The Advisors’ Records Retention Schedule is a customized list of the different file types associated with advisors and other student services professionals. It includes a description of file types and requirements for when they should be deleted/shredded. This curated schedule was designed to support Advisors in their efforts to manage the landslide of emails, texts, documentation, and forms sent and received with and on behalf of students.
This customized collection of record series is not intended to entirely take the place of the UW General Record Retention Schedule or your departmental retention schedule. Instead, this page highlights parts of those resources which we feel are most crucial to your role at the university. If you can't find the answer you're looking for here, be sure to check the general schedule as well, or contact us directly at recmgt@uw.edu.
Search in the Advisors-specific series:
Statistical, descriptive and evaluative materials necessary for a program, college or school to maintain accreditation with the professional association which sets the standards for that particular discipline. Materials must have been created specifically for accreditation.
Official Copy: Dean's or Academic Offices
Retention: 6 years after accreditation, or until superseded by new accreditation, whichever is longer
Disposition Method: Transfer to University Archives for review
A record of awarded grant or contract. May include Request for Approval of Application for Grant or Contract, Proposal for Grant or Contract, award letter/notice, agreements (including supplements or amendments), Notice to Establish Account, correspondence, final equipment inventory, project/planning files, etc.
Official Copy: Office of Sponsored Programs
Retention: 6 years after termination of contract
Disposition Method: Transfer to University Archives for review
Official Copy: Equipment Inventory Office
Retention: 6 years after final disposition of equipment
Disposition Method: Recycle or Delete
Other Copy: College/School or Department
Retention: 6 years after close of study
Disposition Method: Shred or Delete
A record of proposals and administration records for faculty and student research support awarded from funds established within a School or department. May include applications for funding from the Graduate School Research Fund, Royalty Research Fund, departmental research funds, etc. Funds may support research, interdisciplinary programs, honoraria, faculty and student travel, equipment, recruitment of graduate students, co-sponsorship of conferences, publication subsidies, etc. May include applications, proposals, correspondence, project/planning files, etc.
Official Copy: College/School or Department Distributing Internal Research Funds
Retention: 6 years after termination of project funded by award
Disposition Method: Transfer to University Archives for review
Other Copy: Principal Investigator or Applicant
Retention: 6 years after termination of project funded by award
Disposition Method: Shred or Delete
A record of program agreements between UW offices and outside agencies. May include the following types of agreements: those that provide/obtain a learning experience for students outside the classroom, e.g., internships, clerkships, clinical practicums, traineeships, etc.; that provide/obtain reduced tuition and preference in admission for WWAMI (Washington, Wyoming, Alaska, Montana and Idaho) region students or students from participating schools in other countries.
Official Copy: Any Office Signing the Agreement
Retention: 6 years after termination of agreement
Disposition Method: Transfer to University Archives for review