Student Related Record Schedules

These are the PDF’s for the schedules in the table below. Click on the link to print the schedule, otherwise search the table below for the appropriate record series using key words. Please contact the University Records Officer with any questions regarding retention schedules.

2015 UW-Madison Student GRS -Final[pdf]  (Company Level in Versatile)

NOTE: 

  • Undergraduate Engineering Student record series is under Unique Schedules and found on the Company Level in versatile.
  • For Student Evaluations of Tenured Faculty, Academic Staff or TA/PA in the UWSA Human Resources General Records Schedule (GRS) under record series  UWHR0800 Student Evaluations on Pg 32.          

University Financial Aid Records [pdf] (Financial Aid Student Records, Fiscal Record-Student Accounts, General Institutional Records, Reporting Records, Student Employment and Student Work Study Records) (Global Level in Versatile)

Residential Programs and Housing Records[pdf] (Housing Policy & Administration, Residence Hall Student Records, University Apartments Community, Housing Marketing & Communications, Conference & Guest Service, Dining Service & Catering) (Global Level in Versatile)

UW-Madison University Health Services Records  This schedule contains the record series for UHS patient health care records, UHS Health Students Entrance Medical Forms/History Forms; UHS Employee Occupational Health and Medicine Records; UHS Health Center Master Patient Index (MPI); UHS Qulity Assurance and Peer Review records; Outreach Prevention and Education programs; and X-rays.

The table below is searchable by term.  Type the word in the search box and hit enter.

Student Related Records

This table consists of Student related records series consisting of Student Undergraduate records; Career Graduate records; Financial Aid Records; Resident Programs/Housing records and University Health Services records.
From Record ScheduleRecord Series number aka RDA# or GRS#Records TitleRecords DescriptionRetention/ Disposition
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS100Undergraduate Student Admission Application - Accepted, and Did Not EnrollThis record series consists of but is not limited to the following:
•Acceptance Letters
•Application
•Correspondence
•Credit by Exam
•Entrance Examination and other Placement Test Records
•Letters of Recommendation
•Transcripts from other institutions
•Residency Records and appeals
Other supporting materials or documents required for Admission.
EVT + 5 years
EVENT = Date of Application

Disposition: Destroy Confidential

UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS101Undergraduate Student Admissions Applications – Not Accepted, Not Enrolled or IncompleteThis record series consists of but is not limited to the
following:
• Acceptance Letters
• Application
• Correspondence
• Credit by Exam Entrance Examination and other Placement Test Records
• Letters of Recommendation
• Transcripts from other institutions
• Residency Records and Appeals
Other supporting materials or documents required for Admission.
EVT + 5 years
EVENT = Date of Application

Disposition: Destroy Confidential

UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS102Undergraduate Student Admissions Application Materials – UnsolicitedThis record series contains admission information that
was voluntarily sent by potential applicant.
Information submitted may be transcripts, letters of recommendation, test scores,
portfolios, and examples of
work prepared by the potential applicant where no
formal application was ever submitted. The materials may be received in any
format.

*Noted that this is sometimes related to admission inquiries from abroad.
EVT + 5 years
EVENT = Date of Application

Disposition: Destroy Confidential

UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS103Undergraduate Student Records - Accepted and EnrolledThis record series consists of but is not limited to the following:
• Acceptance Letters
• Application for Admission
• Residency Records and Appeals
• Correspondence
• Credit by Examination
• Entrance Examination and other Placement Test Records
• Letters of Recommendation
• Transcripts from other institutions
• Transfer Credit Evaluation
• Name change Authorization
• Add / Drop / Change Request
• Audit Authorization to audit class
• Course Repeat approval
• Credit/No Credit approval
• Change of Grade authorization
• Curriculum Change Authorizations
• Degree Audit
• Honors Program student Major Declarations, Changes, Certification of Second Major, Minors
• Withdrawal Authorization
• Application for Graduation
• Academic Warnings
• Student Enrollment Verification and Certification
• Veteran Enrollment- if eligible
• Student Military Records if eligible
The Student Information System maintains a profile of the student.
The Student Information
Retention:
EVT + 10 years
EVENT = Date of Last Attendance

Disposition: Destroy Confidential
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS104Undergraduate Programs - Student Records - Accepted and EnrolledThis record series includes material submitted in the application process for major program which requires an application process.
Eligibility requirements vary from program to program depending on school requirements. Records include but are not limited to:
• Credit requirements
• Minimum grade point
• Testing and/or Test scores
• Essays or Statements
• Letters of Recommendation

Academic information may be duplicated in the Official Student Record maintained by the Registrar’s Office
EVT + 10 years
EVENT = Date of Last Attendance

Disposition: Destroy Confidential
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS105Undergraduate Programs – Student Records - Accepted, but Did Not Enroll, Not Accepted, or IncompleteThis record series includes material submitted in the application process for major programs which require an application process. Eligibility requirements vary from program to program depending on school requirements. Records include but are not limited to:
• Credit requirements
• Minimum grade point
• Testing and/or Test scores
• Essays or Statements
• Letters of Recommendation

Academic information may be duplicated in the Official Student Record maintained by the Registrar’s Office

EVT + 5 years
EVENT = Date of Application

Disposition: Destroy Confidential
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS106Dean's List of HonoreesLists of students who have achieved academic distinction, including but not limited to the Dean's ist and Honor Lists from Schools and CollegesEVT + 5 years
EVENT = End of Award Year

Disposition: Transfer to UW-Madison Archives
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS107Undergraduate Student Teaching or Student Field Work or Internships including Content ExamThis records series consists of records assembled through the evaluation of student teachers conducting their field work or practicum.
Records may contain but are not limited to:
• Student Teaching Applications
• Written evaluations,
• Remediation plans,
• Recommendation letters
• Signed agreements with districts, correspondence,
• Copies of transcripts and other student teacher information.
Records kept during a probationary period of new teacher to aid in their professional development plans.
Note: For retention of necessary immunizations see: GRS for University Health Services.
EVT + 10 years
EVENT = Date of Last Attendance

