UNIVERSITY OF WISCONSIN River Falls

Admission Records

UWSTU001
Acceptance Letters, (enrolled students)

Comprising this series are the university's copy of notification letters in any format sent to admitted freshmen or transfer students as a response to application to the university. Such letters may include an invitation to orientation and indicate any further steps needed to be taken by the admitted student.

Retention Period: EVT + 5 years then destroy confidentially (EVT = date of graduation or last attendance)
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.

UWSTU002
Acceptance Letters, (not enrolled)

Comprising this series are the university's copy of notification letters in any format sent to admitted freshmen or transfer students as a response to application to the university. Such letters may include an invitation to orientation and indicate any further steps needed to be taken by the admitted student.

Retention Period:
EVT +1 year then destroy confidentially (EVT = date of application)
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.

UWSTU003
Applications for Admission, (enrolled students)

The records include official institutional application forms completed in any format by prospective students for admission or readmission to the institution.

Retention Period:
EVT + 5 years then destroy confidentially (EVT =date of graduation or last attendance)
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.

UWSTU004
Applications for Admission, (not enrolled)

The records include official institutional application forms completed in any format by prospective students for admission or readmission to the institution.

Retention Period:
EVT + 1 year then destroy confidentially (EVT = date of application)
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longerthan the original.

UWSTU005
Applications for Admission, falsified

Admissions application and supporting documentation received from individuals misrepresenting themselves. The retention period provides sufficient time to track those individuals who may make repeat attempts to submit a falsified application.

Retention period: Retain for three (3)semesters following the term for which the subject applied plus an additional 7 years.
Destroy confidentially.
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.

UWSTU006
Applications for Admission, unsolicited

This series contains letters of recommendation, test scores, portfolios, CDs, examples of work prepared by the potential applicants where no formal application was ever submitted. The materials may be received in any format. Some institutions receive a significant number of admission inquiries from abroad. It is often difficult for those potential applicants to obtain or reproduce materials previously submitted. Two years incorporates a grace period for those potential students who do complete an application for the next academic year.

Retention period: Retain for three (3) semesters following the term for which they applied plus an additional 2 years then destroy confidentially.
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.

UWSTU007
Correspondence, staff, with or concerning enrolled students

The series includes correspondence in any format between Enrollment Services staff within units or with students, relevant to the admission and/or academic progress of individual student.

Retention Period: EVT+5 years then destroy confidentially. (EVT = date of graduation or last attendance)
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.

UWSTU008
Correspondence, staff, with or concerning students who did not enroll

The series includes correspondence in any format between Enrollment Services staff within units or with students, relevant to the admission and/or academic progress of individual student.

Retention Period: EVT+1 year then destroy confidentially. (EVT =date of application)
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.

UWSTU009
Credit by Examination or experiential learning credit records

Examinations include but are not limited to Advanced Placement results, CLEP, PEP, other test score results,prior learning documentation, etc. used for advanced placement within degree program 

Retention Period: EVT+5 (for enrolled and non-enrolled students) years then destroy confidentially. (EVT =Graduation date or date last attended.)
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.

UWSTU010
Entrance Examination Results and other Placement Test records, (enrolled students)

Student scores from standardized tests, include, but are not limited to: ACT, SAT, GRE or university o rdepartment-specific tests or auditions for enrolled students.

Retention Period: EVT +5years then destroy confidentially (EVT =date of Graduation or last attendance)
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.

UWSTU011
Entrance Examination Results and other Placement Test Records, (not enrolled)

Student scores from standardized tests, including but not limited to: ACT, SAT, GRE or university or department specifictests or audition for students who did not enroll in the institution.

Retention Period: EVT+1 year then destroy confidentially (EVT = date of application)
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.

UWSTU012
Graduate School Degree Applications - received

This series is comprised of graduation applications received by either the Registrar's Office (for the Bachelor's and Professional degrees) or the Graduate School (for Master's and Doctor's degrees), may include compiled lists of students eligible to graduate. The Official Copy resides in the Registrar's Office-Graduation and Academic Records for Bachelor's and Professional degrees and in the Graduate School for Master's and Doctor's degrees. Other copies may be found in the College/School or Department 

Retention Period: EVT+1 year then destroy confidentially (EVT = date of Graduation or last attendance)
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.

UWSTU013
Graduate School Admission Applications, (not accepted, not enrolled, or incomplete)

Are cord of applicants for UW admission into a graduate program who were not accepted;who were accepted, but who did not enroll; or who never completed the application process. Graduate school application files maintained at the school and/or department levels containing some to all of the following types of materials: copy of the application for admission to the Graduate School, complete set of official transcripts from other institutions, copy of the Graduate School Examiner's report, reasons for graduate study, any miscellaneous correspondence, letters of recommendation, GRE scores, and other materials which may be requested by the particular school or department.

Retention Period: EVT +5years then destroy confidentially (EVT =date of application)
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than theoriginal.

