University Records Retention Schedules

Student Records

Note: Unless otherwise stated in the schedule, retention and disposition for other copies of records is “retain until administrative purpose served, then destroy.”

Academic Catalog and Class Schedule


Provides a record of classes offered by the University for the specified time period. Includes a record of the schedules of classes at each WSU campus, listed by term. Published online, class information grouped by subject, and includes locations, times, instructor names, number of credits per class, and enrollment limit.

Official Copy: Registrar; Summer Session (summer session catalog)

Retention and Disposition: Retain for 50 years after end of academic year or summer session, then transfer to Archives for appraisal and selective retention. (Archival)

Other Copies: Academic Department

DAN 98-10-58845 Rev. 2 (Student Records)

Academic Counseling Files


Files containing client intake sheets, notes from advising center counselors, assessment results, student reinstatement requests, records of advisor assignment, certification of major, enrollment status, and supporting documentation for reinstatement requests, as applicable.

Official Copy: Campus Academic Advising Office

Retention and Disposition: Retain for 4 years after end of academic year, then destroy.

Other Copies: Any Department

DAN 07-12-61638 Rev. 3 (Student Records)

Activity/Club/Trip Records


Provides a record of activity, club, and/or trip participant names, permanent addresses, phone numbers, and emergency contact information for classes, trips, sport clubs, intramural sports, and athletic summer camps. May include rosters, process and proceedings, and coach and/or chaperone assignments.

Official Copy: University Recreation; Athletics

Retention and Disposition: Retain for 2 years after end of fiscal year, then destroy.

DAN 98-06-58518 Rev. 4 (Student Records)

Admission Application Materials–Not Enrolled


Provides a record of admission application and supporting documentation for students who do not enroll at WSU.

Paper originals may be destroyed after scanned and verified plus 1 year.

Official Copy: Any Department

Retention and Disposition: Retain for 3 years after end of semester, then destroy.

DAN 02-09-60409 (Student Records)

Class Examinations, Papers, Assignments, Agreements, Correspondence


Provides a record of student examination, papers, projects, and other assignments completed by students in fulfillment of course or degree requirements. Includes, but is not limited to, agreements or contracts between students and professors for design and implementation of special projects, independent study, and/or research; hardcopy materials not retrieved by the students after they are graded; electronically-stored student materials retained by the instructor or department; class materials, online discussions and e-mail, generated by or maintained in the electronic learning management system.

Official Copy: Academic Department

Retention and Disposition: Retain for 1 year after end of term, then destroy.

DAN 11-12-63441 Rev. 1 (Student Records)

College and University Residence Questionnaire (Undergraduate Students)


Provides a record of students' requests and processing for state of Washington residency for purposes of obtaining in-state tuition.

Official Copy: Registrar (undergraduate; Grad School (graduate); Campus Student Affairs

Retention and Disposition: Retain for 6 years after end of fiscal year, then destroy.

DAN 98-05-58469 Rev. 2 (Student Records)

Commencement Program and Diploma Books


Provides a record of graduating students for each graduation ceremony. Includes lists of all candidates, student names and addresses, and degrees received for each particular graduation date.

Official Copy: Campus Registrar; Applicable Department

Retention and Disposition: Retain for 50 years after end of fiscal year, then transfer to Archives for appraisal and selective retention. (Archival)

DAN 98-10-58848 Rev. 2 (Student Records)

Complaint File


Provides a record of student-related complaints initiated by students, parents, faculty, public, etc., and directed to the campus office of student affairs or subsidiary. Includes the content of the complaint, referrals, and any resolution.

Official Copy: Campus Student Affairs

Retention and Disposition: Retain for 3 years after complaint resolved, then destroy.

Other Copies: Multicultural Student Services

Other Copies Retention and Disposition: Retain for 1 year after complaint resolved, then destroy.

DAN 92-10-51358 Rev. 1 (Student Records)

Continuing Education


Records of each offering and program including budget, class roster, summary, and handouts. Includes record of certification of completion of continuing education credits by pharmacists as required by the American Council of Pharmacy Education.

