Student Progress and Support

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This section covers the activities of managing and monitoring student progress towards credentials.

AdmissionsFinancial Aid | Academic Records and Progress

WWU Disposition Authority Reference Records series title and description Retention and Disposition Instructions

 

 

Student Progress and Support

For records under this function, see the College and Department Records Retention Schedule.

 

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Admissions

Admitting students to the university.

WWU Disposition Authority Reference Records series title and description Retention and Disposition Instructions

92-12-51644.0003.18475

 

 

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

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Financial Aid

Providing financial support to students.

WWU Disposition Authority Reference Records series title and description Retention and Disposition Instructions

GS 01001.0003.18667

 

 

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

14-09-68673.0003.18666

ARCHIVAL RECORD

 

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

14-09-68674.0003.18444

 

 

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

GS 01001.0003.18643

 

 

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

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Academic Records and Progress

Documenting students' progress towards degrees/credentials.

WWU Disposition Authority Reference Records series title and description Retention and Disposition Instructions

14-09-68630.0003.18561

 

 

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

 

 

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.

 

GS 01050.0003.18402

 

 

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

GS 50012.0003.18399

 

 

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

14-09-68689.0003.18568

 

 

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

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Section Index  |  Alphabetical Index  |  Records Retention Schedule page

Questions? Contact us