicitedNoticesorInvitations.Publicrecordsdonotincludeunsolicitednoticesor
invitationsreceivedbyaUniversityemployee,whicharenotrelatedtoanyofficialactiontaken,
proposed,orconsideredbytheUniversityofWisconsinSystem.
3.Drafts,NotesandPreliminaryComputations.Publicrecordsdonotincludedrafts,notes,
preliminarycomputations,andlikematerials,butonlyiftheyareintendedforpersonalusebya
UniversityemployeeorpreparedbyaUniversityemployeeinthenameofthepersonforwhomthe
employeeisworking.
4.RoutingSlipsandEnvelopes.PublicrecordsdonotincludeRoutingslipsandenvelopes.
5.PersonalMaterials.Publicrecordsdonotincludematerialsthatarethepersonalpropertyofa
Universityemployeeandthathavenorelationtohisorheroffice.
5

Pleasenotethatnonrecordsshouldbedestroyedassoonaspossible,concurrentwiththetimeat
whichtheyarenolongerusefulasaresourceforperformingthetransactionofpublicbusinesson
behalfoftheUniversity.Moreover,personalmaterialsshouldneitherbecreatednorretainedbya
Universityduringtheregularcourseofbusiness.
Alsonotethatifnonrecordsareretainedbeyondthetimetheyarenolongerusefulasaresource
forperformingthepublicbusinessonbehalfoftheUniversitythenunderWisconsinlaw,
duplicates,unsolicitednotices,invitations,routingslipsandenvelopeswouldhavetobeturned
overtoarequesterinresponsetoarelevantpublicrecordsrequest,andinresponsetoauditor
litigationproceedings.SeeWisconsinStatute13.94,19.35,and804.01.
e. ScheduleDoesNotrequirecreationofRecords
ItisunderstoodthatnotallUWSystemCampusesmayhaveallthetypesofrecordslistedinthis
schedule.ThisscheduledoesnotrequirerecordstobecreatedbyUWSystemCampuses.It
providespolicyguidanceforthoserecordsthatareusedbyUWSystemCampuses.

IV. CONDITIONSAFFECTINGFINALDISPOSITION

AllrecommendeddispositionsstatedwithinthisschedulemaybecarriedoutbyUniversityof
WisconsininstitutionswithoutfurtherconsultationorapprovalfromtheUniversityofWisconsin
Archives,legalservices,orinternalauditwiththefollowingexceptions:
a.PublicRecordsRequest.Ifapublicrecordsrequestisreceivedbyanofficeforanyrecordor
recordsincludedwithinthisschedulethentherecord(s)cannotbedestroyeduntiltherequestis
granted,oruntilatleastsixtydaysafterthedatetherequestisdenied.Courtordersmayextend
thistimeperiod.Ifnecessaryanduponrequest,theOfficeofGeneralCounselwillprovide
guidancetoUniversityofWisconsininstitutionsregardingpublicrecordrequests.
b.LitigationorAudit.EachUniversityofWisconsininstitutionmustnotonlyretainrecordsthat
arethesubjectofpendinglitigationoraudit,butalsosuspendanydispositionofthoserecords
untilsuchtimeasthelitigationorauditiscompleted.Requestsforrecordsrelatingtoopenaudits
mustbefiledwiththeUniversityofWisconsininstitutioninvolvedintheaudit.

UNIVERSITYOFWISCONSINSYSTEMSTUDENTRECORDSGENERALRECORDSSCHEDULE
TheUniversityofWisconsinSystemStudentRecordsGeneralRecordsScheduleappliestoallUniversity
ofWisconsininstitutions.InordertofacilitateefficientrecordsmanagementforUniversityemployees,
thisgeneralscheduleisprovidedinnarrativeformat.
ThoserecordsseriesthatcontainPersonallyIdentifiedInformation(PII)aremarkedas:
PII?Yes.
TheFamilyEducationRightsandPrivacyAct(FERPA)appliestomanyrecordsseriesthroughoutthis
document.Theseareidentifiedasconfidentialandrequireappropriatehandlingasrequiredbylaw.
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AdmissionRecords

