29-06-2013, 02:51 PM
Student Records General Records Schedule
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Introduction
The creation, maintenance, retention and disposition of student academic information is a core
function within higher educational institutions. Student records identify the academic institution's
official student body, document their progress through a course of study, show degrees and
certifications earned, support applications to other institutions, support job applications, and
frequently are referenced as historical records. Student records and record keeping supports and
/or documents all the administrative activities relating to the admission, attendance, advising and
counseling, completion of coursework and requirements, and ultimately graduation and the
attainment of a degree.
The Policy outlined in this document conforms to recognized policy and practice within higher
education and the recommendations of AACRAO, American Association of Collegiate
Registrars and Admissions Officers. It was developed in accordance with Wisconsin ' Public
Records Laws.
This retention schedule represents official University of Wisconsin Madison policy with regard
to the retention and disposition of student records and information and has the approval of the
Campus Records Review Group and the Wisconsin Public Records Board, PRB. The PRB is the
statutory body with the responsibility to safeguard the financial, legal, administrative, and
historical interests of the State in the disposition of records through the review of records
schedules prepared by State agencies.
Scope
This schedule pertains to the records and information arising from currently understood UW
Madison student record policies and procedures and which are required and/or produced by the
student record keeping system. It applies to all such student records regardless of format or
media.
While an attempt has been made to describe the records in commonly used terms, there may be
instances in which the schedule does not reflect the exact title or name used by a given
department. If offices or departments can not determine by the descriptive information provided
on each item whether a given departmental record is covered or not, they should contact the
University Archives and Records Management Service or the Registrar's Office. An attempt has
been made to include all student records commonly required or used within the University.
However, as processes change, forms may be modified and new ones created, and documentation
requirements may also change. This schedule will be reviewed periodically to insure that it is
kept as up-to-date as possible.
Using the Schedule
• Use the table to locate the record item.
• Identify whether you are the holder of the official, department, or copy of the record.
• Implement the retention and disposition noted at the level of record you hold.
• If you are uncertain about the records series item or your responsibility for it, contact the
Records Officer or the Registrar's Office for clarification.
• University departments maintaining student records with the exception of the
professional schools are required to follow the provisions of the records schedule.
Retention periods and disposition methods outlined in this document have been reviewed
and approved by both University and State Public Records Board. The Student Records
General Schedule represents official University policy.
Access Requirements
Student records are generally personally identifiable and confidential except for certain data
defined as directory information and are not accessible by the public at large. Students have
access rights to records that pertain directly to them as individuals but not to other students'
records. Access is governed by the provisions of FERPA, the Family Educational Rights and
Privacy Act.
FERPA also governs those situations-and their subsequent records--where medical information
on students is collected and maintained in order for students to acquire benefits or participate in
programs. [See ADA Campus Policies. Memo from Melany Newby, May
Destruction of Records
Records outlined in this retention schedule are to be destroyed confidentially where destroy is
indicated in the retention recommendation. Because the bulk of student records are confidential,
it is prudent to destroy them by a confidential process. Student records eligible for final disposaldestruction
must not be placed in ordinary office trash receptacles nor placed in re-cycle
containers.
If the records are being stored in electronic storage medium, special steps must be taken to insure
that records disposal/destruction has taken place. Contact the University Archives and Records
Management Service for information about specific disposal processes.
Definitions
Student Record -Any record, with certain exceptions, maintained by the University of Wisconsin
that is directly related to a student or students. This record can contain a student's name, or
students' names or information from which an individual student or students can personally
(individually) be identified. These records include: files, documents and materials in whatever
medium (handwriting, print, tapes, disks, microfilm, microfiche) which contain information
directly related to students and from which students can be personally (individually) identified.