WWU General Records Retention Schedule

The WWU General Schedule applies to common records found in most offices. Staff should also check the office records retention schedules to see if there are additional titles specific only to their office.

- Sorted by function

- Change to sort by title

Function: Academic Records and Progress

Examination Forms and Answer Sheets -- Non-retrievable by Students

A record of student answers to examination questions. This retention period applies to those graded exams not retrievable by students.  Faculty determine whether particular course exams may be retrieved by the student. These records are non-disclosable under 20 U.S.C. 1232g (a) (4) (A) (i) and (ii), except as authorized under 20 U.S.C. 1232g (b). Test questions and other exam data that will be re-used are exempt from public records disclosure under RCW 42.56.250(1). If the faculty member has determined that students may retrieve graded exams, papers, or assignments, and students do not do so, the exams, papers, or assignments should be considered non-record abandoned property, and may be dealt with as other confidential waste paper. However, we recommend retention of such material for 6 months after the final grade is recorded or the grade for an incomplete course (K grade) lapses to a grade of “Z.”

Retention Requirement: Retain for 3 months after final grade for the course is recorded and any academic grievances have been resolved
Disposition after Retention: Destroy
Disposition Authority Reference: 14-09-68630.0003.18561
Approved by State Records Committee: 2021 June 02
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Faculty Gradebooks

Western's Assistant Attorney General has ruled that faculty gradebooks are not public records, but are the personal property of the faculty member, and, as such, are not subject to retention requirements.

Disposition Authority Reference: XXXXXX.0003.18655
Approved by State Records Committee: 2020 June 03
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Incomplete ("K") Grade Contract Records

Contracts between instructor and student setting terms for course completion and assignment of incomplete grade. May include related correspondence.

Retention Requirement: Retain for 6 years after course completed or grade lapses to a "Z" (failure due to discontinued attendance)
Disposition after Retention: Destroy
Record Status:ESSENTIAL RECORD
Disposition Authority Reference: GS 01050.0003.18402
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Registration Overrides

Requests by students to faculty or departments to override course registration blocks. Does not include the Registrar's official record of registration or registration changes.

Retention Requirement: Retain until end of quarter
Disposition after Retention: Destroy
Disposition Authority Reference: GS 50012.0003.18399
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Student Progress Monitoring Files

Files tracking graduate and undergraduate students' progress through major or program. May include plans of study, copies of student applications to major/program, and records of student internships.

Retention Requirement: Retain for 6 years after student is no longer in program
Disposition after Retention: Destroy
Disposition Authority Reference: 14-09-68689.0003.18568
Approved by State Records Committee: 2021 June 02
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Function: Admissions

Applications for Admission to University, Major, or Program

Student applications for admission to the university or to a program or major. May include test scores, essays, application forms, or portfolios.

Retention Requirement: Retain for 6 years after term applied for
Disposition after Retention: Destroy
Disposition Authority Reference: 92-12-51644.0003.18475
Approved by State Records Committee: 2021 June 02
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Function: Communications and Marketing

Communications and Media Coverage Files

Records documenting the creation and distribution of communications and publicity materials through various media. Includes articles, news clippings, news/press releases, audiovisual materials, photographs, and related publicity materials referencing the college, department, or program.

Retention Requirement: Retain for 2 years after end of calendar year
Disposition after Retention: Transfer to University Archives for historical appraisal and selective retention as an archival record
Record Status:ARCHIVAL RECORD
Disposition Authority Reference: GS 05003.0001.18409
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Marketing and Promotional Records

Records relating to the planning and/or execution of advertising and promotional activities. May include: marketing plans/strategies; records relating to the development of advertising campaigns and materials (such as original artwork, designs, storyboards, etc.); samples of advertising materials (regardless of format); records relating to the evaluation of campaigns and strategies; records relating to the design and selection of unit branding (such as logos, mottos, slogans, etc.); related correspondence and communications. Excludes: financial records, which are covered by records series in the "Financial Records" section of this schedule.

Retention Requirement: Retain until administrative purpose served
Disposition after Retention: Transfer to University Archives for historical appraisal and selective retention as an archival record
Record Status:ARCHIVAL RECORD
Disposition Authority Reference: GS 05006.0001.18397
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.
Notes: Financial records relating to marketing and communications must be held for the retention period prescribed under the "Financial Management" section of this schedule.