UWSTU001AcceptanceLetters,(enrolledstudents)
Comprisingthisseriesaretheuniversityscopyofnotificationlettersinanyformatsenttoadmitted
freshmenortransferstudentsasaresponsetoapplicationtotheuniversity.Suchlettersmayincludean
invitationtoorientationandindicateanyfurtherstepsneededtobetakenbytheadmittedstudent.
RetentionPeriod:EVT+5yearsthendestroyconfidentially(EVT=dateofgraduationorlastattendance)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU002AcceptanceLetters,(notenrolled)
Comprisingthisseriesaretheuniversityscopyofnotificationlettersinanyformatsenttoadmitted
freshmenortransferstudentsasaresponsetoapplicationtotheuniversity.Suchlettersmayincludean
invitationtoorientationandindicateanyfurtherstepsneededtobetakenbytheadmittedstudent.
RetentionPeriod:EVT+1yearthendestroyconfidentially(EVT=dateofapplication)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU003ApplicationsforAdmission,(enrolledstudents)
Therecordsincludeofficialinstitutionalapplicationformscompletedinanyformatbyprospectivestudents
foradmissionorreadmissiontotheinstitution.
RetentionPeriod:EVT+5yearsthendestroyconfidentially(EVT=dateofgraduationorlastattendance)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU004ApplicationsforAdmission,(notenrolled)
Therecordsincludeofficialinstitutionalapplicationformscompletedinanyformatbyprospectivestudents
foradmissionorreadmissiontotheinstitution.
RetentionPeriod:EVT+1yearthendestroyconfidentially(EVT=dateofapplication)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU005ApplicationsforAdmission,falsified
Admissionsapplicationandsupportingdocumentationreceivedfromindividuals
misrepresentingthemselves.Theretentionperiodprovidessufficienttimetotrackthoseindividualswho
maymakerepeatattemptstosubmitafalsifiedapplication.
Retentionperiod:Retainforthree(3)semestersfollowingthetermforwhichthesubjectappliedplusan
additional7years.Destroyconfidentially.
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU006ApplicationsforAdmission,unsolicited
Thisseriescontainslettersofrecommendation,testscores,portfolios,CDs,examplesofworkpreparedby
thepotentialapplicantswherenoformalapplicationwaseversubmitted.Thematerialsmaybereceivedin
anyformat.Someinstitutionsreceiveasignificantnumberofadmissioninquiriesfromabroad.Itisoften
difficultforthosepotentialapplicantstoobtainorreproducematerialspreviouslysubmitted.Twoyears
incorporatesagraceperiodforthosepotentialstudentswhodocompleteanapplicationforthenext
academicyear.
Retentionperiod:Retainforthree(3)semestersfollowingthetermforwhichtheyappliedplusan
additional2yearsthendestroyconfidentially.
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU007Correspondence,staff,withorconcerningenrolledstudents
TheseriesincludescorrespondenceinanyformatbetweenEnrollmentServicesstaffwithinunitsorwith
students,relevanttotheadmissionand/oracademicprogressofindividualstudent.
RetentionPeriod:EVT+5yearsthendestroyconfidentially.(EVT=dateofgraduationorlastattendance)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU008Correspondence,staff,withorconcerningstudentswhodidnotenroll
TheseriesincludescorrespondenceinanyformatbetweenEnrollmentServicesstaffwithinunitsorwith
students,relevanttotheadmissionand/oracademicprogressofindividualstudent.
RetentionPeriod:EVT+1yearthendestroyconfidentially.(EVT=dateofapplication)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU009CreditbyExaminationorexperientiallearningcreditrecords
ExaminationsincludebutarenotlimitedtoAdvancedPlacementresults,CLEP,PEP,othertestscoreresults,
priorlearningdocumentation,etc.usedforadvancedplacementwithindegreeprogram
RetentionPeriod:EVT+5(forenrolledandnonenrolledstudents)yearsthendestroyconfidentially.(EVT=
Graduationdateordatelastattended.)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU010EntranceExaminationResultsandotherPlacementTestrecords,(enrolledstudents)
Studentscoresfromstandardizedtests,include,butarenotlimitedto:ACT,SAT,GREoruniversityor
departmentspecifictestsorauditionsforenrolledstudents.
RetentionPeriod:EVT+5yearsthendestroyconfidentially(EVT=dateofGraduationorlastattendance)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU011EntranceExaminationResultsandotherPlacementTestRecords,(notenrolled)Student
scoresfromstandardizedtests,includingbutnotlimitedto:ACT,SAT,GREoruniversityordepartment
specifictestsorauditionforstudentswhodidnotenrollintheinstitution.
RetentionPeriod:EVT+1yearthendestroyconfidentially(EVT=dateofapplication)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU012GraduateSchoolDegreeApplicationsreceived
ThisseriesiscomprisedofgraduationapplicationsreceivedbyeithertheRegistrar'sOffice(forthe
Bachelor'sandProfessionaldegrees)ortheGraduateSchool(forMaster'sandDoctor'sdegrees),may
includecompiledlistsofstudentseligibletograduate.TheOfficialCopyresidesintheRegistrar'sOffice
GraduationandAcademicRecordsforBachelor'sandProfessionaldegreesandintheGraduateSchoolfor
Master'sandDoctor'sdegrees.OthercopiesmaybefoundintheCollege/SchoolorDepartment
RetentionPeriod:EVT+1yearthendestroyconfidentially(EVT=dateofGraduationorlastattendance)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU013GraduateSchoolAdmissionApplications,(notaccepted,notenrolled,orincomplete)
ArecordofapplicantsforUWadmissionintoagraduateprogramwhowerenotaccepted;whowere
accepted,butwhodidnotenroll;orwhonevercompletedtheapplicationprocess.Graduateschool
applicationfilesmaintainedattheschooland/ordepartmentlevelscontainingsometoallofthefollowing
typesofmaterials:copyoftheapplicationforadmissiontotheGraduateSchool,completesetofofficial
transcriptsfromotherinstitutions,copyoftheGraduateSchoolExaminer'sreport,reasonsforgraduate
study,anymiscellaneouscorrespondence,lettersofrecommendation,GREscores,andothermaterials
whichmayberequestedbytheparticularschoolordepartment.
RetentionPeriod:EVT+5yearsthendestroyconfidentially(EVT=dateofapplication)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU014GraduateSchoolAdmissionApplicationsresidency/fellowshipapplicants
ThisseriesincludesadmissionapplicationsinanyformatofapplicantstoaResidencyorFellowshipProgram
whodidnotmatchtheprogramrequirements,werenotaccepted,withdrewfromconsideration,orwere
notinterviewed.AlsoincludesNotMatched,NotAccepted,Withdrawn,orNotInterviewed.
RetentionPeriod:EVT+5yearsthendestroyconfidentially(EVT=dateofapplication)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU015GraduateSchoolQualifyingExams
ExaminationsorqualifyingexamstakenbyPh.D.candidatesinwhichCandidatesarerequiredtopassa
certainnumberofexamsbyacertaindeadlinetoqualifyforadmissiontograduateschool.Theyare
groupedbysemesterandeachexamisgradedbytwopeople.TherearealsoGradingChartsthat
complementtheseexamswhichindicatewhothegradersare.
RetentionPeriod:EVT+2yearsthendestroyconfidentially(EVT=dateoflastattendance)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU016LettersofRecommendation,(enrolledstudents)Theserecordsincludelettersof
recommendationinanyformatrequiredbytheschoolorprovidedbytheapplicantasadditional
informationtoadmissionofficers.
RetentionPeriod:EVT+5yearsthendestroyconfidentially.(EVT=dateofapplication)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU017LettersofRecommendation,(notenrolled)Theserecordsincludelettersofrecommendation
inanyformatrequiredbytheschoolorprovidedbytheapplicantasadditionalinformationtoadmission
officers.
RetentionPeriod:EVT+1yearthendestroyconfidentially.(EVT=dateofapplication)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU018ProgramAdmissionsRecords,(admittedstudents)
Thisseriesincludesmaterialssubmittedintheapplicationprocessformajorsthathavelimitedspaceand
requireapplication.Entrancetothesemajorsiscompetitive;notallstudentswillnecessarilybeaccepted.
Eligibilityrequirementsvaryfromprogramtoprogram.Forexample,ingeneral,teachereducationstudents
mustcompleteaminimumnumberoftotalcredits,earnaminimumgradepointaverage,takeandsubmit
thescoresforthePraxisI/PreProfessionalSkillsTest(PPST),andsubmitanapplication.Someprograms
alsorequireapplicantstocompleteaminimumnumberofcreditsinthemajor.Programsmayaskfor
essaysorstatements,lettersofrecommendation,extendedstudyabroad,orotherdocuments,testscores,
orexperiences.Thesematerials,submittedbysuccessfulapplicants,comprisethisseries.
RetentionPeriod:EVT+5Years(EVT=Dateofgraduationfromtheprogram)
PII?Yes
Confidential?Yes
Copies:Destroywhennolongerneeded.

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UWSTU019ProgramAdmissionsrecords,(notadmitted)
Thisseriesincludesmaterialssubmittedintheapplicationprocessforsomemajors,whichhavelimited
spaceandrequireapplication.Entrancetothesemajorsiscompetitive;notallstudentswillnecessarilybe
accepted.Eligibilityrequirementsvaryfromprogramtoprogram.Forexample,ingeneral,teacher
educationstudentsmustcompleteaminimumnumberoftotalcredits,earnaminimumgradepoint
average,takeandsubmitthescoresforthePraxisI/PreProfessionalSkillsTest(PPST),andsubmitan
application.Someprogramsalsorequireapplicantstocompleteaminimumnumberofcreditsinthemajor.
Programsmayaskforessaysorstatements,lettersofrecommendation,extendedstudyabroad,orother
documents,testscores,orexperiences.Thesedocumentsforstudentswhohaveappliedandfailedtobe
admittedcomprisethisseries.
RetentionPeriod:EVT+2Years(EVT=Dateofapplication)
PII?Yes
Confidential?Yes
Copies:Destroywhennolongerneeded.

