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A record of scholarship funds awarded to students through the Office of Student Financial Aid. May include administrative requirements for the scholarship, correspondence, lists of recipients, etc.

Official Copy: Office of Student Financial Aid
Retention: 5 years after end of award year for which aid was awarded
Disposition Method: Shred or delete

Other Copy: College/School or Department
Retention: 3 years after award, if not filed in student folder
Disposition Method: Shred or delete

A record of applicants awarded grant, contract, state-funded or departmentally-administered assistantships, fellowships, traineeships, scholarships or research awards. May include applications, recommendations, correspondence, etc. 

Official Copy: College/School or Department
Retention: 6 years after termination of award to student, if not filed in student folder
Disposition Method: Shred or Delete

A record of applicants for grant, contract, state-funded or departmentally-administered assistantships, fellowships, traineeships, scholarships or research awards who did not receive the award. May include applications, recommendations, correspondence, etc.

Official Copy: College/School or Department
Retention: 1 year after completion of application process
Disposition Method: Shred or Delete

A record of a departmentally-administered (not administered by UW Financial Aid) financial award program made to students. May include documentation of the establishment of the fund supporting the award program (requirements for the award(s), donations received, copies of wills, etc.), criteria, decisions regarding the administration of the award program, list of recipients, etc. Does not include financial records; Refer to Financial Records for State and Non-Grant Budgets and Administration Records for Internal (UW) Research Support Funds -- Awarded.

Official Copy: College/School or Department
Retention: 6 years after termination of award program
Disposition Method: Transfer to University Archives for review 

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 

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:
    • "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

Emails 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 substantive emails include:

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

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

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

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

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

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