Student Records General Records Schedule

425 Steenbock Library
550 Babcock Drive
Madison, WI 53706-1201
Phone: (608) 262-5629
FAX: (608) 262-8899
Email: Records Management 

© 1996-2007 by the Regents of the University of Wisconsin.

Last updated:
April 2007

Originally published:
January 2005

Student Records General Records Schedule

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SECTION I: Residency

[This Section was completed and approved by the Public Records Board December of 1996 and is in effect.]

The residency section of the Registrar's Office reviews and determines the residency status of students attending or planning to attend the University of Wisconsin-Madison. Determination of residency status is basis for the assessment of registration-tuition fees. This section also manages participation in the Minnesota Compact, i.e. tuition reciprocity with Minnesota.

RDA # 750 Residency Correspondence

This record series includes correspondence with individual students regarding residency status. It remains in the Residency Section until the student is enrolled, and then it is transferred to the individual student's PDF. If the student does not enroll, the correspondence is retained one year from the requested semester of enrollment and destroyed. If the student has prior attendance at the UW-Madison and the correspondence contains substantive information, it is attached to the PDF.

RETENTION:

Unenrolled: retain 1 year from requested semester of enrollment and destroy.

Enrolled and students with prior UW attendance: retain with PDF.

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Database Maintenance

Overview of the process : the residency subsystem is a component of the student record information system. Initial residency codes are entered into the subsystem by the 7 admitting offices (Undergrad admission, graduate school, special students, Medical School, Law School, Nursing School, and Pharmacy-all units having admitting authority). Source for the initial coding are the admissions forms. Registrar Residency Section staff are authorized to change the residency code. If the code is changed, coding sheets are used to facilitate data entry and to notify the admitting unit. Reports are generated from the subsystem periodically to verify changes and to track potential problem areas.

RDA # 751 Coding Sheets

Coding sheets used to change the residency codes of students. Code sheets show name, ID number, effective date, admitting unit, residency code, and classification.

RETENTION:
Retain 6 months and destroy.

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RDA # 752 Audit Reports

Various working copy reports periodically generated from the student record database. They are used to verify changes made to the system and to follow up on potential residency problems.

RETENTION:
Retain until superseded and destroy.

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RDA # 753 Contact File

List of active residency cases. These are cases in which a decision has been made, but a question remains. It is used to document contacts with students. Contact is defined as written correspondence. (Copies of written correspondence would be in the student's PDF file.) This file was formally a hard copy card file, but it is now maintained electronically. This file is not a part of the student records database, but resides on Registrar LAN.

RETENTION:
Retain until case status is resolved and delete.

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Appeals

The Residency Section director is staff to the University Residency Appeals Committee. Students denied residency status can appeal once a semester. The process is initiated by affidavit submitted by the student. The Residency Section copies affidavits and pertinent documentation form the PDF for committee members. The Section Director is also responsible for preparing meeting agendas, maintaining rosters for each meeting, and taking notes on the testimony. Appeals Committee meetings are taped, as required by law, if a student makes a personal appearance before the committee. The tape is not transcribed unless the appeal is pursued through the courts. After the Committee renders its decision, a letter is sent to the student. The original appeal and attached documents are placed in the PDF.

RDA # 754 Appeals Committee Documentation

Copies of appeal documentation including the affidavit and items copies from the PDF.

RETENTION:
Retain 6 years from the date a decision is rendered by the Appeals Committee and destroy.

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RDA # 755 Committee Records

Docket, alpha list of statistics, personal appearance list, agenda, rosters, minutes.

RETENTION:
Retain permanently. Transfer to the University Archives.

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RDA # 756 Recorded Testimony

Tapes of meeting testimony.

RETENTION:
Retain 6 years from the date of the meeting and delete.

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Minnesota Reciprocity or Minnesota Compact

Residency Section staff make no determination of eligibility, but do make an effort to make students from Minnesota aware of the program. Identified Minnesota students are directed to the correct agency in Minnesota to process a request or obtain further information. A note is made on the database that a student has reciprocity status.

RDA # 757 Minnesota System Reports

Monthly tape transfer and accompanying hard copy from Minnesota listing all eligible Minnesota students. Data is dumped into Minnesota database. End of semester report (tape and hard copy) is the basis for fee adjustments with Minnesota . It identifies students who actually attended the University of Wisconsin and the fees they paid.

