UNIVERSITY OF WISCONSIN River Falls

Student Academic Records

UWSTU026
Academic Dismissal /Suspension /Expulsion records

Universities copy of the letter in any format from the Dean of Students or equivalent office explaining to the student the dismissal and the academic or nonacademic reasons for the action.

Retention Period: CR + 6 years, then transfer to University Archives.
Pll? Yes
Confidential? Yes
Copies: Retain one year then destroy confidentially

UWSTU027
Academic Misconduct records

Notification of academic misconduct and documentation of sanctions or disciplinary action including correspondence, reports, requests for hearings, appeals and petitions.

Retention Period: CR + 6 years, then transfer to University Archives.
Pll? Yes
Confidential? Yes
Copies: Retain one year then destroy confidentially

UWSTU028
Academic Warnings

Academic warning sent by email or paper correspondence informing the student of poor academic performance that threatens continued attendance of the institution.

Retention Period: EVT + 5 years. (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.12

UWSTU029
Add/Drop records

Completed course add or drop forms and related records required by the institution to add or drop courses after the registration deadline.

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

UWSTU030
Applications for Graduation, (graduated students)

Applications completed by students as required prior to graduation. These trigger degree audits which review student records for completion of degree requirements. (Degree Audits UWSTU044)

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

UWSTU031
Applications for Graduation, (non-graduated students)

Applications completed by students as required prior to graduation. These trigger degree audits which review student records for completion of degree requirements. (Degree Audits UWSTU044)

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

UWSTU032
Athlete Academic Records

Records including dossiers in any format created by the Athletic Director, the Associate Athletic Director or the Compliance Officer for individual students, compiling academic and enrollment records, credit and major requirements, amateur athletic status certification, semesters of eligibility used and remaining,which make up participation status. Where offered, tutor evaluation and assessment records or mandatory study time requirement records may be included.

Retention Period: EVT +10 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.

UWSTU033
Athletic Eligibility Reports

Reports in paper or electronic form created by the Athletic Director, the Associate Athletic Director or the Compliance Officer to demonstrate athletic eligibility of teams. The reports include summarized academic and enrollment information and approval of academic record for each member of the team as well as certification of amateur athletic status and number of semesters of eligible competition used and remaining. (For schools in WIAC, this series runs parallel to the conference-wide series WIAC107)

Retention Period: EVT + 2 years then destroy confidentially (EVT = date of submission of official report)
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.13

UWSTU034
Audit Authorizations

Documentation consisting of paper or electronic forms completed by students and signed by the course's instructor, giving the student permission to audit a course, instead of enrolling for academic credit.

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

UWSTU035
Change of Grade Documentation

Documentation as a paper or electronic data entry form completed by the instructor of the relevant courseand signed by the appropriate dean supporting an approved change of a previously assigned course grade.

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

UWSTU036
Changed Grade Record

Paper, student information system (SIS) electronic, or other evidence of a legitimately changed final course grade.

Retention Period: CR + 6 years, then transfer to University Archives.
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.

UWSTU037
Correspondence between students and faculty regarding course content or progress

Correspondence between faculty and students in any form relating to coursework, as retained by academic departments to serve as source documents for submitted official grades.

Retention Period: 6 months after close of semester in which grades are submitted.
Destroy confidentially
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer thanthe original.

UWSTU038
Correspondence related to academic inquiry

Student Correspondence related to academics other than with current instructors (See UWSTU037) or with
Enrollment Services regarding Admission (SeeUWSTU007; UWSTU008)

Retention Period: EVT+6 months years then destroy confidentially (EVT =date of correspondence)
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer thanthe original.

UWSTU039
Course Repeat Approval Form

Form requesting and/or granting approval to repeat a course for credit. Document contains student name,ID, course number and signature of advisor and may record academic reasons for repeating the class.

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

UWSTU040
Course Wait List

Lists of students waiting for an enrollment opening in an individual course because the course has reach edits maximum class size. Lists may be generated by academic departments or individual instructors. They may be used to give preference to waiting students in the following semester or determine the need for more sections of the class.

Retention Period: EVT+ one semester or when no longer needed for administrative purposes. (EVT=end of semester in which list was created.)
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.

UWSTU041
Credit/No Credit Approval Forms

Request forms completed by the student and signed by the instructor and related records to change the individuals grading option of a course from the letter grade to pass/fail or vice versa.

