Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

RECORDS
90.01
Revised 7-16
Procedures, Records, and Forms
509-335-2005

All-University Records Retention Schedules:
Student Records

PDF link

Title
Student Records

Record Series Title--Function/Purpose Location
(*Official Copy)
Retention and Disposition Action Disposition Authority No. Remarks
ACADEMIC CATALOG AND CLASS SCHEDULE
Provides a record of classes offered by the University for the specified time period. Includes a record of the schedules of classes at each WSU campus, listed by term. Published online, class information grouped by subject, and includes locations, times, instructor names, number of credits per class, and enrollment limit.
Registrar*
OR
Summer Session
(summer session catalog)*




Retain for 50 years after
end of academic year or summer session,
then
Transfer to Archives for appraisal and selective retention.

98-10-58845
Rev. 2






Archival
(appraisal required)
Academic Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under 98-10-58845
Rev. 2
ACADEMIC COUNSELING FILES
Files containing client intake sheets, notes from advising center counselors, assessment results, student reinstatement requests, records of advisor assignment, certification of major, enrollment status, and supporting documentation for reinstatement requests, as applicable.
Campus academic advising office*


Retain for 4 years after
end of academic year,
then destroy.

07-12-61638
Rev. 3



Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under
07-12-61638
Rev. 3
ACTIVITY/CLUB/TRIP RECORDS
Provides a record of activity, club, and/or trip participant names, permanent addresses, phone numbers, and emergency contact information for classes, trips, sport clubs, intramural sports, and athletic summer camps. May include rosters, process and proceedings, and coach and/or chaperone assignments.
University Recreation*
OR
Athletics*
Retain for 2 years after
end of fiscal year,
then destroy.
98-06-58518
Rev. 3

CLASS EXAMINATIONS, PAPERS, ASSIGNMENTS, AGREEMENTS, CORRESPONDENCE
Provides a record of student examination, papers, projects, and other assignments completed by students in fulfillment of course or degree requirements. Includes, but is not limited to, agreements or contracts between students and professors for design and implementation of special projects, independent study, and/or research; hardcopy materials not retrieved by the students after they are graded; electronically-stored student materials retained by the instructor or department; class materials, online discussions and e-mail, generated by or maintained in the electronic learning management system.
Academic Department* Retain for 1 year after
end of term,
then destroy.
11-12-63441
Rev. 1

COLLEGE AND UNIVERSITY RESIDENCE QUESTIONNAIRE (UNDERGRADUATE STUDENTS)
Provides a record of students requests and processing for state of Washington residency for purposes of obtaining
in-state tuition.
Registrar (undergraduate)*
OR
Grad School (graduate)*
AND
Campus Student Affairs*
Retain for 6 years after
end of fiscal year,
then destroy.
98-05-58469
Rev. 2

COMPLAINT FILE
Provides a record of student-related complaints initiated by students, parents, faculty, public, etc., and directed to the campus office of student affairs or subsidiary. Includes the content of the complaint, referrals, and any resolution.
Campus Student Affairs*



Retain for 3 years after
complaint resolved,
then destroy.

92-10-51358
Rev. 1



Multicultural Student Svcs.
(secondary copy)
Retain for 1 year after
complaint resolved,
then destroy.
Secondary copy under
92-10-51358
Rev. 1
COURSE HISTORY FILES
Provides a record of the content of approved academic courses. May include course descriptions, sample examinations, textbook lists, bibliographies, syllabi, class presentation material, etc.
Academic Department* Retain until
course discontinued,
then
Transfer to Archives for appraisal and selective retention.
11-12-63442 Archival
(appraisal required)
CURRICULUM DEVELOPMENT FILE
Committee minutes, annual reports, faculty development reports, major and minor course changes, and related information.
Department* Retain for 5 years after
end of fiscal year,
then
Transfer to Archives for appraisal and selective retention.
11-12-63443 Archival
(appraisal required)
DAILY ELIGIBILITY REPORTS
Provides a record of daily eligibility status for each current student-athlete. Used to inform various offices and individuals of the participation status of each student athlete.
Compliance Office (Athletics)*



Retain for 1 year after
end of fiscal year,
then destroy.