Disposition: Destroy Confidential
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS200Graduate Career Student Admissions Application - Accepted but Did Not Enroll, Was Not Accepted, Was Not Enrolled or IncompleteThis record series contains but is not limited to the following types of records in the online application:
• Admission Application form
• Statement of Purpose
• Letter of Recommendation and other materials for review.
Retention:
EVT + 5 years
EVENT = Date of Application

Disposition: Destroy Confidential
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS201Graduate Career Student Record - Accepted and EnrolledThis record series contains but is not limited to the following types of records as part of the online application:
• Admission Application form
• Official Transcripts
• Statement of Purpose
• Letter of Recommendation and other materials for review Warrant Request: Final signed Warrant
Retention:
EVT + 10 years
EVENT = Date of Last Attendance

Disposition: Destroy Confidential
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS202Graduate Career Student Record - Accepted and EnrolledThis record series contains but is not limited to the following types of records submitted directly to the program:
• Statement of Purpose
• Letters of Recommendation
• Resume or CV
• Prior experience with research or scholarships
• Supplemental applications for specific requirement for program such as a portfolio
• Test Scores
• Other documentation required by the program
May have official transcripts from other schools.
Retention:
EVT + 10 years
EVENT = Date of Last Attendance

Disposition: Destroy Confidential
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS203Graduate School Program Qualifying Examinations or Prelims Qualifying exams or Prelims taken by Ph.D. candidates in which Candidates are required to pass a certain number of exams by a certain deadline to qualify for admission for candidacy at the graduate school. There are also Grading Charts that complement these exams which indicate who the graders are. Retention:
EVT + 5 years
EVENT =
Date of Examination

Disposition: Destroy Confidential
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS204Graduate Programs
Advisory or Degree Committee Records (Thesis, Dissertation or
Final Oral Exam and Warrant)
Graduate Student Thesis or Dissertations Retention:
CR + 5 years
CR = Date of Creation

Disposition: Transfer to UW Madison General Library System (GLS)
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS300Student Advising
Records
Records created to document and support comprehensive and planned guidance for matriculated undergraduate students so that both the basic requirements and those of specific majors and minors are fulfilled. This records series does not include informal and isolated communications of faculty and staff who do not provide regular advising services.
Academic advising records pertain to undergraduate students and are maintained in Campus wide Advising Notes System. The records are kept as a means for staff to provide consistency and comprehensiveness in advising of students.
Files may contain, but are not limited to:
• advising notes,
• curriculum planner, degree, planning sheets,
• consortium agreements, worksheets,
• Applications and worksheets particular to a department and copies of key advising email and other correspondence.
A wide variety of other documents are frequently found in these files including:
• Student academic reports, student progress summaries, requests for modification, requests for late add/drop,
• copies of add/drop cards,
• copies of college and high school transcripts,
• appeals for late/drop,
• checklists,
• waiting lists,
• Internship or independent study agreements and worksheets.
Retention:
EVT + 10 years
EVENT = Date
Of Last Attendance

Disposition: Destroy Confidential
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS400Scholarship and Fellowship Notices – Undergraduate and GraduateNotice of Scholarship or Fellowship opportunities, nominations of candidates and results, either individual or lists in any format.Retention:
EVT + 5 years
EVENT = End of the Award Year

Disposition: Destroy Confidential
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS401Student Criminal Background Check Records for Teaching, Professional Experience, Licensure or Certification – Undergraduate and Graduate
Records are created through an investigation of offenses and related disclosed information for students working toward professional experience, licensure or certification and usually involved with an internship or clinical experience. Many programs keep these records separate from other student records. These records include, but are not limited to:
(1) confidential self-disclosure application supplements;
(2) criminal background check reports, which are generated by private vendors on a contract basis, University employees, or employees of the Wisconsin Department of Justice;
(3) Records created and received by the University employees who are responsible for decisions related to the applicants continued progress.
*Note this record series is separate from Student Workers Criminal Background Check Record Series in the Human Resources schedule.
Retention:
EVT + 10 years
EVENT = Date of Completed Background Check

Disposition: Destroy Confidential
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS500International Program FilesThese records consist of but are not limited to
• information which provides a continuous list of study abroad programs names,
• Student Names,
• Numbering participating,
• dates of program,
• course registration,
• medical information,
• names of roommates, biographical information
Retention:
EVT + 5 year
EVENT = End of the Program

Disposition: Destroy Confidential
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS501International Student Files - Enrolled• Arrival Departure Records including I-94
• F-1 Visa Status- (I- 20)
• Certificated of Eligibility for Exchange Visitor J 1 status Form DS- 2019
• Passport page with passport number
• Statement of Educational Costs
• Statement of Financial Responsibility and supporting documents,
• United States Permanent Resident Card (Green Card)
Retention:
EVT + 5 years
EVENT = Date Of Last Attendance

Disposition: Destroy Confidential
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS502International Student Files – Not Enrolled• Arrival Departure Records including I-94
• F-1 Visa Status, (I-20 )
• Certificated of Eligibility for Exchange Visitor J-1 status Form DS- 2019
• Passport page with passport number
• Statement of Educational Cost
• Statement of Financial Responsibility and supporting documents
• United States Permanent Resident Card (Green Card)
Retention:
EVT + 3 years
EVENT = Term of Application

Disposition: Destroy Confidential
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS600Athlete Academic
Records
This records series consists of dossiers in any format created by the Athletic Director, the Associate Athletic Director or the Compliance Officer for individual students, compiling academic and enrollment records, credit and major requirements, amateur athletic status certification, semesters of Eligibility used and remaining, which make up participation status.
Where offered, tutor evaluation and assessment records or mandatory study time requirement records may be included.
Academic information may be duplicated in the Official Student Records maintained by the Registrar’s Office.
Retention:
CR + 10 years
CR = Date of Creation

Disposition: Destroy Confidential
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS601Athletic Eligibility Reports - ComplianceThese records are created to demonstrate athletic eligibility of teams. The reports include a summarized academic and enrollment information and approval of academic records for each member of the teams well as certification of amateur athletic status and number of semester of eligibility for competition (NCAA)
Academic information may be duplicated in the Official Student Records maintained by the Registrar’s Office
Retention:
CR + 10 years
CR = Date of Creation

