UWSP Archives

FERPA

UWSP personnel must comply with the requirements of the federal Family Educational Rights and Privacy Act of 1974, commonly referred to as FERPA or the Buckley Amendment. In brief, this Act:

1. provides students with the rights to inspect and review their education records;
2. ensures that in most instances the contents of education records may not be disclosed without the student's consent;
3. permits students to request the modification of inaccurate or otherwise inappropriate education records.

A complete FERPA policy manual is available from the Office of the Dean of Students.

RETENTION PERIODS FOR STUDENT RECORDS

Unless litigation is pending or there has been a records request, offices should follow the Records Retention/Disposition Authorizations (RRDAs) for records in their possession. The following lists retention periods for student-related records that are common to campus offices.

Change of Grade Forms--Copies (Campus RDA 186)

These forms are used to change a student's grade when disputed or to change an incomplete to a grade.

RETENTION: Retain 1 year after entered into data system and destroy.

Class Lists--Final List (Campus RDA 102)

Lists generated by the Registrar's Office and distributed to the various campus departments showing class enrollment, with the student's name, address, telephone number, and classification; name of instructor; days taught; class capacity; seats remaining; sometimes a start date; and the names of those students who dropped or withdrew from a class. The final list is produced after the final drop date for that semester, approximately three to four weeks before the end of the semester.

RETENTION: Retain 1 year after closed and destroy.

Class Lists--Other Copies (Campus RDA 102A)

Same as above, except that these lists are produced after pre-registration, after in-person registration, and at other times during the semester. These lists are useful only until superseded.

RETENTION: Retain 1 week after superseded and destroy.

Grade Reports--Department and Instructor Copies (Campus RDA 94)

Grade reporting lists show department, course number and title, semester, instructor, building and room number where class meets, and class meeting days and hours. Lists also show names of students enrolled in each course, student identification numbers, student major and year, course credit value, student grades for the course, instructor's signature and date. These lists are utilized by teaching staff to record course grades and are sent to the Registrar's Office. The course grades that are assigned become part of the official student record. One copy of the list remains with the instructor and another remains in the department.

RETENTION: Retain 1 year and destroy.

Student Application Files--Not Accepted/Enrolled--Divisional and Departmental Copies (Campus RDA 185)

Includes files started on prospective graduate, undergraduate, or other types of students who either are not accepted or do not enroll once accepted. The files may include application forms, copies of transcripts, reference letters, correspondence, and test scores. These files are copies kept by divisions or departments on campus.

RETENTION: Retain 1 year after entered into data system and destroy.

Student Coursework (Campus RDA 121)

Includes all papers and other materials submitted by undergraduate and graduate students to fulfill course requirements, including seminar papers, unofficial copies of theses or dissertations, honors theses/papers, blueprints, audio and visual tapes, maps, testing materials, and artwork.

RETENTION: Retain 1 year and destroy.

Student Employment Records, Applications - Unaccepted (RDA # 285A-00738, ARMS SER)

Applications for student employment positions may take the form of a letter, resume or a form. Generally, the information collected includes: name, campus address and phone, working experience, skills and references.

RETENTION: 1 year from date of application and destroy.

Student Employment Records, Employment Eligibility Verification (RDA # 285A-00709)

RETENTION: 3 years from date of termination and destroy.

Student Employment Records, Employment Files (RDA # 285A-00739, ARMS SER)

Files can include some or all of the following: application, resume, W2 Form, work schedule, letters of recommendation, work authorizations, evaluations, notification of pay increases or change in status, notice of termination.

RETENTION: 5 years past termination and destroy.

Student Employment Records, Work-Study Employment Files (RDA # 285A-00740, ARMS SER)

Files can include some or all of the items listed in Employment Files. In addition, Files include: copies of Work-Study certification forms, Work-Study position description, hourly time sheets, and related documentation.

RETENTION: 5 years from date of termination and destroy.

Student Evaluations and Summaries (RDA # 28500712, ARMS FAS)

Statistical and/or narrative evaluation forms and summaries completed by students regarding the teaching performance of individual faculty and academic staff.

RETENTION:

Tenured Faculty:

Retain 1 year from the end of the semester in which they were completed and destroy, provided a copy of the summaries is transferred to the individual's permanent personnel file.

Probationary Faculty:

Retain 6 years from the end of the tenure review process and destroy, provided summaries are transferred to the individual's permanent personnel file.

TA's, Academic Staff:

Retain 2 years from the end of the semester in which they were completed and destroy, provided summaries are transferred to the individual's permanent personnel file.

Student Records--Unofficial (Campus RDA 119)

Includes all undergraduate and graduate student records created by the schools, colleges, and departments on campus. These are not the official records, which are created by the Graduate School and Registrar's Office. Series may include the following: copies of transcripts; letters of recommendation; GRE and other test scores; copies of papers/theses; applications; admission appraisals; grades; evaluations; declaration of major forms; advising documentation; correspondence; change of classification forms; and waiver and withdrawal forms.

RETENTION: Retain 1 year after last active attendance and destroy.

Contact the Archives at x 8929 with any records retention questions.