UNIVERSITY OF WISCONSIN River Falls

Operational

UWADM001 POLICIES AND PROCEDURES

This record series consist of university established departmental policies and procedures,including manuals, manual codes, handbooks, and other related materials.*NOTE: Some institutions may consider some or all of these policies to have archival value;consult your institution's archives for additional information.

Retention: EVT+7 Years EVENT= Policy or procedure is superseded
Destroy or Transfer to Archives per institutional policy.
Pll? No
Confidential? No
Copies: Destroy when no longer needed.

UWADM002 CALENDARS AND SCHEDULES

This series consist of all calendars used for university business which includes both paper and electronic calendaring systems. This series includes, but is not limited to, desk calendars,appointment books, and similar records.
NOTE: A record of this type may be purchased with personal funds, but if used by a University Employee to document his or her work activities may be considered a public record in both physical and electronic format

*NOTE: Some institutions may consider the calendars of certain high-level officials (Deans,Chancellors, etc.) to have archival value; consult your institution's archives for additional information.

Retention: EVT + 5 Years EVENT= End of the Calendar Year
Destroy or Transfer to Archives per institutional policy
Pll? Yes
Confidential? No
Copies: Destroy when no longer needed.

UWADM003 ALPHABETICAL/TOPICAL FILES

This record series consists of files which document the activities of academic and operational departments on campus, including the internal development and operations of programs.Records can include correspondence, reports, memoranda and notes, publications, and announcements. These files may also be known as subject files, departmental or office files, mixed files, or program files. The files may include records of non-historical value scheduled by other RRDAs, which may be removed by each institution's archives upon receipt.

Retention: EVT + 3 Years EVENT= Creation of materials
Transfer to Archives for review.
Pll? No
Confidential? No
Copies: Destroy when no longer needed.


UWADM004 GRANT DOCUMENTATION-NON-FINANCIAL

This record series documents the administration of a grant program, including the application review process and expenditure of grant funds. It also covers activities relating to grant-funded projects where the agency is the grant recipient or issuer, including the application process, the receipt and expenditure of grant funds, and/or the grant denial notice. Additional records in the series include, but are not limited to: fiscal award summaries, budgets create and account create documents, University request for contribution of facilities and administrative costs,subcontractor commitment, and scope of work and budget.NOTE: For financial aspects of grant files, see the UWSA Fiscal/Accounting Records Schedule.

Retention: *EVT+6 years EVENT =End of the grant project or notification of denial
Destroy
Pll? Yes
Confidential? Potentially; contact the grant administrator for more information
Copies: Destroy when no longer needed.
*NOTE: Some grant programs may require a longer retention period for research files or research data; contact your grant administrator for more information.


UWADM005 PLANNING DOCUMENTATION


Strategic, business and operational planning files at all levels of the university, including, but not limited to, final plans, calls for proposals, publicity or presentation materials specifically related to planning initiatives, and significant work papers. The official copy of this series is held in the highest-level office affected by the plan being documented (e.g. a campus master plan will be held by the Chancellor's Office; a school/college plan will be held by the Dean's Office,etc.)

Retention: EVT+6 Years EVENT= Plan is completed or superseded.
Transfer to the Archives
Pll? No
Confidential? No
Copies: Destroy when no longer needed.

UWADM006 REORGANIZATION DOCUMENTATION

This record series consists of documents showing organizational changes within the college or university, including files of significant addition, deletion, or transfer of administrative,functional or regulatory responsibilities, etc.

Retention: EVT+2 Years EVENT= Date reorganization is completed.
Transfer to Archives
Pll? Yes
Confidential? No
Copies: Destroy when no longer needed.

UWADM007 ORGANIZATIONAL CHARTS

This series consists of the records of the official organizational structure of each college of university, as well as that any smaller schools within those institutions.

Retention: EVT +0 Years EVENT= Organizational chart is superseded.
Transfer to Archives
Pll? Yes
Confidential? No
Copies: Destroy when no longer needed.

UWADM008 TRANSITION BRIEFINGS

This series consists of records that are prepared to provide an overview of the university,department, or office during transitions to new management.

Retention: EVT+2 Years EVENT= Date prior official or department chair leaves his/her position.
Destroy
Pll? Yes
Confidential? Potentially; contact the department chair, dean, or other administrator for more information.Copies: Destroy when no longer needed.

UWADM009 UNIVERSITY SPONSORED CONFERENCE RECORDS

This record series consists of but is not limited to registration materials, correspondence,financial reimbursement and public relations materials for conferences that are hosted by a university department of unit. This schedule does not include those records covered under the UWS- Administrative Schedule.

RETENTION: EVT + 3 years. EVENT= Date of the Conference
Disposition: Transfer to Institutional Archives for review per policy
Pll: Yes
Confidential: No
Copies: Destroy when no longer needed.