Disposition: Destroy Confidential
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS602Athletic Participation/ Equity in Athletics Disclosure Act EADA DocumentsThese records are provided both to students in paper or electronic format to disclose data about Equity in Athletics and to the Office of Postsecondary Education (OPE), Federal Department of Education. The source and background for these reports are data retained in worksheets, spreadsheets, charts, surveys, email, weblinked data and narrative reports, all of which are to be considered records belonging to this series. Schools contribute documents and athletics data that are submitted annually as required by the Equity in Athletics Disclosure Act (EADA), via a Web based data collection, by all coeducational postsecondary institutions that receive Title IV funding (i.e., those that participate in federal student aid programs) and that have an intercollegiate athletics programs.Retention:
EVT + 5 years
EVENT = Date of Disclosure

Disposition: Destroy Confidential
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS603Student Athletics Student Athlete Medical FilesStudent Athlete Medical Files Series represents the main student athlete health record for athletics programs.
Student athlete medical files contain health physicals, health history questionnaires, physician notes, injury evaluations, injury rehabilitation, diagnostic imaging results, operative reports, operative pictures, health insurance information and any other health material including Diagnostic Tests.
Retention:
EVT + 7 years
EVENTT = Date of Last Attendance

Disposition: Destroy Confidential
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS700Student Academic Misconduct Records – Dismissal, Suspension, ExpulsionThis series pertains to documentation regarding academic dishonesty and other misconduct in accordance with the UW-Madison Student Academic Misconduct Policy and Procedures. Chapter UWS14
This series includes Correspondence from the Dean of the Office of Student Affairs explaining to the student the dismissal and reasons for the actions.
It includes Notification of Academic misconduct and documentation of sanctions or disciplinary actions including correspondence, hearing, appeals and petitions.
Retention:
EVT + 25 years
EVENT = Date Final Decision is Rendered

Disposition: Transfer to UW-Madison Archives for Review
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS701Formal Hearings - Student Statement on Contents of Records regarding Hearing Panel DecisionsStatement written by a student who finds the decision of the formal hearing regarding the academic record unsatisfactory. The statement of reasons for disagreeing with the decision is placed in the student’s file.
In accordance with the UW-Madison Student Academic Misconduct Policy and Procedures. Chapter UWS14. Disciplinary or Discipline
Retention:
EVT + 25 years
EVENT = Date Final Decision is Rendered

Disposition: Destroy Confidential
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS702Formal Hearings - Student Request for Corrections to Records and Formal HearingsStudent-initiated Requests for corrections to records and for formal hearings regarding the amendment of the academic record, based on the student’s right to request to have records corrected that he or she believes to be inaccurate, misleading or in violation of their privacy rights. Requests to change and/or to challenge the information deemed erroneous or misleading must be made in writing and directed to the Dean of the relevant college or the director of the appropriate office so that a hearing can be scheduled.
In accordance with the UW-Madison Student Academic Misconduct Policy and Procedures. Chapter UWS14.
Disciplinary or Discipline
Retention:
EVT + 25 years
EVENT = Date Final Decision is Rendered

Disposition: Destroy Confidential
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS703Formal Hearings – Written Decisions of Hearing PanelsDecisions resulting from a formal hearing regarding a student-initiated request for amendment of the student’s educational records. In most cases the decision of the Dean or Director is final. If the student finds the decision unsatisfactory, they may place a statement in their file setting forth any reasons for disagreeing with the decision.
In accordance with the UW-Madison Student Academic Misconduct Policy and Procedures. Chapter UWS14.
Disciplinary or Discipline
Retention:
EVT + 25 years
EVENT = Date Decision is Rendered

Disposition: Destroy Confidential
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS800Transcripts: Official UW-Madison Student
School Transcripts
Official student UW academic transcript showing student name, years of attendance, courses attended, grades, major and further academic achievements. Only records of attendance and grades for students that attended UW Madison.
Identified as a Vital Record.
Retention:
Permanent - Office of the Registrar
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS900Course - Wait ListLists of students waiting for an enrollment opening in an individual course because the course has reached its maximum class size. Lists may be generated by academic departments or individual instructors. They may be used to give preference to waiting students in the following semester or determine the need for more sections of the class.
The Registrar’s Office keeps and manages electronic wait-lists that some departments use, but some departments use only internal (non-ISIS) wait-list.
Retention:
EVT + 0
EVENT = End of the Semester in which the list was created

Disposition: Destroy Confidential
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS901Course Instructional Materials including Course Management Systems Online retained by the deparment.Exams or Examinations, coursework, assignments, etc. as retained by academic departments to serve as source documents for submitted official grades.
This series includes course support instructional materials in any format including those found in course management systems, such as Desire2Learn (D2L) and CANVAS and online courses. Does not include Syllabi.
Retention:
EVT + 5 Years
EVENT = End of the Semester in which the source document was created

Disposition: Destroy Confidential
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS902Course Papers, Projects and Other Assignments by StudentsA record of papers, projects and other assignments submitted by students in fulfillment of course or degree requirements (including blue books - exams, term papers or other written projects submitted in lieu of final examination that were not returned to the student.)
NOTE: This retention period applies to those assignments not retrieved by the student after they are graded.
Retention:
EVT + 1 year
EVENT = End of the Semester

Disposition: Destroy Confidential
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS904Course - Grade Books – OriginalStudent grades recorded by professors and instructors in any format to support the official awarded grades submitted to the Registrar's OfficeRetention:
EVT + 5 years
EVENT = End of the Semester

Disposition: Destroy Confidential
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS905Course - Student Course EvaluationsEvaluations by student on course content. These evaluation are used as a source of information for the improvement of instruction.
UW System Board of Regents Policy 20-2
Retention:
EVT + 1 years
EVENT = End of the Semester

Disposition: Destroy Confidential
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS906Course – Related Grievances – Not Grade DisputesPaper or electronic forms recording student grievances about courses, coursework, exams, instructor and include student name and number, term/semester, course number name of instructor and signatures by student, faculty or staff.Retention:
EVT + 5 years
EVENT = Date of Settlement.

