Advisor's Files
Records used to monitor student academic progress. May include transcripts from transfer institutions, learning contracts for independent study, research or internship credits, grade reports, Advisor's Worksheets, study abroad files, etc. Advisors files may include substantive material received through email, or created or maintained as a Digital File. Note: Paper records which are printouts or duplicates of a digital file may be shredded at any time.
Official Copy: Any Advisory Office
Retention: 1 year after student inactive or graduated
Disposition Method: Shred or Delete
Affirmative Action Plans
A record of established policies and procedures. Includes annual reports which may include: employee profiles, workforce displays, analyses, goals, and timetables, as well as reports provided by the Equal Opportunity and Affirmative Action Office to Deans and department Chairs showing affirmative action goals for academic personnel hiring in a particular school or college.
Official Copy: Office of Equal Opportunity and Affirmative Action
Retention: 3 years after end of reporting period
Disposition Method: Recycle or Delete
Other Copy: Any Office
Retention: until superseded
Disposition Method: Recycle or Delete
Applicant Flow Reports
Summaries of data collected on Affirmative Action Information Requests from applicants for academic personnel or professional staff positions. May include vitae of the highest ranking minority or woman candidate considered but not appointed, or documentation of measures taken to meet the requirements of the affirmative action program.
Official Copy: Office of Equal Opportunity and Affirmative Action
Retention: 3 years after end of reporting period
Disposition Method: Shred or Delete
Other Copy: Appointing Department or Dean's Office
Retention: 3 years after completion of hiring process
Disposition Method: Shred or Delete
Award Files--Not Awarded
Comprised of material submitted regarding faculty members, graduate students, staff members, etc. nominated for one of the many awards bestowed by the University. May include application materials, curriculum material, syllabi, supporting correspondence, etc.
Official Copy: Any Office
Retention: 2 years after end of academic year
Disposition Method: Shred or Delete
Background Checks for Academic Appointments
A record of completed criminal background check authorization forms, criminal background check results, character, competence and suitability assessments and all other applicable background information performed by either the Washington State Patrol and/or the commercial consumer reporting agency vendor that conducts background checks for the University.
Official Copy: College, School or Department—for Academic Personnel positions
Retention: 3 years after termination of employment with department
Disposition Method: Shred or Delete
Course Evaluations
Compilations of ratings and comments from individual paper course evaluation forms. Summaries are compiled by the Office of Educational Assessment and entered into the Instructional Assessment System (IASystem) where they are kept permanently.
Official Copy: Office of Educational Assessment
Retention: 6 months after end of quarter
Disposition Method: Shred or Delete
Other Copy: Faculty/Academic Departments
Retention: 3 years after end of quarter
Disposition Method: Shred or Delete
Course Materials
Materials created and used as the basis for the content of a course. May include but is not limited to: notes, rubrics, PowerPoint slides, Teams Channels used for communication with students, podcasts, Panopto recordings, and Zoom or other conferencing platform recordings or AI created artifacts.
Official Copy: Academic Departments
Retention: Retain until no longer needed for agency business plus one academic quarter (3 months)
Disposition Method: Shred or Delete
Note: Records in the Canvas LMS will be deleted 5 years after the end of the academic year; instructors will receive notification in advance of deletion. Copies of materials uploaded or created in Canvas do not need to be retained outside of Canvas.
Note: Excludes records covered by History Files
Curriculum Committee Reports
Report of the monthly meetings of the Curriculum Committee. Includes the agenda and documents actions taken and acted upon. Includes changes to curriculum made during the month -- courses or degree programs added, dropped, or renamed, and proposals that are pending. These reports are now posted online and may be generated from Kuali Student Curriculum Management.
Official Copy: Registrar -- General Catalog and Curriculum Office
Retention: 6 years after end of calendar year
Disposition Method: Transfer to University Archives
Other Copy: Academic Departments
Retention: 1 year after end of quarter
Disposition Method: Recycle or Delete
Curriculum Proposals -- Denied
Documentation of the planning and development of academic courses or programs that have not been approved. May include Course Change Applications, New Course Applications, departmental proposals and supporting papers (course or program descriptions, faculty data, etc.).
Official Copy: Registrar -- General Catalog and Curriculum Office (filed with Curriculum Committee Reports)
Retention: 6 years after end of calendar year
Disposition Method: Transfer to University Archives for review
Other Copy: Academic Departments
Retention: 1 year after proposal denied
Disposition Method: Recycle or Delete
Digital Student-Related Reports
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
Embryonic Stem Cell Research Oversight Research Application Files - Denied
Applications for research using stem cells that were denied by the ESCRO Committee and/or the ESCRO Chair. May include, but not limited to, the following: application, sample consent forms, ESCRO's disposition documentation, the investigator's responses to the Committee, sponsor protocols, copy of EH&S's approval, correspondence and supporting documentation, modifications to applications, application annual reviews, non-compliance documentation, records requests.
Official Copy: Office of Research: Administration
Retention: 1 year after end of academic year
Disposition Method: Shred or Delete
Other Copy: Principal Investigator
Retention: 1 year after end of academic year
Disposition Method: Shred or Delete
Exams and Answer Sheets -- Proficiency/Placement & Credit by Exam
A record of student responses to placement exams administered by college/school or department to determine level of subject proficiency, or to authorize students for possible exemption from taking a course.