Official Copy: Any Department

Retention and Disposition: Retain for 6 years after end of fiscal year, then destroy.

DAN 91-04-47849 Rev. 1 (Student Records)

Course History Files


Provides a record of the content of approved academic courses. May include course descriptions, sample examinations, textbook lists, bibliographies, syllabi, class presentation material, etc.

Official Copy: Academic Department

Retention and Disposition: Retain until course discontinued, then transfer to Archives for appraisal and selective retention. (Archival)

DAN 11-12-63442 (Student Records)

Curriculum Development File


Committee minutes, annual reports, faculty development reports, major and minor course changes, and related information.

Official Copy: Any Department

Retention and Disposition: Retain for 5 years after end of fiscal year, then transfer to Archives for appraisal and selective retention. (Archival)

DAN 11-12-63443 (Student Records)

Daily Eligibility Reports


Provides a record of daily eligibility status for each current student-athlete. Used to inform various offices and individuals of the participation status of each student athlete.

Official Copy: Compliance Office (Athletics)

Retention and Disposition: Retain for 1 year after end of fiscal year, then destroy.

Other Copies: Registrar

DAN 98-10-58849 (Student Records)

Disabled Student Folders


A record of confidential test results that document disabilities requiring accommodation. Includes: letters/test results from physicians and other health providers, accommodation forms, recommendation memos for students by campus disability support services or campus student affairs, counseling notes, file face sheet of personal information.

Official Copy: Campus Disability Support Services; Campus Student Affairs

Retention and Disposition: Retain for 10 years after the last date the student was in contact with Disability Service office or 4 years after student's graduation date from WSU, then destroy.

DAN 95-09-55849 Rev. 3 (Student Records)

Election Records–Associated Students of Washington State University


Provides a record of election processes and results of voting by WSU students for student government officers.

Official Copy: Campus Student Involvement; Campus Student Affairs

Retention and Disposition: Retain for 5 years after end of academic year, then destroy.

DAN 09-09-62112 Rev. 1 (Student Records)

Electronic Prospective Student Data


Database provides a record of prospective student data for recruitment purposes only.

Secondary copies of this series include records of interaction with community colleges for purposes of recruitment; departmental lists of prospective student information showing fields of interest, scholarships, and awards; and background information obtained from non-WSU sources for import into the prospective student database.

Official Copy: Campus Admissions Office

Retention and Disposition: Retain until administrative purpose served, then destroy.

Other Copies: Any Department

DAN 02-07-60395 Rev. 3 (Student Records)

Emergency Notification


Provides a record of notification to professors by memorandum when students will be missing class due to an emergency situation.

Official Copy: Campus Student Affairs; Dean of Students

Retention and Disposition: Retain for 1 year after end of fiscal year, then destroy.

DAN 00-07-59805 (Student Records)

Employee Tuition Waiver Files


Provides a record of authorization for WSU employees, state employees, and senior citizens to take WSU classes during fall, spring, and summer semesters without paying tuition. Includes, but is not limited to: Tuition Fee Waiver Request (WSU 1082) and Summer Educational Benefit Request (WSU 1365) forms.

Official Copy: Registrar; Summer Session; Bursar's Office

Retention and Disposition: Retain for 4 years after end of fiscal year, then destroy.

DAN 00-08-59837 Rev. 3 (Student Records)

Enrollment and Status Changes


Provides a record of changes to enrollment and status information. Primary copies include documentation of University enrollment or withdrawal, documentation of payment of petition fees, and support for cancellations of enrollment without refund.

Reference copies include records of student requests for class registration, course drop or add, and exceptions to the academic calendar based on extenuating circumstances; student petitions for course requirement waivers or substitutions; student permissions to provide student information to third parties; and permissions to audit courses.

Note: This series does not include VA and GI Bill enrollment and enrollment certification (retained by the campus registrar/admissions offices under Veterans' Records (DAN 96-02-56464)).

Official Copy: Any Department

Retention and Disposition: Retain for 6 years after end of fiscal year, then destroy.