Disposition: Destroy Confidential
UW-Madison University Undergraduate/Graduate and Other Student Related Records See Human Resources General Records Schedule Student Evaluations of Faculty and Academic Staff and SummariesStatistical and/or narrative evaluation forms and summaries completed by students regarding the teaching performance of individual faculty and academic staff. These evaluations and their summaries are used in the tenure review and merit review processes.See Human Resources General Records Schedule
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS907Course - Official UW- Madison Course CatalogOfficial institutional course catalog providing overview of admissions policies, course offerings and degreeRetention:
CR + 10 years
CR = Creation

Disposition: Transfer to UW-Madison Archives

UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS908UW-Madison Official Graduate School CatalogOfficial institutional Graduate course catalog providing overview of admissions policies, course offerings and degree requirementsRetention:
CR + 10 years
CR = Creation

Disposition: Transfer to UW-Madison Archives

UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS909Course – Official
Timetable/Schedule of Classes
Official list of courses offered each semester, with information regarding course numbers, names and credits: instructors; times; and course locations information.Retention:
CR + 10 years
CR = Creation

Disposition: Transfer to UW-Madison Archives

UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS910Enrollment and Class ListsReports generated by Enrollment Management during any given semester reflecting student enrollment rosters, class size, graduation lists.Retention:
CR + 3 years
CR = Creation

Disposition: Destroy Confidential
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS911Enrollment Verification and CertificationsRecords used to verify student enrollment for purposes such as Insurance Discounts, Study Abroad, Internships, Recreational Sports, and Employment Retention:
EVT + 3 year
EVT =
Completion
of Verification or
Certification

Disposition: Destroy Confidential
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS912Enrollment ReportsThis series consists of Final enrollment reports which provide a summary of statistical information about the student population at the University. These reports are used for a number of purposes including reporting to state and federal entities, budget preparation and planning, academic planning and historical research and Integrated Credit ReportsRetention:
CR + 10 years
CR = Creation of the Report

Disposition: Destroy Confidential
UW-Madison University Undergraduate/Graduate and Other Student Related Records UWUGS913FERPA Consents and RequestsThis Record series consists of but is not limited to:
• Disclosure to Third Party of Personally Identifiable Information.
• Waiver of Right of Access to Confidential Recommendations
• Students Written Consent for Records Disclosure
Retention:
EVT + 10 years
EVENT = Date of Last Attendance

Disposition: Destroy Confidential
UWSA Residential Programs and Services UWRES001Housing Policy and Administration RecordsThis series consists of, but is not limited to, records pertaining to policy and procedure development and implementation, special events records, surveys, including the EBI and NSLLP Surveys, questionnaire, planning calendars, and staff procedural manuals, organizational charts, residence halls professional association documentation , and various administrative records generated to review and evaluate information from housing department/areas. These files may be in a paper format or created and stored electronically. Retention:
CR+5 years
CR=Creation

Disposition: Transfer to the UW-Madison Archives
UWSA Residential Programs and ServicesUWRES002Housing Generated ReportsThis series comprises all housing generated reporting which includes, but is not limited to: Residence Hall, Apartment. and Dinning Annual / End of Year Reports, Apartment and Resident Hall Occupancy Reports, Capacity Reports, After Action Reports and Communications Plans for Emergency Events, Conference Summaries, Closing Reports and UW System reports.Retention:
CR+5 Years
CR=Creation

Disposition: Destroy Confidential
UWSA Residential Programs and ServicesUWRES003Residence Hall Staff RecordsThese files include subject files of all staff in residential programs and services including correspondence, orientation, student and professional staff training and development, memos of understanding with other campus offices, hall community surveys, and liability waivers for resident hall events. Retention:
CR+5 years
CR=Creation

Disposition: Destroy Confidential
UWSA Residential Programs and ServicesUWRES004Emergency Management Records This series consists of records generated through the state required continuation of operations emergency planning process. Retention:
Retain until Superseded

Disposition: Destroy Confidential
UWSA Residential Programs and ServicesUWRES005Student Housing ContractsThe purpose of the housing contract is to provide documentation for housing obligation and relationship between the student and the University. The housing contracts pertain to all residence halls or dormitories. These housing contract do not pertain to conference center rentals. Documents in this series may include but are not limited to housing applications, room change information, hall preference records, ADA accommodations, food plan/accounts and contracts, rent references, resident hall selection cards, housing status action forms, room condition inventories, rosters and logs, contracts, cancellation notices, contract release forms, contract officer, interest assessments materials, letters and printed emails. Retention:
EVT+6 Years
EVENT=End of the Contract

Disposition: Destroy Confidential
UWSA Residential Programs and ServicesUWRES006Student Conduct RecordsThe conduct unit of residence life keeps documentation about student who require attention due to infractions which occur in resident halls and on campus. The file frequently start with a notification to the conduct officer and the student which can be in the form of email or other messaging in database. The files are maintained by the department in paper and electronic media. The records generally consist of, but are not limited to: an incident report and/or police report, a meeting notifications letter (sent to the student), meeting motes, a decision letter, misc. charges for damages (such as on a housing status actions form), and misc. documents including documentation about an incident and/or resolution of the matter (such as a student reflection paper or letter). Information in these paper documents, electronic images and related databases include student name, student identification number, address, telephone and other types of personal information. Information in these records can and does intersect with disciplinary files of the Dean of Students. Paper original source documents that are scanned can be confidentially destroyed after verification and quality control phase of the scanned images is completed. Retention:
Retention:
EVT+6 years
EVENT=End of the Contract

Disposition: Destroy Confidential
UWSA Residential Programs and ServicesUWRES007Apartment and Lease RecordsRecords in this series pertain to lease arrangements for residents. These records include, but are not limited to: Apartment applications, apartment wait lists, apartment assignment records, community and social work related documentation, check in and checkout records on apartment condition and reference letters. Retention:
EVT+ 6 years
EVENT=End of the Lease