Official Copy: College/School or Department
Retention: 1 year after end of academic year
Disposition Method: Shred or Delete
Note: A sample of each exam and its answer sheet should be retained with Course History Files.
Exams, Papers, Projects and Other Assignments by Students
A record of answers to examinations, as well as papers, projects and other assignments submitted by students in fulfillment of course or degree requirements. Includes Zoom or other conferencing platform recordings.
NOTE: This retention period applies to those exams and assignments not retrieved by the student after they are graded.
Official Copy: Academic Departments
Retention: 1 quarter after end of quarter
Disposition Method: Shred or Delete
Note: Records in the Canvas LMS will be deleted 5 years after the end of the academic year; instructors will receive notification in advance of deletion. Copies of materials uploaded or created in Canvas do not need to be retained outside of Canvas.
Note: A sample of each exam and its answer sheet should be retained with Course History Files.
Faculty Request for Outside Work Approval (Form 1460)
Requests to the Dean, Vice President or Provost from academic personnel to perform consulting work and other professional and public activities outside the UW for compensation. Formerly known as the Request for Approval of Outside Professional Work for Compensation.
Official Copy: Office of Research
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete
Other Copy: Dean or Department Chair
Retention: 6 years after the end of fiscal year
Disposition Method: Shred or Delete
Other Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete
Other Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete
Faculty/Academic Employment--International Scholars
Documents procedures necessary for international academic personnel seeking nonimmigrant status as E-3 temporary workers, H-1B temporary workers, J-1 exchange visitors, and O-1 individuals with extraordinary ability. May include related forms, applications and petitions.
Official Copy: International Scholars Operations
Retention: varies depending upon Visa type; refer to departmental schedule
Disposition: Shred or Delete
Other Copy: Hiring Department
Retention: 1 year after termination of employment/application expired or withdrawn
Disposition: Shred or Delete
Note: For TN NAFTA Professionals documentation, please refer to Faculty/Academic Employment--International Scholars (TN NAFTA Professionals)
Grade Books
Listing of student grades for exams, papers, projects, class participation for a particular course. Provides the basis upon which the final grade is assigned.
Official Copy: College/School or Department
Retention: 5 years after end of academic year
Disposition Method: Shred or Delete
Note: Records in the Canvas LMS will be deleted 5 years after the end of the academic year; instructors will receive notification in advance of deletion. Copies of materials uploaded or created in Canvas do not need to be retained outside of Canvas.
History Files
Documentation of the history and development of an office, program, event, or course. May include photographs, videotapes, Zoom or other conferencing platform recordings, newsletters, course descriptions, syllabi, bibliographies, sample examinations, etc.
Official Copy: Any Office
Retention: 6 years after end of academic year
Disposition Method: Transfer to University Archives
Human Subjects Review Committee Applications -- Denied
A record of denied requests for the use of human subjects in research. May include but is not limited to: application, sample consent forms, Review Committee's Disposition documentation, investigator's responses to the Committee, sponsor protocols, copies of Radiation Safety Committee Review, supporting documentation, modifications of applications, Adverse Event Reports, correspondence and non-compliance documentation, record requests, safety reports, complaints.
Official Copy: Human Subjects Division
Retention: 10 years after end of academic year
Disposition Method: Shred or Delete
Other Copy: Principal Investigator
Retention: 6 years after denial
Disposition Method: Shred or Delete
Informal Events
Records relating to routine celebrations/events (such as staff recognition holiday parties, retirements, accomplishments and initiatives not related to the mission of the office). May include planning files, Zoom or other conferencing platform recordings and photographs.
See also Documentation of Celebrations and Ceremonies
Note: Photographs, videos, and recordings that are directly related to a student and maintained by the institution are education records subject to FERPA.
Official Copy: Any Office
Retention: 6 years after the end of the academic year
Disposition Method: Transfer to University Archives for review
Personnel Records for Academic Personnel
Comprehensive record of all personnel actions affecting an academic appointee.
May include but is not limited to:
- Offer Letter
- Appointment Letters
- Reappointment Letters
- Degree Verification
- Retention Agreement Documents
- Salary Adjustment Documentation
- Application for Sabbatical Leave
- Clock Extension Request Letter
- CV/Bibliography
- Endowment Agreement
- Joint Appointment Documents
- Leave Without Pay Documents
- Resignation Letter
- VRI Documentation
- Merit Documents
- Disciplinary Letter
- Postdoctoral Scholar Data Sheet
Official Copy: UWHR Operations
Retention: 50 years after termination of employment -- basic biographical information will be retained by the University Archives
Disposition Method: Shred or Delete
Other Copy: College/School or Department
Retention: 3 years after termination of employment with department
Disposition Method: Shred or Delete
Personnel Records for Academic Student Employees (ASE)
Comprehensive record of all personnel actions affecting a UW Academic Student Employee which includes information that had a reasonable bearing on the efficient and effective management of the UW. May include: appointment letter, offer letter, job description, letters of reference, resume, non-academic training records, job posting, commendations, letters of resignation, termination letter.