Function: Curriculum

Course Content Records

Materials used to deliver courses (both academic and non-academic) offered by the university. May include course recordings, presentation materials, and class handouts. Excludes course syllabi, covered by Course Syllabi (21-06-69633.0003.18443).

Retention Requirement: Retain for 3 months after final grade for the course is recorded and any academic grievances have been resolved
Disposition after Retention: Destroy
Disposition Authority Reference: 14-09-68625.0003.18559
Approved by State Records Committee: 2021 June 02
Last Updated / Revised by UARM: 2023 November 16
Notes: See separate title for Course Syllabi.

Course Offering and Schedule Preparation Files

Material used by departments in preparation of catalog copy and class schedules. Retention for these records is minimal, as the final product is the official course schedule, the official catalog entry, or the approved budget allocation.

Retention Requirement: Retain until no longer needed
Disposition after Retention: Destroy
Disposition Authority Reference: GS 50008.0003.18357
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Course Recordings

Recordings of courses made to facilitate teaching and learning remotely.

Retention Requirement: Retain for 3 months after final grade for the course is recorded and any academic grievances have been resolved
Disposition after Retention: Destroy
Disposition Authority Reference: 14-09-68625.0003.19108
Approved by State Records Committee: 2021 June 02
Last Updated / Revised by UARM: 2020 April 20
Notes: The University Archivist has appraised course recordings and determined that they do not need to be kept permanently. Course recordings can be destroyed after the primary retention period.

Course Syllabi

Syllabus for each departmental course offered per quarter as collected by the respective department or academic administrative unit.

Retention Requirement: Retain for 3 months after final grade for the course is recorded and any academic grievances have been resolved
Disposition after Retention: Transfer to University Archives for historical appraisal and selective retention as an archival record
Record Status:ARCHIVAL RECORD
Disposition Authority Reference: 21-06-69633.0003.18443
Approved by State Records Committee: 2021 June 02
Last Updated / Revised by UARM: 2021 June 03

Curriculum Committee Records

Provides a record of the process of curriculum development and/or revision. Includes records specifically relevant to curriculum proposals or revisions, and records documenting the process of review through department- and college-level committees, including approval or rejection. The official record of curriculum changes is what is approved by the ACC and implemented in the catalog. The records of curriculum committees therefore have shorter retention requirements.

Retention Requirement: Retain for 3 years after fiscal year
Disposition after Retention: Destroy
Disposition Authority Reference: 14-09-68628.0003.18560
Approved by State Records Committee: 2021 June 02
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Experiential Learning Sites Files

Records of relationships with experiential learning sites, including practica, internship, and student teaching sites. May include evaluations of host sites as required in university policy, if not part of an individual student's file. The official contracts with experiential learning sites should be held by Contracts Administration.

Retention Requirement: Retain for 6 years after fiscal year
Disposition after Retention: Destroy
Disposition Authority Reference: 17-06-69050.0003.18619
Approved by State Records Committee: 2021 June 02
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Field Trip Records

Records of field trips should be held as travel records, unless participants are signing a hold harmless agreement, in which case the records should be held under Hold Harmless Agreements (see the "Risk Management" section of this schedule).

Disposition Authority Reference: XXXXXX.0003.18656
Approved by State Records Committee: 2020 June 03
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Function: Events and Programs

Event Planning and Logistics Documents

Records relating to planning and coordinating events that do not directly support a financial document and do not document the event itself. May include correspondence and other documents related to scheduling, venue set-up, and presenter/participant attendance. Records generated from university-sponsored events should be held under the appropriate series in the "Events and Programs" section of this schedule. Financial records relating to events must be held for the retention period prescribed under the "Financial Management" section of this schedule. For event-related hold harmless agreements for both adults and minors, see the "Risk Management" section of this schedule. For adult event participant registration records, see Non-Academic Registration Records (Adults) (GS 01050.001.18442). Minor participant registration records must be kept under Child-Related Program Compliance Records (GS 01050.001.18382). For Children at Western compliance records for events or programs that include minors, see the records series Child-Related Program Compliance Records (GS 01050.001.18382).