Disposition: Destroy Confidential
UWSA Residential Programs and ServicesUWRES008Sample Materials, Publication & Promotions Materials distributed to current and prospective students, parent and families, guests, house staff, and other campus offices to provide information about the on-campus housing program. These records include, but are not limited to, publications and promotional information about: residence halls and apartment programs and services, specialty housing programs, billing, rates, and collections, emergency management and safety, dining and meal services, conference programs, and employee recruitment. Material are updated as need to reflect changes.Retention:
Retain until Superseded

Disposition: Transfer to UW-Madison Archives
UWSA Residential Programs and ServicesUWRES009Conference Center and Attendee Reservation RecordsConference and guest services includes records generated from conference centers, summer orientation programs, and hosted conferences / programs. Conference and guest services tracks reservations for occupancy to payment. These records include summer campus/programs, elder hostel and accommodations related to bad weather. The detail of these records includes guest rosters (names, addresses, email etc.), dates of arrival and departure, Types of rooms reserved, linen packages, security, dining service, housekeeping, accommodations and dietary needs, Contracts with sponsoring department, incident and police reports, camp inspections, event guess registration forms, charges for damages, guest ID number, waiting lists and other information. Frequently the reservation file provides information about extra rooms which are made up and ready, accommodated walk-ins and helps plan work for staff. Retention:
EVT+ 6 years
EVENT=End of the Contract

Disposition: Destroy Confidential
UWSA Residential Programs and ServicesUWRES010Menu and Recipe RecordsRecords in this series include, but are not limited to production records, time and temperature logs pertaining to food production, recipes, and special diet requirements. Retention:
FY+ 1 year
FY=Fiscal Year

Disposition: Destroy
UWSA Residential Programs and ServicesUWRES011Food Cost and Usage RecordsThese records include, but are not limited to food cost and food usage reports based on inventories and purchases, meal counts, and average meal costs. Retention:
FY+3 years
FY=Fiscal Year

Disposition: Destroy
UWSA Residential Programs and ServicesUWRES012Catering Records
This series includes records for catering to University departments and affiliates, and conference guests. These records include, but are not limited to copies of billing invoices, payment reports, year end summary, accounts receivables, menus and production records for events, time/temperature logs for menu items for events. Retention:
FY+4 years

Disposition: Destroy
UWSA Residential Programs and ServicesUWRES013Safety InspectionsThis records series includes records created through sanititation, loca health department and other privaetly contracte inspection with auditors checking on health, sanitation, and physical safety in food preparations, storage and serving areas. Retention:
FY+2 years
FY= Fiscal Year

Disposition: Destroy
UWSA Financial AidUWSFA001General Student Records - Financial AidThe general student records regarding financial aid span a variety of documents which are maintained in paper form or as scanned documents in document imaging systems.
These records may also be referred to as "financial aid folders". Documents are sent by students to apply for and verify need for financial aid such as loans, work study,and grants. Records that may be kept with this series include but are not limited to Student Aid Report (SAR),alien registration forms, proof of citizenship, low income statement, student academic progress letters, verification of dependent status, veteran benefit statements, veterans discharge papers, student W2s, parental tax returns, student tax returns, dislocated worker documentation, consortium agreement. These documents are frequently filed by student name in a paper file. The records and documents are used to verify and document the student status which is asserted in the Free Application for Federal Student Aid (FAFSA). Information on the FAFSA is also forwarded to the Wisconsin Higher Education Aid Board (HEAB) (if the student indicates Wisconsin as the student's state of residence). This information is used in calculating ,eligibility for state aid, federal
aid and school based aid. A match to the federal department of education database and from HEAB then sets in motion the transfer of funds and payments for tuition, housing, meals, etc.
Retention:
EVT +4 years
EVENT: End of the Award Year in which the Student Last Attended

Disposition: Destroy Confidential
UWSA Financial AidUWSFA01AGeneral Student Financial Aid Records - For Student without Loans This record series is for those Student Financial Aid Records in which the Student was not eligible or did not accept the loan. Retention:
EVT+3 years
EVENT=Date of Application

Disposition: Destroy Confidential
UWSA Financial AidUWSFA002Student Information System (SIS) Database RecordsFinancial aid records are maintained within the Student Information System (SIS). To apply for federal financial aid a student must submit a Free Application for Federal Student Aid (FAFSA) to the Department of Education. This information is compiled, formatted, and transmitted electronically to the financial aid offices and the Wisconsin Higher Education Board. The data is referred to as the Institutional Student Information Record (ISIR). A financial aid office then imports that ISIR data directly into the SIS. The ISIR data along with other pieces of information contained in the SIS is usedto determine a student's financial need. Once the need is determined the student si sent an award notification, A student view of this information indicates the name of the university, the award year, type of financial aid for which the student
eligible, and provides a chance for the student to accept or turn down the aid. Once the offered aid has been accepted, the Bursar's office can apply that aid to the students account at the appropriate time. Other data records in the SIS system related to the student's academic program, grades, and classes are kept permanently and are necessary for the Registrar's purposes and production of transcripts.
Retention:
EVT+4 years
EVENT=End of the Award Year in which the Student Last Attended

Disposition: Destroy Confidential
UWSA Financial AidUWSFA003Student Account RecordsAccount records reflect the balance of funds owed by or to a student for University tuition or services. Student accounts include each student's institutional charges, cash payment, Title IV payment, cash disbursements and returned funds. These records are required for each enrollment period and must be maintained on a current basis. Email notices are generated about statement of expenses and funds. The university administrative and financial services staff and students view charges and make transactions related to bills for on campus housing rent, meal plan, health center and other services. The statement of account is also connected to a payment profile which contains a credit card or electronic transfer options, credit card name, credit card number and credit card expiration date. An institution shall retain a record of disbursements for each loan made using a Master Promissory Note (MPN). This record must show the data and amount of each
disbursement.
Retention:
EVT + 4 Years
EVENT=End of the Fiscal Year

Disposition: Destroy Confidential
UWSA Financial AidUWSFA03AStudent Account - For Students with out LoansThis record series is for those Student Account Records in which the Student was not eligible or did not accept the loan. Retention:
EVT+4 years
EVENT=End of the Fiscal Year

