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Choose
a specific unit model from the list below or use the model
index.
Accounts/Controller/Bursar || Bookstore || Buildings/Grounds/Physical Plant || Campus Police || Cashier || Central Stores || Financial Aid || Fiscal Records || Food Services || Medical Facilities || Miscellaneous Records || Personnel Records || Personnel/Payroll || Purchasing || Real Property || Sponsored Programs || Student/Course Records || Technology Records-Year 2000 Records
Accounts/Controller/Bursar || Bookstore || Buildings/Grounds/Physical Plant || Campus Police || Cashier || Central Stores || Financial Aid || Fiscal Records || Food Services || Medical Facilities || Miscellaneous Records || Personnel Records || Personnel/Payroll || Purchasing || Real Property || Sponsored Programs || Student/Course Records || Technology Records-Year 2000 Records
State
Archives and Records Commission
Public Records Division
Kentucky Department for Libraries and Archives
IND=Indefinite V=Vital Record P=Permanent C=Confidential Record
| Series Number | Title | |
Disposition |
| U0400 | Academic Action Authorization File | |
Destroy five years after graduation or last date of attendance |
| U0401 | Academic Records - (Master or Official Student Record)(V) (C) | |
Retain in Creating Unit or transfer to the University Archives |
| U0402 | Acceptance Letters - (Enrolled Students) | |
Destroy five years after graduation or last date of attendance |
| U0403 | Acceptance Letters - (Individuals who do not enter whether accepted or rejected) | |
Destroy three years after application term |
| U0404 | Advanced Placement Records - (Enrolled Students) (C) | |
Destroy five years after graduation or last date of attendance |
| U0405 | Advanced Placement Records - (Individuals who do not enter whether accepted or rejected) (C) | |
Destroy three years after application term |
| U0406 | Applications for Admissions - (Individuals who do not enter whether accepted or rejected) (C) | |
Destroy three years after application term |
| U0407 | Applications for Admission or Readmission - (Enrolled Students) | |
Destroy five years after graduation or last date of attendance |
| U0408 | Applications for Graduation | |
Destroy one year after graduation or last date of attendance |
| U0409 | Change of Grade File | |
Retain in Creating Unit |
| U0410 | Class Rosters | |
Destroy |
| U0411 | Class Schedules - (Faculty) | |
Destroy when obsolete |
| U0412 | Class Schedules - (Institutional Record Copy) | |
Transfer one copy of each schedule to the University Archives. Destroy excess copies when no longer needed administratively |
| U0413 | Counseling Files - (Academic) | |
Destroy five years after graduation or last date of attendance |
| U0414 | Course Change File - (Add/Drop) | |
Destroy one year after date submitted |
| U0415 | Course Syllabuses - (In Academic Council Minutes) | |
Transfer to the University Archives when no longer needed for current classroom activity. Duplicate copies may be destroyed when no longer useful |
| U0416 | Credit by Examination File (C) | |
Destroy five years after graduation or last date of attendance |
| U0417 | Credit/No Credit Approval File | |
Destroy one year after date submitted |
| U0418 | Curriculum and Instruction File - (Faculty) | |
Destroy when obsolete |
| U0419 | Degree Audit records | |
Destroy five years after graduation or last date of attendance |
| U0421 | Degrees Awarded Files - (Includes Associate, Undergraduate, Graduate) | |
Transfer permanent documentation to Master Student File, Series U0401. Destroy remainder five years after graduation or last date of attendance. |
| U0422 | Disciplinary Action Documents - (Enrolled Students) | |
Destroy five years after graduation or last date of attendance |
| U0423 | Enrollment Statistical Reports | |
Transfer one copy of each report to the University Archives. Destroy excess copies when no longer needed administratively |
| U0424 | Enrollment Verifications File | |
Destroy one year after verification |
| U0425 | Entrance Examination Reports - (Enrolled Students) (C) | |
Destroy five years after graduation or last date of attendance |
| U0426 | Entrance Examination Reports - (Individuals who do not enter whether accepted or rejected) (C) | |
Destroy one year after application term |
| U0427 | Fee Assessment Forms File - (Enrolled Students) | |
Destroy five years after graduation or last date of attendance |
| U0428 | Financial Aid Documents - (Supporting documentation such as applications and other records used to make a determination of financial need) | |
Destroy five years after annual audit has been accepted by the federal Department of Education |
| U0429 | Final Examination Schedule - (Faculty) | |
Destroy |
| U0430 | Foreign Student File - (May include Immigration and Naturalization documents) - NOTE: Some documents from institutions in other countries may be originals. The Records Custodian may want to return these to the student rather than destroy. (V)(C) | |
Destroy five years after graduation or last date of attendance |
| U0431 | Grade Information File - (Individual colleges, study areas)(C) | |
Destroy one year after date distributed. NOTE: WKU policy changed to state that faculty may destroy their gradebooks one year after distributed at Council of Academic Deans, May 9, 2000. |
| U0432 | Grade Sheets - (Original) (C) | |
Retain in Creating Unit |
| U0433 | Grade Statistical Report - (Record Copy) | |
Transfer one copy of each report to the University Archives. Destroy excess copies when no longer needed administratively |
| U0434 | Graduation Authorization File | |
Destroy five years after graduation or last date of attendance |
| U0435 | Graduation Lists | |
Transfer one copy of each list to the University Archives. Destroy excess copies when no longer needed administratively |
