Records Retention & Disposal Schedules

The UW-La Crosse General Retention Schedule is a selective listing of common university records. It applies to records when they are not a part of other record series with longer retention periods and applies to records in all formats, not just paper records.

The chart below indicates which university office or department holds the official copy of each record and the minimum required retention period for the official copy, as well as the recommended retention period for all other copies, including convenience copies and copies held by other departments.

The general schedule is not a listing of all university records. Please contact us with any questions about records not mentioned below. In addition, when disposing of records that contain sensitive or confidential information, please follow the confidential records disposal procedures described here.

Record Series Name Official Copy Holder Other Copies
Absence Reports Human Resources - 5 years Current year
Accounting Report
(General Ledger)
Business Services - Permanent Final run of fiscal year-5 years
Accreditation
Reports or Self Studies
Office/Dept studied -Permanent Until obsolete or superseded
Advising Files Academic Offices - 1 year beyond termination or graduation for majors and minors n/a
Alumni Surveys -Completed, detail questionnairess Office of origin - until summarized in findings n/a
Alumni Surveys - Summary and sample questionnaires Office of origin - Permanent n/a
Annual Reports Office of origin - Permanent Until superseded
Applicant Files - Classified Staff Human Resources - 3 years Until position filled
Applicant Files - Unclassified Staff, Unsolicited Any office - Discretion of office n/a
Applicant Files - Unclassified Staff, Solicited, Published Opening Office of Opening - 7 years n/a
Attendance Records, Exempt Classified Staff Human Resources - 5 years Current year
Audit & Review Reports Provost/Vice Chancellor - Permanent Until superseded
Audit Trails Any office - until verified n/a
Audits Vice Chancellor for Administration & Finance - Permanent Until obsolete or superseded
Book & Textbook Orders Bookstore - 3 years Current year
Budget Allocations & Adjustments Assistant Vice Chancellor for Budget & Finance - Permanent Current year plus one
Budget Preparation Any Office - Current year plus one (minimum) n/a
Budget Requests - Narrative Justifications Office of origin - Permanent Until obsolete or superseded
Capital Goods Inventory Inventory Control - Until equipment is surplus Until report superseded
Catalog - UW-La Crosse Provost/Vice Chancellor and UW-La Crosse archives - Permanent Until superseded
Central Stores Requisitions Campus Stores - 3 years Current year plus one
Class Attendance Records Instructors - One year beyond term
Class Lists Records & Registration - Permanent Current year
Committee & Task Force Records: minutes, agendas, correspondence, policies, rulings, mission Chairman or UW-La Crosse representative - forward to successor or transfer to UW-La Crosse archives for permanent preservation Until obsolete or superseded
Construction and Remodeling Records Vice Chancellor for Administration & Finance - Permanent Until project completed
Contracts Vice Chancellor for Administration & Finance - Permanent or 6 years depending on contract type Until expired
Course/Instructor Evaluation Summaries Academic Offices - Permanent n/a
Course/Instructor Evaluation Detail Academic Offices -
Tenured - 1 year
Untenured - 6 years
n/a
Course Syllabi and Revisions Academic Deans - Permanent Current year
Directories Telephone Services - Permanent Current year
Expense/Revenue Reports (General Ledger) See Accounting Report
Faculty Senate - Minutes Faculty Senate -Permanent Until reviewed
Field Value and Job Documentation ITS - Permanent Until superseded
Floor Plans Facilities Planning & Management - Permanent Current
General Ledger See Accounting Report
Grade Books Academic Departments - 2 years beyond most recent term n/a
Graded Course Materials (incl. exams, papers, etc.) Instructor (or if Instructor is no longer employed by UW-L, Academic Department) - end of subsequent semester, or expiration of student's period to challenge course grade, if longer. n/a
Grants - Funded Sponsored Research - Permanent Discretion of office
Grants - Rejected Proposals Sponsored Research -1 year Discretion of office
Honor Society Records Office of origin - Permanent Until obsolete
Instructional Materials Academic Departments & Faculty - Until obsolete n/a
Instructor/Course Evaluation Summaries See Course/Instructor Evaluation Summaries
Instructor/Course Evaluation Detail See Course/Instructor Evaluation Detail
Job Documentation and Field Value See Field Value and Job Documentation
Long Range Plans Office of origin - Permanent Until Obsolete
Minutes and Agendas See Committees
News Releases Publications - Permanent Until published
Newsletters and other department publications Office of origin - Permanent Until read
Personnel Files - Classified Staff Human Resources - Permanent Termination
Personnel Files - Unclassified Staff Human Resources - Permanent 5 years after termination
Pre-Professional Association Records Office of origin - Permanent Until obsolete or superseded
Press Releases Publications - Permanent Until published
Purchase Orders Business Services - 5 years Current fiscal year plus one
Receipts (issued through or forwarded to Controller) Controller - 5 years Current fiscal year plus one
Receipts (where summary only sent to Controller) Issuing office - 5 years n/a
Records Retention Schedules Records Management - Permanent Until obsolete or superseded
Requisitions Purchasing - 5 years Current fiscal year plus one
Self Studies See Accreditation Reports
Sports Releases Athletics - Permanent Until read
Student Academic Records Records and Registration - Permanent Until obsolete
Student Earnings Statements Financial Aid - 7 years Until verified
Student Evaluation of Instructor Detail Academic Offices -
Tenured - 1 year
Untenured - 6 years
n/a
Student Evaluation of Instructor Summaries Academic Offices - Permanent n/a
Student Organization Reports/Petitions Receiving Office - Permanent Until obsolete or superseded
Student Surveys & Questionnaires - Detail Any office - 1 year n/a
Student Surveys & Questionnaires - Summaries and sample questionnaire Office of origin - Permanent Until obsolete or superseded
Textbook Orders See Book & Textbook Orders
Time Sheets (LTE, Classified, Student) Human Resources - 5 years Until payment received
Travel Authorizations and Expense Reports Business Services - 5 years Current year
UW-La Crosse Publications
  • Catalog
  • Class Schedules
  • Classified Handbook
  • Directories
  • Faculty Handbook
  • Policy Book
All permanent retention by archives and office of origin, responsible for publication. All until obsolete, read, or superseded