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
Student Folders
A record of the academic history of degree (undergraduate, graduate, professional) and non-degree (certificate, fellowship, professional) students who have taken university courses, including internships/externships. Includes admissions applications, student classification, and evaluative/progress report documentation.
Official Copy: College/School or Department
Retention: 6 years after degree awarded or last activity
Disposition Method: Shred or Delete
Student Folders -- Non-Academic
A record of students who have received services provided by University resources. Includes but is not limited to writing center and other tutoring programs, tracking and monitoring success rates of participants in pre-enrollment programs, accommodations requested, offered and provided, tracking of student health information including immunization history, tracking of student compliance with non-UW rules and regulations, etc.
Official Copy: College/School or Department
Retention: 6 years after last contact
Disposition Method: Shred or Delete
Student Folders -- Non-Matriculated and Visiting Students
A record of students who have taken classes at the UW but have not been admitted to a degree program. Transcripts may be used to document completion of course requirements.
Official Copy: College/School or Department
Retention: 3 years after last quarter of activity
Disposition Method: Shred or Delete
Student Incident Reports
Provides a record of an incident(s) or information that has been reported to this office involving one or more students, and which may or may not have concluded with a formal investigation.
Official Copy: Any Advisory Office
Retention: 6 years after incident resolved
Disposition Method: Shred or Delete
Student Profiles / Release Forms
An agreement between a student and the UW granting the UW rights to photographs, video, or use student product or quotes for promotional material.
Official Copy: Any Advisory Office
Retention: 6 years after publication or video no longer in use
Disposition Method: Shred or Delete
Student Reference Records
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
Students of Concern
Provides a record of students who have not violated policy but have behavioral issues of concern. Records are entered into Advocate Care Module which also calls data on an as needed basis from the Enterprise Data Warehouse. Office consultation and asssessment team shares custodianship for Advocate with other offices at UW.
Official Copy: Any Advisory Office
Retention: 6 years after case closed
Disposition Method: Shred or Delete
Subpoenas
Court orders, subpoenas and other compulsory legal process served on the UW.
Note: Upon receipt, immediately transfer to the UW Division of the Office of the Attorney General.
Official Copy: Any Office
Retention: Until transferred
Disposition Method: Transfer to UW Division of the Office of the Attorney General
Subscription Records
Provides a record of subscriptions received by a journal. May contain the subscription form and financial records.
Official Copy: Any Journal
Retention: 6 years after end of fiscal
Disposition Method: Shred or Delete
Supplemental Accident Prevention Plan
Plan covers specific health and safety topics related to the worksites and job hazards within an individual department. May be included as part of the Departmental Health and Safety Manual.
Official Copy: Any Office/Lab
Retention: 6 years after superseded
Disposition Method: Transfer to University Archives for review
Survey Records - Radiation Safety
Survey completed by lab staff to document radioactive contamination levels in lab. Survey is completed as required by Radiation Safety guidelines. A lab may keep their own record of surveys performed, or enter the survey into the Radiation Safety database.
Official Copy: EH&S: Radiation Safety Office
Retention: 5 years after end of calendar year
Disposition Method: Transfer to University Archives for review
Official Copy: Any Lab - If Survey is not entered into Radiation Safety Database
Retention: 5 years after end of calendar year
Disposition Method: Shred or Delete
Other Copy: Any Lab - If Survey is entered into Radiation Safety Database
Retention: Data entered and verified
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.
Official Copy: Any Office
Retention: 3 years after end of fiscal year
Disposition Method: Transfer to University Archives for review
Surveys/Questionnaires
Individual responses to surveys or questionnaires.
Official Copy: Any Office
Retention: 2 years after end of fiscal year
Disposition Method: Shred or Delete
Technical System Documentation
Documentation of computer systems or databases used by an office, either developed in-house or by a contracted system developer. May include operator's manual, general description of design, system definition, source code, project work plan, design detail, file layout, establishment of programs, reports listing and data dictionary. This series is for unique systems/databases only, and does not include or apply to basic over-the-counter software/database packages.
Official Copy: Any Office
Retention: 6 years after system replaced/no longer used
Disposition Method: Shred or Delete
Temporary Food Event Form
Permit to have food served at a temporary event. Includes form and notification of approval or denial.