98-10-58849




Registrar
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy
under
98-10-58849
DISABLED STUDENT FOLDERS
A record of confidential test results which document disabilities requiring accommodation. Includes: letters/test results from physicians and other health providers, accommodation forms, recommendation memos for students by campus disability support services or campus student affairs, counseling notes, file face sheet of personal information.
Campus Disability Support Services*
OR
Campus Student Affairs*
Retain for 4 years after
student leaves WSU,
then destroy.
95-09-55849
Rev. 2

ELECTION RECORDS--ASSOCIATED STUDENTS OF WASHINGTON STATE UNIVERSITY
Provides a record of election processes and results of voting by WSU students for student government officers.
Campus Student Involvement* OR
Campus Student Affairs*
Retain for 5 years after
end of academic year,
then destroy.
09-09-62112
Rev. 1

ELECTRONIC PROSPECTIVE STUDENT DATA (ENROLLMENT MANAGEMENT ACTION SYSTEM (EMAS))
Database provides a record of prospective student data for recruitment purposes.
Data is purged at end of retention period.
Secondary copies of this series include records of interaction with community colleges for purposes of recruitment; departmental lists of applications showing fields of interest, scholarships, and awards; and background information obtained from non-WSU sources for import into the EMAS database.
Admissions*



Retain for 20 years after
end of semester,
then destroy.

02-07-60395
Rev. 1



Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under
02-07-60395
Rev. 1
EMERGENCY NOTIFICATION
Provides a record of notification to professors by memorandum when students will be missing class due to an emergency situation.
Campus Student Affairs*
OR
Dean of Students*
Retain for 1 year after
end of fiscal year,
then destroy.
00-07-59805
EMPLOYEE TUITION WAIVER FILES
Provides a record of authorization for WSU employees, state employees, and senior citizens to take WSU classes during fall, spring, and summer semesters without paying tuition. Includes Tuition Fee Waiver Request (WSU 1082) and Summer Educational Benefit Request (WSU 1365) forms.
Registrar*
OR
Summer Session*
OR
Bus Svcs--Univ Rec/Cashier*
Retain for 4 years after
end of fiscal year,
then destroy.
00-08-59837
Rev. 2

ENROLLMENT AND STATUS CHANGES
Provides a record of changes to enrollment and status information. Primary copies include documentation of University enrollment or withdrawal, documentation of payment of petition fees, and support for cancellations of enrollment without refund.
Reference copies include records of student requests for class registration, course drop or add, and exceptions to the academic calendar based on extenuating circumstances; student petitions for course requirement waivers or substitutions; student permissions to provide student information to third parties; and permissions to audit courses.
Note: This series does not include VA and GI Bill enrollment and enrollment certification (retained by the campus registrar/admissions offices under Veterans' Records [DAN #96-02-56464]).
Department*



Retain for 6 years after
end of fiscal year,
then destroy.

92-10-51357
Rev. 2




Department
(reference copy)
Retain until
admin. purpose served,
then destroy

Secondary copy
under
92-10-51357
Rev. 2
FEE WAIVER FILE
Provides a record of allocated tuition fee waivers for undergraduates. Includes applications, approved allocations, statistical reports, copies of Temporary Employment Applications.
Campus Multicultural Student Svcs.*
OR
Campus Student Affairs*
Retain for 2 years after
end of fiscal year,
then destroy.
92-09-51051
Rev. 1

GRADE FILES
Provides a record of student's class performance for the purposes of evaluation and calculation of transcript grades. Includes, but is not limited to, grade books, instructor's grade data, electronic and paper records of midterm and final grades, changes submitted after grade books are completed, e.g., incomplete grades, supplemental grade changes, college petitions to change already-posted grades, course challenge forms, special exam forms, associated memoranda, instructor s grade data generated by or maintained in an electronic learning management system. Reference copy information includes authorizations from students to release grades to specified individuals.
Department*



Retain for 5 years after
end of fiscal year,
then destroy.

