WWU07 - Student Records

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WWU07 - Student Records

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Section WWU07 includes records of admissions, registration, enrollment, transcripts, and other information documenting both undergraduate and graduate students' grades and coursework. Also includes scholarship records.

Records Series Title and Statement of Function/Purpose Location and Retention of Official Copy Retention of One Other Copy
Application Files/Applicants Accepted, Not Entered, Undergraduate/Graduate Programs. May include program application, copies of transcripts,college test scores, related documents. Student chose not to enter program. Any department: 3 years after end of the academic year
Application Files/Applicants Denied Admission, Undergraduate/Graduate Programs. May include program application, copies of transcripts,college test scores, related documents.Applicants were denied admission to the program. Any department: 3 years after end of the academic year
Application Files, Incomplete, Undergraduate/Graduate Programs . May include program application, copies of transcripts,college test scores, related documents. File is incomplete. Any department: 2 years after end of the academic year
Applications, Admissions - Enrolled Students. Includes Uniform Undergraduate Application for Admission form, copies of high school and/or college transcripts, test scores and related correspondence. Provides basic data concerning admission; source document for payment of admission fees. Pertinent data input into on-line Student Information System at time of admission. Admissions: 6 years after end of quarter in which student enrolled  
Applications, Admissions - Not Accepted, Or Accepted But Not Enrolled. Includes Uniform Undergraduate Application for Admission form, copies of high school and/or college transcripts, test scores, and related correspondence. Provides basic data concerning rejection for admission; source document for payment of admission fees. Admissions Office: 6 years after end of academic year  
Examination Forms and Answer Sheets. A record of student answers to examination questions. Faculty determine whether particular course exams may be retrieved by the student. This retention period applies to those graded exams not retrievable by students. These records are non-disclosible under 20 U.S.C. 1232g (a) (4) (A) (i) and (ii), except as authorized under 20 U.S.C. 1232g (b). If the faculty member has determined that students may retrieve graded exams and the students do not do so, the exams should be considered non-record abandoned property, and may be dealt with as other confidential waste paper. Academic office: One quarter after end of quarter in which exam given
Graduate Student Records/Incomplete Program. Records for students who have failed to complete the graduate degree program requirements within the five-year time limitation. Includes applications, copies of test scores and transcripts of courses taken, and related materials. Documents individual student status in relationship to degree requirements. Graduate School: 6 years after student fails to meet program requirements Any department: 1 year after student fails to meet program requirements
Graduate Student Records/Program Completed. Individual folders for students who have successfully completed the graduate degree program. Provides verification for degree earned. Includes copies of transcripts, test scores, original application, degree recommendation card, and other related material. Graduate School: 35 years after student completes program Any department: 5 years after student completes program
Registrar's Statistical Reports. Provides student enrollment, degrees conferred by major, and related statistics to academic and other departments. Registrar's Office: Retention depends on type of report Any office: 3 years after end of fiscal year
Registration Forms. Entries indicate student name and number, quarter, department, course numbers, credits, class sections, and total credit hours. Includes registration permits and independent study and variable credit courses, as well as summer workshop registrations. Maintained to verify initial registration. Registrar's Office: 6 years after end of academic year  
Scholarship Records (Awarded by Student Financial Resources). May include application, award notice, related correspondence. Documents selection of candidates, awarding of scholarships, and disbursement of funds. Student Financial Resources: 6 years after last year student received assistance Any department: 3 years after end of fiscal year
Scholarship Records (Awarded by Department--Recipients). May include application, award notice, related correspondence. Documents selection of candidates and awarding of scholarships. Any department: 6 years after award  
Scholarship Records (Awarded by Department) Program Records. May include documentation related to the establishment of the fund, administrative requirements, lists of recipients and related records. Provides a record of scholarship program management. Any department: 6 years after administrative purpose served  
Scholarship Records--Not Awarded. May include application and related correspondence. Provides a record of scholarship applicants who were not awarded funds. Any department: 3 years after completion of application process  
Student Curriculum Records. Confidential records of conference courses, incomplete grades, advisement records; documentation pertaining to academic standing of majors for students enrolled in departmental programs and courses. Any department: 6 years after end of academic year  
Students' Transcripts. Computer on-line disk storage of courses taken, grades and honors received, transfer and total credits, major and minor; maintained as an indication of individual student's status in relationship to degree requirements. Registrar's Office: Permanent  
Transfer Credit Envelopes. Individual envelopes containing transcripts from other institutions, applications for degree and/or admission with advanced standing, WWU credit evaluations, fee payment documentation, and related correspondence. Registrar's Office: 15 years after end of academic year  
Undergraduate Student Folder. Individual files containing copies of transcripts, evaluations and related materials. Documents student's status in relationship to degree and major requirements. Any department: 3 years after student graduates or has been in program for 6 years  

 

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