Official Copy: Environmental Health and Safety: Campus Preventive Health
Retention: 6 years after end of calendar year in which event took place
Disposition Method: Recycle or Delete
Other Copy: Any Office
Retention: 3 months after event
Disposition Method: Recycle or Delete
Tenure Appeals
A record of appeals by faculty who have been denied tenure.
Official Copy: Academic Human Resources -- as part of Personnel Folder
Retention: 50 years after termination of employment
Disposition Method: Shred or Delete
Official Copy: Office of Faculty Senate and Governance
Retention: 6 years after case closed
Disposition Method: Shred or Delete
Other Copy: College/School or Department
Retention: 3 years after termination of employment with College/School or Department
Disposition Method: Shred or Delete
Other Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 3 years after termination of employment
Disposition Method: Shred or Delete
Other Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 3 years after termination of employment
Disposition Method: Shred or Delete
Tenure/Promotion/Merit Pay Evaluations
A record of evaluations for faculty members eligible for tenure, promotion, or merit pay.
Official Copy: Academic Human Resources -- as part of Personnel Folder
Retention: 50 years after termination of employment
Disposition Method: Shred or Delete
Other Copy: College/School or Department
Retention: 3 years after completion of review
Disposition Method: Shred or Delete
Other Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 3 years after completion of review
Disposition Method: Shred or Delete
Other Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 3 years after completion of review
Disposition Method: Shred or Delete
Textbook Desk Copy Request to Publishers
Requests from faculty or staff to publishers for a free desk copy of a textbook being used in the classroom. May include correspondence.
Official Copy: Any Office
Retention: 6 years after end of quarter
Disposition Method: Recycle or Delete
Textbook Orders
Requests for course textbooks.
Official Copy: Any Office
Retention: 1 year after end of quarter
Disposition Method: Recycle or Delete
Theses and Dissertations
A record of student theses and dissertations produced to satisfy degree requirements.
Official Copy: UW Libraries
Retention: Permanent
Other Copy: College/School or Department
Retention: 6 years after degree awarded
Disposition Method: Recycle or Delete
Time Records for Classified & Professional Staff
Submitted by Classified and Professional Staff to request/report leave and overtime hours.
Official Copy: Any Office
Retention: 1 year after annual audit
Disposition Method: Shred or Delete
Time Records for Classified and Professional Staff, Summary
Departmental form created to provide a detailed summary of all hours worked by an individual employee. Used to track time/overtime/leave time. Supplemental to Form 220.
Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2017 should be maintained for the following retention periods:
Official Copy: Any Office
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete
Time Records for Grants/Contracts
Provides record of hours worked by grant/contract funded employees.
Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2017 should be maintained for the following retention periods:
Other Copy: College/School or Department
Retention: 6 years after submission of a financial status report
Disposition Method: Shred or Delete
Time Records for Hourly Staff
Departmental source data supporting the Positive Time Report (PTR) sent to Payroll for payment of hourly wages.
Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2017 should be maintained for the following retention periods:
Official Copy: Any Office
Retention: 6 years after end of fiscal 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
Time Sheets for Work Study Students (On-Campus Time Sheets)
A signed record of hours worked by students employed under a state or federal work-study program.
Official Copy: Student Financial Aid
Retention: 3 years after the award year, and up to the following December 1 for reporting purposes
Disposition Method: Shred or Delete
Other Copy: Home Department
Retention: 1 year after end of quarter
Disposition Method: Shred or Delete
Training Reports (EH&S)
Listing of Environmental Health and Safety training which UW employees have completed. May included downloaded reports of certificates of completion from the EH&S Safety Training tool.
Official Copy: Environmental Health and Safety: Occupational Safety & Health
Retention: 7 years after termination of employment
Disposition Method: Shred or Delete
Other Copy: Any Office
Retention: 3 years after termination of employment
Disposition Method: Shred or Delete
Training Records
A record of presentation or course material developed, gathered and used in training. May include reference material, outlines, handouts, notes, evaluations, and actual presentations. May include employee registration and rosters. Includes both required and non-required training. Training may be provided by POD, UW Information Technology, eProcurement, etc.
Official Copy: Any Office Providing Training
Retention: 6 years after end of calendar year
Disposition Method: Shred or Delete
Other Copy: Home Department
Retention: 3 years after termination of employment
Disposition Method: Shred or Delete
Transcripts (Permanent Student Record)
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
Transmittal Memos
Emails which accompany an attachment, document, report, form, etc., that do not add any substantive information to the transmitted material.