UWSTU020Residencyrecords,(enrolledstudents)
Recordsusedtodeterminestudentresidencyclassificationfortuitionpurposes.Theserecordsalsoinclude
formstoappealforinstateresidenttuition.Recordssuppliedtosubstantiatethismayincludeavarietyof
stateandfederalincometaxinformation,highschoolrecords,employmentrecordsandotherdocuments.
RetentionPeriod:EVT+5yearsthendestroyconfidentially.(EVT=dateofgraduationorlastattendance)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU021Residencyrecords,(admitted,notenrolled)
Recordsusedtodeterminestudentresidencyclassificationfortuitionpurposes.Theserecordsalsoinclude
formstoappealforinstateresidenttuition.Recordssuppliedtosubstantiatethismayincludeavarietyof
stateandfederalincometaxinformation,highschoolrecords,employmentrecordsandotherdocuments.
RetentionPeriod:EVT+1yearthendestroyconfidentially.(EVT=dateofapplication)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU022Transcriptsfromotherinstitutions,(enrolledstudents)
Transcriptsfromotherinstitutionssuchaspreparatoryschools,highschools,otheruniversities,colleges
andtechnicalschoolsusedtosupporttheadmissionsprocess
RetentionPeriod:EVT+5yearsthendestroyconfidentially.(EVT=dateofapplication)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU023Transcriptsfromotherinstitutions,(notenrolled)
Transcriptsfromotherinstitutionssuchaspreparatoryschools,highschools,otheruniversities,colleges
andtechnicalschoolsusedtosupporttheadmissionsprocess
RetentionPeriod:EVT+1yearthendestroyconfidentially.(EVT=dateofapplication)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

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UWSTU024Veteransrecords,(enrolledstudents)
Recordsrelatedtostudentenrollmentforfederal/statemilitarybenefitssuchasapplication,copiesof
dischargeformDD214,VAeligibilitycertificates,studygrants,VAvocationalrehabilitationagreements,VA
feevouchers,andcorrespondence,inasfarastheserecordssupporttheadmissionsprocess.See
FINAID001andFINAID010forthedisposalofthoseveteransrecordsusedtodeterminefinancialaid
eligibility.
RetentionPeriod:EVT+5yearsthendestroyconfidentially.(EVT=endofbenefitawardyear)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU025Veteransrecords,(notenrolled)
Recordsrelatedtostudentenrollmentforfederal/statemilitarybenefitssuchasapplication,copiesof
dischargeformDD214,VAeligibilitycertificates,studygrants,VAvocationalrehabilitationagreements,VA
feevouchers,andcorrespondence,inasfarastheserecordssupporttheadmissionsprocess.See
FINAID001andFINAID010forthedisposalofthoseveteransrecordsusedtodeterminefinancialaid
eligibility.
RetentionPeriod:EVT+2yearsthendestroyconfidentially.(EVT=dateofapplication)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

StudentAcademicRecords

UWSTU026AcademicDismissal/Suspension/Expulsionrecords
UniversityscopyoftheletterinanyformatfromtheDeanofStudentsorequivalentofficeexplainingto
thestudentthedismissalandtheacademicornonacademicreasonsfortheaction.
RetentionPeriod:CR+6years,thentransfertoUniversityArchives.
PII?Yes
Confidential?Yes
Copies:Retainoneyearthendestroyconfidentially

UWSTU027AcademicMisconductrecords
Notificationofacademicmisconductanddocumentationofsanctionsordisciplinaryactionincluding
correspondence,reports,requestsforhearings,appealsandpetitions.
RetentionPeriod:CR+6years,thentransfertoUniversityArchives.
PII?Yes
Confidential?Yes
Copies:Retainoneyearthendestroyconfidentially

UWSTU028AcademicWarnings
Academicwarningsentbyemailorpapercorrespondenceinformingthestudentofpooracademic
performancethatthreatenscontinuedattendanceoftheinstitution.
RetentionPeriod:EVT+5years.(EVT=dateofgraduationorlastattendance)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.
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UWSTU029Add/Droprecords
Completedcourseaddordropformsandrelatedrecordsrequiredbytheinstitutiontoaddordropcourses
aftertheregistrationdeadline.

RetentionPeriod:EVT+1year.(EVT=datesubmitted)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU030ApplicationsforGraduation,(graduatedstudents)
Applicationscompletedbystudentsasrequiredpriortograduation.Thesetriggerdegreeauditswhich
reviewstudentrecordsforcompletionofdegreerequirements.(DegreeAuditsUWSTU044)

RetentionPeriod:EVT+1year.(EVT=dateofapplication)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU031ApplicationsforGraduation,(nongraduatedstudents)
Applicationscompletedbystudentsasrequiredpriortograduation.Thesetriggerdegreeauditswhich
reviewstudentrecordsforcompletionofdegreerequirements.(DegreeAuditsUWSTU044)

RetentionPeriod:EVT+5years.(EVT=applicationdate)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU032AthleteAcademicRecords
RecordsincludingdossiersinanyformatcreatedbytheAthleticDirector,theAssociateAthleticDirectoror
theComplianceOfficerforindividualstudents,compilingacademicandenrollmentrecords,creditand
majorrequirements,amateurathleticstatuscertification,semestersofeligibilityusedandremaining,
whichmakeupparticipationstatus.Whereoffered,tutorevaluationandassessmentrecordsormandatory
studytimerequirementrecordsmaybeincluded.
RetentionPeriod:EVT+10yearsthendestroyconfidentially(EVT=dateofgraduationorlastattendance)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU033AthleticEligibilityReports
ReportsinpaperorelectronicformcreatedbytheAthleticDirector,theAssociateAthleticDirectororthe
ComplianceOfficertodemonstrateathleticeligibilityofteams.Thereportsincludesummarizedacademic
andenrollmentinformationandapprovalofacademicrecordforeachmemberoftheteamaswellas
certificationofamateurathleticstatusandnumberofsemestersofeligiblecompetitionusedand
remaining.(ForschoolsinWIAC,thisseriesrunsparalleltotheconferencewideseriesWIAC107)
RetentionPeriod:EVT+2yearsthendestroyconfidentially(EVT=dateofsubmissionofofficialreport)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