11-12-63444
Rev. 1



Department
(reference copy)
Retain until
admin. purpose served,
then destroy
Secondary copy under
11-12-63444
Rev. 1
HEALTH CLIENT FILES
Provides a record of University health care practitioner consultation and treament of clients 18 years or older. University health care practitioners include, but are not limited to, physicians, mental health counselors, Psychology Clinic therapists, certified athletic trainers, personal trainers, speech/language pathologists, and audiologists. Records may include, but are not limited to, informed consent forms; appointment and/or training schedules; test results; interview, consultation, and/or examination notes and assessments; treatment plans and reports; records received from other health care practitioners. (Retained in accordance with RCW 70.41.190, RCW 70.02.030, and WAC 246-320-205.)
Department* Retain for 10 years after
last activity,
then destroy.
16-06-68982
PROGRAM ADVISOR FILE ASSOCIATED STUDENTS OF WSU
Documents the activities of student organizations.
Campus Student Involvement*
OR
Campus Student Affairs*
Retain for 5 years after
end of academic year,
then destroy.
85-1-34896
Rev. 3

REGISTERED STUDENT ORGANIZATION FILES
Files containing approved constitutions, past officer cards, and yearly Organization Report forms.
Student Involvement*
OR
Ctr. for Frat. & Sorority Life*
Retain for 6 years after
end of academic year,
then destroy.
98-05-58484
Rev. 3

SCHOLARSHIP PROGRAM ADMINISTRATION FILES
Provides a record of a scholarship program administered by a University department. May include establishment of fund, correspondence, list of recipients, etc.
Department* Retain for 6 years after
termination of program,
then
Transfer to Archives for appraisal and selective retention.
11-12-63451
Rev. 1
Archival
(appraisal required)
SCHOLARSHIP TRANSACTION FILES
Provides a record of transactions concerning WSU and
non-WSU originating scholarship programs. May include acknowledgements of receipt of donations for specific scholarships, applications, applicant scores, selection process, recipient of each award, and authorization to transfer funds to recipient's student account.
Bus Svcs--Univ Rec/Cashier*
OR
Department*

Retain for 6 years after
end of fiscal year,
then destroy.

79-11-23869
Rev. 2



Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under
79-11-23869
Rev. 2
SCHOLARSHIPS AWARDED BY DEPARTMENTS RECIPIENT RECORDS
Provides a record of recipients of departmentally-administered scholarship funds. May include applications, departmental scholarship authorization forms, rating forms, award notifications, etc.
Department*



Retain for 6 years after
award,
then destroy.

11-12-63452




Scholarship Services
(secondary copy)
Retain for 5 years after
award,
then destroy.
Secondary copy under
11-12-63452
STUDENT ADMISSIONS AND REGISTRATION RECORDS--ENROLLED
Provides a record of the student's admissions information and supporting documentation. Includes: transfer credits, University application, citizenship information, transcripts from other institutions, test scores, subpoenas for student records, Affidavit/Declaration/ Certification forms, Education Abroad transcript update memoranda and foreign credentials, updated transfer credit reports, changes in reported ethnic origin, correspondence, narrative responses, and promise notes. NOTE: Paper originals may be destroyed after scanned and verified plus 1 yr.
Admissions*
AND/OR
Registrar*

Retain for 50 years after
last activity,
then destroy.

98-10-58846
Rev. 3



Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under
98-10-58846
Rev. 3
STUDENT AND GRADUATE STUDENT ASSISTANT (GSA) MEDICAL INSURANCE ENROLLMENT RECORDS
Record of who is enrolled in student and graduate student assistant medical insurance plans.
Health and Wellness Services*
AND/OR
Human Resource Services*
Retain for 3 years after
end of plan year,
then destroy.
02-09-60404
STUDENT ATHLETE ELIGIBILITY FILES
Provides a record of academic, eligibility, and activity information for student-athletes. Includes academic and eligibility information, documentation of student-athletes addition or removal from participation rosters, playing and practice schedules, and other documentation as required by the Pacific 12 Conference (PAC 12), the National Collegiate Athletics Association (NCAA), sport sponsorships, and other applicable rules and regulations.
Athletics*
OR
Regstrar*




Retain for 10 years after
end of fiscal year,
then
Transfer to Archives for appraisal and selective retention.

