Advisors' Records Retention Schedule

The retention for email is based on the content of each individual email.

Emails that simply request or provide information are transitory and can be deleted as soon as a reply is given or received. Examples of transitory emails include emails that:

• Answer directional questions such as:
  • "How do I apply for this program?"
  • "What are your office hours?"
  • "When is the test?"                                                        
• Or provide generic information:
  • Explaining/clarifying a variety of general university policies (ex. S/NS vs. annual drop, low scholarship and satisfactory progress)
  • Events (on-campus, off-campus)
  • Grading policy
  • Major/minor—/eligibility/number of credits necessary
  • Opportunities (ex. jobs, internships, scholarships)
  • Parents/FERPA
  • Redirection to another office (the cc question)
  • Registration when/how/where/eligibility/reminders
  • Transfer students
• Or contain information or links from a source such as a website, database, or content management system.

Official Copy: Any Advisory Office
Retention: End of academic year
Disposition Method: Shred or Delete

The following electronic records do not have to be saved or printed because they are extracted from a master file or database. Reports printed from a database are considered duplicates and can be destroyed as soon as they have served their reference purpose. They will be visible and accessible for their full retention period in the system of record and can be reprinted as needed. Includes aggregate reports which include identifying information about individual student. For example, a program director asks for a report about all student performance or progress in either a course or course series in the program. 

Includes:

• Add Codes
• Alumni Info
• BI-Portal Reports
• Copies of admissions materials
• Curriculum Database Printouts
• DARS report (Degree Audit)
• EDW Reports
• Printouts from EARS, MyPlan, or MyGrad
• Qualtrics and Catalyst surveys and results
• Registrar on-demand reports
• UW Time Schedule

Official Copy: Any Advisory Office
Retention: Reference purpose served / End of academic year
Disposition Method: Delete

Documents interactions with or information/notes about individual students.  May contain aggregate information identifying individual students.

Official Copy: Any Advisory Office
Retention:  1 year after student/cohort inactive or graduated
Disposition Method:  Delete

Advisor recommendations for scholarships, fellowships, awards, and other forms of student recognition or achievement.

Official Copy: Any Advisory Office
Retention: 1 year after student inactive or graduated
Disposition Method: Shred or Delete

A record of the UW academic history of a student in terms of the courses taken, grades and degrees received. May also be used as Advisor's Worksheets.

Official Copy: Registrar's Office -- Administration
Retention: Permanent

Other Copy: College/School or Department
Retention: While enrolled or until superseded
Disposition Method: Shred or Delete

A record of a student's eligibility to take an examination in order to obtain credit for a class without enrolling in it.

Official Copy: Office of the University Registrar (Registrar Student Services)
Retention: 1 year after end of quarter
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: Until end of quarter in which exam is given
Disposition Method: Shred or Delete

Letters of reference prepared by UW faculty and staff regarding UW students or former UW students with whom they are acquainted. 

Official Copy: Any Office
Retention: 1 year after end of calendar year
Disposition Method: Shred or Delete

Compilations of data obtained by the Registrar's Office regarding student enrollment, courses, grade distribution, scholarship, ethnicity of students, etc. May include Class Enrollment Count, Class Size Monitoring Report, Class Standing by College, Course Content Report, Cumulative Registration Enrollment Report, Ethnic Enrollment Survey, Grade Distribution Report, Graduate Students List, Official Registered List, Scholarship Reports, Variable Credit Class Census, Withdrawn Students List, etc.

Official Copy: Enrollment Information Services
Retention: Variable depending on report, refer to departmental records retention schedule; transfer to University Archives for review
Disposition Method: Shred or Delete

Official Copy: UW Bothell: Student Affairs: Registrar
Retention: Variable depending on report, refer to departmental records retention schedule; transfer to University Archives for review
Disposition Method: Shred or Delete

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

Notes, emails, and lists used as a memory tickler to help faculty and staff identify former students for the purpose of writing letters of reference for them. Lists may include: names of students, dates degrees awarded, titles of final projects, final grades, grade point averages, etc.

Official Copy: College/School or Department
Retention: Until administrative purpose is served
Disposition Method: Shred or Delete

A summary record of the compiled responses to surveys or questionnaires. Includes blank sample survey form and report of results. Includes survey/questionnaires completed electronically via Outlook, MSForms, Survey Monkey, etc.

Note: Does not apply to surveys or questionnaires related to IRB approved research.

Official Copy: Any Office
Retention: 3 years after end of academic year
Disposition Method: Transfer to University Archives