13

UWSTU034AuditAuthorizations
Documentationconsistingofpaperorelectronicformscompletedbystudentsandsignedbythecourses
instructor,givingthestudentpermissiontoauditacourse,insteadofenrollingforacademiccredit.
RetentionPeriod:EVT+1yearthendestroyconfidentially(EVT=dateofsubmission)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU035ChangeofGradeDocumentation
Documentationasapaperorelectronicdataentryformcompletedbytheinstructoroftherelevantcourse
andsignedbytheappropriatedeansupportinganapprovedchangeofapreviouslyassignedcoursegrade.
RetentionPeriod:EVT+5yearsthendestroyconfidentially(EVT=dateofsubmission)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU036ChangedGradeRecord
Paper,studentinformationsystem(SIS)electronic,orotherevidenceofalegitimatelychangedfinalcourse
grade.
RetentionPeriod:CR+6years,thentransfertoUniversityArchives.
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU037Correspondencebetweenstudentsandfacultyregardingcoursecontentorprogress
Correspondencebetweenfacultyandstudentsinanyformrelatingtocoursework,asretainedbyacademic
departmentstoserveassourcedocumentsforsubmittedofficialgrades.
RetentionPeriod:6monthsaftercloseofsemesterinwhichgradesaresubmitted.
Destroyconfidentially
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU038Correspondencerelatedtoacademicinquiry
StudentCorrespondencerelatedtoacademicsotherthanwithcurrentinstructors(SeeUWSTU037)orwith
EnrollmentServicesregardingAdmission(SeeUWSTU007;UWSTU008)
RetentionPeriod:EVT+6monthsyearsthendestroyconfidentially(EVT=dateofcorrespondence)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU039CourseRepeatApprovalForm
Formrequestingand/orgrantingapprovaltorepeatacourseforcredit.Documentcontainsstudentname,
ID,coursenumberandsignatureofadvisorandmayrecordacademicreasonsforrepeatingtheclass.
RetentionPeriod:EVT+1yearthendestroyconfidentially.(EVT=dateofsubmission)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

14

UWSTU040CourseWaitList
Listsofstudentswaitingforanenrollmentopeninginanindividualcoursebecausethecoursehasreached
itsmaximumclasssize.Listsmaybegeneratedbyacademicdepartmentsorindividualinstructors.They
maybeusedtogivepreferencetowaitingstudentsinthefollowingsemesterordeterminetheneedfor
moresectionsoftheclass.
RetentionPeriod:EVT+onesemesterorwhennolongerneededforadministrativepurposes.(EVT=endof
semesterinwhichlistwascreated.)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU041Credit/NoCreditApprovalForms
Requestformscompletedbythestudentandsignedbytheinstructorandrelatedrecordstochangethe
individualsgradingoptionofacoursefromthelettergradetopass/failorviceversa.
RetentionPeriod:EVT+1yearthendestroyconfidentially.(EVT=dateofsubmission)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU042CriminalBackgroundCheckRecords,Students
Recordsarecreatedthroughaninvestigationofoffensesandrelateddisclosedinformationforstudents
workingtowardprofessionalexperience,licensureorcertificationandusuallyinvolvedwithaninternship
orclinicalexperience.Manyprogramskeeptheserecordsseparatefromotherstudentrecords.These
recordsinclude,butarenotlimitedto:(1)confidentialselfdisclosureapplicationsupplements;(2)criminal
backgroundcheckreports,whicharegeneratedbyprivatevendorsonacontractbasis,University
employees,oremployeesoftheWisconsinDepartmentofJustice;(3)recordscreatedandreceivedbythe
Universityemployeeswhoareresponsiblefordecisionsrelatedtotheapplicantscontinuedprogress.
RetentionPeriod:EVT+7yearsthendestroyconfidentially.(EVT=dateofcompletedcheck)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU043CurriculumChangeAuthorizations
Formsandrelateddocumentationinanyformatauthorizedbythedepartmentchairand/orthecollege
deanapprovingchangeswithauthorizationstoindividualstudentdegreeprogramrequirements.
RetentionPeriod:EVT+5yearsthendestroyconfidentially.(EVT=dateofsubmission)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU044DegreeAudits
Recordscreatedthroughcomparisonoftranscriptandotherstudentrecordswithuniversityand
departmentalrequirementsforgraduationtoverifyprogressmadeinstudentdegreeprogram
requirementsand/oreligibilityforadegree.
RetentionPeriod:EVT+5yearsthendestroyconfidentially.(EVT=dateofsubmission)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

15

UWSTU045Diplomas,(returnedbecauseundeliverable)
Paperdiplomasreturnedtotheuniversity,undeliverableduetoincorrectaddressorotherreasons.
PII?No
Confidential?No
RetentionPeriod:EVT+1yearthendestroyconfidentially.(EVT=dateofgraduation)

UWSTU046FellowshipsandScholarships(graduateandundergraduate)
Noticesoffellowshipandscholarshipopportunities,nominationsofcandidatesandresults,either
individualorlistsinanyformat,forbothgraduateandundergraduatestudents.
RetentionPeriod:EVT+3years(EVT=dateoflastattendance)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.
UWSTU047GradeBooks,original(academicdepartments)
Studentgradesrecordedbyprofessorsandinstructorsinanyformattosupporttheofficialawardedgrades
submittedtotheRegistrar
RetentionPeriod:EVT+2yearsthendestroyconfidentially.(EVT=endofsemester)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU048Grades,official
Officialstudentgrades,recordedbyRegistrar,includingmaterialinallformats:paper,electronic,D2L,etc.
RetentionPeriod:Permanent.
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU049GraduateSchoolRecordsforacceptedstudents
Thisseriescontainstheofficialstudentrecordcontainedinanintegratedstudentinformationsystem
(ISIS).ItcontainsAdmissionApplicationsandProficiencyTesting,LetterofRecommendations,Directed
StudyandThesisPreauthorizationForms,CreditEvaluationsandReevaluations,WisconsinResidency
determinationandsupportingdocumentation,Dean'sAcademicandtransferforms,ForeignLanguage
Examforms,GradeChangeformsandGradeProblemCards,Pass/FailOptionforms,MajorDeclaration
forms,Disciplinaryorconductactionsforms,Withholdofpublicinformationform(FERPA),Student
AuthorizationforDisclosureinEducationRecords,Studyabroadcourseandgradeevaluations,Degree
summarywithattachedcorrespondenceandrelatedforms,DegreeAudits,CopyoftheTranscript,Copyof
thepermanentcard,Identitychange,legalsummons,subpoenasandrelatedcorrespondence,ROTCforms,
Coursechangerequestforms,EnrollmentlettersandothersupportinginformationfromRegistrarsoffice,
andTranscriptsfromothercollegesoruniversities.Otherformatsmayincludemicrofilm,Images,anddata
intheDatawarehouse.
RetentionPeriod:10yearsfromdateofreceiptofdegreeordateoflastattendanceanddestroy
confidentially
PII?Yes
Confidential?Yes

