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:
prior to 2001
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The table of contents links to background and introductory information regarding the Student Records General Schedule. It also includes the purpose and scope of the records schedule. Pertinent definitions are also provided.
This links you directly with the General Schedule
items and includes a hypertext table of contents, arranged by
functions. |
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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.
Members of the task group include:
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Joanne Berg
Registrar
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Eden Inoway-Ronnie
Assistant to the Provost
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Jerry Lange
Director
Internal Audit |
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David Null
Director
University Archives |
Nancy Kunde
Records Officer
University Archives |
John Dowling
University Legal Counsel
Administrative Legal Services |
Purpose
- To insure that the student academic records at the University of Wisconsin Madison meet established record keeping requirements, protect the University's liability, provide institutional accountability, and safeguard the academic interests of students
- To insure that records are retained for a sufficient period of time in order to meet administrative, audit, legal, research, and historical needs
- To establish uniform retention and disposition of student records
- To promote cost effective and efficient management of records and information
- To provide campus offices with the legal authorization to dispose of records on a routine basis.
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.
This schedule applies to all organizational units of the University of Wisconsin Madison and any attached entities that are required to follow UW Madison student records policies or processes or supply data for the ISIS, Integrated Student Information System, or any related processing functions.
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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.
Suspension of the Records Schedule
Records may be delayed from disposition / destruction only under the following conditions:
- Particular records have been identified as needed for a financial or performance audit.
- Records are required for an actual or imminent legal proceeding. Imminent meaning legal action is anticipated or there is reasonable expectation thereof.
- An open records request has been received and not completed.
The Wisconsin Open Records Law, s. 19.35(5), Wis.Stats, forbids the destruction of any record after an inspection or copying request until the request is granted, or at least 60 days after the date that the request was denied. Court orders may extent this time period. The agency's legal custodian of records can provide advice. For the University of Wisconsin Madison the legal custodian is the chancellor's office.
- It is the responsibility of the office holding the record to determine if an audit, litigation, or an open record request is pending, before disposing of the records.
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 1, 1995 , (www.wisc.edu/adac/general/medrec_ada.html).]
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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 disposal-destruction 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.
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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.
Personally Identifiable Information - Means data or information, which includes:
- The name of the student, the student's parent, or other family members;
- The student's campus or home address ;
- A personal identifier (such as a social security number or student number); and
- A list of personal characteristics or other information which would make the student's identity traceable.
PDF, Permanent Document File -See RDA # 1350 for a complete description of the contents of the PDF. The PDF serves has the holding place of all supporting documentation for the official student academic record and transactions to the online record, ISIS , which require approval or the existence of an audit trail. References to the PDF occur throughout this document.
ISIS, Integrated Student Information System - ISIS is the information system responsible for the processing and maintenance of all official academic record information for the University of Wisconsin Madison .
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Training
The University Archives offers training on the use and implementation
of this schedule as well as periodic workshops on records issues generally.
Contact the campus Records Officer for further information: phone
262-3284 or email nkunde@library.wisc.edu.
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January 2005
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