| Records Series Title and Statement of Function/Purpose |
Location and Retention of Official Copy |
Retention of One Other Copy |
| Accreditation Documentation. Statistical, descriptive and evaluative materials necessary to achieve and maintain accreditation for a college, department, or program with the professional association that sets the standards related to that discipline. May include accreditation standards and requirements. Evaluative materials must have been created specifically for accreditation. |
Appropriate Dean, Department or Program: 6 years after accreditation received; transfer to University Archives at end of retention period for historical preservation |
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| Conference Records. May include agendas, correspondence, publicity materials and other documents. Provides a record of each conference, seminar, workshop, or other event department sponsored. |
Any office: 3 years after end of fiscal year; transfer to University Archives at end of retention period for historical preservation |
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Course Content/Information File. Provides a description of departmental courses. May include outlines, syllabi, credits, bibliographies, textbook lists, sample exams, etc.
Sample exams are non-disclosible public records under RCW 42.17.310(1)(f).
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Academic department: 2 years after course discontinued; transfer syllabi to University Archives at end of retention period for historical preservation. |
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| Course Folders - Extension Classes. Material related to each course offered through Extended Education & Summer Programs establishing academic approval, credit or non-credit course, type of class, location, instructor's contracts and budget. |
Extended Education & Summer Programs: 6 years after termination of contract; transfer to University Archives at end of retention period for historical preservation |
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| Course Offering and Schedules Preparation Files. Includes back-up material used by departments in preparation of catalog copy, brochures, class schedules, and new and revised course material. |
Department: 3 years after end of fiscal year |
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| Curriculum and Course Proposals. (Approved) Provides a record documenting the development and implementation of instructional programs and individual courses. Includes new/revised course applications, proposals, and supporting papers. |
College curriculum committees: 10 years after end of fiscal year; transfer to University Archives at end of retention period for historical preservation |
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| Curriculum and Course Proposals. (Denied) Provides a record documenting the planning and development of denied programs or courses. Includes new/revised course applications, proposals, and supporting papers. |
College curriculum committees: 10 years after end of fiscal year; transfer to University Archives at end of retention period for historical preservation |
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| General Catalog Course Revisions. Contains back-up material used in preparation of general session catalogs. |
Curriculum Office: 5 years after catalogs printed |
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| Master Class Schedules. Schedules of classes offered. Includes information on instructor, location, dates and times. |
Registrar: 5 years after end of academic year; transfer to University Archives at end of retention period for historical preservation |
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| Summer Session Course Revisions. Contains back-up material used in preparation of Summer Session catalog. |
Extended Education & Summer Programs: 5 years after catalog printed |
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| Summer Session Curriculum Planning Files. Documents planning for summer session curriculum, publications and programs. May include correspondence, notes, planning materials. |
Any department: 3 years after end of summer session |
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| Textbook Requisition. Form used by faculty to order textbooks from Bookstore. Includes pertinent information related to department, course, quarter, instructor and textbook. Signed by department chair and instructor. |
Students' Co-op Bookstore: 1.25 years after end of quarter. |
Any office: Retain until administrative needs satisfied. |