Retention Requirement: Retain until no longer needed for agency business
Disposition after Retention: Destroy
Disposition Authority Reference: GS 05008.0001.18736
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: 2019 April 03

Events - General

Records generated from university-sponsored events. May include agendas, publicity materials, and other documents presented or distributed at the event. May also include authorized photographic and audiovisual documentation. (Photographic and audiovisual materials will need to be accompanied by signed releases from subjects if they are to be re-used or retained for archival preservation.) Logistical and planning materials, which do not directly support a financial record, are transitory and can be disposed of when no longer needed. See Event Planning and Logistics Documents (GS 05008.001.18736) Financial records relating to events must be held for the retention period prescribed under the "Financial Management" section of this schedule. For event-related hold harmless agreements for both adults and minors, see the "Risk Management" section of this schedule. For adult event participant registration records, see Non-Academic Registration Records (Adults) (GS 01050.001.18442). Minor participant registration records must be kept under Child-Related Program Compliance Records (GS 01050.001.18382). For Children at Western compliance records for events or programs that include minors, see the records series Child-Related Program Compliance Records (GS 01050.001.18382).

Retention Requirement: Retain until administrative purpose served
Disposition after Retention: Transfer to University Archives for historical appraisal and selective retention as an archival record
Record Status:ARCHIVAL RECORD
Disposition Authority Reference: GS 05009.0001.18396
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: 2020 June 03

Events - Scholarly

Records generated from university-sponsored scholarly conferences and events. May include agendas, correspondence, publicity materials, proceedings, and other documents. May also include authorized photographic and audiovisual documentation. (Photographic and audiovisual materials will need to be accompanied by signed releases from subjects if they are to be re-used or retained for archival preservation.) Logistical and planning materials, which do not directly support a financial record, are transitory and can be disposed of when no longer needed. See Event Planning and Logistics Documents (GS 05008.001.) Financial records relating to events must be held for the retention period prescribed under the "Financial Management" section of this schedule. For event-related hold harmless agreements for both adults and minors, see the "Risk Management" section of this schedule. For adult event participant registration records, see Non-Academic Registration Records (Adults) (GS 01050.001.18442). Minor participant registration records must be kept under Child-Related Program Compliance Records (GS 01050.001.18382). For Children at Western compliance records for events or programs that include minors, see the records series Child-Related Program Compliance Records (GS 01050.001.18382).

Retention Requirement: Retain until administrative purpose served
Disposition after Retention: Transfer to University Archives for historical appraisal and selective retention as an archival record
Record Status:ARCHIVAL RECORD
Disposition Authority Reference: GS 05009.0003.18355
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: 2018 December 20
Notes: Financial records relating to events must be held for the retention period prescribed under the "Financial Management" section of this schedule. Additionally, logistical planning materials, which do not directly support a financial record, are transitory and can be disposed of when no longer needed.

Non-Academic Registration Records (Adults)

Registration for non-academic classes, programs, or activities for adult participants. May include payment information, hold harmless agreements, or other documentation required to attend a non-academic Western-sponsored event or program.

Retention Requirement: Retain for 6 years after end of activity, program, or class
Disposition after Retention: Destroy
Record Status:ESSENTIAL RECORD
Disposition Authority Reference: GS 01050.0001.18442
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: 2018 December 20

Non-Academic Registration Records (Minors)

Registration records for minors participating in events on campus must be held under Child-Related Program Compliance Records (GS 01050.001.18382).

Disposition Authority Reference: XXXXXX.0001.18730
Approved by State Records Committee: 2020 June 03
Last Updated / Revised by UARM: 2018 December 20

Photographs and Audiovisual Materials

Photographs and audiovisual materials should be retained according to the activity or function which they document. If uncertain how to classify these records, please contact University Archives.

Disposition Authority Reference: XXXXXX.0001.18651
Approved by State Records Committee: 2020 June 03
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Function: External Governance

Accreditation Reporting

Final report submitted to an accrediting body by the university or, in cases where an academic unit has additional accreditation requirements, by an academic unit. Does not include working papers or materials gathered to create final report.

Retention Requirement: Retain for 7 years after accreditation received
Disposition after Retention: Transfer to University Archives for historical appraisal and selective retention as an archival record
Record Status:ARCHIVAL RECORD
Disposition Authority Reference: 14-09-68609.0003.18557
Approved by State Records Committee: 2021 June 02
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Accreditation Working Papers

Materials used to create accreditation reports. Does not include final accreditation reports or review.

