UNIVERSITY OF WISCONSIN River Falls

Student Affairs

Student Affairs Officer

Student Affairs Officer

RDA #

Record Series Title and Description

Confidential/PII

Minimum Retention/ Disposition Event

UWSTA100

Behavioral Incident Reports – Not Resulting in Student Agreement with Conditions or Expulsion

Reports filed with the University due to a student’s behavior that violated University policy. This series applies to reports documenting incidents that were not found severe enough to warrant a student entering into agreements with conditions with the University or resulting in a student’s expulsion. Reports include, but are not limited to:

 

General Incident

Reports documenting behavioral misconduct, crimes as required by the Clery Act, or general informational reports including student grievances and complaints.

 

Hate/Bias Incident

Report documenting an act of bias or hate crime when the crime is based on race/ethnicity, religion, sexual orientation, gender/gender identity or disability.

 

Student of Concern

General report of concern for students (ex.: mental health, missing student, physical health, concerning behavior, death in the family, academic struggles). This report initiates a campus response based on description of concern and degree of urgency.

 

Interpersonal Violence

Report of incidents of interpersonal violence including dating or domestic violence, stalking, or sexual harassment. These are Title IX records.

 

Information in these reports may include, but is not limited to: filers name, job position/title, phone number, email address, physical address, reason for filing, level of urgency of report, date and time of incident, location of incident, campus ID number, drivers license number, identification of parties involved, descriptive narrative of event, photographs, video and emails.

 

On some campuses these records may be retained with Student Response Team or Behavior Intervention Team records (UWSTA106).

 

These records are commonly maintained in the Maxient management system.

 

Yes/Yes

 

These Records are kept according to FERPA and HIPPA confidentially requirements

Retention:

EVT+7 Years

 

Event: Date report closed

 

Disposition:

Destroy Confidential

UWSTA101

Behavioral Incident Reports Resulting in Student Agreements with Conditions.

Reports filed with the University due to a student’s behavior that violated University policy.  This series applies to reports documenting incidents that were found severe enough to warrant a student entering into an agreement with conditions with the University, a settlement process defined in Wis. Admin. Code § UWS 17.15, but not resulting in a student’s expulsion.  Reports include, but are not limited to: 

 

General Incident

Reports documenting behavioral misconduct, crimes as required by the Clery Act, or general informational reports including student grievances and complaints.  

 

Hate/Bias Incident

Report documenting an act of bias or hate crime when the crime is based on race/ethnicity, religion, sexual orientation, gender/gender identity or disability. 

 

Student of Concern

General report of concern for students (ex.: mental health, missing student, physical health, concerning behavior, death in the family, academic struggles). This report initiates a campus response based on description of concern and degree of urgency. 

 

Interpersonal Violence

Report of incidents of interpersonal violence including dating or domestic violence, stalking, or sexual harassment. These are Title IX records.

 

Information in the report may include, but is not limited to: filers name, job position/title, phone number, email address, physical address, reason for filing, level of urgency of report, date and time of incident, location of incident, campus ID number, drivers license number, identification of parties involves, descriptive narrative of event, photographs, video and emails.

 

On some campuses these records may be retained with student Response Team or Behavior Intervention Team records (UWSTA107)

 

These records are commonly maintained in the Maxient management system.

 

Yes/Yes

 

These Records are kept according to FERPA and HIPPA confidentially requirements

Retention:

EVT+10 Years

 

Event: Date agreement

conditions met

 

Disposition: Destroy

Confidential

UWSTA102

Behavioral Incident Reports Resulting in Expulsion

Reports filed with the University due to a student’s behavior that violated University policy.  This series applies to reports documenting incidents that were found severe enough to warrant a student’s expulsion from the University.  Reports include, but are not limited to: 

  

General Incident

Reports documenting behavioral misconduct, crimes as required by the Clery Act, or general informational reports including student grievances and complaints.  

 

Hate/Bias Incident (Including death of victim)

Report documenting an act of bias or hate crime when the crime is based on race/ethnicity, religion, sexual orientation, gender/gender identity or disability. 

 

Student of Concern

General report of concern for students (ex.: mental health, missing student, physical health, concerning behavior, death in the family, academic struggles). This report initiates a campus response based on description of concern and degree of urgency. 

 

Interpersonal Violence

Report of incidents of interpersonal violence including dating or domestic violence, stalking, or sexual harassment. These are Title IX records.

 

Sexual Assault (Including 1st Degree)

Report filed by students, faculty and staff or community members of a sexual assault the witnessed or received a report of. All UW employees are required to file this reports as outlined in Wis. Stat. § 36.11(22)(c).  These are Title IX  records.

