Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

RECORDS
90.01
Revised 9-13
Procedures, Records, and Forms
335-2005

All-University Records Retention Schedules:
Student Records

PDF link

Title
Student Records

Record Series Title--Function/Purpose

Location
(*Official Copy)

Cutoff

Retention
Period

Disposition
Authority No.

Remarks

ADMISSIONS RECORDS
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.

Registrar*/
Admissions*

last activity

50 yrs

98-10-58846

 

CLASS EXAMINATIONS, ANSWER SHEETS, PAPERS, ASSIGNMENTS
Provides a record of student examination, papers, projects, and other assignments completed by students in fulfillment of course or degree requirements. Includes those hardcopy materials not retrieved by the students after they are graded, as well as any electronically-stored student materials retained by the instructor or department. (NOTE: This records series includes, but is not limited to, class materials, including discussions and e-mail, generated by or maintained in the Angel Learning Management System.)

Academic Department*

end of term

1 yr

11-12-63441

 

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*

course discontinued

0

11-12-63442

Potential University Archives

CURRICULUM DEVELOPMENT FILE
Committee minutes, annual reports, faculty development reports, major and minor course changes and related information.

Department*

fiscal year

5 yrs

11-12-63443

Potential University Archives

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 involvment or student affairs office*

academic year

5 yrs

09-09-62112
revision 1

 

FINANCIAL RECORDS--ASSOCIATED STUDENTS OF WASHINGTON STATE UNIVERSITY
Copies of budget statements, departmental purchase orders, requisitions, invoice vouchers and deposits used to reconcile expenditures and determine future action.

Controller*

Campus student involvment or student affairs office

fiscal year

fiscal year

6 yrs

3 yrs

11-12-63440

85-1-34885
revision 2

 
GRADE BOOKS OR INSTRUCTOR'S GRADE DATA
Provides a record of student's class performance for the purposes of evaluation and calculation of transcript grades.
(NOTE: This records series includes, but is not limited to, instructor's grade data generated by or maintained in the Angel Learning Management System.)

Department*

fiscal year

5 yrs

11-12-63444

 
GRADUATE STUDENT ADMISSIONS
Applications from prospective students who do not complete their applications, are not admitted or do not enroll.

Graduate School*

Department

fiscal year


fiscal year

2 yrs


2 yrs

11-12-63445


11-12-63446

 
INCOMPLETE GRADE REQUEST
Provides a record of an incomplete student grade.

Department*

end of term

5 yrs

11-12-63447

 

MINUTES--ASSOCIATED STUDENTS OF WSU
Documents development of policies and operational matters.

Campus student involvment or student affairs office*

academic year

5 yrs

85-1-34884
revision 2

Archival

OFFICIAL ACADEMIC RECORDS SYSTEM (OARS)--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 IT)

academic year

10 yrs

11-12-63448

 

OFFICIAL ACADEMIC RECORDS SYSTEM (OARS)--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 IT)

individual graduates, transfers, quits

60 yrs

11-12-63449

 

PORTAL CLASS LISTINGS COPIES
Reference copies of class listing records maintained in the zzusis Portal's Oracle Directory and databases, and in Active Directory. Includes listings of active students and instructors in each course section.
Note: The primary copy of these records is maintained under the records series titled "Official Academic Records System (OARS)--Enrollment Data."

ITS University Information Systems Services (UISS) Group

Registrar*

end of term

3 terms

Secondary copy under
11-12-63448

 

PROGRAM ADVISOR FILE--ASSOCIATED STUDENTS WSU
Documents the activities of student organizations.

Campus student involvment or student affairs office*

academic year

5 yrs

85-1-34896
revision 2

 

SCHOLARSHIPS AWARDED BY DEPARTMENTS--PROGRAM RECORDS
Provides a record of a departmentally-administered scholarship program. May include establishment of fund, correspondence, list of recipients, etc.

Department*

termination of program

6 yrs

11-12-63451

Archival

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*

Scholarship Services

award

award

6 yrs

5 yrs

11-12-63452

11-12-63453

 

 

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*

academic year

45 yrs

11-12-63454

 
STUDENT DATA WAREHOUSE REPORTS
Reports generated from the Student Data Warehouse by departments. Reports subject to this retention include reports that are duplication of data from the Student Data Warehouse. NOTE: Reports that include annotations and/or data from other sources are subject to applicable retention requirements.

Department*

admin purpose served

0

11-12-63450

 
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*

graduate
transfer
quit

1 yr

11-12-63455

 
STUDENT TRANSCRIPTS
A student's grade record towards a degree.

Registrar*
(magnetic media)

Inactive records storage
(backup)

graduation or 2 yrs nonmatric

graduation or 2 yrs nonmatric

permanent



permanent

11-12-63456



11-12-63457

Essential

SUPPLEMENTAL GRADE CHANGE CARD
Provides a record of a change to an existing student grade.

Registrar*

Department

end of term

end of term

5 yrs

1 yr

11-12-63462

11-12-63463