Data Retention

Records Retention for Course Content

All records created by UWM employees in the course of university business belong to the state of Wisconsin, and as such they cannot be destroyed except according to records retention schedules. This includes records created by instructors and teaching assistants pertaining to their courses.

The following records retention schedules apply directly to course material. Other retention schedules may be found at: uwm.edu/libraries/archives/records-management/records-schedules/uw-system-record-schedules/. 

For more information or assistance with questions, please contact the UWM Archives at askarch@uwm.edu.

SCHEDULE NUMBER	TITLE	DESCRIPTION	MINIMUM RETENTION
UWSTU035	Change of Grade Documentation	Documentation as a paper or electronic data entry form completed by the instructor of the relevant course and signed by the appropriate dean supporting an approved change of a previously assigned course grade.	Destroy confidentially 5 years from date of submission
UWSTU037	Correspondence between students and faculty regarding course content or progress	Correspondence between faculty and students in any form relating to coursework, as retained by academic departments to serve as source documents for submitted official grades.	Destroy confidentially 6 months from end of semester
UWSTU047	Grade Books, original (academic departments)	Student grades recorded by professors and instructors in any format to support the official awarded grades submitted to the Registrar.	Destroy confidentially 2 years from end of semester
UWSTU054	Instructional Materials including materials in course management systems	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 [e.g., Canvas].	Destroy confidentially 1 year from end of semester
UWSTU064	Syllabi and/or individual Course Calendars	Record series includes the written summary of individual class objectives, topics covered, requirements, necessary texts and equipment, grading and evaluation procedures and other class-specific policies created by an instructor for students. An official copy of the syllabus should be kept by the department for official retention as detailed below. Other copies may be kept by instructors for administrative, personal use for a time specific to each college, department or individual’s needs for the purposes of re-accreditation, course modification and review, tenure/personnel decisions, etc.	Transfer official department copy 10 years from last day of course

Additional resources

• UWM Records Management site: uwm.edu/libraries/archives/records-management/
• Universities of Wisconsin Records Management: www.wisconsin.edu/compliance/records-management/
• UWM Select Policy 01-11: Grading and Grade Reports: apps.uwm.edu/secu-policies/storage/other/SAAP%201-11.%20Grading%20and%20Grade%20Records%20for%20All%20Schools%20and%20Colleges.pdf

FERPA for Faculty, Staff, and Student Workers: uwm.edu/registrar/faculty-staff-resources/ferpa-for-faculty-staff-and-student-workers/

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