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Student Records

As an instructor/advisor, how long do I need to keep my emails to and from students?

The retention for e-mail 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. E-mails that inform decision-making or could potentially be relied upon legally or financially are substantive and must be retained as per an approved retention schedule.

Examples of transitory emails:

  • Answer directional questions such as:
    • "When is the test?"
    • "What are your office hours?"
    • "How do I apply for this program?"
  • Provide generic information
  • Contain information or links from a source such as a website, database, or content management system

Examples of substantive emails:

  • Complaints against UW employees or fellow students
  • Requests for a waiver or appeal
  • Grade appeals
  • Advising recommendations
  • Address disciplinary and conduct issues

If you have questions about the retention for specific types of student communications, please contact us at 543.0573 or urc@uw.edu.

Do student organizations need to keep records of their activities and expenditures?

Yes. Because UW is a public agency, any and all records are subject to public records requests and audits - including student organization activities and purchases. The University has answered public records requests in the past that included financial and event records from student groups. Student organizations should use the General Records Retention Schedule to apply retention to their records.

Who is responsible for managing student organization records?

Student organization leadership and their faculty advisor(s) are responsible for maintaining their records. 

As an instructor/advisor, how long do I need to keep course materials and student assignments?

The retention for course materials is one quarter (3 months) after the materials are no longer needed for agency business. The retention for student exams, papers, and assignments is one quarter (3 months) after the end of the quarter.

The University General Records Retention Schedule contains a section specifically for Student and Curriculum Records. Retention applies to all records, regardless of physical format or storage location. This includes e-mails, databases, and course content management systems such as Canvas/Catalyst.

If you are unable to find the student or curriculum record series you are looking for, please contact us at urc@uw.edu or 543-0573.