Academic Records and Progress

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.”

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.

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

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.

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.