RETENTION:
Destroy as superseded. Retain semester end report for 5 years and destroy.

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RDA # 758 Minnesota System Data File

Separately maintained data file which resides on DoIT mainframe. It is not part of the student record database, but there is a bridge that is maintained. (If a student is determined to be eligible for Minnesota reciprocity, a note is made in the residency area on the permanent student record database.)

RETENTION:
Destroy as superseded except for semester end tape. Semester end tapes retain 5 years and delete.

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SECTION II

RDA # 1350 Permanent Document File (PDF)

Supercedes RDA# 0057 and 0057A

The PDF originated in 1978 with the advent of the initial automated student records system as the file for source documents supporting on-line student records. A PDF is compiled for each student who has a complete record in the student records system. Incomplete records are maintained on hard-copy student record cards and supported by files of specific forms covered by RDA series.] The PDF for a student contains original documentation which has been supplied for initiating or modifying the student's computer record. As of 2003, PDF documents are stored electronically in an imaging system. With the implementation of digitization and changes in the student record keeping process, some of the specific forms noted below have either been discontinued or the data is directly entered. Therefore, the content of the PDF will not be the same for all years or all students.

Each PDF contains some or all of the following documentation:

• Admission applications, credit evaluations , and re-evaluations
• Wisconsin residency determination with related correspondence and documents supporting that decision
• Dean's Academic and Transfer forms
• Foreign Language Exam forms
• Grade Change forms and Grade Problem cards
• Pass/Fail Option forms
• Major declaration forms
• Disciplinary or conduct action forms
• Withhold of public information form (FERPA)
• Student Authorization for Disclosure in Education Records
• Study abroad course and grade evaluations
• Degree Summary with attached correspondence and related forms, Degree Audits are stored electronically. At the time of graduation, there is a point in time audit of the student's academic record. Copy of the student's transcript at the time of the granting of the degree.
• Copy of Permanent Record Card, if needed
• Identity change documentation (name, birth date, racial/ethnic code, identification number)
• Legal summons, subpoenas, and related correspondence
• ROTC forms
• Other documents at the discretion of the Registrar, Associate Registrar, Assistant Registrar, or Program Manager.

RETENTION:

Registrar's Office: Electronic copy-Retain permanently. Paper copies will be retained for a period of one year after digitization and quality control check has been completed.

Deans' Office copies: Retain 5 years and destroy.

Departmental Office copies:

Undergraduate students - Retain 5 years from date of receipt of degree or date of last attendance and destroy.

Graduate students - Retain 10 years from date of receipt of degree or date of last attendance and destroy.

EXCEPTIONS to the above:

• Medical School has their own retention policy because of life time licensing requirements.
• Law School
• School of Veterinary Medicine

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RDA # 1351 Final Grade Lists and Control Sheets

The final grade list is a list of all students who are to receive grades in a given class. The lists show course, section number, descriptive title, number of credits, semester and year, department, and the final grade (to be supplied by the instructor of the course). The list is submitted to the Registrar and grades recorded in the student data base. Control sheets contain lists of courses by department. These sheets are distributed with the grade lists to the department and used to verify that all grade lists have been distributed to the instructor and returned to the department.

As of Fall Semester 2004, the e-grading will be implemented. Official grades will be retained electronically only. Paper grade lists will no longer be generated.

RETENTION:

Registrar's Office : Retain permanently.

Department: Retain 5 years and destroy.

Faculty: Retain 5 years and destroy.

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RDA # 1352 Grade Books

Faculty records of grades given in whatever form maintained (regardless of format or medium).

RETENTION:

Faculty/Department : Retain 5 years and destroy.

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RDA # 1353 Source Documents for Final Grade Lists

Source documents normally include blue books, term papers, or other written projects. In this context, term papers or other written projects are those documents submitted in lieu of a final examination. (Blue books and copies of final papers may have been returned to the students are not available for retention.)

RETENTION:

Retain one semester and destroy. (Reference: Madison Newsletter , Vol. 6, No. 1, September 1979 and Vol 3, No 1, November 1981).