Official Copy: Any Office
Retention: 6 years after termination of employment with department
Disposition Method: Shred or Delete
Personnel Records for Emeritus Faculty
Comprehensive record of all personnel actions affecting a faculty member who receives an emeritus appointment. May include:
- Offer Letter
- Appointment Letters
- Reappointment Letters
- Degree Verification
- Retention Agreement Documents
- Salary Adjustment Documentation
- Application for Sabbatical Leave
- Clock Extension Request Letter
- CV/Bibliography
- Endowment Agreement
- Joint Appointment Documents
- Resignation Letter
- VRI Documentation
- Merit Documents
- Disciplinary Letter
- Postdoctoral Scholar Data Sheet
Official Copy: UWHR Operations
Retention: 50 years after start date of emeritus appointment
Disposition Method: Shred or Delete
Other Copy: Refer to Personnel Records for Emeritus Faculty/Librarians--Other Copy
Personnel Records for Emeritus Faculty/Librarians--Other Copy
Comprehensive record of all personnel actions affecting a faculty member or librarian who receives an emeritus appointment.
May include but is not limited to:
- Notice from faculty member or librarian stating intention to retire
- Documentation that the faculty member/librarian has met criteria for an emeritus appointment
- Chair/ director/campus dean’s letter indicating the faculty vote and recommending emeritus title
- Dean of University Libraries’ letter to provost recommending emeritus appointment
- Confirmation of dean/chancellor review
- Emeritus Appointment Letter
- Appointment Letter(s) for paid status positions (new appointment letter each time emeritus faculty is moved into paid status)
- Offer letter(s) from department identifying academic personnel name, title, appointment percent, and length of paid appointment(s) with emeritus’ concurrence
- Completed sexual misconduct disclosure form(s)
Other Copy: College/School or Department
Retention: 10 years after start date of emeritus academic appointment
Disposition Method: Shred or Delete
For the Official Copy, refer to Personnel Records for Emeritus Faculty
Request for Use of University Facilities
A record of requests to use UW facilities for events which are open to the general public, or which involve the co-sponsorship of a non-University organization by a University academic or administrative unit.
Official Copy: Office of Special Programs
Retention: 3 years after end of calendar year
Disposition Method: Recycle or Delete
Official Copy: UWT: Office of the Chancellor
Retention: 3 years after end of calendar year
Disposition Method: Recycle or Delete
Official Copy: UWB: Facilities Use Committee
Retention: 3 years after end of calendar year
Disposition Method: Recycle or Delete
Other Copy: Any Office, including sponsor
Retention: 1 year after facility used or after request denied
Disposition Method: Recycle or Delete
Search Committees for Executive Heads of Major Administrative or Academic Divisions
A record of committee procedures and decisions in the recruitment for positions including, or on a similar organizational level, to: President, Provost, Dean, Vice President, Vice Provost, or Director position. May include list of committee members, correspondence regarding planning for the search, the development of criteria for the selection of a candidate, job/position description, etc. Does not include materials submitted by an applicant.
Official Copy: Any Office
Retention: 10 years after end of search
Disposition Method: Transfer to University Archives for review
Special Educational Events, Forums, and Activities
A record of the planning, development and presentation of special educational forums or events presented or sponsored by the UW or held in UW facilities. May include project/planning files for student enrichment. Includes lecture series, conferences, seminars, short courses, conventions, institutes, field trips, summer camps, etc. Does not include permission slips or financial records. May include Zoom or other conferencing platform recordings.
Official Copy: Any Office
Retention: 6 years after the end of academic year
Disposition Method: Transfer to University Archives for review
Student Emails / Correspondence between Students and Advisors -- Transitory
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
Student Employment Recruitment Files
Provides a record of prospective employers recruiting for full, part-time, or work study employees at UW sponsored events or using UW sponsored resources including Career Fairs, Husky Employer Partnership Program, Featured Employers Night, virtual Resume Books, etc. May include registration forms, recruiting information, publicity documents, data sheets, lists of interviewees, etc. May also include Job Location and Development Program job listings; maintained as per 34 CFR 675.36, 34 CFR 375.19, and 34 CFR 668.24.
Official Copy: College/School or Department
Retention: 6 years after end of academic year
Disposition Method: Shred or Delete
Survey/Questionnaire Reports
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
Surveys/Questionnaires
Individual responses to surveys or questionnaires. 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: 2 years after end of academic year
Disposition Method: Shred or Delete
Time Schedule Changes (Requests for Change in the Quarterly Time Schedule)
Requests from academic departments to list a new course or to change the listing for a course in the forthcoming Time Schedule. Changes formerly submitted via form UW 20-506 now transmitted via email.
Official Copy: Registrar -- Time Schedule Office
Retention: 1 year after end of quarter
Disposition Method: Recycle
Official Copy: UWB: Student Affairs: Registrar
Retention: 1 year after end of quarter
Disposition Method: Recycle
Other Copy: Academic Departments
Retention: 1 year after end of quarter
Disposition Method: Recycle