Retention Requirement: Retain for 7 years after accreditation received
Disposition after Retention: Destroy
Disposition Authority Reference: GS 09030.0003.18415
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Program or Curriculum Advisory Body Records

Records that document the role of professional or other advisory groups in evaluating or providing feedback and direction to programs and/or about curriculum. May include correspondence, meeting records, reports, and studies.

Retention Requirement: Retain for 6 years after calendar year
Disposition after Retention: Transfer to University Archives for historical appraisal and selective retention as an archival record
Record Status:ARCHIVAL RECORD
Disposition Authority Reference: GS 10015.0003.18417
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Function: Facilities and Equipment Management

Building/Facility Access Authorization

Records documenting the authorization of access at the department/office level for students and employees (including contractors and volunteers) to University buildings and facilities. May include key logs, key sign out sheets, or requests for access to buildings or specific areas. Requests submitted to the Lockshop are held by the Lockshop for the appropriate retention period. This series covers those records not held by the Lockshop.

Retention Requirement: Retain for 6 years after termination of access
Disposition after Retention: Destroy
Record Status:ESSENTIAL RECORD
Disposition Authority Reference: GS 25001.0001.18398
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: 2020 August 19

Entry/Exit Logs – Facilities

Records documenting the entry and exit of staff, contractors, volunteers, students, and visitors to university facilities (including secure areas). May include: keycard transaction logs, secure area logs (such as safe logs), and visitor books/logs.

Retention Requirement: Retain for 6 years after fiscal year
Disposition after Retention: Destroy
Disposition Authority Reference: GS 25007.0001.18421
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Equipment History Records

Documentation pertaining to equipment owned or used by an office. May list specifications and contain warranties.

Retention Requirement: Retain for 6 years after disposal of asset
Disposition after Retention: Destroy
Disposition Authority Reference: GS 21001.0001.18359
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Facilities Planning and Maintenance

Plans, correspondence and related materials that provide a record of alteration, construction, and maintenance of facilities used by a unit. Facilities Management and/or Facilities Development and Capital Budget hold the original copies of these records. This series is meant to cover units' reference copies of records and correspondence dealing with renovations or new construction. May also include unit copies of capital project requests (both major and minor).

Retention Requirement: Retain until completion or cancellation of renovation or construction
Disposition after Retention: Destroy
Disposition Authority Reference: GS 50005.0001.18412
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Use of University Facilities, Equipment, and Vehicles

Records relating to allowing use of university assets (such as meeting rooms, other facilities, equipment, vehicles/vessels, etc.) by university staff (including contractors and volunteers), other agencies, students, clients and the general public. May include: bookings, reservations, or requests for use; check-in and -out logs; rental and use schedules; vehicle logs and usage data. Does not include official contracts for use. Does not include requests that do not need to be approved.

Retention Requirement: Retain for 3 years after asset returned/use completed
Disposition after Retention: Destroy
Disposition Authority Reference: GS 07003.0001.18414
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Function: Financial Aid

Scholarship Financial and Administrative Records

Records documenting the financial and administrative management of scholarships. May include financial reports and disbursement records.

Retention Requirement: Retain for 6 years after fiscal year
Disposition after Retention: Destroy
Disposition Authority Reference: GS 01001.0003.18667
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: 2018 April 09

Scholarship Program Historical Records

Provides a record of scholarship program history. May include documentation related to the establishment of the fund, administrative requirements, lists of recipients, and related records.

Retention Requirement: Retain for 6 years after administrative purpose is served
Disposition after Retention: Transfer to University Archives for historical appraisal and selective retention as an archival record
Record Status:ARCHIVAL RECORD
Disposition Authority Reference: 14-09-68673.0003.18666
Approved by State Records Committee: 2021 June 02
Last Updated / Revised by UARM: 2018 April 09

Scholarship Recipient Selection Records

Documents selection of candidates and awarding of scholarships. May include successful and unsuccessful applications, award notices, and related correspondence.

Retention Requirement: Retain for 6 years after last quarter in which student received award or assistance
Disposition after Retention: Destroy
Disposition Authority Reference: 14-09-68674.0003.18444
Approved by State Records Committee: 2021 June 02
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Tuition and Fee Waivers

Records documenting tuition or fee waivers. May include application forms and supporting documents for waivers granted or denied.

