UNIVERSITY OF WISCONSIN River Falls

General Institutional Records

UWSFA004 PROGRAM PARTICIPATION AGREEMENT
Written agreement signed by both a top official at an institution and the U.S. Secretary of Education that permits the institution to participate in one or more federal Title IV student aid programs. The signed agreement makes the institution's initial and continued eligibility to participate in Title IV programs conditional on compliance with all provisions of the applicable laws and program regulations. This agreement may have to be updated periodically due to changes at the institution. The program participation agreement (PPA) is created and maintained electronically in the Federal Department of Education system via website. The school financial aid office creates the document and maintains an original hard copy, which contains signatures of all parties. 

Retention Time Period
Original: EVT + 4 Years EVENT=End of the Award Year in which the Student Last Attended
Disposition: Destroy Confidential
Copies: When no longer needed for administrative or quality control purposes destroy confidentially
Pll: Yes
Confidential: Yes

UWSFA005 PROGRAM REVIEW RECORDS Records documenting university program reviews which include department/program self evaluation studies; outside agency reviews including accrediting agencies for areas such as nursing, social work, education, etc.; college and committee review and approvals; and approvals of deans, faculty senate, provost and the UW system. The review process and related activities can take multiple years. The review helps validate the eligibility of the university to participate with students in financial aid grants, loans and scholarship programs. *The determination of archival value of official file will be made by each institution's archives. 

Retention Time Period
Original: EVT + 4 Years EVENT=End of the Award Year in which the Report was submitted
Disposition: Transfer to University Archives*
Copies: When no longer needed for administrative or quality control purposes destroy
Pll: No
Confidential: No

UWSFA006 ACCREDTING AND LICENSING AGENCY REVIEWS, APPROVALS AND REPORTS
Reports, letters, lists, spreadsheets, forms, and other background communications are kept operationally by departments and used to inform the State Department of Licensing and Regulation that students have met qualifications to be tested and licensed. These records also serve as documentation for reports issued to the federal Department of Education affirming licensing of various programs and indicate the cycle of accreditation and licensing. 

Retention Time Period
Original: EVT + 4 Years EVENT=End of the Award Year in which the Report was submitted
Disposition: Destroy
Copies: When no longer needed for administrative or quality control purposes destroy
Pll: No
Confidential: No

UWSFA007 REMOTE SITES REPORT
This report describes the locations, programs, and effective dates for classes being taught at sites non-adjacent to the UW campus in question. The report is sent to the Higher Learning Commission (HLC) of the North Central Association of Colleges and Schools, the federal Department of Education and the UW system. *The determination of archival value of official file will be made by each institution's archives. 

Retention Time Period
Original: EVT + 4 years EVENT=End of the Award Year in which the Report was submitted
Disposition: Transfer to University Archives*
Copies: When no longer needed for administrative or quality control purposes destroy
Pll: No
Confidential: No

UWSFA008 STUDENT GRANT ADMINISTRATIVE FILES
Various forms and/or institutional applications used by Financial Aid officers to request and monitor a series of federal and state grants. Documents covered by this series include rosters of eligible recipients, error listing reports, and Common Origination and Disbursement student records, as well as internal correspondence related to each. 

Retention Time Period
Original: EVT + 4 Years EVENT=End of the Award Year in which the Student Last Attended
Disposition: Destroy Confidential
Copies: When no longer needed for administrative or quality control purposes destroy confidentially
Pll: Yes
Confidential: Yes

UWSFA009 STUDENT GRANT VOUCHERS Student vouchers used for individual grant disbursement and reporting and related documentation, including correspondence related to the vouchers and voucher request forms. 

Retention Time Period
Original: EVT + 4 Years EVENT=End of award year for which the aid was awarded
Disposition: Destroy Confidential
Copies: When no longer needed for administrative or quality control purposes destroy confidentially
Pll: Yes
Confidential: Yes

UWSFA010 MILITARY EDUCATION BENEFITS AND SUPPORTING RECORDS
Various forms and/or institutional applications used by the Department of Financial Aid to request and monitor a series of federal and state military education benefits. Main category of records include the following: Federal: VA Benefits Request form, Change of Course Load/Credits form, 22-1995 Change of Place or Program (vets), 22-5490 Change of Place or Program (dependents) and State: WDVA 2029 Application for the Wl Gl Bill, Request form to Activate/Re-activate Wl Gl Bill, Request form to Suspend Wl Gl Bill, DMA form 189 National Guard Tuition Reimbursement Grant applications, and WDVA 2200 Veterans Education Tuition Reimbursement Grant application. 

Retention Time Period
Original: EVT + 4 Years EVENT=End of award year for which the aid was awarded
Disposition: Destroy Confidential
Copies: When no longer needed for administrative or quality control purposes destroy confidentially
Pll: Yes
Confidential: Yes

UWSFA011 STUDENT LOAN PROGRAM ADMINISTRATION
Various documents, forms and/or institutional loan applications used to request and monitor a series of federal and state loan programs. Documents in the files include general records on loan entrance and loan exit counseling, truth in lending documents, institutional loan applications, and miscellaneous correspondence from lenders. 

Retention Time Period
Original: EVT + 4 Years EVENT=End of the Award Year in which the Student Last Attended
Disposition: Destroy Confidential
Copies: When no longer needed for administrative or quality control purposes destroy confidentially
Pll: Yes
Confidential: Yes

UWSFA012 REPORT TO HIGHER LEARNING COMMISSION
Review Report to the Higher Learning Commission (HLC) entitled Annual Institutional Data Update (AIDU). Parts of the report include information on contacts, federal compliance, headcount statistics, numbers of certificate programs, and number of degrees awarded, contractual relationships, and a composite financial index. *The  determination of archival value of official file will be made by each institution's archives. 

Retention Time Period
Original: EVT + 4 Years EVENT= End of the Award Year in which the Report was submitted
Disposition: Transfer to University Archives*
Copies: When no longer needed for administrative or quality control purposes destroy
Pll: No
Confidential: No