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RDA # 1354 Six Week Grade Lists

The six weeks grade list is generated from the student data base and distributed to academic departments. The list is a list of students showing course and section number, descriptive title, number of credits, semester and year, department and grade (supplied by faculty or instructor of the course). The grades are submitted to the registrar and copies are retained by the department and the faculty member.

NOTE: It is anticipated that this record series will be replaced by a data view within ISIS . At that time, paper copies will no longer be produced. The data view with six week grade information will remain active for the stated retention periods below.

RETENTION :

Registrar's Office : Retain 1 semester and destroy.

Dean: Retain 1 semester and destroy.

Faculty: Retain 1 semester and destroy.

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RDA # 1355 Final Grade Report
[Discontinued as an official Registrar record as of 1999.]

The final grade report is a computer generated form. Copies are distributed to the student (since Fall 2001-2002 only upon request), his or her advisor, and the dean, with one set retained by the Registrar. The report shows student's name, ID number, course and section numbers, descriptive title, number of credits, final grade, student classification and year, semester and year.

RETENTION:

Registrar's Office : Does not retain a copy.

Dean/Advisor: Retain 1 year and destroy.

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RDA # 1356 Six Week Grade Reports

The six week grade report is created from the six week grade list and sent to the academic deans and advisors as appropriate for their use in advising students who may be in academic difficulty. The six week grade is not permanently stored in the student data base and never becomes a part of the student's permanent record. Students receive a copy of the report in an e-mail from the dean. Copies of the e-mail are not retained.

RETENTION :

Registrar's Office : Does not retain a copy.

Dean : Retain 1 year and destroy.

Advisor : Retain 1 year and destroy.

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RDA # 1357 Academic Action Forms

Used by deans for all types of academic actions including course change forms. Forms show student name, ID number, present classification, term of last attendance, classification transferring to (if applicable), date action taken, and dean's signature. Copies of the form are distributed the student, dean, department, advisor, and Registrar. The Registrar's copy is placed in the student's PDF which is designated for permanent preservation. Beginning with 2004, many of these forms migrated to online forms/workflow process, the resulting form is imaged and retained electronically only.

RETENTION:

Registrar's Office : For students with a PDF, retain one copy permanently. For students without a PDF, retain 5 years and transfer to the UW archives for permanent preservation.

Advisor, Department, Dean : Retain 5 years and destroy.

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RDA # 1358 Change Forms

Completed by the student and used to add or drop classes or change section numbers, credits or honors or Audit . Form shows students name, ID number, course title and number, departmental approval, advisor approval, and date. The form is distributed to the student, the dean, and the Registrar. Transactional histories were once part of the fiche constituted in the "student books".

Volume has lessened considerably over the years, as students are able to perform more functions on-line. Transactional histories are maintained within the database and not useful in printed form. Backdating for purposes of transcript notation and/or tuition refund is accommodated through the Course Change Form- this authorization mimics the backdating occurring 'after the fact' on an Academic Action and therefore should be retained on the same schedule as the Academic Action.

RETENTION:

Registrar's Office : Retain permanently.

Dean: Retain 3 years and destroy.

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RDA # 1359 Pass/Fail Form

Completed by the student and used to obtain approval to take a class for pass/fail credit. Form shows student name, ID number, course title and number, advisor and departmental approvals, and date. Distributed to the dean, student, and Registrar.

RETENTION :

Registrar's Office : For students with a PDF, retain copy permanently.

Dean: Retain 5 years and destroy.

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RDA # 1360 Graduation Listings-Degrees Conferred

Graduation listings show names of students, degrees conferred and major. These listings are computer generated by type of degree in the Registrar's Office. Schools and colleges may prepare their own listings.

RETENTION:

Registrar's Office : Retains those it receives from other schools and transfers them periodically to the UW Archives for permanent preservation.

Schools/Colleges : Retain 1 year and destroy.

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RDA # 1361 Grade Change Form

Form used to report grade changes to the Registrar. The form shows student name, ID number, course title and number, previous grade and new grade, reason for change, date work completed, and signature of instructor, department chair, and dean, as needed. It is distributed to the student, Registrar, dean, and department.

Form will be moved to workflow process and digitally maintained.

RETENTION:

Registrar's Office : For students with a PDF, retain the original form permanently. For students without a PDF, retain 5 years and transfer to the UW Archives for permanent preservation.