Disposition: Destroy Confidential
UWSA Financial AidUWSFA004Program Participant AgreementWritten agreement signed by both a top official at an institution and the U.S. Secretary of Education that permits the institution to participate in one or more federal Title IV student aid programs. The signed agreement makes the institution's initial and continued eligibility to participate in Title IV programs conditional on compliance with all provisions of the applicable laws and program regulations. This agreement may have to be updated periodically due to changes at the institution.The program participation agreement (PPA) is created and maintained electronically in the Federal Department of Education system via website. The school financial aid office creates the document and maintains an original hard copy, which contains signatures of all parties.Retention:
EVT+4
EVENT=End of the Award Year in which the Student Last Attended

Disposition: Destroy Confidential
UWSA Financial AidUWSFA005Program Review RecordsRecords documenting university program reviews which include department / program self evaluation studies; outside agency reviews including accreditiing agencies for areas such as nursing, socila work, education, etc. college and committee review and approvals; and approval of deasn, faculty senate, provost and UW System. The review process and related activities can take multiple years. The review helps validata the eligibility of the univeristy to participate with student in financial aid grants, loans and scholarship programs. Retention:
EVT+4
EVENT=End of the Award Year in which the Report was submitted

Disposition: Transfer to UW-Madison Archives
UWSA Financial AidUWSFA006Accrediting and Licensing Agency Reviews, Approvals and ReportsReports, letters, lists, spreadsheets, forms, and other background communications are kept operationally by departments and used to inform the State Department of Licensing and Regulation that students have met qualifications to be tested and licensed. These records also serve as documentation for reports issued to the federal Department ofEducation affirming licensing of various programs and indicate the cycle of accreditation and licensing.Retention:
EVT+4 years
EVENT= End of the Award Year in which the Report was submitted

Disposition: Destroy
UWSA Financial AidUWSFA007Remote Sites ReportThis report describes the locations, programs, and effective dates for classes being taught at sites non-adjacent to the UW campus in question. The report is sent to the Higher Learning Commission (HLC) of the North Central Association of Colleges and Schools, the federal Department of Education and the UW system.Retention:
EVT+4 years
EVENT= End of the Award Year in which the Report was submitted

Disposition: Destroy
UWSA Financial AidUWSFA008Student Grant Administrative FilesVarious forms and or institutional applications used by Financial Aid Officer to request and monitor a series of federal and state grants. Documents covered by this series include rosters of eligible recipients, error listing reports, and Common Origination and Disbursement student records, as well as internal correspondence related to each.Retention:
EVT+4
EVENT=End of the Award Year in which the Student Last Attended

Disposition: Destroy Confidential
UWSA Financial AidUWSFA009Student Grant VouchersStudent Vouchers used for individual grant disbursement and reporting and related documentation, including correspondence related to the vouchers and Voucher request forms. Retention:
EVT+4
EVENT=End of the Award Year in which the Student Last Attended

Disposition: Destroy Confidential
UWSA Financial AidUWSFA010Military Education Benefits and Supporting RecordsVarious forms and/or institutional applications used by the Department of Financial Aid to request and monitor a series of federal and state military education benefits. Main category of records include the following: Federal: VA Benefits Request form, Change of Course Load/Credits form, 22-1995 Change of Place or Program (vets), 22-5490 Change of Place or Program (dependents) and State: WDVA 2029 Application for the Wl Gl Bill, Request form to Activate/Re-activate Wl Gl Bill, Request form to Suspend Wl Gl Bill, DMA form 189 National Guard Tuition Reimbursement Grant applications, and WDVA 2200 Veterans Education Tuition Reimbursement Grant application.Retention:
EVT+4 years
EVENT=End of the Award Year for which the aid was Awarded

Disposition: Destroy Confidential
UWSA Financial AidUWSFA011Student Loan Program AdminstrationVarious documents, forms and/or institutional loan applications used to request and monitor a series of federal and state loan programs. Documents in the files include general records on loan entrance and loan exit counseling, truth in lending documents, institutional loan applications, and miscellaneous correspondence from lenders.Retention:
EVT+4 years
EVENT=End of the Award Year in which the Student Last Attended

Disposition: Destroy Confidential
UWSA Financial AidUWSFA012Report to Higher Learning CommissionReview Report to the Higher Learning Commission (HLC) entitled Annual Institutional Data Update (AIDU). Parts of the report include information on contacts, federal compliance, headcount statistics, numbers of certificate programs, and number of degrees awarded, contractual relationships, and a composite financial index.Retention:
EVT+4 years
EVENT=End of the Award Yearin which the Report was Submitted

Disposition: Transfer to UW-Madison Archives
UWSA Financial AidUWSFA013Fiscal Operations Report and Application to Participate (FISAP)Report on cumulative activity in the Federal Perkins Loan Program, and report on the expenditure of any campus-based program funds in the completed award year. All schools that wish to request funding under the campus-based programs for any award year are required to electronically submit a FISAP via a specific federal Department of Education website. This allows a school to complete and submit its FISAP online, receive real-time validation edits, and access prior-year data to assist in completing the FISAP. The FISAP is required for each campus to be allocated funds for the campus-based federal financial aid programs for the next award year.Retention:
EVT=4 years
EVENT=End of the Award Year in which the Reports was Submitted

Disposition: Destroy
UWSA Financial AidUWSFA014Annual Operating Report (AOR)These are reports annual and cumulative loan activity of Title VII loan programs. This report includes calculation of excess cash and the need for additional funding. The U.S, Department of Health and Human Services has a website which is used to submit this report electronically. This allows a school to receive real-time validation edits and verification of report submittal. The AOR is required to participate in the Title VII programs.Retention:
EVT=4 years
EVENT= Ed of the Award Year in which the Report was Submitted

