Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

RECORDS
90.01
Revised 10-05
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.

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*

FY

5 yrs

WSU--GS 03

Potential University Archives

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.

Department*

FY

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

FY

FY

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

 

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)

AcY

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

 

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*

AcY

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