Dean/Department : Retain 5 years and destroy.

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RDA # 1362 Degree Summaries or Degree Audits

A degree summary is a form which summarizes a student's progress toward a specific major and degree objective. It indicates requirements satisfied both for the major and the degree and those requirements not yet fulfilled. It also includes notations concerning School/College credit rules. For those produced in the Registrar's Office, copies are provided to the student, dean, Registrar, and advisor. The original is periodically updated in the Registrar's Office until the student graduates. These are typed documents.

A degree audit performs the same function as a degree summary, but it is a product of an automated system installed on campus in 1991. Degree audits which indicate a student's completion of graduation requirements are stored electronically and can be called back on-line. As of 1994, only point in time degree audits have been generated.

RETENTION:

Registrar's Office : Degree summary: Retain the original form in the student's PDF upon graduation. For students without a PDF, the form is retained for 10 years and destroyed. Degree audit: Retained permanently in electronic form.

Dean/Advisor: Degree summary: Retain 5 years and destroy. Degree audit: Retained permanently in electronic form.

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RDA # 1363 Class rosters

Reports showing for each course the names of students enrolled in the course, ID numbers, classifications, name of instructor. Rosters are distributed to the Registrar, department, and instructor. Until Fall 2003-2004, paper reports were generated during the first and fourth week of class. Beginning Fall 2003-2004, instructors can generate rosters at any time directly from the student record information system, ISIS .

RETENTION:

Registrar's Office : Registrar does not retain a copy.

Department/Instructor : Retain rosters 1 semester and destroy.

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RDA # 1364 Withdrawal Form

Form used to report to the Registrar a student's withdrawal from the University. Form shows student name, ID number, year and classification, current date, withdrawal date, reason for withdrawal, and address for refund, if appropriate. Form is distributed to Registrar, dean and student. The original is held by the Dean since it is the Dean's Office that is the decision point in the case of withdrawals. Imaged forms will be retained as part of the PDF.

RETENTION:

Registrar's Office : For students with a PDF, retain one copy permanently. For students without a PDF, retain 5 years and transfer to UW Archives for permanent preservation.

Dean : Retain 5 years and destroy.

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RDA # 1365 Major Declaration Form

Used by college, school, or department for students to indicate their major course of study. Form shows student's name, ID number, classification and year, major department and major code number, GPA information, second or third majors, student's mailing and permanent home address, major advisor's name, and effective date. It has space for signatures of department representative and student as well as a cancellation section. Form is distributed to Registrar, department, and student. This form will be imaged and retained electronically in the PDF.

RETENTION:

Registrar's Office : For students with a PDF, retain one copy permanently. For students without a PDF, retain 5 years and transfer to the UW Archives for permanent preservation.

Department/Dean: Retain 1 year beyond student's last attendance and destroy.

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RDA # 1366 Enrollment Lists

These lists contain the names and ID numbers of new graduates, new freshmen, new professionals, transfers, and reentry students. They are run early in each term and are used to verify that admission applications have been received from each of these students. From this check, missing applications are retrieved or the student is requested to fill out a new one. These lists are working lists only.

RETENTION:

Registrar's Office : Retain 1 year and destroy.

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RDA # 1367 Part-time Study Reimbursement Applications

File copies of applications filed by eligible Wisconsin veterans for reimbursement of fees and, in some instances, textbooks by the Wisconsin Department of Veterans Affairs. If textbooks are involved, the file will include order forms and receipts to substantiate costs of purchase.

Instituted in 1975, formerly part of RDA 102/79/1-10

RETENTION:

Registrar's Office: Retain 3 years and 6 months past date of last attendance and then destroy.

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RDA # 1368 Internal Control Card File

File copy of card indicating certification history for such items as insurance discounts, loan deferments, and letters of good standing. Card indicates date of certification, student status, and organization requiring certification, if that is appropriate.

Instituted in 1972, formerly part of RDA 102/79/1-10 (currently obsolete as it discontinued in 1999-2000 with the advent of e-service). During the 2002-2003 year, CS implemented an electronic "tracker" of these requests coming in. Hard copies of documents containing private information are kept alphabetized monthly folders.