Other Copies: Any Department

DAN 92-10-51357 Rev. 2 (Student Records)

Fee Waiver File


Provides a record of allocated tuition fee waivers for undergraduates. Includes applications, approved allocations, statistical reports, and copies of Temporary Employment Applications.

Official Copy: Campus Multicultural Student Services; Campus Student Affairs

Retention and Disposition: Retain for 2 years after end of fiscal year, then destroy.

DAN 92-09-51051 Rev. 1 (Student Records)

Grade Files


Provides a record of student's class performance for the purposes of evaluation and calculation of transcript grades. Includes, but is not limited to, grade books, instructor's grade data, electronic and paper records of midterm and final grades, changes submitted after grade books are completed, e.g., incomplete grades, supplemental grade changes, college petitions to change already-posted grades, course challenge forms, special exam forms, associated memoranda, instructor's grade data generated by or maintained in an electronic learning management system. Reference copy information includes authorizations from students to release grades to specified individuals.

Official Copy: Any Department

Retention and Disposition: Retain for 5 years after end of fiscal year, then destroy.

Other Copies: Any Department

DAN 11-12-63444 Rev. 1 (Student Records)

Health Client Files (Age 18 and Over)


Provides a record of University health care practitioner consultation and treatment of clients 18 years or older. University health care practitioners include, but are not limited to, physicians, mental health counselors, Psychology Clinic therapists, certified athletic trainers, personal trainers, speech/language pathologists, and audiologists. Records may include, but are not limited to, informed consent forms; HIPAA notice of privacy acknowledgement records; appointment and/or training schedules; test results; interview, consultation, and/or examination notes and assessments; treatment plans and reports; records received from other health care practitioners. (Retained in accordance with RCW 70.41.190, RCW 70.02.030, and WAC 246-320-166.)

Official Copy: Any Department

Retention and Disposition: Retain for 10 years after last activity, then destroy.

DAN 16-06-68982 Rev. 2 (Student Records)

Health Client Files (Under Age 18)


Provides a record of University health care practitioner consultation and treatment of clients under age 18. University health care practitioners include, but are not limited to, physicians, mental health counselors, Psychology Clinic therapists, certified athletic trainers, personal trainers, speech/language pathologists, and audiologists. Records may include, but are not limited to, informed consent forms; HIPAA notice of privacy acknowledgement records; appointment and/or training schedules; test results; interview, consultation, and/or examination notes and assessments; treatment plans and reports; records received from other health care practitioners. (Retained in accordance with RCW 70.41.190, RCW 70.02.030, and WAC 246-320-166.)

Official Copy: Any Department

Retention and Disposition: Retain for 10 years after last activity or 3 years after patient attains age 18, whichever is longer, then destroy.

DAN 20-08-69553 (Student Records)

Internship Program File


Intern and sponsor data relating to selection and work of student interns.

Official Copy: Any Department

Retention and Disposition: Retain for 3 years after termination of project, then destroy.

DAN 75-08-13202 Rev. 2 (Student Records)

Program Advisor File–Associated Students of WSU


Documents the activities of student organizations.

Official Copy: Campus Student Involvement; Campus Student Affairs

Retention and Disposition: Retain for 5 years after end of academic year, then destroy.

DAN 85-1-34896 Rev. 3 (Student Records)

Registered Student Organization Files


Files containing approved constitutions, past officer cards, and yearly Organization Report forms.

Official Copy: Student Involvement; Center for Fraternity & Sorority Life

Retention and Disposition: Retain for 6 years after end of academic year, then destroy.

DAN 98-05-58484 Rev. 3 (Student Records)

Scholarship Program Administration Files


Provides a record of a scholarship program administered by a University department. May include establishment of fund, correspondence, list of recipients, etc.

Official Copy: Any Department

Retention and Disposition: Retain for 6 years after termination of program, then transfer to Archives for appraisal and selective retention. (Archival)

DAN 11-12-63451 Rev. 1 (Student Records)

Scholarship Transaction Files


Provides a record of transactions concerning WSU and non-WSU originating scholarship programs. May include acknowledgments of receipt of donations for specific scholarships, applications, applicant scores, selection process, recipient of each award, and authorization to transfer funds to recipient's student account.