Retention Requirement: Retain for 6 years after fiscal year
Disposition after Retention: Destroy
Disposition Authority Reference: GS 01001.0003.18643
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Function: Financial Management

Budget and Funding Requests Preparation Materials

Materials gathered and used to prepare budgets and funding requests, as well as well as copies of requests submitted to a higher-level unit for funding.

Retention Requirement: Retain until no longer needed for agency business
Disposition after Retention: Destroy
Disposition Authority Reference: GS 50008.0001.18353
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: 2019 June 06
Notes: Since these records are not the final budgets (as approved by the State or uploaded into the university's financial system) they technically do not have any retention requirements. However, UARM recommends that these materials be kept for 3 years after the fiscal year for use in preparing future budgets.

Budget Reconciliation and Monitoring Records

Financial records and reports used to reconcile and monitor expenses and income for a unit when the files contain unique transaction records that are not captured in an official university system (for example, original purchasing card receipts for purchases made outside of a university system). Copies of reports or other records that can be generated from or are stored in online university systems have minimal retention and should be held as Financial Records - Duplicate Copies (GS 50005.001.18394). However, if these duplicate records are filed with original financial documentation (such as purchasing card receipts), then this records series should be applied to the files to ensure the original documentation is held for the appropriate retention period.

Retention Requirement: Retain for 6 years after fiscal year
Disposition after Retention: Destroy
Disposition Authority Reference: GS 01001.0001.18420
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: 2018 December 20
Notes: This retention period only applies to these records when original documentation (like purchasing card receipts) that is not uploaded into an online university system is included in the files. If no such materials exist in these reconciliation/monitoring records, then the retention period(s)for the other record type(s) will apply.

Cash Handling Records

Records relating to the receipt of cash by a university office for goods or services provided to students or the public. May include cash receipts or department deposit records.

Retention Requirement: Retain for 6 years after fiscal year
Disposition after Retention: Destroy
Disposition Authority Reference: GS 01001.0001.18367
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Contracts and Agreements (Office copies)

Office copies of contracts and agreements that are held by Contracts Administration.

Retention Requirement: Retain until no longer needed for agency business
Disposition after Retention: Destroy
Disposition Authority Reference: GS 50005.0001.18435
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Financial Records - Duplicate Copies

Copies of financial records (created or received), provided the original documentation or information is contained in university systems. Also covers financial reports that can be regenerated from official university systems at a future date with the same results. This series does not cover purchasing card records, cash receipts, or external invoices that document transactions or parts of transactions made outside of official university purchasing systems.

Retention Requirement: Retain until no longer needed for agency business
Disposition after Retention: Destroy
Disposition Authority Reference: GS 50005.0001.18394
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Interdepartmental Invoices and Journal Voucher Documentation

Provides a record of charges to individual departments/offices for goods and/or services. These records support the journal vouchering process. Hard copy records of the journal vouchering process that are created in, or uploaded into, an approved online university system may be destroyed when no longer needed. Any documentation kept outside of the approved system must be kept for the retention period indicated here.

Retention Requirement: Retain for 6 years after fiscal year
Disposition after Retention: Destroy
Disposition Authority Reference: GS 01001.0001.18361
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Internal Audit Report

Office copies of the final audit results of specific university programs and/or fiscal activities, including the university's response.

Retention Requirement: Retain for 6 years after matter resolved
Disposition after Retention: Destroy
Disposition Authority Reference: GS 04007.0001.18374
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Purchasing Card (Pcard) Documentation

Provides a record of PCard use, transaction approval and reconciliation. Includes receipts, packing slips, printed on-line orders/copy of order form, invoices and credit documentation.

Retention Requirement: Retain for 6 years after fiscal year
Disposition after Retention: Destroy
Disposition Authority Reference: GS 01001.0001.18366
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Receipt of Goods Documentation

Records of purchases not made through online university systems or any purchase records which are not uploaded to online university systems. Records of purchases which are uploaded to or created in approved, online university systems must also be kept for 6 years; however, that retention period applies to the data and files in the system, not to paper copies held in an office.

