UNIVERSITY OF WISCONSIN River Falls

Counseling Center

UWSH119
Counseling Center Administrative Subject Files

The record series includes all correspondence, alphabetic topical files, policies and procedures that deal with the administration of the Counseling Center created by the Director. 

Retention Time Period
Original: Creation + 5 years then destroy if not transferring to Archives. (Some institutions may consider administrative files to have archival value. Each institution will need to make this determination.)

UWSH120
Counseling Center Annual Reports

The Director prepares an annual report which documents all activity of the Counseling Center on a yearly basis. The report includes statistical information. 

Retention Time Period
Original: Creation + 1 academic year and transfer to University Archives.
Copies: Destroy when no longer needed.

UWSH121
Counseling Center Meeting Records

The records series includes meeting minutes, agendas and distribution of materials of all committees and sub-committees created to assist in the management of the Counseling Center. 

Retention Time Period
Original: Fiscal year of meeting + 3 years than destroy. (Some institutions archives may consider the meeting records to have archival value. Each institution will need to make this determination.)
Copies: Destroy when no longer needed.

UWSH122
Counseling Center Student Counseling Patient Files

This record series represents the main student health care record for the counseling center. Records include counselor’s notes and reports, psychological test results, referral records, correspondence with referring agencies, release forms, security reports and additional information gathered about the client in the course of counseling. The files are used for crisis intervention, monitoring progress and as a resume for future treatment by other professionals. Student Health records are kept according to FERPA and HIPAA confidentiality requirements. These records are considered to be part of the designated set of health records and part of the legal health record guidelines which are center specific. 

Retention Time Period
Original: Last semester of attendance + 10 years and then destroy confidentially.

UWSH123
Counseling Center Employee Assistance Program (EAP)

The record series represents the main employee health record for the counseling center. Employee assistance files contain comprehensive information on each university employee who receives counseling services through the EAP. It includes the counselor’s notes and reports, referral records, correspondence with referring agencies, release forms, security reports and additional information gathered about the client in the course of counseling. The files are used for crisis intervention, monitoring progress and as a resume for future treatment by other professionals. 

Retention Time Period
Original: Last appointment date + 7 years and then destroy confidentially.

UWSH124
Counseling Center Appointment Schedule and Statistical Logs

The record series includes weekly appointment sheets for each counselor with the name of the client, date and time. The statistical logs are compilations of the weekly appointment sheet used for end-of-the month reports. 

Retention Time Period
Original: Creation + 2 years then destroy confidentially.

UWSH125
Counseling Center Satisfaction Surveys

Surveys record client satisfaction with Counseling Center services, counselors and admission procedures. 

Retention Time Period
Original: Creation + 3 years then destroy confidentially.

UWSH126
Counseling Center Community Outreach Prevention and Education Program Record

series includes materials on community outreach prevention and education programs. This includes but is not limited to posters, circulars, contest materials as well as program related reports. 

Retention Time Period
Original: Creation + 3 years then destroy. (Program material, however, on significant public health issues should be offered to the University Archives.)
Copies: Destroy when no longer needed