90.01_Student_Records.htm

Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

RECORDS
90.01
Revised 5-10
Procedures, Records, and Forms
335-2005

All-University Records Retention Schedules:
Student Records

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, incl. discussions and e-mail, generated by or maintained in the Angel Learning Management System.)
Academic Department*

end of term

1 yr

WSU--GS 03

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

WSU--GS 03

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

WSU--GS 03

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

WSU--GS 04

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

WSU--GS 03

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

WSU--GS 03

WSU--GS 03

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

end of term

5 yrs

WSU--GS 03

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

WSU--GS 03

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

WSU--GS 03

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

WSU--GS 03

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

WSU--GS 03

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

WSU--GS 03

WSU--GS 03

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

WSU--GS 03

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

WSU--GS 03

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

WSU--GS 03

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

WSU--GS 03

WSU--GS 03

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

WSU--GS 03

WSU--GS 03

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, incl. discussions and e-mail, generated by or maintained in the Angel Learning Management System.)	Academic Department*	end of term	1 yr	WSU--GS 03
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	WSU--GS 03	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	WSU--GS 03	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	WSU--GS 04 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	WSU--GS 03
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	WSU--GS 03 WSU--GS 03
INCOMPLETE GRADE REQUEST Provides a record of an incomplete student grade.	Department*	end of term	5 yrs	WSU--GS 03
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	WSU--GS 03
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	WSU--GS 03
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	WSU--GS 03
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	WSU--GS 03	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	WSU--GS 03 WSU--GS 03
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	WSU--GS 03
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	WSU--GS 03
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	WSU--GS 03
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	WSU--GS 03 WSU--GS 03	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	WSU--GS 03 WSU--GS 03

Washington State University BUSINESS POLICIES AND PROCEDURES MANUAL

All-University Records Retention Schedules: Student Records

Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

All-University Records Retention Schedules:
Student Records