| Record Series Title |
Series Description |
RDA Number |
Retention/Disposition |
| Agreements and Contracts (Originals and Copies) |
Both the original and copies of contracts between UWM and other government or private entities retained by the office or department. |
159 |
Retain for 6 years after close of contract and destroy confidentially. |
| 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. |
| Catalog Change/Copy File |
Documentation relating to the development of the course catalog, including correspondence, changes submitted by academic departments to the course catalog before the final version is sent to print, markups of revised pages, and page proofs. |
382 |
Retain until Catalog is published 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. |
| Department Program Review Files |
Documentation relating to the periodic review of departments and their course offerings, including correspondence, enrollment information, student evaluations, course syllabi, and departmental self-studies. |
367 |
Retain until next review ends 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 4 years after the file is closed and destroy confidentially. Transfer all relevant materials to the successful candidate's official personnel file. |
| Schedule of Classes Production Records |
Documentation relating to the production of the Schedule of Classes, including lists of classes, budgets, change requests, error reports, and correspondence. |
383 |
Retain until schedule produced and destroy. |
| Student Application Files-- Not Accepted/Enrolled (Divisional/Departmental Copies) |
Files started on prospective students who are not accepted, do not complete the application process, or do not enroll once accepted. May include applications, transcripts, reference letters, correspondence, test scores, and miscellaneous items unique to the individual. |
185 |
Retain for 1 year after application term and destroy confidentially |
| 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. |
| Staff Personnel Files (Unofficial) |
Classified and unclassified personnel files created for administrative/reference purposes by offices or departments, consisting of some or all of: applications, resumes/vitae, letters of offer, appointment, letters of reference, employment contracts, position descriptions, performance evaluations, arbitration and grievance records, disciplinary records, summary evaluations by students/faculty, reclassification records, promotion/review records, tenure or indefinite status records, letters of resignation, and other related materials. |
251 |
Retain until administrative value ends, or for a maximum of one year after separation (whichever is shorter) 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. |
| Time Cards and Time Sheets |
Original cards and sheets or forms indicating the hours and dates worked for each pay period for classified staff, LTEs, and students. |
184 |
Retain for 5 years after creation and destroy confidentially. |
