Records Retention Schedules by Topic

Below is a list of schedules organized by topics. Click on a topic to view the retention schedule.

Schedules by Topic

1. Boards, Committees, Councils, Meetings & Associations

Ad Hoc Committees

Ad Hoc committees may be created for a period of up to three years. Ad Hoc university committees may be created by the Provost or President without formal faculty authorization, provided that they do not exist for more than 60 days.

Official Copy: Provost Office
Retention: 5 years. Transfer to University Archives

Other Copies: Any member of the committee
Retention: 3 years. Shred

Admission and Retention of Students Committee

To study problems, recommend policy, and in general represent the faculty in matters dealing with admission, financial assistance, and students academic status. Includes meeting agendas, minutes, reports, correspondence and related materials.

Official Copy: Provost Office
Retention: 5 years. transfer to University Archives

Other Copies: Any member of the committee
Retention: 3 years. Shred

Board of Regents (Vital Record)

A record of actions taken and decisions made by PLU Board of Regents. Includes agendas, minutes, reports, correspondence, etc.

Official Copy: President’s Office
Retention: End of president’s term. Transfer to University Archives

Other Copies: Any office
Retention: 3 years. Shred

Budget Advisory Committee

Official Copy: Finance & Operations
Retention: 10 years. Transfer to University Archives

Other Copies: Any member of the committee
Retention: 3 years. Shred

Campus Life Committee

To provide faculty representation to university committees and other campus organizations in matters dealing with academic and social aspects of university life, to monitor the intercollegiate athletic program on behalf of the faculty, and to consider in a coordinated fashion matters pertaining to campus life.

Official Copy: Provost Office
Retention: 5 years. Transfer to university archives

Other Copies: Any member of the committee
Retention: 3 years. Shred

Campus Ministry Council

Official Copy:
Retention:

Other Copies: Any Department or School
Retention: 3 years. Shred

Deans Council

Official Copy: Provost Office
Retention: 5 years. Transfer to University Archives

Other Copies: Any office
Retention: 3 years. Shred

Dispute Resolutions Committee

Official Copy: Human Resources
Retention: 10 years. Shred

Other Copies: Any member of the committee
Retention: Shred after current use

University Diversity Committee

  • To review new courses presented by PLU faculty members and recommend appropriate courses to EPC for credit on the Perspectives on Diversity lines in the core requirements.
  • To review requests from students for Diversity credit, for transfer courses and inform the registrar of affirmative decisions.
  • To assist the registrar in the review of course listings of Diversity courses for class schedules and in keeping as

Official Copy: Provost Office
Retention: 5 years. Transfer to University Archives

Other Copies: Any member of the committee
Retention: 3 years. Shred

Educational Policies Committee To study problems and to make recommendations relative to all areas of academic policy, including the regular semester, January term, summer school, graduate division, and continuing education programs.

Official Copy: Provost Office
Retention: 5 years. Transfer to University Archives

Other Copies: Any member of the committee
Retention: 3 years. Shred

Faculty Affairs Committee

To study problems, recommend policy, and facilitate appropriate action in matters dealing with faculty Welfare, faculty fall conference, regency professorship. To act in an intermediate capacity in matters concerning the welfare of the faculty as a whole.

Official Copy: Provost Office
Retention: 5 years. Transfer to University Archives

Other Copies: Any member of the committee
Retention: 3 years. Shred

Faculty Assembly

Provides an official record of proceedings of the Faculty Assembly.

Official Copy: Provosts Office
Retention: 5 years. transfer to University Archives

Other Copies: Any office or faculty member
Retention: 3 years. Shred

Faculty Executive Committee

Official Copy: Provost Office
Retention: 5 years. Transfer to University Archives

Other Copies: Any member of the committee
Retention: 3 years. Shred

Faculty Handbook

Official Copy: Provost Office
Retention: When updated. Transfer to University Archives

Global Education

Official Copy: Provost Office
Retention: 5 years. Transfer to University Archives

Other Copies: Any member of the committee
Retention: 3 years. Shred

Governance Committee To interpret the Faculty Constitution and Bylaws and faculty legislation as the occasion arises. To facilitate the successful operation of the entire committee system, and to study matters pertaining to the system of faculty governance.

