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Section Index | Alphabetical Index | Records Retention Schedule page
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This section covers the activities of managing and monitoring student progress towards credentials.
Admissions| Financial Aid | Academic Records and Progress
Recruitment
Recruiting students to the university and its programs.
NOTE: Records documenting this function will typically be governed by titles that fall under the External Relations and Services section of this schedule. Contact UARM for more information (archives.recmgmt@wwu.edu).
Admissions
Admitting students to the university.
| WWU Disposition Authority Reference | Records series title and description | Retention and Disposition Instructions |
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Applications for Admission to University, Major, or Program Student applications for admission to the university or to a program or major. May include test scores, essays, application forms, or portfolios. |
Primary retention: 6 years after term applied for Disposition at end of primary retention: Destroy |
Financial Aid
Providing financial support to students.
| WWU Disposition Authority Reference | Records series title and description | Retention and Disposition Instructions |
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Scholarship Financial and Administrative Records Records documenting the financial and administrative management of scholarships. May include financial reports and disbursement records. |
Primary retention: 6 years after fiscal year Disposition at end of primary retention: Destroy |
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ARCHIVAL RECORD
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Scholarship Program Historical Records Provides a record of scholarship program history. May include documentation related to the establishment of the fund, administrative requirements, lists of recipients, and related records. |
Primary retention: 6 years after administrative purpose is served Disposition at end of primary retention: Transfer to Archives for selection and historical preservation |
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Scholarship Recipient Selection Records Documents selection of candidates and awarding of scholarships. May include successful and unsuccessful applications, award notices, and related correspondence. |
Primary retention: 6 years after last quarter in which student received award or assistance Disposition at end of primary retention: Destroy |
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Tuition and Fee Waivers Records documenting tuition or fee waivers. May include application forms and supporting documents for waivers granted or denied. |
Primary retention: 6 years after fiscal year Disposition at end of primary retention: Destroy |
Academic Records and Progress
Documenting students' progress towards degrees/credentials.
| WWU Disposition Authority Reference | Records series title and description | Retention and Disposition Instructions |
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Examination Forms and Answer Sheets -- Non-retrievable by Students A record of student answers to examination questions. This retention period applies to those graded exams not retrievable by students. Faculty determine whether particular course exams may be retrieved by the student. These records are non-disclosable under 20 U.S.C. 1232g (a) (4) (A) (i) and (ii), except as authorized under 20 U.S.C. 1232g (b). Test questions and other exam data that will be re-used are exempt from public records disclosure under RCW 42.56.250(1). If the faculty member has determined that students may retrieve graded exams, papers, or assignments, and students do not do so, the exams, papers, or assignments should be considered non-record abandoned property, and may be dealt with as other confidential waste paper. However, we recommend retention of such material for 6 months after the final grade is recorded or the grade for an incomplete course (K grade) lapses to a grade of “Z.” |
Primary retention: 0.25 months after final grade for the course is recorded and any academic grievances have been resolved Disposition at end of primary retention: Destroy |
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Faculty Gradebooks Western's Assistant Attorney General has ruled that faculty gradebooks are not public records, but are the personal property of the faculty member, and, as such, are not subject to retention requirements. |
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Incomplete ("K") Grade Contract Records Contracts between instructor and student setting terms for course completion and assignment of incomplete grade. May include related correspondence. |
Primary retention: 6 years after course completed or grade lapses to a "Z" (failure due to discontinued attendance) Disposition at end of primary retention: Destroy |
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Registration Overrides Requests by students to faculty or departments to override course registration blocks. Does not include the Registrar's official record of registration or registration changes. |
Primary retention: Retain until end of quarter Disposition at end of primary retention: Destroy |
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Student Progress Monitoring Files Files tracking graduate and undergraduate students' progress through major or program. May include plans of study, copies of student applications to major/program, and records of student internships. |
Primary retention: 6 years after student is no longer in program Disposition at end of primary retention: Destroy |
Section Index | Alphabetical Index | Records Retention Schedule page
Questions? Contact us