Records of admissions, registration,
enrollment, transcripts, and other information
documenting both
undergraduate and graduate students' grades and
coursework. 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 |
|