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

UWSTU042
Criminal Background Check Records, Students

Records are created through an investigation of offenses and related disclosed information for students working toward professional experience, licensure or certification and usually involved with an internship or clinical experience. Many programs keep these records separate from other student records.These records include, but are not limited to: (1) confidential self-disclosure application supplements;(2) criminal background check reports, which are generated by private vendors on a contract basis, University employees, or employees of the Wisconsin Department of Justice; (3) records created and received by the University employees who are responsible for decisions related to the applicants continued progress.

Retention Period: EVT+7 years then destroy confidentially. (EVT =date of completed check)
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.

UWSTU043
Curriculum Change Authorizations

Forms and related documentation in any format authorized by the department chair and/orthe collegedean approving changes with authorizations to individual student degree program requirements.

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

UWSTU044
Degree Audits

Records created through comparison of transcript and other student records with university and departmental requirements for graduation to verify progress made in student degree program requirements and/or eligibility for a degree.

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

UWSTU045
Diplomas, (returned because undeliverable)

Paper diplomas returned to the university, undeliverable due to incorrect address or other reasons.

Pll? No
Confidential?
No Retention Period: EVT+1 year then destroy confidentially. (EVT= date of graduation)

UWSTU046
Fellowships and Scholarships (graduate and undergraduate)

Notices of fellowship and scholarship opportunities, nominations of candidates and results, either individual or lists in any format, for both graduate and undergraduate students.

Retention Period: EVT + 3 years (EVT = date of last attendance)
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.

UWSTU047
Grade Books, original (academic departments)

Student grades recorded by professors and instructors in any format to support the official awarded grades submitted to the Registrar 

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

UWSTU048
Grades, official

Official student grades, recorded by Registrar, including material in all formats: paper, electronic, D2L, etc.

Retention Period: Permanent.
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.

UWSTU049
Graduate School Records for accepted students

This series contains the official student record contained in an integrated student information system(ISIS). It contains Admission Applications and Proficiency Testing, Letter of Recommendations, Directed Study and Thesis Pre-authorization Forms, Credit Evaluations and Re-evaluations, Wisconsin Residency determination and supporting documentation, Dean's Academic and transfer forms, Foreign Language Exam forms, Grade Change forms and Grade Problem Cards, Pass/Fail Option forms, Major Declaration forms, Disciplinary or conduct actions forms, Withhold of public information form(FERPA), Student Authorization for Disclosure in Education Records, Study abroad course and grade evaluations, Degrees summary with attached correspondence and related forms, Degree Audits, Copy of the Transcript, Copy of the permanent card, Identity change, legal summons, subpoenas and related correspondence, ROTC forms,Course change request forms, Enrollment letters and other supporting information from Registrars office,and Transcripts from other colleges or universities. Other formats may include microfilm, Images, and data in the Data warehouse.

Retention Period: 10 years from date of receipt of degree or date of last attendance and destroy confidentially
Pll? Yes
Confidential? Yes

UWSTU050
Graduate School: Thesis/Dissertations/Directed Study

Theses and Dissertations written as part of the requirement for a conferred degree. Some programs allow for Directed Study or a Thesis.

Retention Period: CR + 6, then transfer to Library or University Archives per policy of the individual institution.
Pll? No
Confidential? No
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.

UWSTU051
Grievances, Exam/course related (not grade disputes)

Paper or electronic forms recording student grievances about courses, coursework, exams, instructor and include student name and number, term/semester, course number name of instructor and signatures by student, faculty or staff.

Retention Period: EVT+3 years then destroy confidentially (EVT = date of submission)
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.

UWSTU052
Hold or Encumbrance Authorizations

Limitations placed on a student's account due to late payment,late registration,or other reasons stated by the institution due to nonpayment of fees, library fines, parking citations, etc. An encumbrance can prohibit students from registering for classes, affect the release of their transcripts,or delay the reception of their diplomas.

Retention Period: EVT+ 6 years then destroy confidentially (EVT= fiscal year of creation)
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.

UWSTU053
Honors Program Applicant Files, undergraduate

This record series includes Honors Program applicant files and applications, grade point averages,scholarship and award materials, and statistics.

Retention: EVT +5 years then destroy confidentially (EVT =date of application)
Pll? Yes
Confidential? Yes

UWSTU054
Instructional Materials including materials in course management systems

Examinations, coursework, assignments, etc. as retained by academic departments to serve as source documents for submitted official grades. This series includes course support instructional materials in any format including those found in course management systems, such as Desire2Learn (D2L).