Disposition: Destroy
UWSA Financial AidUWSFA015Student Loan Repayment RecordsRecords documenting repayment of Perkins and Stafford Loans as well as all other student loans, including record of collection activities, financial arrangements, forbearance, deferment, or cancellation forms; loan verifications for consolidation; exit interview documentation: truth and lending statement, repayment schedule, statement of rights and responsibilities; copies of small claims court documents such as summons and complaint, evidence of U.S. Mail delivery and attempts, copies of letters to borrower, screen prints of billing vendor system, credit reports, information and reference sheets, and electronic information in university and billing agent systems.
Payment history and collection activity should be maintained subject to audit to comply with credit bureau reporting requirements. Electronic information of payment history and collection activity must be maintained for 7 years subject to audit to comply with credit bureau reporting.
Retention:
EVT+7 years
EVENT=The Date on which a Loan is Assigned to the Department, Cancelled or Repaid

Disposition: Destroy Confidential
UWSA Financial AidUWSFA016Perkins Original Promissory NoteThe Federal Perkins Loan Master Promissory Note contains spaces for name, social security number, birth date, address, school name and address, annual interest rate and signature, plus a statement of terms and conditions. Perkins loan borrowers are required to complete Perkins Loan Entrance Counseling and Master Promissory Note (MPN). The school makes the loan with funds from the federal Department of Education to the student under the terms of the MPN.
The promissory note remains on file with the school and stays active for subsequent loans at the university and is returned to the student borrower after full payment (debt satisfied) and the note is closed for future disbursements. The promissory note may also be assigned and the. original signed note sent to the Department of Education for collection if not paid. Perkins MPNs are valid for 10 years following the signature if funds are disbursed in the first year. The signed MPN must be closed for further disbursements prior to returning to the borrower to avoid future loans from being disbursed without a valid note. The signed notes are returned to the borrower 6 weeks after the transaction that closes the loan and promissory note or transfer the note to the Department of Education as appropriate. Electronic MPN must be stored electronically at least 4 years after all loans made on the note are satisfied along with the disbursement records electronic authentication and signature records. The records are kept within accordance with § 34CFR 674.19 Perkins Loans - Fiscal procedures and records.
Retention:
EVT+4
EVENT=The Date the Loan is Satisfied or the Documents are needed to enforce the obligation

Disposition: Destroy Confidential
UWSA Financial AidUWSFA017Student Loan Case Files (Non-Perkins) - Promissory NoteDocumentation regarding individual loans disbursed to students by the university. Records include promissory notes, truth-in-leading documents, entrance and exit counseling, loan applications and certifications, disbursement records and associated cover letters, and miscellaneous correspondence from lenders. These case files include a variety of loans for a wide variety of funded from sources other that Title IV such as those related to nursing, pharmacy and medical school. Case file and records related to short term loans for student emergency situations and other institutional loans are also included in this series. The promissory note remains on file with the school and stays active for subsequent loans at the university and is returned to the student borrower after full payment (debt satisfied) and the note is closed for future disbursements. Original promissory note is marked paid, copied and returned to borrower 6 weeks after the transaction that closes the loan.Retention:
EVT+4 years
EVENT=The Date that Loan is Satisfied or the Documents are needed to enforce the Obligation

Disposition: Destroy Confidential
UWSA Financial AidUWSFA018Bureau of Indian Affairs CertificationsForms and other documentation used to request and monitor federal Bureau of Indian Affairs Grants, Tribal Grants, and Wisconsin Indian Grants. These Records contain students name, address, SSN#; tribe, and the year in school, marital status, the number of dependents, student budget, assessed, need, award, Wisconsin state Native American grant recommendation, and the tribal Bureau of Native American Affairs grant recommendation. This form must be submitted to the tribe and State of Wisconsin in order for student to receive money from their tribe and the state. Retention:
EVT+7 years
EVENT=Date of Application

Disposition: Destroy Confidential
UWSA Financial AidUWSFA019Federal Pell Grant Electronic Statement of Accounts (ESOA's)These are official statements from the federal Department of Education that sets a school's authorization level for the upcoming award year and project adjustments to the school's Title IV program funding needs. ESOA's are produced for the Federal Pell Grant Program. An ESOA also details the amount expended to date. The department of education produces and ESOA when ever there is an adjustment to a school's current accepted and posted disbursement amount. Retention:
EVT+4 years
EVENT=End of the Award Yeard in which the Student Last Attended

Disposition: Destroy Confidential
UWSA Financial AidUWSFA020Reconciliation Reports for Title IV and State ProgramsReports on reconciliation of Student Information System Data with Student data obtained from the Federal Department of Education and from the Shared Financial System general ledger. The reconciliation process compares Student Information System (SIS) to information from the Department of Educations' by Student. The funds at hand have been drawn down currently via the web G5 system of Department of eDucation. The reconciliation process also compare SIS to the general ledger, shared financial system (SFS). These reports emphasize programs such as PELL, SEOG, Perkins, Federal Work Study (FWS), and various state gran and loan programs.Retention:
EVT+4 years
EVENT=End of the Award Year in which the Report was Submitted

Disposition: Destroy Confidential
UWSA Financial AidUWSFA021State Grant and Scholarship Award Roster and ReportsReports provide a method between the Higher Education Aids Board (HEAB) and the university for checking accuracy of data. HEAB sends to the university the Student name and Social Security Number, amount of grant, types of grants, and loans. Information details are verified. The university reviews award types and amounts by student and cross references information in the student information system (SIS) to verify correctness an makes changes accordingly. Retention:
EVT+4 years
EVENT= End of the Award Year in which the Report was Submitted

Disposition: Destroy Confidential
UWSA Financial AidUWSFA022Federal Work-Study Administrative Records Non-personal information relating to HR adminstartion of Federal Work-Study Programs on campus. Document covered include various off-campus employer contracts, salary cans transfer forms, and other information and correspondence concerning the Systemic administration of work-study programs.Retention:
EVT+4 years
EVENT=End of the Award Year in which the Student last Attended

Disposition: Destroy Confidential
UWSA Financial AidUWSFA023Work Study and Student Assistant Position Applications (Not Hired)The applications serve as a basis for departments to begin a selection and interview process from among multiple applicants. These files are kept for students who are in the process of being considered for hire for federal work study positions or other categories of student employment. These files contain the original applications for work study and student assistant positions, which contain, name , address, telephone, work experience, skills, references and federal Work Study funding status used to introduce the student to an on-campus employer. Position applications may take the form of a letter, resume, or a form. The applications also indicate work time availability. If the student is hired this application becomes part of the student workers personnel file (departmental) for student worker record series (UWSFA025) and not for the human resources official files. This series does not pertain to graduate teaching or research positions. See UW HR General Records Schedule. Retention:
EVT+1 year
EVENT=Date of Application