Retention: May be disposed of as soon as the reference purpose has been served. Please delete as appropriate.
Travel Expense Vouchers (TEV)
Documentation of travel-related expenses incurred on UW-related business or projects.
Official Copy: Travel Office
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete
Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be shredded.
Treatment Contracts
Contract outlining the treatment plan between patient and clinician. Includes correspondence regarding treatment, payment plans, any notes, and all amendments to the contract.
Official Copy: Any Clinic
Retention: 6 years after termination of contract
Disposition Method: Shred
UW Connect -- Financial Records
Provides a record of communications regarding state and non-grant budgets between UW offices/departments and UW Finance. Includes both general and customized responses to questions about budget, spending, and procurement. (UW Connect is a customer support system which helps UW Finance serve their customers and manage their work through information intake and customer support workflow capabilities, including ticketing and content management.)
Official Copy: UW Finance
Retention: 6 years after fiscal year that a record is closed
Disposition Method: Delete/Purge
Other Copy: Any office
Retention: Issue resolved
Disposition Method: Delete/Purge
UW Connect -- Grant/Gift Budgets
Provides a record of communications regarding grant and gift budgets between UW offices/departments and UW Finance Research Compliance and Operations. Includes both general and customized responses to questions about budget, spending, and procurement. (UW Connect is a customer support system which helps UW Finance serve their customers and manage their work through information intake and customer support workflow capabilities, including ticketing and content management.)
Official Copy: UW Finance
Retention: 6 years after fiscal year that a record is closed
Disposition Method: Delete/Purge
Other Copy: Any office
Retention: Issue resolved
Disposition Method: Delete/Purge
Vehicle Files
Provides record of vehicle history for vehicles owned by office or owned by Fleet Services. Most vehicles are maintained by Fleet Services. May include Fleet Services maintenance and repair history, purchase, title and registration, accidents and manuals accompanying vehicle. May include digital photographs of any damage to vehicle.
Official Copy: Vehicles Owned by Any Office
Retention: 6 years after disposal of asset
Disposition Method: Recycle or Delete
Other Copy: Any Office (vehicles leased from Fleet Services)
Retention: 0 years after lease expires
Disposition Method: Recycle or Delete
Visa Travel Records
This series documents the process of applying for and receiving Visas for foreign travel. Records may contain Visa application, travel itinerary, Customs Letters, immunizations letters, and other correspondence between the receiving country and the University of Washington as needed.
Official Copy: College/School or Department
Retention: 6 years after return from trip
Disposition Method: Shred or Delete
Voluntary Respirator Use Form
This series provides a record of employees who voluntarily use disposable filtering face-piece respirators.
Note: These records are no longer required or being created. Any records created before 2022 should be maintained for the following retention period. For current policy guidelines on Voluntary Respirator Use, contact EH&S.
Official Copy: Any Lab
Retention: 6 years after termination of voluntary use
Disposition Method: Shred or Delete
Volunteer Applications - Not Accepted/Withdrew
Provides record of individuals denied volunteer status at the University.
Official Copy: Any Office
Retention: 1 year after end of calendar year
Disposition: Shred or Delete
Volunteer Records
Provides a record of volunteers who donate their time to work at the University. Includes applications, background checks, agreements and records which demonstrate the time volunteers and unpaid interns spent participating in and contributing to a University process. Records time and date for when the individual is on campus in order to provide L&I protections per UW APS 14.01. These records can be timesheets listing the dates and hours worked, an in/out log for the department, or other tracking mechanism which suits the needs of the UW department.
Official Copy: Any Office
Retention: 6 years after end of calendar year of volunteer work ending
Disposition Method: Shred or Delete
WAC Files
Records of drafts, hearings, justification statements and other documents related to, and documenting, the development and enactment of official rules and regulations for inclusion in the Washington Administrative Code.
Official Copy: University Policy and Rules Office
Retention: 6 years after rule is superseded
Disposition Method: Transfer to University Archives for review
Other Copy: Any Office
Retention: 6 years after rule is superseded
Disposition Method: Shred or Delete
Workers Compensation (L&I) Forms
A record of on-the-job injury reports made to the State Department of Labor & Industries when an employee seeks medical assistance. Includes Report of Industrial Injury or Occupational Disease, correspondence, etc.
Official Copy: Compliance & Risk Services
Retention: 10 years after first L&I claim closure
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
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