16

UWSTU050GraduateSchool:Thesis/Dissertations/DirectedStudy
ThesesandDissertationswrittenaspartoftherequirementforaconferreddegree.Someprogramsallow
forDirectedStudyoraThesis.
RetentionPeriod:CR+6,thentransfertoLibraryorUniversityArchivesperpolicyoftheindividual
institution.
PII?No
Confidential?No
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU051Grievances,Exam/courserelated(notgradedisputes)
Paperorelectronicformsrecordingstudentgrievancesaboutcourses,coursework,exams,instructorand
includestudentnameandnumber,term/semester,coursenumbernameofinstructorandsignaturesby
student,facultyorstaff.
RetentionPeriod:EVT+3yearsthendestroyconfidentially(EVT=dateofsubmission)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.
UWSTU052HoldorEncumbranceAuthorizations
Limitationsplacedonastudent'saccountduetolatepayment,lateregistration,orotherreasonsstatedby
theinstitutionduetononpaymentoffees,libraryfines,parkingcitations,etc.Anencumbrancecan
prohibitstudentsfromregisteringforclasses,affectthereleaseoftheirtranscripts,ordelaythereception
oftheirdiplomas.
RetentionPeriod:EVT+6yearsthendestroyconfidentially(EVT=fiscalyearofcreation)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU053HonorsProgramApplicantFiles,undergraduate
ThisrecordseriesincludesHonorsProgramapplicantfilesandapplications,gradepointaverages,
scholarshipandawardmaterials,andstatistics.
Retention:EVT+5yearsthendestroyconfidentially(EVT=dateofapplication)
PII?Yes
Confidential?Yes

UWSTU054InstructionalMaterialsincludingmaterialsincoursemanagementsystems
Examinations,coursework,assignments,etc.asretainedbyacademicdepartmentstoserveassource
documentsforsubmittedofficialgrades.Thisseriesincludescoursesupportinstructionalmaterialsinany
formatincludingthosefoundincoursemanagementsystems,suchasDesire2Learn(D2L).
RetentionPeriod:1yearafterendofsemesterinwhichgradesaresubmittedyearsthendestroy
confidentially.
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

17

UWSTU055InternshipAgreements
Agreements,alsoknownasmemorandums,betweentheUniversity,individualdepartmentsorcollegesor
theUWBoardofRegentsandexternalbusinessesoragenciesgoverningpotentialsupervisedpractical
trainingorservicelearningexperiencesofuniversitystudents.InternshipagreementsDONOTconcern
individualstudentsbutratheracknowledgethebusinessoragencyswillingnesstoacceptinternsinthe
future.Agreementsmayincludealistoftheresponsibilitiesandexpectationsoftheagencies,the
Universityofficesandthestudents;aswellasanygeneralprovisionsorinformationgermanetothe
executionofthelearningexperience.
RetentionPeriod:EVT+1yearthendestroy(EVT=expirationofagreement)
PII?No
Confidential?No
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU056InternshipContracts
Signedagreementsgoverningsupervisedpracticaltrainingorservicelearningexperiencesofuniversity
students.Ofteninternshipcontractsaremadebetweenacademicdepartments/collegesandexternal
agenciesbutmayinvolveanotheruniversitydepartment.Contractsstipulateexpectationsofastudents
responsibilities,thelearningoutcomestobecoveredaswellasthelogisticalaspectsoftheprogram.
Retentionperiodisidenticaltothatfortestsandotherinstructionalmaterialsthataresimilarlyusedto
determineastudentsfinalgrade.
RetentionPeriod:Original:EVT+1yearthendestroyconfidentially.(EVT=dateofendofinternshipas
determinedbytheUniversity)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU057MajorDeclarations,Changes,CertificationofSecondMajor,Minors
Electronicorpaperdocumentsdetailingthestudentsdeclarationorchangeofmajorsortheadditionofa
secondmajororminor.Recordscontainthedateofthechange,requiredauthorizations,theparametersof
theadditionorchangeincludingthenewrequirementsforcompletion.Majordeclaration,changeandthe
additionofasecondmajororminormayallbecontainedinonedocumentortheymaybeaccomplished
viaseveralforms.Practicevariesbetweendepartmentsandschools.
RetentionPeriod:EVT+5yearsthendestroyconfidentially.(EVT=graduationorlastattendance)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU058NameChangeAuthorizations
Formsandsubsequentrecordsinanyformdocumentinganamechangerequestandactioninitiatedbya
student.
RetentionPeriod:EVT+5yearsthendestroyconfidentially(EVT=dateofsubmission)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

18

UWSTU059Petitions,Exceptionstoacademicrules
Paperformssubmittedbythestudentrequestinganexceptionbemadetoacademicrulesregarding
requiredclasses,etc.FormsincludestudentnameandIDnumber,term/semester,coursenumbernameof
instructorandsignaturesbystudent,facultyorstaff.
RetentionPeriod:EVT+5yearsthendestroyconfidentially(EVT=dateofsubmission)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU060RegistrationForms
Formscompletedbystudentsatthetimeofregistrationinpaper,electronicoronlineformats.Theseforms
containstudentnameandnumber,termorsemester,classnumberandtitleandnumberofcredits.
RetentionPeriod:EVT+1yearthendestroyconfidentially(EVT=dateofsubmission)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU061Schedulesindividualstudentscheduleofclasses
Electronicorpaperscheduleissuedtostudentsrecordingtheclassesinwhichtheyareenrolled,credits,
gradingoption,locationandmeetingtimesofclasses,andincludingstudentname,class,majorand
identificationnumber.
RetentionPeriod:EVT+1yearthendestroyconfidentially(EVT=dateofschedulecreation)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU062StudentTeacherFieldExperienceFile
Recordsassembledthroughtheevaluationofstudentteachersconductingtheirfieldwork.Recordsmay
containbutarenotlimitedto:writtenevaluationsoffieldsupervisorsandcooperatingteachers;
remediationplans;recommendationletters;signedagreementswithdistricts;correspondence;copiesof
transcriptsandotherstudentrecords.Recordskeptduringaprobationaryperiodofnewteacherstoaidin
theirprofessionaldevelopmentplans.Note:Forretentionguidelinesfornecessarytuberculosisorother
medicalteststhatfieldexperiencemayrequire,seetheHealthServicesGeneralRecordSchedule.
RetentionPeriod:EVT+7yearsthendestroy(EVT=Graduationorsemesteroflastattendance)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal

UWSTU063StudyAbroadProgramFiles
Theserecordsconsistofaseriesofdatabasesorpaperfileswhicharemaintainedformultipleyears.The
dataprovidesacontinuouslistofstudyabroadprogramnames,studentnames,numberparticipating,
datesoftheprogram,courseregistration,medicalinformation,namesofroommates,biographical
informationandotherinformation.
RetentionPeriod:EVT+1yearthendestroyconfidentially(EVT=endofprogram)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