RETENTION:

Registrar's Office: RDA said: 1 year from the date of the semester, then destroy. Actual Practice: Hard copies currently kept for 2 years plus 6 months.

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RDA # 1369 Certifications of Status under Vocational Rehabilitation Program

Certifications of Status under Vocational Rehabilitation Program of Veterans Administration and Documents Relating to Billing under this program.

Instituted in 1974, formerly part of RDA 102/79/1-10

Previous Recommended Minimum Retention:

Registrar's Office : 5 years from date of receipt, then destroy.

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RDA # 1370 Group Certifications

File copies of letters, printouts, and other documents in which groups of names are listed requiring certification of attendance status, credit load, and the like. These are most often used by lending institutions in determining the student status of borrowers.

Instituted in 1975, formerly part of RDA 102/79/1-10

RETENTION:

Registrar's Office : Retain 1 year from the completion of the request.

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RDA # 1371 Enrollment Letters

File copies of enrollment letters or forms certifying attendance of students at UW-Madison together with fees paid and other pertinent information, as appropriate.

RETENTION:

Registrar's Office: 3 years from the date of the semester.

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RDA # 1372 National Guard Tuition Grant

File copies of National Guard Tuition Grant forms for the Department of Military Affairs.

RETENTION:

Registrar's Office: 5 years and 6 months from last date of attendance

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RDA # 1373 Athletic Eligibility Records

File copies of transcripts, admission forms, and other eligibility criteria materials required by the NCAA and the Big Ten.

RETENTION:

Registrar's Office: 10 years from date of last attendance.

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SECTION III: Course Catalog/Bulletin, Timetable, Enrollment Reports, and Department Instructional Reports

This section governs the major policy, scheduling and reporting documents produced by the student record keeping system. These documents not only reflect academic policy but document the fundamental activities of the University that of instruction and degree attainment.

RDA # 1374 Course Catalog / Bulletin

The Course Catalog or Bulletin describes provides an overview of the academic admission policies, program prerequisites, degree requirements, and course offerings at the University of Wisconsin Madison . It is the document by which students are admitted to academic programs and governs their progress towards a degree or degrees.

RETENTION:

Permanent.

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RDA # 1375 Timetable

The Timetable is the primary scheduling document for academic departments at the University of Wisconsin Madison . It provides by semester information on: course offerings, instructors, time/s and dates, location, credit/s per offering, and such other information to guide the student in enrolling and attending classes.

RETENTION:

Permanent.

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RDA # 1376 Enrollment Reports

Enrollment reports provide summary statistical information about the student population at the University. They are widely used for a number of purposes such as reporting to state and federal entities, budget preparation and planning, academic planning, and historical research.

RETENTION:

Permanent

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RDA # 1377 Department Instructional Report

The DIR, Department Instructional Report, provides information about actual courses taught in a semester. This information includes: course number, course or activity description, building or location, instructor, rank. It is also used for planning purposes, course load determinations, and space allocation.

RETENTION:

Permanent

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SECTION IV: The Permanent Student Academic Record

The official student academic record for the University of Wisconsin Madison is the electronic record which is managed ISIS information system. Because the student academic record is considered a permanent institutional record and because information systems are continually modified and updated, it is important for the integrity and trustworthiness of the official student record that the data elements that need to be retained to create, maintain, access and reproduce the student record be officially identified and designated as permanent as part of this retention policy.

The following list of elements are deemed to be archival in terms of the student information system, currently referred to as ISIS , and must be retained permanently.

Designation of Archival Data Elements:

Courses:

• Academic Department
• Course Number
• Course Title
• Subject Area
• Credits
• Requirement
• Prerequisite
• Description
• Course Approval Status
• Effective Date

Class Management:

• Department
• Department code
• Course number
• Course title
• Class meeting; day, time, place
• Prerequisites
• Term offered
• Instructor name
• Other business rules for exam schedule, cross-listings, variation of meeting time

Student Data:

• Student Name
• Effective Date
• Degree Conferred
• Academic Career Path
• Graduation Date

As of 2004, the above data elements will be tagged as permanent. As course, class management, and student data become inactive they will be moved to an archival component of the student record keeping system. Access to the archival data will be through the Registrar's designated representative or the University Archivist.