Information in the above reports may include, but is not limited to: filers name, job position/title, phone number, email address, physical addresses, reason for fling, level of urgency of report, date an time of incident, location of incident, campus ID number, driver’s license number, identification of parties involved, descriptive narrative of event, photographs, video and emails.

On some campuses these records may be retained with student Response Team or Behavior Intervention Team records (UWSTA107)

 

These records are commonly maintained in the Maxient management system.

 

Yes/Yes

 

These Records are kept according to FERPA and HIPPA confidentially requirements

Retention:

EVT+30 Years

 

Event: Date of Expulsion

 

Disposition: Destroy

Confidential

UWSTA103

Behavioral Disciplinary Action Records – Not Resulting in Student Agreement with Conditions or Expulsion

Records documenting the adjudication of rules infractions by University students that were not found severe enough to warrant a student entering into any agreements with conditions with the University or resulting in a student’s expulsion.

 

Records include behavioral dismissal records, behavioral expulsion records, and behavioral suspension records and all supporting documents.

 

Yes/Yes

 

These records are kept

according to

FERPA

confidentiality requirements

Retention:

EVT+7 Years

 

Event: CR

 

Disposition: Destroy

Confidential

 

UWSTA104

Behavioral Disciplinary Action Records Resulting in Student Agreements with Conditions

Records documenting the adjudication of rules infractions by University students that were found severe enough to warrant a student entering into an agreement with conditions with the University, a settlement process defined in Wis. Admin. Code § UWS 17.15, but not resulting in a student’s expulsion.

 

Records include, but are not limited to, behavioral dismissal records and behavioral suspension records and all supporting documents.

 

Yes/Yes

 

These records are kept

according to

FERPA

confidentiality

requirements

Retention:

EVT+10 Years

 

Event: CR

 

Disposition: Destroy

Confidential

UWSTA105

Behavioral Disciplinary Action Records Resulting in Expulsion 

Records documenting the adjudication of rules infractions by University students that were found severe enough to warrant a student’s expulsion from the University.  Reports include, but are not limited to: behavioral dismissal records, behavioral expulsion records, and behavioral suspension records and all supporting documents.

 

Yes/Yes

 

These records are kept

according to

FERPA

confidentiality

requirements

Retention:

EVT+30 Years

 

Event: CR

 

Disposition: Destroy

Confidential 

 

UWSTA106

Student Behavior Intervention Team (BIT) Case Files – Not Resulting in Student Agreement with Conditions or Expulsion

Records assembled by a multidisciplinary team charged with investigating and supporting students who may be struggling with mental health issues including suicidal ideations and disruptive conduct. This series applies to case files that were not found severe enough to warrant a student entering into any agreements with conditions with the University or resulting in a student’s expulsion. Records produced by this team consist of but are not limited to:

notes, summaries, and correspondence.

 

May be known as the Student Response Team or by another name at UW campuses.

 

Yes/Yes

 

These records are kept

according to

FERPA

confidentiality

requirements

Retention:

EVT+7 Years

 

Event: Close of

Case

 

Disposition: Destroy

Confidential

UWSTA107

Student Behavior Intervention Team (BIT) Case Files Resulting in Student Agreements with Conditions

Records assembled by a multidisciplinary team charged with investigating and supporting students who may be struggling with mental health issues including suicidal ideations and disruptive conduct. This series applies to case files that were found severe enough to warrant a student entering into an agreement with conditions with the University, a settlement process defined in Wis. Admin. Code § UWS 17.15, but not resulting in a student’s expulsion. Records produced by this team consist of but are not limited to: notes, summaries, and correspondence.

 

May be known as the Student Response Team or by another name at UW campuses.

 

Yes/Yes

 

These records are kept

according to

FERPA

confidentiality

requirements

Retention:

EVT+10 Years

 

Event: Close of

Case

 

Disposition: Destroy

Confidential

UWSTA108

Student Behavior Intervention Team (BIT) Case Files Resulting in Expulsion

Records assembled by a multidisciplinary team charged with investigating and supporting students who may be struggling with mental health issues including suicidal ideations and disruptive conduct. This series applies to case files that were found severe enough to warrant a student’s expulsion from the University. Records produced by this team consist of but are not limited to: notes, summaries, and correspondence.

 

May be known as the Student Response Team or by another name at UW campuses.

 

Yes/Yes

 

These records are kept

according to

FERPA

confidentiality

requirements

Retention:

EVT+30 Years

 

Event: Date of Expulsion

 

Disposition: Destroy

Confidential