19

UWSTU064Syllabiand/orindividualCourseCalendars
Recordseriesincludesthewrittensummaryofindividualclassobjectives,topicscovered,requirements,
necessarytextsandequipment,gradingandevaluationproceduresandotherclassspecificpoliciescreated
byaninstructorforstudents.Anofficialcopyofthesyllabusshouldbekeptbythedepartmentforofficial
retentionasdetailedbelow.Othercopiesmaybekeptbyinstructorsforadministrative,personalusefora
timespecifictoeachcollege,departmentorindividual'sneedsforthepurposesofreaccreditation,course
modificationandreview,tenure/personneldecisions,etc.
Retention:OfficialDepartmentCopy:10yearsafterlastdayofcoursethentransfertoarchives*
PII?No
Confidential?No
Copies:Destroywhennolongerneededforcollege/departmentalorpersonaluse.
*Thedeterminationofarchivalvalueofsyllabiwillbemadebyeachinstitutionsarchives.
UWSTU065Transcripts,official
Officialstudentacademictranscriptsshowingname,yearsofattendance,coursesattended,grades,major
andfurtheracademicachievements.
RetentionPeriod:Permanent
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU066Transcripts,studentrequests
Documentationinanyformatrecordingstudentrequestsforofficialcopiesoftheiruniversitytranscripts
RetentionPeriod:EVT+1yearthendestroyconfidentially(EVT=dateofrequest)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU067TransferCreditEvaluations
Formsthatevaluatethecreditsanindividualstudentpreviouslyearnedatanotherinstitutionbasedon
transferequivalencies(UWSTU091)andusedtodetermineactualstudentcredittransfers
RetentionPeriod:EVT+5yearsthendestroyconfidentially(EVT=dateofevaluation)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU068WithdrawalAuthorizations
Documentationincludesformscompletedbystudentsinordertoofficiallywithdrawfromallclassesafter
thelastdaytowithdrawfromindividualclasses.Formincludesidentificationinformation,theagreementto
paythewithdrawalfee,andanexplanationoftheextraordinarynonacademicreasonsforthestep.
Documentationalsoincludestherecordsofthedecisionofthegrantingauthority.
RetentionPeriod:EVT+5yearsthendestroyconfidentially(EVT=dateofsubmission)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

20

InternationalStudentRecords

UWSTU069ArrivalDepartureRecords,(enrolledstudents)(I94)(copy)
TheUWagencykeepsacopyorimageoftheI94,nottheoriginal.FormI94mustbecompletedatthe
timeofentrytotheUnitedStatesbyforeigncitizensthatarebeingadmittedintotheUnitedStateswith
nonimmigrantvisastatus.FormI94documentsalawfuladmissiontotheU.S.inaspecificstatusandany
definedexpirationofthatstatusintheUnitedStates.
RetentionPeriod:EVT+5yearsthendestroyconfidentially(EVT=dateofgraduationorlastattendance)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU070ArrivalDepartureRecords,(notenrolled)(I94)(copy)
TheUWagencykeepsacopyorimageoftheI94,nottheoriginal.FormI94mustbecompletedatthe
timeofentrytotheUnitedStatesbyforeigncitizensthatarebeingadmittedintotheUnitedStatesina
nonimmigrantvisastatus.FormI94documentsalawfuladmissiontotheU.S.inaspecificstatusandany
definedexpirationofthatstatusintheUnitedStates.
RetentionPeriod:EVT+1yearthendestroyconfidentially(EVT=dateofsubmission)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU071CertificateofEligibilityforF1VisaStatus,(enrolledstudents)(I20)(copy)
TheUWagencykeepsacopyorimageoftheI20,nottheoriginal.TheI20isaformusedtoapplyfora
nonimmigrantstudentvisa(F1visa).TheI20formisacertificateofeligibilityfornonimmigrant(F1)
studentstatusissuedbytheschoolthathasadmittedtostudent.ItisarequirementfortheF1Visa.The
UWagencyprovidestheI20tostudentswhohavebeenacceptedtoattendclass.Thestudentisrequired
tokeeptheoriginal.
RetentionPeriod:EVT+5yearsthendestroyconfidentially(EVT=dateofgraduationorlastattendance)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU072CertificateofEligibilityforF1VisaStatus,(notenrolled)(I20)(copy)
TheUWagencykeepsacopyorimageoftheI20,nottheoriginal.TheI20isaformusedtoapplyfora
nonimmigrantstudentvisa(F1visa).TheI20formisacertificateofeligibilityfornonimmigrant(F1)
studentstatusissuedbytheschoolthathasadmittedtostudent.ItisarequirementfortheF1Visa.The
UWagencyprovidestheI20tostudentswhohavebeenacceptedtoattendclass.Thestudentisrequired
tokeeptheoriginal.
RetentionPeriod:EVT+1yearthendestroyconfidentially(EVT=dateofsubmission)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

21

UWSTU073CertificateofEligibilityforExchangeVisitorJ1StatusFormDS2019,(enrolledstudents)
(copy)
TheUWagencykeepsacopyorimageoftheDS2019.ThisisamultipurposedocumentissuedbyaU.S.
governmentapprovedinstitution(ororganization)certifyingthatadmissionintoaprogramhasbeen
accepted.ProgramparticipantsusetheDS2019toapplyforanexchangevisitor(J1)nonimmigrantvisa.
TheStudentandExchangeVisitorInformationSystem(SEVIS),database,processestheinformationand
producesacopyoftheDS2019thatissentbacktotheschool.Thestudentisrequiredtokeeptheoriginal.
RetentionPeriod:EVT+5yearsthendestroyconfidentially(EVT=dateofgraduationorlastattendance)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU074CertificateofEligibilityforExchangeVisitorJ1StatusFormDS2019,(notenrolled)(copy)
TheUWagencykeepsacopyorimageoftheDS2019.TheDS2019isamultipurposedocumentissuedby
aU.S.governmentapprovedinstitution(ororganization)certifyingthatadmissionintoaprogramhasbeen
accepted.ProgramparticipantsusetheDS2019toapplyforanexchangevisitor(J1)nonimmigrantvisa.
TheStudentandExchangeVisitorInformationSystem(SEVIS),database,processestheinformationand
producesacopyoftheDS2019thatissentbacktotheschool.Thestudentisrequiredtokeeptheoriginal.
RetentionPeriod:EVT+1yearthendestroyconfidentially(EVT=dateofsubmission)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU075PassportPageshowingpassportnumber,(enrolledstudents)(copy)
TheUWagencykeepsacopyorimageofthepassportphotopagetoverifythepassportnumber,country
ofcitizenship,birthplace,birthdate,andaccuratespellingofthenameofthestudent.
RetentionPeriod:EVT+5yearsthendestroyconfidentially(EVT=dateofgraduationorlastattendance)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU076PassportPageshowingpassportnumber,(notenrolled)(copy)
TheUWagencykeepsacopyorimageofthepassportphotopagetoverifythepassportnumber,country
ofcitizenship,birthplace,birthdate,andaccuratespellingofthenameofthestudent.
RetentionPeriod:EVT+1yearthendestroyconfidentially(EVT=dateofsubmission)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU077StatementofEducationalCosts,(enrolledstudents)
TheUWagencyprovidesacopyofthestatementofeducationalcosttothestudents.Thestatement
indicatesuniversitycontactinformation,estimatedexpensesfortuition,fees,livingexpenses,health
insuranceandinstructionsforsubmittingfinancialverificationform.
RetentionPeriod:EVT+5yearsthendestroyconfidentially(EVT=dateofgraduationorlastattendance)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

