Events and Programs

Event Planning and Logistics Documents

Who can use this?

All Offices

Record Description

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

WWU Function

Events - General

Who can use this?

All Offices

Record Description

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

WWU Function

Events - Scholarly

Who can use this?

All Offices

Record Description

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

WWU Function

Display 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)

Who can use this?

All Offices

Record Description

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

WWU Function

Non-Academic Registration Records (Minors)

Who can use this?

All Offices

Record Description

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

WWU Function

Photographs and Audiovisual Materials

Who can use this?

All Offices

Record Description

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.

WWU Function