98-10-58862
Rev. 2





Archival
(appraisal required)
Athletics or Registrar
(reference copies)
Retain until
admin. purpose served,
then destroy.
Secondary copy under
98-10-58862
Rev. 2
STUDENT DATA WAREHOUSE
Provides a record of demographic information about students, courses enrolled, and transcript data. Also includes enrollment statistics for each course offering.
Registrar*



Retain for 45 years after
end of academic year,
then destroy.

11-12-63454




Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under
11-12-63454
STUDENT DISCIPLINARY RECORDS
Provides a record of student discipline cases. Includes police reports, sanctions invoked, data on others involved, final resolutions.
Campus Student Conduct*
OR
Campus Student Affairs*
Retain for 7 years after
case resolved,
then destroy.
92-10-51356
Rev. 1

STUDENT FINANCIAL AID RECORDS
Documents financial aid data for individual students. Includes income and work study information, computations, letters, assignments, evaluations, and records of allocation of tuition fee waivers.
Campus Student Financial Svcs.*
AND/OR
Campus Student Affairs*
Retain for 6 years after
graduation or ineligibility,
then destroy.
99-03-59042
Rev. 1

STUDENT FOLDERS
Provides a reference record of each student s progress towards a degree. May include photographs, previous transcripts, application, final performance summary, resume and exit questionnaire.
Department* Retain for 1 year after
student graduates,
transfers, or quits,
then destroy.
11-12-63455
STUDENT INFORMATION SYSTEM (SIS) ENROLLMENT DATA
Automated system (database) used to provide transaction based enrollment data including date and time stamp information on electronic adds, drops, course withdrawals, and related information.
Registrar*
(digital media maintained by ITS)




Retain for 10 years after
end of academic year,
then destroy.

11-12-63448
Rev. 2



ITS--UISS Group,
Registrar
(secondary copies in myWSU portal)
Retain for 3 terms after
end of term,
then destroy.

Secondary copy under
11-12-63448 Rev 2
Department
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under
11-12-63448 Rev 2
STUDENT INFORMATION SYSTEM (SIS) STUDENT DATA
Automated system (database) used to provide demographic and summary academic information on each student, including visa type, residency status, major, class standing, grade point averages, credit totals, and academic standing.
Registrar*
(digital media maintained by ITS)



Retain for 60 years after
individual graduates, transfers, or quits,
then destroy.


11-12-63449
Rev. 2




ITS--UISS Group,
Registrar
(secondary copies in myWSU portal)
Retain for 3 terms after
end of term,
then destroy.
Secondary copy under
11-12-63449
Rev. 2
STUDENT TRANSCRIPTS
A student's grade record towards a degree.
Registrar*
(digital media)

Retain permanently.


11-12-63458
Rev. 1

Essential
State Archives
(microfilm copies of transcripts
from 1892-1992)
Retain permanently. Secondary copy under
11-12-63458
Rev. 1
VETERANS RECORDS
Provides a record of documents affecting veterans' status and applications for VA and GI Bill enrollment and enrollment certification. Includes letters and forms from Veterans Affairs, work-study documentation, copies of military service records.
Campus Registrar's / Admissions Office* Retain for 5 years after
last activity,
then destroy.
96-02-56474
Rev. 1

WRITING ASSESSMENT FILES
Provides a record of student writing skills. Used for assessment and class placement of undergraduates into first year and upper division writing courses. Includes writing examinations and portfolios, related billing and academic data, and summary databases. Provides research data for writing studies when authorized by the student.
Campus Writing Assessment/Writing Progam Center* Retain for 5 years after
timed writing date or last activity,
then destroy.
95-11-56151
Rev. 2