| U0436 | Medical Records - (Enrolled Students) (C) | |
Destroy ten years after graduation or last date of attendance |
| U0437 | Medical Records - (Individuals who do not enter whether accepted or rejected) (C) | |
Destroy three years after application term |
| U0438 | Name Change Authorization File | |
Destroy five years after graduation or last date of attendance |
| U0439 | Pass/Fail Request File | |
Destroy one year after date submitted |
| U0440 | Placement Scores - (Enrolled Students) (C) | |
Destroy five years after graduation or last date of attendance |
| U0441 | Placement Scores - (Individuals who do not enter whether accepted or rejected) (C) | |
Destroy three years after application term |
| U0442 | Readmission File - (Individuals who do not enter whether accepted or rejected) | |
Destroy one year after application term |
| U0443 | Recruitment Materials - (For a specific term) | |
Destroy three years after application term, graduation, or last date of attendance, whichever is appropriate. NOTE: Reports, statistical information, if created, should be transferred to the University Archives for permanent retention |
| U0444 | Registration Forms | |
Destroy one year after date submitted |
| U0445 | Requests/Disclosures of Personally Identifiable Information File (V) | |
Destroy when affected record is destroyed |
| U0446 | Residency Classification Forms File | |
Destroy five years after graduation or last date of attendance |
| U0447 | Social Security Certification File | |
Destroy one year after certification |
| U0448 | Student Class Schedules | |
Destroy one year after graduation or last date of attendance |
| U0449 | Student File - (Active) - (College or department copy) (C) | |
Transfer permanent information to Master Student Record, Series U0401. Destroy remainder five years after graduation or last date of attendance |
| U0450 | Student File - (Inactive) - (College or department copy) (C) | |
Transfer permanent information to Master Student Record, Series U0401. Destroy remainder five years after graduation or last date of attendance |
| U0451 | Student File - (Masters Degree Program) - (Declined and Denied) | |
Destroy |
| U0452 | Student Government Files | |
Transfer to the University Archives |
| U0453 | Student Requests for Nondisclosure of Directory Information File - (that University not provide access to directory information) (V) | |
Destroy one year after termination of request |
| U0454 | Student Waivers for Rights of Access to See Letters of Recommendation for Admission File (V) | |
Destroy when affected record is destroyed. NOTE: Students who revoke their waivers may not see letters of recommendation submitted during the time waivers were in force, per Family Educational Rights and Privacy Act |
| U0455 | Student Worker Time Sheets | |
Destroy after audit (WKU POLICY) |
| U0456 | Student's Written Consent for Records Disclosure File (V) | |
Destroy upon termination of consent or destruction of affected record |
| U0457 | Teacher Certifications File | |
Destroy one year after certification period |
| U0458 | Test Scores - (Enrolled Students) (C) | |
Destroy five years after graduation or last date of attendance |
| U0459 | Transcript Request File - (Student) | |
Destroy one year after date submitted |
| U0460 | Transcripts - (Enrolled Students) - (Copies from other high schools/colleges) (C) | |
Destroy five years after graduation or last date of attendance. NOTE: Some documents from other institutions in other countries may be originals. The Records Custodian may want to return these to the student rather than destroy them |
| U0461 | Transcripts - (Individuals who do not enter whether accepted or rejected) - (Copies from other high schools/colleges) (C) | |
Destroy three years after application term. NOTE: Some documents from other institutions in other countries may be originals. The Records Custodian may want to return these to the student rather than destroy them |
| U0462 | Transfer Credit Evaluations | |
Destroy five years after graduation or last date of attendance |
| U0463 | Tuition and Fee Change File | |
Destroy five years after graduation or last date of attendance |
| U0464 | Veteran's Administration Certification File | |
Destroy three years after graduation or last date of attendance |
| U0465 | Withdrawal Authorization File | |
Destroy two years after graduation or last date of attendance |
| U0466 | Work Study Files | |
Destroy five years after graduation or last date of attendance |
| U0467 | Academic Records - Correspondence/Independent Study - High School Division (V)(C) | |
Retain in creating unit |
| U0468 | Personnel Records - Students (C) | |
Destroy five years after termination of employment |
| U0469 | Student Learning Contract File - Internship agreements (C) | |
Destroy five years after termination of employment |
| U0470 | Course Proposal File - Approved | |
Destroy one year after notification of approval |
| U0471 | Course File - Not Approved | |
Destroy after audit (WKU POLICY) |
| U0472 | Applications for Scholarships File - Accepted (C) | |
Destroy three years after expiration of award period |
| U0473 | Applications for Scholarships File - Declined (C) | |
Destroy one year after issuance of letter |
| U0474 | Health and Fitness Record (C) | |
Destroy after audit (WKU POLICY) |
| U0475 | Student Disability Services File (C) | |
Destroy five years after graduation or last date of attendance |
| U0476 | Student Credential File (C) | |
Destroy five years after last date of activity |
| U0477 | Dental Records - Students (C) | |
Destroy ten years after graduation or last date of attendance |
| U0478 | Appeals File - Students (C) | 3 |
Destroy |
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