22

UWSTU078StatementofEducationalCosts,(notenrolled)
TheUWagencyprovidesacopyofthestatementofeducationalcosttothestudents.Thestatement
indicatesuniversitycontactinformation,estimatedexpensesfortuition,fees,livingexpenses,health
insuranceandinstructionsforsubmittingfinancialverificationform.
RetentionPeriod:EVT+1yearthendestroyconfidentially(EVT=dateofsubmission)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU079StatementofFinancialResponsibilityandsupportingdocuments,(enrolledstudents)
Copiesoffinancialdocumentsincludebanklettersshowingsufficientfundsondepositforatleastthefirst
yearsexpensesandlegalnamesofsponsorswithappropriatesignaturesanddates.TheUWagencymay
keeptheoriginaldocumentsorcopiesorimagesofthem.
RetentionPeriod:EVT+5yearsthendestroyconfidentially(EVT=dateofgraduationorlastattendance)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU080StatementofFinancialResponsibilityandsupportingdocuments,(notenrolled)Copiesof
financialdocumentsincludebanklettersshowingsufficientfundsondepositforatleastthefirstyears
expensesandlegalnamesofsponsorswithappropriatesignaturesanddates.TheUWagencymaykeep
theoriginaldocumentsorcopiesorimagesofthem.
RetentionPeriod:EVT+1yearthendestroyconfidentially(EVT=dateofsubmission)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU081UnitedStatesPermanentResidentCard(GreenCard)copy,(enrolledstudents)
TheUWagencykeepsacopyorimageofthePermanentResidentCard,nottheoriginal.Thecardhas
previouslybeencalledtheAlienRegistrationReceiptCardandishasnotalwaysbeengreenincolor.The
cardprovidesevidenceofadmissibilitytotheUnitedStatesasalawfulpermanentresident.
RetentionPeriod:EVT+5yearsthendestroyconfidentially(EVT=dateofgraduationorlastattendance)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

UWSTU082UnitedStatesPermanentResidentCard(GreenCard)copy,(notenrolled)
TheUWagencykeepsacopyorimageofthePermanentResidentCard,nottheoriginal.Thecardhas
previouslybeencalledtheAlienRegistrationReceiptCardandishasnotalwaysbeengreenincolor.The
cardprovidesevidenceofadmissibilitytotheUnitedStatesasalawfulpermanentresident.
RetentionPeriod:EVT+1yearthendestroyconfidentially(EVT=dateofsubmission)
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.Donotkeepcopieslongerthantheoriginal.

23

Publications,StatisticsandPolicy

UWSTU083Catalog,graduateandundergraduate
Officialinstitutionalcoursecataloginpaperorelectronicformatprovidingoverviewofadmissionspolicies,
courseofferingsanddegreerequirementsaswellasminorandcertificaterequirements.
RetentionPeriod:CR+6years,thentransfertoUniversityArchives.
PII?No
Confidential?No
Copies:Destroywhennolongerneeded.

UWSTU084ClassSchedules/timetables(institutional)
Officiallistofcoursesofferedeachsemester,withinformationregardingcoursenumbers,namesand
credits;instructors;times;andcourselocationinanyformat.Thismaydiffersignificantlyfromthe
publicationavailabletostudentsatthetimeofregistration.
RetentionPeriod:CR+6years,thentransfertoUniversityArchives.
PII?No
Confidential?No
Copies:Destroywhennolongerneeded.

UWSTU085Correspondence,policysetting
Policysettingcorrespondencewithinenrollmentservicesunitsorbetweenthemanduniversity
administration.
RetentionPeriod:CR+6years,thentransfertoUniversityArchives.
PII?No
Confidential?No
Copies:Destroywhennolongerneeded.

UWSTU086CourseFile,master
Officialcoursesofferedthroughoutthehistoryoftheinstitution
RetentionPeriod:CR+6years,thentransfertoUniversityArchives.
PII?No
Confidential?No
Copies:Destroywhennolongerneeded.

UWSTU087EnrollmentandClassLists
ReportsgeneratedbyEnrollmentServicesduringanygivensemesterreflectingstudentenrollmentrosters,
classsize,graduationlists.
RetentionPeriod:CR+6years,thentransfertoUniversityArchives.
PII?Yes
Confidential?Yes
Copies:Destroywhennolongerneeded.

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UWSTU088EnrollmentVerificationsandCertifications
Recordsusedtoverifystudentenrollmentforpurposessuchasloanapplications,insurancediscounts,and
SocialSecuritybenefits.
RetentionPeriod:EVT+1.(EVT=completionofverificationorcertification)Destroyconfidentially
PII?Yes
Confidential?Yes
Copies:Destroyconfidentiallywhennolongerneeded.

UWSTU089GradeReports/statistics
Reportsofofficialgradesawarded,degreesconferred,gradelists,academicstanding,gradepointaverages,
degreestatistics
RetentionPeriod:CR+6years,thentransfertoUniversityArchives.
PII?Yes
Confidential?Yes
Copies:Destroywhennolongerneeded.

UWSTU090HonorsLists
Listsofstudentswhohaveachievedacademicdistinction,includingbutnotlimitedtotheDean'sList
RetentionPeriod:CR+6years,thentransfertoUniversityArchives.
PII?Yes
Confidential?Yes
Copies:Destroywhennolongerneeded.

UWSTU091TransferEquivalencies
Aggregatetransfercreditequivalencyinformation,comparingcoursesubjectarea,content,difficulty,level,
andcredithourscollectedtoevaluateanddeterminetransferrablecoursecreditsfromotherinstitutions.
RetentionPeriod:Untilsuperseded.Keepuntilsupersededanddestroy
PII?No
Confidential?No
Copies:Destroywhennolongerneeded.

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FERPARelatedRecords

UWSTU092RequestsforandDisclosureofPersonallyidentifiableInformation
Recordsinanyformofthirdpartyrequestsforinformation,whichrequireastudentssignedanddated
writtenconsentfordisclosureofinformation(seeUWSTU097),anddocumentationofthesubsequent
disclosureoftheinformation,ifgranted.
RetentionPeriod:Permanent.
PII?Yes
Confidential?Yes
Copies:Destroywhennolongerneeded.

UWSTU093RequestsforCorrectionstoRecordsandFormalHearings
StudentinitiatedRequestsforcorrectionstorecordsandforformalhearingsregardingtheamendmentof
theacademicrecord,basedonthestudentsrighttorequesttohaverecordscorrectedthatheorshe
believestobeinaccurate,misleadingorinviolationoftheirprivacyrights.Requeststochangeand/orto
challengetheinformationdeemederroneousormisleadingmustbemadeinwritinganddirectedtothe
deanoftherelevantcollegeorthedirectoroftheappropriateofficesothatahearingcanbescheduled.
RetentionPeriod:Permanent.
PII?Yes
Confidential?Yes
Copies:Destroywhennolongerneeded.