Retention Requirement: Retain for 6 years after fiscal year
Disposition after Retention: Destroy
Disposition Authority Reference: GS 01001.0001.18375
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Service Request Records - Duplicate Copies

Copies of requests for services from other WWU units. The unit providing the service has responsibility for retaining the official copy of the request in their records.

Retention Requirement: Retain until no longer needed for agency business
Disposition after Retention: Destroy
Disposition Authority Reference: GS 50005.0001.18395
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Travel Records

Office copies of records processed through official online university travel system. Includes travel authorization, arrangement, travel receipt documentation, and reimbursement of expenses (including advance payments). Records of travel not entered into approved online university systems must be kept for 6 years after the fiscal year in which the travel was completed (contact University Records Management for more information). Receipts and other materials that are scanned into the official online university system may have additional retention requirements if funded by a grant or outside entity.

Retention Requirement: Retain until reimbursement has been paid
Disposition after Retention: Destroy
Disposition Authority Reference: GS 50005.0001.18328
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.
Notes: The official copy of these records should be held in the university's approved online travel system. However, offices and/or travelers are responsible for maintaining original documentation of trips (i.e., receipts) to confirm acceptance of receipt scans in system or for as long as may be required for other purposes (e.g., records of grant sponsored travel may have retention requirements set by the grant or the granting agency, or university units may have internal policies governing how long travel records must be kept).

Travel Requests -- Outside of Travel System

Travel funding requests made outside of the travel authorization system (SAP Concur or TEM). May include eforms, emails, or other forms.

Retention Requirement: Retain for 6 years after end of fiscal year in which travel was completed
Disposition after Retention: Destroy
Disposition Authority Reference: GS 07001.0001.19088
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: 2020 January 10

Function: Human Resources Management

Course Evaluations – Non-Tenure Track Faculty

Course evaluations for classes taught by non-tenure track faculty that are forwarded to department chairs or deans by faculty members for use in formal performance evaluation processes. Faculty members can choose which evaluations to include. Course evaluations that are not submitted are retained and disposed of by the faculty members.

Retention Requirement: Retain until completion of performance evaluation and resolution of any ongoing performance issues
Disposition after Retention: Destroy
Disposition Authority Reference: GS 03024.0003.19134
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: 2021 March 02
Notes: Faculty members should retain their copies of course evaluations for 1 year after the completion of the performance evaluation cycle to which the course evaluations apply.

Course Evaluations – Tenured and Tenure-Track Faculty

Course evaluations sent to tenured and tenure-track faculty that are then included in the faculty member’s dossier. Faculty members can choose which evaluations to include. Course evaluations not included in the dossier are retained and disposed of by the faculty members.

Retention Requirement: Retain until completion of performance evaluation and resolution of any ongoing performance issues
Disposition after Retention: Destroy
Disposition Authority Reference: GS 03024.0003.19136
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: 2021 March 02
Notes: Faculty members should retain their copies of course evaluations for 1 year after the completion of the performance evaluation cycle to which the course evaluations apply.

Department Chair Description

Includes material relating to procedures, responsibilities, stipend and other information used to describe the duties of department chairs in a college or the library.

Retention Requirement: Retain for 6 years after superseded
Disposition after Retention: Transfer to University Archives for historical appraisal and selective retention as an archival record
Record Status:ARCHIVAL RECORD
Disposition Authority Reference: 17-06-69049.0003.18621
Approved by State Records Committee: 2021 June 02
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Leave Records

Records relating to employee leave requests and approvals of attendance and leave. May include: requests, approvals, and denials for any form of leave, and leave usage tracking or reporting. Leave requests done via the e-form provided by Human Resources should be retained in the e-form system for the 6 year retention period. Any downloaded or printed copies of the e-form are considered duplicate copies with no retention requirements.

Retention Requirement: Retain for 6 years after fiscal year
Disposition after Retention: Destroy
Disposition Authority Reference: GS 03030.0001.18405
Approved by State Records Committee: 2021 August 04
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.

Letters of Recommendation

Letters of recommendation written for former employees or students.

Retention Requirement: Retain for 3 years after fiscal year
Disposition after Retention: Destroy
Disposition Authority Reference: 17-06-69053.0001.18620
Approved by State Records Committee: 2021 June 02
Last Updated / Revised by UARM: This record's title or description has not been updated or revised since its initial writing.