UNIVERSITY OF WISCONSIN River Falls

Residential Programs and services

Residential Programs and services

 

UWRES001 HOUSING POLICY AND ADMINISTRATION RECORDS

This series consists of, but is not limited to,records pertaining to policy and procedure development and implementation, special events records, surveys including the EBI and NSLLP Surveys, questionnaires, planning calendars, staff procedural manuals, organizational charts, residence halls professional association documentation, and various administrative records generated to review and evaluate information from housing departments/areas. These files may be in a paper format or created and stored electronically.

Retention Time Period

Original: CR +5Years (Creation)

Copies: Do not retain duplicates longer than original

Disposition: Transfer to Archives

 

UWRES002 HOUSING GENERATED REPORTS

This series comprises all housing generated reporting which includes but is not limited to: residence hall, apartment, and dining annual/end of year reports, apartment and residence hall occupancy reports, capacity reports, after action reports and communication plans for emergency events, conference summaries and closing reports, and UW System reports.

Retention Time Period

Original:CR + 5 Years (Creation)

Copies: Do not retain duplicates longer than original

Disposition: Destroy - Confidential

 

UWRES003 RESIDENCE HALL STAFF RECORDS

These files include subject files of all staff in residential programs and services including correspondence, orientation, student and professional staff training and development, memos of understanding with other campus offices, hall community surveys, and liability waivers for residence hall events.

Retention Time Period

Original: CR + 5 years (Creation)

Copies: Do not retain duplicates longer than original

Disposition:Destroy - Confidential

 

UWRES004 EMERGENCY MANAGEMENT RECORDS 

This series consists of records generated through the state required continuation of operations emergency planning process (Wisconsin State Statues, Chapter 166). Documents in this series include, but are not limited to emergency protocol, communication plans, staff manuals, and training guides and exercises.

Retention Time Period

Original: Retain until superseded

Copies: Do not retain duplicates longer than original

Disposition: Destroy - Confidential

 

Part II Residence Hall Student Records

These record series chronicle all transactions and interventions with students during their time in the residence halls by university residence hall staff. These files maybe in a paper format or created and stored electronically.

 

UWRES005 STUDENT HOUSING CONTRACTS

The purpose of the housing contract is to provide documentation for housing obligation and relationship between the student and the University. The housing contracts pertain to all residence halls or dormitories. These housing contracts do not pertain to conference center rentals. Documents in this series may include but are not limited to housing applications, room change information, hall preference records, ADA accommodations, food plans/accounts and contracts, rentreferences, residence hall selection cards, housing status action forms, room condition inventories, rosters and logs, contracts, cancellation notices, contract release forms, contract offer, interest assessment materials, letters and printed emails.

Retention Time Period

Original: EVT + 6 Years (Event = to end of contract)

Disposition: Destroy - Confidential

 

UWRES006 STUDENT CONDUCT RECORDS

The conduct unit of residence life keeps documentation about students who require attention due to infractions which occur in residence halls and on campus. The file frequently starts with a notification to the conduct officer and the student which can be in the form of email or other messaging in database. The files are maintained by the department in paper and electronic media. The records generally consist of, but are not limited to: an incident report and/or police report, a meeting notification letter (sent to the student), meeting notes, a decision letter, miscellaneous charges for damages (such as on a housing status action form), and miscellaneous documents including documentation about an incident and/or resolution ofthe matter (such as a student reflection paper or letter). Information in these paper documents, electronic images and related databases include student name, student identification number, address, telephone and other types of personal information. Information in these records can and does intersect with disciplinary files ofthe Dean of Students. Paper original source documents that are scanned can be confidentially destroyed after verification and quality control phase of the scanned images is complete.

Retention Time Period

Original: EVT + 6 Years (Event = to end of contract)

Disposition: Destroy - Confidential

 

Part III University Apartments Community

This section includes apartments and living quarters other than residence halls that are under the jurisdiction of University Housing for Graduate Students and their families, Academic Staff and Faculty.

 

UWRES007 APARTMENT & LEASE RECORDS

Records in this series pertain to lease arrangements for residents. These records include, but are not limited to: Apartment applications, apartment waitlists, apartment assignment records, community and social work related documentation, check in and checkout records on apartment condition and reference letters.

Retention Time Period

Original: EVT + 6 Years (Event = to end oflease)

Disposition: Destroy - Confidential

 

Part IV Housing Marketing and Communications

UWRES008 SAMPLE MATERIALS, PUBLICATIONS & PROMOTIONS

Materials distributed to current and prospective students, parents and families, guests, housing staff, and other campus offices to provide information about the on-campus housing program. These records include,but are not limited to, publications and promotional information about:residence halls and apartments programsand services, specialty housing programs, billing,rates,and collections, emergency management and safety, dining and meal services, conference programs, and employee recruitment. Materials are updated as needed to reflect changes.

Retention Time Period

Original: Retain until superseded

Copies: Do not retain duplicateslonger than original

Disposition: Transfer one copy to the Archives

 

Part V Conference and Guest Services Conference and guest services includes records generated from conference centers summer orientation programs, and hosted conferences/programs.

UWRES009 CONFERENCE CENTER AND ATTENDEE RESERVATIONS RECORDS

Conference and guest services tracks reservations from occupancy to payment. These records include summer camps/programs,Elder hostel and accommodations related to bad weather. The detail of these records includes guest rosters (names, addresses, email, etc.), dates of arrival and departure, types of rooms reserved, linen packages, security, dining service, housekeeping, accommodation anddietary needs, contracts with sponsoring departments, incident and police reports, camp inspections, event registration forms, charges for damages, guest ID number, waiting lists and other information. Frequently the reservation file provides information about extra rooms which are made up and ready, accommodates walk-ins and helps plan work for staff.

Retention Time Period

Original: EVT + 6 Years (Event = to end of contract)

Copies: Do not retain duplicates longer than original

Disposition: Destroy - Confidential

 

Part VI Dining and Catering Services

This series consists of records kept and maintained relating to dining services provided to students in residence halls and other guests as well as catering for conferences/events.

UWRES010 MENU & RECIPE RECORDS

Records in this series include, but are not limited to production records, time and temperature logs pertaining to food production, recipes, and special diet requirements.

Retention Time Period

Original: FY + 1 year (Fiscal Year)

Copies: Do not retain duplicates longer than original

Disposition: Destroy

 

UWRES011 FOOD COST & USAGE RECORDS

These records include, but arenot limited to food cost and food usage reports based on inventories and purchases, meal counts, and average meal costs.

Retention Time Period

Original: FY + 3 years(Fiscal Year)

Copies: Do not retain duplicates longer than original

Disposition: Destroy

 

UWRES012 CATERING RECORDS

This series includes records for catering to University departments and affiliates, and conference guests. These records include, but are not limited to, copies of billing invoices, payment reports, year end summary, accounts receivables, menus and production records for events, time/temperature logs for menu items for events.

Retention Time Period

Original: FY + 4 years (Fiscal Year)

Copies: Do not retain duplicates longer than original

Disposition: Destroy

 

UWRES013 SAFETY INPECTIONS

This record series includes records created through sanitation, local health department and other privately contracted inspections with auditors checking on health, sanitation, and physical safety in food preparation, storage, and serving areas.

Retention Time Period

Original: FY + 2 years (Fiscal Year)

Copies: Do not retain duplicate longer than original.

Disposition: Destroy