Disposition: Destroy Confidential
UWSA Financial AidUWSFA024Work Study and Student Workers Personnel Files (Official)Official personnel file for student workers, usually maintained by human resources, including Direct Deposit Authorization with copy of canceled check, W4 Form Employee's Withholding Allowance Certificate, Statement of Selective Service Compliance for Certain Student Employment, and hard copy of time cards, emails and letters. Employment Eligibility Verifications (I-9) is filed separately from the official student worker file and has a separate retention schedule - see HR schedule. Retention:
EVT+7
EVENT=End of Last Fiscal Year of Employment

Disposition: Destroy Confidential
UWSA Financial AidUWSFA025Work Study and Student Workers Personnel Files (Departmental)Unofficial personnel file for student worker, usually maintained by the department chair, office manager, or first-line supervisor including a position application form, a student hiring notification slip, a letter of ward, reference report, and hard copy of sometime card, emails and letters. The W4 Form Employee Withholding and photocopies of I-9 forms, social security cards and other identification cards and check must be kept in these departmental files. Retention:
EVT+1
EVENT=End of the Last Fiscal Year of Employment

Disposition: Destroy Confidential
UWSA Financial AidUWSFA026Fiscal and Budget Reports for Student WorkersReports created with existing data from time reporting and payroll system to monitor expenses against budgeted items. Retention:
EVT+1 year
EVENT=End of Last Fiscal Year of Employment

Disposition: Destroy Confidential
UWMAD University Health Services 57001832UHS Patient Health Care Records This record series for UHS Patient Health Care Records includes the following types of patient health information including but not limited to:
*Patient Clinical Records which contain information on each person that received medical care. Records may include but are not limited to:
Demographic Information, Problem Lists; Visit/Encounter Notes; and Provider Progress notes, Telephone Notes, Orders, Surveys & Questionnaires, Secure Messages, Medication Lists, Results from Diagnostic Tests, Treatment notes, X-ray Reports, Vaccinations or Laboratory evidence of immunity or history of disease, copies of outside provider notes or records pertaining to any of the above and Pharmacy Records. See UHS Designated Record Set and Legal Health policy

*Patient Counseling and Mental Health records such as counseling and mental health notes and reports, surveys and questionnaires, release forms, secure messages, consents, outside provider records, mental health tests and psychological reports. These files may be used for crisis intervention and monitoring progress of patient. And Pharmacy Records. (See internal policy for UHS Designated Record Set and Legal Health Record)
Retention:
EVT + 20 Years
EVENT = Date of Last Encounter

Disposition: Destroy Confidential
UWMAD University Health Services 57001833UHS Student Health Entrance Medical Forms/History Form – Not SeenThis series includes only those forms of students who never made an appointment at the Student Health Center to be seen. The record series contains the required health history forms completed by every student at the start of their enrollment.
NOTE: The forms of students who have been seen as a patient at UHS are included in the Students Medical file covered under the record series for UHS Patient Health Care Records.

Retention:
CR+6 years
CR=Creation

Disposition: Destroy Confidential
UWMAD University Health Services
57001834UHS Employee Occupational Health and Medicine Records Employee Health Record = patient health records created and maintained in the course of furnishing either UHS or UW Occupational Health, and occupational medicine services for the following purposes:
•Applying employee health data to job placement;
•Documenting employee health over time;
•Providing data for use in health program evaluation;
•Fulfillment of regulatory requirements.
These records include but are not limited to:
waiver or declination's forms, consents and notices to employees, post exposure evaluations, pre-employment physicals, medical health care provider opinions, physical examinations, diagnostic tests, medical clearances, fit test records, vision or hearing screening, secure messages, prophylaxis, education notes, personal protective equipment notes, treatment notes, vaccinations or laboratory evidence of immunity or history of disease, copies of outside provider notes or records pertaining to any of the above. Survey questionnaires, outside medical records or medications and Pharmacy Records.

Retention:
CR + 75 Years
CR=Creation

Disposition: Destroy Confidential
UWMAD University Health Services 57001835UHS Health Center Master Patient Index (MPI)The record series contains a record of all patients who received care at the UHS. The Master Patient Index contains the following patient information: the Patient’s Medical Record Unit Number, Patient’s Legal Name, DOB, Gender, Race, Ethnicity, Address, Campus ID, Account #, Admission or Encounter dates, Discharge or Departure dates, Encounter or Service Type, Patient’s disposition. The Master Patient Index is the link in tracking patient, person, or member activity within an UHS and across patient care settings. Retention:
Permanent

Disposition: Permanent
UWMAD University Health Services 57001836UHS Quality Assurance/Improvement, Peer Review and Risk Management RecordsRecord series contains UHS studies and quality assessment in Healthcare documentation which are utilized to improve the quality of health care. They include, but are not limited to, quality assurance studies, peer review and case review, risk management reports, satisfaction surveys and ACHA – NCHA - National College Health Assessments and Methods Reports. This records series also includes complaint forms or surveys to be completed on optional bases by any patient. These forms include the date, nature of the complaint and a comment section. The staff person’s name and the patients name are optional.

These records are kept separate from patient records.
Retention:
EVT + 6 years
EVENT = Date of Completion of
UHS Investigation or audit

Disposition: Destroy Confidential
UWMAD University Health Services 57001837UHS Community Outreach Prevention and Education ProgramRecord series includes informational materials on community outreach prevention and education programs provided to the clients. This includes but is not limited to posters, circulars, contest materials as well as program related reports.Retention:
EVT + 6 years
EVENT = Date of Creation

Disposition: Transfer to UW-Madison Archives
UWMAD University Health Services 57001838UHS X-ray FilmsRecord series includes patient x-ray films taken in the course of treating patients. Retention:
EVT + 10 years
EVENT = Date of Last Encounter

Disposition: Destroy Confidential