UWSTU094RequestsforNondisclosureofDirectoryInformation
Documentationsupportingarequesttowithholditemsfrompublicrecords,includingtheRequestto
WithholdStudentInformationform,whereapplicable.
RetentionPeriod:Permanent.
PII?Yes
Confidential?Yes
Copies:Destroywhennolongerneeded.

UWSTU095StatementonContentsofRecordsregardingHearingPanelDecisions
Statementwrittenbyastudentwhofindsthedecisionoftheformalhearingregardingtheacademicrecord
unsatisfactory.Thestatementofreasonsfordisagreeingwiththedecisionisplacedinthestudentsfile.
RetentionPeriod:Permanent.
PII?Yes
Confidential?Yes
Copies:Destroywhennolongerneeded.

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UWSTU096WaiverofRightofAccesstoConfidentialRecommendations
Thewaivertorightofaccessforaletterofrecommendationisallowedforthreepurposes:(1)admissionto
anothereducationalinstitution;(2)employment;(3)receiptofanawardorhonor.Thesearetheonlyareas
inwhichwaiversareallowed.Astudent'ssignatureonawaiverisvoluntaryandisnotrequiredasa
conditionforadmission,receiptoffinancialaidform,orreceiptofanyotherservicesorbenefitsfromthe
University.Studentswhosignthewaiverwill,uponrequest,benotifiedofthenamesofallpersonsmaking
confidentialrecommendationsandsuchrecommendationswillbeusedsolelyforthepurposeforwhich
theywerespecificallyintended.Revocationofwaiversmustbeinwritingtobeeffective.
RetentionPeriod:Permanentoruntilterminatedbythestudent
PII?Yes
Confidential?Yes
Copies:Destroywhennolongerneeded.

UWSTU097WrittenConsentforRecordsDisclosure
Thestudentswritten,signed,anddatedconsenttothedisclosureofpersonallyidentifiableinformation
aboutastudentortheinspectionofthestudentsrecords.Itmustcontainthreeelements:thespecification
ofrecordstobereleased,theidentityofthepartytowhomtherecordsaretobereleased;thereasonfor
therelease.
RetentionPeriod:Permanent.
PII?Yes
Confidential?Yes
Copies:Destroywhennolongerneeded.

UWSTU098WrittenDecisionsofHearingPanels
Decisionsresultingfromaformalhearingregardingastudentinitiatedrequestforamendmentofthe
studentseducationalrecords.Inmostcasesthedecisionofthedeanordirectorisfinal.Ifthestudentfinds
thedecisionunsatisfactory,theymayplaceastatementintheirfilesettingforthanyreasonsfor
disagreeingwiththedecision.RelatedtoseriesUWSTU093andUWSTU095
RetentionPeriod:Permanent.
PII?Yes
Confidential?Yes
Copies:Destroywhennolongerneeded.

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FederalDisclosureRecords

UWSTU099AthleticParticipation/EADADocument
TheserecordsareprovidedbothtostudentsinpaperorelectronicformattodisclosedataaboutEquityin
AthleticsandtotheOfficeofPostsecondaryEducation(OPE),FederalDepartmentofEducation.Thesource
andbackgroundforthesereportsaredataretainedinworksheets,spreadsheets,charts,surveys,email,
weblinkeddataandnarrativereports,allofwhicharetobeconsideredrecordsbelongingtothisseries.
SchoolscontributedocumentsandathleticsdatathataresubmittedannuallyasrequiredbytheEquityin
AthleticsDisclosureAct(EADA),viaaWebbaseddatacollection,byallcoeducationalpostsecondary
institutionsthatreceiveTitleIVfunding(i.e.,thosethatparticipateinfederalstudentaidprograms)and
thathaveanintercollegiateathleticsprograms.
RetentionPeriod:3yearsafterrequireddisclosure.DestroyortransfertoArchives
PII?No
Confidential?No
Copies:Destroywhennolongerneeded.

UWSTU100CollegeCosts,Accreditation,Textbookinformation,TransferCreditPolicy
TheserecordsareprovidedbothtostudentsandtheDepartmentofEducation.Thesourceandbackground
forthesereportsaredataretainedinworksheets,spreadsheets,charts,surveys,email,weblinkeddata
andnarrativereports,allofwhicharetobeconsideredrecordsbelongingtothisseries.Thesedisclosure
recordsareorganizedintwobroadcategories:I.NonLoanRelatedDisclosureRequirements:Availabilityof
InstitutionalandFinancialAidInformation,StudentFinancialAssistance,GeneralInstitutionalInformation,
TeacherPreparationProgramReport,HealthandSafety,StudentOutcomes,IntercollegiateAthletic
Program,andVoterRegistrationII.DisclosureRequirementsRelatingtoEducationLoans:HEAdisclosure
requirementsthatarerelatedtoTitleIV,HEAprogramloans,andprivateeducationloans.
RetentionPeriod:3yearsafterrequireddisclosure.DestroyortransfertoArchives
PII?No
Confidential?No
Copies:Destroywhennolongerneeded.

UWSTU101Graduation/CompletionTransferOutdata
TherecordsincludedataandreportssuppliedtotheDepartmentofEducation(ED)andtostudents
fulfillingStudentRighttoKnowlegislativerequirements.Thesourceandbackgroundforthesereportsare
dataretainedinworksheets,spreadsheets,charts,surveys,email,weblinkeddataandnarrativereports,all
ofwhicharetobeconsideredrecordsbelongingtothisseries.ReportingtoEDisaccomplishedviasystems
suchastheIntegratedPostsecondaryEducationDataSystem(IPEDS).IPEDScollectsdataonpostsecondary
educationintheUnitedStatesinsevenareas:institutionalcharacteristics,institutionalprices,enrollment,
studentfinancialaid,degreesandcertificatesconferred,studentpersistenceandsuccess,andinstitutional
humanandfiscalresources.ThecompletionofallIPEDSsurveysismandatoryforinstitutionsthat
participateinorareapplicantsforparticipationinanyfederalstudentfinancialaidprogramsandother
programs.(Seerecordsretentioninformation34CFR668.24).
RetentionPeriod:3yearsafterrequireddisclosure.DestroyortransfertoArchives
PII?No
Confidential?No
Copies:Destroywhennolongerneeded.

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UWSTU102InstitutionalInformation
Theserecordsandinformationaredisclosedtostudents(includingprospectivestudents)andreportedto
theFederalDepartmentofEducation.Thesourceandbackgroundforthesereportsaredataretainedin
worksheets,spreadsheets,charts,surveys,email,weblinkeddataandnarrativereports,allofwhichareto
beconsideredrecordsbelongingtothisseries.Theinformationcollectedincludes,butisnotlimitedto:cost
ofattendanceincludingfeesandbooks,refundpolicy,withdrawalprocedures,studyabroadprograms,and
nameofaccreditingagencies(See34CFR668.43)
RetentionPeriod:3yearsafterrequireddisclosure.DestroyortransfertoArchives
PII?No
Confidential?No
Copies:Destroywhennolongerneeded.

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