| Record Series Title | Series Description | RDA Number | Retention/Disposition |
|---|---|---|---|
| Ballots for Election to Committee | Written or electronic ballots used to elect people to or chairs of committees. | 200 |
Retain for 1 year after vote and destroy. |
| Committee Minutes | Minutes of all committees, whether departmental, ad hoc/advisory, or task force. | 120 |
Retain for 3 years after creation and transfer to Archives. |
| Employment Eligibility Verifications (Form I-9) | 059 |
Retain for 3 years after the date of hire, or 1 year after the date of employment termination (whichever is later), and destroy confidentially. | |
| Publications | All publications - whether one-time only or serial- produced by the university, such as newsletters, newspapers, magazines, pamphlets, brochures, press releases, bulletins and catalogs. | 131 |
Retain for 3 years after creation and transfer to Archives. |
Search And Screen Committee Records |
Applicant materials, including resumes, letters of application, letters of recommendation, transcripts; correspondence, candidate lists, vacancy announcements, position descriptions, interview questions, committee minutes, and the like. | 293 |
Retain for 7 years after the file is closed and destroy confidentially. Transfer all relevant materials to the successful candidate's official personnel file. |
| Student Coursework | All papers and materials submitted by undergraduatre and graduate students to fulfill course requirements, including seminar papers, unofficial copies of theses and dissertations, honors theses/papers, maps, audio and visual tapes, artwork, testing materials, and the like. | 121 |
Retain for 1 year after creation and destroy. |
| Student Employment Applications - Not Hired | All application materials, including applications, position descriptions, correspondence, and letters of reference. | 183 |
Retain for 1 year from the date of application and destroy confidentially. |
| Student Employment Files | Applications, position descriptions, correspondence, resumes, letters of reference, W-2 forms, evaluations, termination notices, and the like. | 294 |
Retain for 5 years after the date of employment termination and destroy confidentially. |
| Student Records (Unofficial) | All undergraduate and graduate records created by schools, colleges and departments. Records may include copies of transcripts, letters of recommendation, test scores, copies of papers, applications, grades, evaluations, advising documentation, correspondence, and waiver and withdrawal forms. The official records are created by the Graduate School or Dept. of Enrollment Services. | 119 |
Retain for 1 year after the date of last active attendance and destroy confidentially. |
| Subject Files | Subject files document the activities of academic departments on campus, including the internal development and operations of programs. Records include correspondence, reports, memoranda and notes, publications, and announcements. These files may also be known as departmental or office files, mixed files, or program files. | 133 |
Retain for 3 years after creation and transfer to Archives. |
University of Wisconsin System General Records Schedules
General Schedule for Classified Staff Personnel Records
General Schedule for Fiscal and Accounting Records
General Schedule for Payroll Records (reachable at UW-Madison)
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Last edited on April 23, 2007.
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