Index to the College and Academic Department Records Retention Schedule

Section Index | Alphabetical Index | Download PDF

Approved by the State Records Committee on June 3, 2020.

This schedule covers common records that are created and maintained by colleges and academic departments and programs, and also includes relevant titles from the University General Schedule. The schedule is broken into sections covering various functions. To browse the schedule, click on one of the sections, or to go directly to a records series title, use our alphabetical index. 

Retention schedules apply to public records regardless of format. The retention schedule for email and other digital records depends on what the records document and what function they serve, not on the records' format. For more information about managing email, please see our FAQ Managing Your Email, or our online slide deck, Records Management at WWU: Email.

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Access by Section

• Governance and Administration
  • Internal Governance and Administration
  • External Governance
• Student Progress and Support
  • Recruitment
  • Financial Aid
  • Academic Records and Progress
• Teaching and Learning
  • Curriculum
• Research
  • Research Funding and Management
• External Relations and Services
  • Events and Programs
  • Outreach and Engagement
  • Communications and Marketing
• University Resource Management
  • Financial Management
  • Human Resources Management
  • Facilities and Equipment Management
  • Safety, Health, and Legal Compliance
  • Records Management
  • Information Systems Management
  • Public Safety
  • Intellectual Property Management
• Records and Information With No Retention Requirements

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Access by Title

A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | P | Q | R | S | T | U | V | W | X | Y | Z

A

• Accreditation Reporting
• Accreditation Working Papers
• Agreements, Hold Harmless (Adults)
• Agreements, Hold Harmless (Minors Under Age 18)
• Applications for Admission to University, Major, or Program

B

• Budget and Funding Requests Preparation Materials
• Budget Reconciliation and Monitoring Records
• Building/Facility Access Authorization

C

• Calendars, Appointment Books, Routine Telephone Logs
• Cash Handling Records
• Child-Related Program Compliance Records
• Communications and Media Coverage Files
• Complaints and Grievances – Exonerated
• Complaints and Grievances – Upheld
• Contact Information
• Contracts and Agreements (Office copies)
• Copyright/Trademark Registrations
• Course Content Records
• Course Offering and Schedule Preparation Files
• Course Recordings
• Course Syllabi
• COVID-19 Screening Records
• Cultural Enrichment
• Curriculum Committee Records

D

• Department Chair Description
• Donor and Alumni Development Records
• Drafting and Editing

E

• Entry/Exit Logs – Facilities
• Equipment History Records
• Event Planning and Logistics Documents
• Events - General
• Events - Scholarly
• Examination Forms and Answer Sheets -- Non-retrievable by Students
• Executive Administration and Communication Records
• Experiential Learning Sites Files

F

• Facilities Planning and Maintenance
• Faculty Gradebooks
• Field Trip Records
• Files Management Documentation
• Financial Records - Duplicate Copies

G

• General Information – External
• Grant Award Management File
• Grant Final Product Deliverable
• Grant Proposal, Not Accepted

H

I

• Incomplete ("K") Grade Contract Records
• Informational Notifications/Communications
• Interdepartmental Invoices and Journal Voucher Documentation
• Internal Audit Report
• Internal Research Support Funds

J

K

L

• Leave Records
• Letters of Recommendation

M

• Marketing and Promotional Records
• Meeting Arrangements
• Meeting Notes
• Meeting Records - Check-in/Stand-up Meetings
• Meeting Records - Governing or Policy-Setting Committees, Councils, Task Forces, and Other Bodies
• Meeting Records - Staff Meetings and Internal Working Groups

N

• Newsletters and Bulletins
• Non-Academic Registration Records (Adults)
• Non-Academic Registration Records (Minors)

O

• Office/Program History Files
• Organizing/Monitoring Work in Progress

P

• Performance Evaluations – Supervisor Preparation
• Personnel Files (Office Copies)
• Personnel Files (Student Employees)
• Photographs and Audiovisual Materials
• Policies and Procedures - Administrative Functions
• Program or Curriculum Advisory Body Records
• Public Outreach Records
• Purchasing Card (Pcard) Documentation

Q

R

• Receipt of Goods Documentation
• Records Destruction Log
• Records of Relationships with Professional and Other External Organizations
• Records Retention Schedule (WWU Form)
• Records Transmittal
• Reference Materials
• Registration Overrides
• Requests for Basic/Routine University Information

S

• Safety Data Sheets (SDS)
• Scholarship Financial and Administrative Records
• Scholarship Program Historical Records
• Scholarship Recipient Selection Records
• Search and Recruitment Records
• Secondary (Duplicate) Copies
• Security Incidents and Data/Privacy Breaches
• Security Monitoring – No Incident
• Service Request Records - Duplicate Copies
• Sponsored Programs Narrative Reporting
• Statistics and Logs
• Strategic Plans and Annual Reports
• Student Progress and Support
• Student Progress Monitoring Files
• Student Socialization and Enrichment Records
• Studies and Final Reports
• Studies and Reports, Working Papers/Development
• Systems Access Authorization

T

• Teaching and Learning
• Tenure and Promotion Files
• Timesheets and Time Entry Records
• Training – Provided by Office
• Training Files – Individual Employee Files
• Travel Records
• Travel Requests -- Outside of Travel System
• Tuition and Fee Waivers

U

• Unsolicited Additional Materials
• Unsolicited Employment Applications (Not Hired)
• Use of University Facilities, Equipment, and Vehicles

V

W

• Website Traffic Data
• Work Instructions and Desk Manuals

X

Y

Z

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Access the entire College and Academic Department General Schedule (pdf)