Retention Period: 1 year after end of semester in which grades are submitted years then destroy confidentially.
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.17

UWSTU055
Internship Agreements

Agreements, also known as memorandums, between the University, individual departments or colleges or the UW Board of Regents and external businesses or agencies governing potential supervised practical training or service learning experiences of university students. Internship agreements DO NOT concern individual students but rather acknowledge the business or agency's willingness to accept interns in the future. Agreements may include a list of the responsibilities and expectations of the agencies, the University offices and the students; as well as any general provisions or information germane to the execution of the learning experience.

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

UWSTU056
Internship Contracts

Signed agreements governing supervised practical training or service learning experiences of university students. Often internship contracts are made between academic departments/colleges and external agencies but may involve another university department. Contracts stipulate expectations of a student's responsibilities, the learning outcomes to be covered as well as the logistical aspects of the program.Retention period is identical to that for tests and other instructional materials that are similarly used to determine a student's final grade.

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

UWSTU057
Major Declarations, Changes, Certification of Second Major, Minors

Electronic or paper documents detailing the student's declaration or change of majors or the addition of a second major or minor. Records contain the date of the change, required authorizations, the parameters of the addition or change including the new requirements for completion. Major declaration, change and the addition of a second major or minor may all be contained in one document or they may be accomplished via several forms. Practice varies between departments and schools.

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

UWSTU058
Name Change Authorizations

Forms and subsequent records in any form documenting a name change request and action initiated by a student.

Retention Period: EVT+5 years then destroy confidentially (EVT = date of submission)
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.18

UWSTU059
Petitions, Exceptions to academic rules

Paper forms submitted by the student requesting an exception be made to academic rules regarding required classes,etc. Forms include student name and ID number, term/semester, course number name of instructor and signatures by student, faculty or staff.

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

UWSTU060
Registration Forms

Forms completed by students at the time of registration in paper, electronic or online formats. These forms contain student name and number, term or semester, class number and title and number of credits.

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

UWSTU061
Schedules-individual student schedule of classes

Electronic or paper schedule issued to students recording the classes in which they are enrolled, credits,grading option, location and meeting times of classes, and including student name, class, major and identification number.

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

UWSTU062
Student Teacher Field Experience File

Records assembled through the evaluation of student teachers conducting their field work. Records may contain but are not limited to: written evaluations of field supervisors and cooperating teachers;remediation plans; recommendation letters; signed agreements with districts; correspondence; copies of transcripts and other student records. Records kept during a probationary period of new teachers to aid in their professional development plans. Note: For retention guidelines for necessary tuberculosis or other medical tests that field experience may require,see the Health Services General Record Schedule.

Retention Period: EVT +7 years then destroy (EVT= Graduation or semester of last attendance)
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original

UWSTU063
Study Abroad Program Files

These records consist of a series of databases or paper files which are maintained for multiple years. The data provides a continuous list of study abroad program names, student names, number participating,dates of the program, course registration, medical information, names of roommates, biographical information and other information.

Retention Period: EVT+1 year then destroy confidentially (EVT= end of program)
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.19

UWSTU064
Syllabi and/or individual Course Calendars

Record series includes the written summary of individual class objectives, topics covered, requirements,necessary texts and equipment, grading and evaluation procedures and other class-specific policies created by an instructor for students. An official copy of the syllabus should be kept by the department for official retention as detailed below. Other copies may be kept by instructors for administrative, personal use for a time specific to each college, department or individual's needs for the purposes of re-accreditation, course modification and review, tenure/personnel decisions, etc.

Retention: Official Department Copy: 10 years after last day of course then transfer to archives
Pll? No
Confidential? No
Copies: Destroy when no longer needed for college/departmental or personal use.The determination of archival value of syllabi will be made by each institution's archives.

UWSTU065
Transcripts, official

Official student academic transcripts showing name, years of attendance, courses attended, grades, major and further academic achievements.

Retention Period: Permanent
Pll? Yes
Confidential? Yes
Copies: Destroy confidentially when no longer needed. Do not keep copies longer than the original.

UWSTU066
Transcripts, student requests

Documentation in any format recording student requests for official copies of their university transcripts

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

UWSTU067
Transfer Credit Evaluations

Forms that evaluate the credits an individual student previously earned at another institution based on transfer equivalencies (UWSTU091) and used to determine actual student credit transfers

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

UWSTU068
Withdrawal Authorizations

Documentation includes forms completed by students in order to officially withdraw from all classes after the last day to withdraw from individual classes. Form includes identification information, the agreement to pay the withdrawal fee, and an explanation of the extraordinary non-academic reasons for the step.Documentation also includes the records of the decision of the granting authority.

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