UWSTU014
Graduate School Admission Applications - residency/fellowship applicants

This series includes admission applications in any format of applicants to a Residency or Fellowship Program who did not match the program requirements, were not accepted, withdrew from consideration, or were not interviewed. Also includes Not Matched, Not Accepted,Withdrawn, or Not Interviewed.

Retention Period: EVT +5 years then destroy confidentially (EVT =date of application)
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.

UWSTU015
Graduate School Qualifying Exams

Examinations or qualifying exams taken by Ph. D. candidates in which Candidates are required to pass acertain number of exams by a certain deadline to qualify for admission to graduate school. They aregrouped by semester and each exam is graded by two people. There are also Grading Charts thatcomplement these exams which indicate who the graders are.

Retention Period: EVT + 2 years then destroy confidentially (EVT = date of last attendance)
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.

UWSTU016
Letters of Recommendation, (enrolled students)

These records include letters of recommendation in any format required by the school or provided by the applicant as additional information to admission officers.Retention Period: EVT + 5 years then destroy confidentially. (EVT = date of application)
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.

UWSTU017
Letters of Recommendation, (not enrolled)

These records include letters of recommendation in any format required by the school or provided by the applicant as additional information to admission officers.

Retention Period: EVT +1 year then destroy confidentially. (EVT = date of application)
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.

UWSTU018
Program Admissions Records, (admitted students)

This series includes materials submitted in the application process for majors that have limited space and require application. Entrance to these majors is competitive; not all students will necessarily be accepted.Eligibility requirements vary from program to program. For example,in general, teacher education students must complete a minimum number of total credits, earn a minimum grade-point average, take and submit the scores for the Praxis l/ Pre- Professional Skills Test (PPST), and submit an application. Some programs also require applicants to complete a minimum number of credits in the major. Programs may ask for essays or statements, letters of recommendation, extended study abroad, or other documents, test scores,or experiences. These materials, submitted by successful applicants, comprise this series.

Retention Period: EVT + 5 Years (EVT= Date of graduation from the program)
Pll? Yes
Confidential? Yes
Copies: Destroy when no longer needed.

UWSTU019
Program Admissions records, (not admitted)

This series includes materials submitted in the application process for some majors, which have limited space and require application. Entrance to these majors is competitive; not all students will necessarily be accepted. Eligibility requirements vary from program to program. For example, in general, teacher education students must complete a minimum number of total credits, earn a minimum grade-point average, take and submit the scores for the Praxis l/Pre-Professional Skills Test (PPST), and submit an application. Some programs also require applicants to complete a minimum number of credits in the major.Programs may ask for essays or statements, letters of recommendation, extended study abroad, or other documents, test scores, or experiences. These documents for students who have applied and failed to be admitted comprise this series.

Retention Period: EVT + 2 Years (EVT= Date of application)
Pll? Yes
Confidential? Yes
Copies: Destroy when no longer needed.

UWSTU020
Residency records, (enrolled students)

Records used to determine student residency classification for tuition purposes. These records also include forms to appeal for in-state resident tuition. Records supplied to substantiate this may include a variety of state and federal income tax information, high school records, employment records and other documents.

Retention Period: EVT + 5 years then destroy confidentially. (EVT = date of graduation or last attendance)
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.

UWSTU021
Residency records, (admitted, not enrolled)

Records used to determine student residency classification for tuition purposes. These records also include forms to appeal for in-state resident tuition. Records supplied to substantiate this may include a variety of state and federal income tax information, high school records, employment records and other documents.

Retention Period: EVT+1 year then destroy confidentially. (EVT = date of application)
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keepcopies longer than the original.

UWSTU022
Transcripts from other institutions, (enrolled students)

Transcripts from other institutions suchas preparatory schools, high schools, other universities, colleges and technical schools used to support the admissions process 

Retention Period: EVT +5 years then destroy confidentially. (EVT =date of application)
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.

UWSTU023
Transcripts from other institutions, (not enrolled)Transcripts from other institutions such as preparatory schools, high schools, other universities, colleges and technical schools used to support the admissions process

Retention Period: EVT +1 year then destroy confidentially. (EVT= date of application)
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.11

UWSTU024
Veterans records, (enrolled students)

Records related to student enrollment for federal/state military benefits such as application, copies of discharge form DD214, VA eligibility certificates, study grants, VA vocational rehabilitation agreements, VAfee vouchers, and correspondence, in as far as these records support the admissions process. SeeFINAID001 and FINAID010 for the disposal of those veteran's records used to determine financial aid eligibility.

Retention Period: EVT + 5 years then destroy confidentially. (EVT= end of benefit award year)
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.

UWSTU025
Veterans records, (not enrolled)

Records related to student enrollment for federal/state military benefits such as application, copies of discharge form DD214, VA eligibility certificates, study grants, VA vocational rehabilitation agreements, VAfee vouchers, and correspondence, in as far as these records support the admissions process. See FINAID001 and FINAID010 for the disposal of those veteran's records used to determine financial aid eligibility.

Retention Period: EVT + 2 years then destroy confidentially. (EVT = date of application)
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.