Official Copy: Bursar's Office; Any Department

Retention and Disposition: Retain for 6 years after end of fiscal year, then destroy.

Other Copies: Any Department

DAN 79-11-23869 Rev. 2 (Student Records)

Scholarships Awarded by Departments–Recipient Records


Provides a record of recipients of departmentally administered scholarship funds. May include applications, departmental scholarship authorization forms, rating forms, award notifications, etc.

Official Copy: Any Department

Retention and Disposition: Retain for 6 years after award, then destroy.

Other Copies: Student Financial Services

Other Copies Retention and Disposition: Retain for 6 years after award, then destroy.

DAN 11-12-63452 Rev. 1 (Student Records)

Student Admissions and Registration Records–Enrolled


Provides a record of the student's admissions information and supporting documentation. Includes: transfer credits, University application, citizenship information, transcripts from other institutions, test scores, subpoenas for student records, Affidavit/Declaration/ Certification forms, Education Abroad transcript update memoranda and foreign credentials, updated transfer credit reports, changes in reported ethnic origin, correspondence, narrative responses, and promise notes.

Note: Paper originals may be destroyed after scanned and verified plus 1 year.

Official Copy: Admissions; Registrar

Retention and Disposition: Retain for 50 years after last activity, then destroy.

Other Copies: Any Department

DAN 98-10-58846 Rev. 3 (Student Records)

Student and Graduate Student Assistant (GSA) Medical Insurance Enrollment Records


Record of who is enrolled in student and graduate student assistant medical insurance plans.

Official Copy: Health and Wellness Services; HRS

Retention and Disposition: Retain for 3 years after end of plan year, then destroy.

DAN 02-09-60404 Rev. 1 (Student Records)

Student Athlete Eligibility Files


Provides a record of academic, eligibility, and activity information for student-athletes. Includes academic and eligibility information, documentation of student-athletes' addition or removal from participation rosters, playing and practice schedules, and other documentation as required by the Pacific 12 Conference (PAC 12), the National Collegiate Athletics Association (NCAA), sport sponsorships, and other applicable rules and regulations.

Official Copy: Athletics; Registrar

Retention and Disposition: Retain for 10 years after end of fiscal year, then transfer to Archives for appraisal and selective retention. (Archival)

Other Copies: Athletics; Registrar

DAN 98-10-58862 Rev. 2 (Student Records)

Student Data Warehouse


Provides a record of demographic information about students, courses enrolled, and transcript data. Also includes enrollment statistics for each course offering.

Official Copy: Registrar

Retention and Disposition: Retain for 45 years after end of academic year, then destroy.

Other Copies: Any Department

DAN 11-12-63454 (Student Records)

Student Disciplinary Records


Provides a record of student discipline cases, including cases involving Title IX violations. Includes, but is not limited to, filed complaints and grievances, police reports, hearing questions and notes, sanctions invoked, data on others involved, and final resolutions.

Note: If the sanction invoked is expulsion of the student, the final decision letter is transferred to the series Student Disciplinary Records–Expulsion–Final Decision Letter (DAN 17-06-69109).

Official Copy: Campus Student Conduct; Campus Student Affairs

Retention and Disposition: Retain for 7 years after case resolved, then destroy.

DAN 92-10-51356 Rev. 2 (Student Records)

Student Disciplinary Records–Expulsion–Final Decision Letters


Provides a record of the final decision letters for student discipline cases in which expulsion is the sanction invoked.

Official Copy: Campus Student Conduct; Campus Student Affairs

Retention and Disposition: Retain for 25 years after case resolved, then destroy.

DAN 17-06-69109 (Student Records)

Student Financial Aid Records


Documents financial aid data for individual students. Includes income and work study information, computations, letters, assignments, evaluations, and records of allocation of tuition fee waivers. Retention length in accordance with RCW 40.14.060.

Official Copy: Campus Student Financial Services; Campus Student Affairs

Retention and Disposition: Retain for 6 academic years, then destroy.

