Curriculum

Course Content Records

Who can use this?

All Offices

Record Description

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

WWU Function

Display Notes

See separate title for Course Syllabi.

Course Offering and Schedule Preparation Files

Who can use this?

All Offices

Record Description

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.

WWU Function

Course Recordings

Who can use this?

All Offices

Record Description

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

WWU Function

Display 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

Who can use this?

All Offices

Record Description

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

WWU Function

Curriculum Committee Records

Who can use this?

All Offices

Record Description

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.

WWU Function

Experiential Learning Sites Files

Who can use this?

All Offices

Record Description

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.

WWU Function

Field Trip Records

Who can use this?

All Offices

Record Description

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.

WWU Function