DAN 99-03-59042 Rev. 2 (Student Records)

Student Folders


Provides a reference record of each student's progress towards a degree. May include photographs, previous transcripts, application, final performance summary, resume, and exit questionnaire.

Official Copy: Any Department

Retention and Disposition: Retain for 1 year after student graduates, transfers, or quits, then destroy.

DAN 11-12-63455 (Student Records)

Student Information System (SIS)–Enrollment Data


Automated system (database) used to provide transaction based enrollment data including date and time stamp information on electronic adds, drops, course withdrawals, and related information.

Official Copy: Registrar (digital media maintained by ITS)

Retention and Disposition: Retain for 10 years after end of academic year, then destroy.

Other Copies: ITS–UISS Group; Registrar (secondary copies in myWSU portal); Any Department

Other Copies Retention and Disposition:

  • ITS–UISS Group; Registrar - Retain for 3 terms after end of term, then destroy.
  • Department - Retain until administrative purpose served, then destroy.
DAN 11-12-63448 Rev. 2 (Student Records)

Student Information System (SIS)–Student Data


Automated system (database) used to provide demographic and summary academic information on each student, including visa type, residency status, major, class standing, grade point averages, credit totals, and academic standing.

Official Copy: Registrar (digital media maintained by ITS)

Retention and Disposition: Retain for 60 years after individual graduates, transfers, or quits, then destroy.

Other Copies: ITS–UISS Group; Registrar (secondary copies in myWSU portal)

Other Copies Retention and Disposition: Retain for 3 terms after end of term, then destroy.

DAN 11-12-63449 Rev. 2 (Student Records)

Student Transcripts


A student's grade record towards a degree.

Official Copy: Registrar (digital media)

Retention and Disposition: Retain permanently. (Essential)

Other Copies: State Archives (microfilm copies of transcripts from 1892-1992)

Other Copies Retention and Disposition: Retain permanently.

DAN 11-12-63458 Rev. 2 (Student Records)

Summer Session Information


Provides a record of summer activity fees for allocations for summer events, a listing of course assignments, course schedule and summer session salary calculations, and related correspondence.

Official Copy: Any Department

Retention and Disposition: Retain for 4 years after end of fiscal year, then destroy.

DAN 99-12-59548 Rev. 1 (Student Records)

Theses and Dissertations


Provides a record of projects prepared for completion of requirements for graduate degrees.

Official Copy: Any Department

Retention and Disposition: Retain permanently.

DAN 83-11-33255 Rev. 1 (Student Records)

Transcript Requests


Provides a record of requests by students for copies of transcripts to be sent to themselves and/or third parties. Includes transcript given to federal investigators with consent forms.

Official Copy: Campus Registrar; Applicable Department

Retention and Disposition: Retain for 6 years after end of fiscal year, then destroy.

DAN 05-10-61052 (Student Records)

Undergraduate Change of Major and Certification of Second Major and Minor Forms


Provides a record of certification of second major or minor, change of major, and completion of minor or second minor forms.

Official Copy: Campus Registrar; Applicable Department

Retention and Disposition: Retain for 4 years after end of fiscal year, then destroy.

DAN 09-06-62033 (Student Records)

Veterans' Records


Provides a record of documents affecting veterans' status and applications for VA and GI Bill enrollment and enrollment certification. Includes letters and forms from Veterans Affairs, work-study documentation, and copies of military service records.

Official Copy: Campus Registrar; Campus Admissions Office

Retention and Disposition: Retain for 5 years after last activity, then destroy.

DAN 96-02-56474 Rev. 1 (Student Records)

Writing Assessment Files


Provides a record of student writing skills. Used for assessment and class placement of undergraduates into first year and upper division writing courses. Includes writing examinations and portfolios, related billing and academic data, and summary databases. Provides research data for writing studies when authorized by the student.

Official Copy: Campus Writing Assessment/Writing Program Center

Retention and Disposition: Retain for 5 years after timed writing date or last activity, then destroy.

DAN 95-11-56151 Rev. 2 (Student Records)