Official Copy: Provost Office
Retention: 5 years. Transfer to University Archives

Other Copies: Any member of the committee
Retention: 3 years. Shred

Graduate Council

Official Copy: Provost Office
Retention: 5 years. Transfer to University Archives

Other Copies: Any office
Retention: 3 years. Shred

Instructional Resources Committee

  • To promote enhancement of the education environment at the university.
  • To study issues and problems, and to recommend and develop policy related to the provision of tangible and intangible resources in support of the university’s education mission.
  • To act as advocates to the administration for the provision of resources in support of faculty development, the library, computer usage, as well as classroom space, usage, and facilities.

Official Copy: Provost Office
Retention: 5 years. Transfer to University Archives

Other Copies: Any member of the committee
Retention: 3 years. Shred

University Long Range Planning Committee

Official Copy: Finance & Operations
Retention: 10 years. Transfer to University Archives

Other Copies: Any member of the committee
Retention: 3 years. Shred

Rank and Tenure Committee

To consider and recommend policies relative to recruitment, rank, salary, promotion, and tenure of the faculty and to act in an advisory capacity to the administration relative to application of these policies to individual members of the faculty.

Official Copy: Provost Office
Retention: 5 years. Transfer to University Archives

Other Copies: Any member of the committee
Retention: 3 years. Shred

Search Committees for President

A record of committee procedures and decisions in the recruitment of  president of the university. May include list of committee members, correspondence regarding planning for the search, the development of criteria for the selection of a candidate, job/position description, etc.

Official Copy: Chair of Committee
Retention: 5 years. Transfer to University Archives

Other Copies: Any member of the committee
Retention: 3 years. Shred

Search Committees for Vice Presidents, Deans and Directors

A record of committee procedures and decisions in the recruitment for Vice-Presidents, Deans and Directors May include list of committee members, correspondence regarding planning for the search, the development of criteria for the selection of a candidate, job/position description, etc.

Official Copy: Chair of Committee
Retention: 5 years. Transfer to University Archives

Other Copies: Any member of the committee
Retention: 3 years. Shred

Search Committees for Faculty and Chairpersons:

A record of committee procedures and decisions in the recruitment for a faculty or Chair position. May include list of committee members, correspondence regarding planning for the search, the development of criteria for the selection of a candidate, job/position description, etc.

Official Copy: Any Office
Retention: 6 years after end of search. Shred.

Staff and Faculty Meetings:

A record of the decisions and actions taken at staff, departmental/divisions meetings or retreats. May include notes, minutes, or working papers.

Official Copy: Any Office
Retention: 5 years. Transfer to Archives.

Back to top

2. Environmental Health & Safety/Facilities Services Records

3. Curriculum Records

Accreditation Documentation:

Statistical, descriptive and evaluative materials necessary to maintain accreditation for a program, college or school with the professional association which sets the standards for that particular discipline. Materials must have been created specifically for accreditation.

Official Copy: Dean’s or Academic Offices
Retention: 6 years after accreditation, or until superseded by new accreditation, whichever is longer
Disposition Method: Transfer to Archives

Agreements for Programs or Curriculum:

A record of program agreements between UW offices and outside agencies. May include the following types of agreements: those that provide/obtain a learning experience for students outside the classroom, e.g., internships, clerkships, clinical practicums, traineeships, etc.; that provide/obtain reduced tuition and preference in admission for WWAMI region (Washington, Wyoming, Alaska, Montana and Idaho) students or students from participating schools in other countries.

Official Copy: Any Office Signing the Agreement
Retention: 6 years after termination of agreement
Disposition Method: Transfer to Archives for review

Conferences, Seminars, Short Courses, Conventions, Institutes:

A record of special educational forums presented or sponsored by the UW or held in UW facilities. Includes summer institutes.

Official Copy: Any Office
Retention: 3 years after end of event
Disposition Method: Transfer to Archives for review

Course Comment Sheets:A record of the evaluative comments written by students regarding the content and presentation of a course.
NOTE:After comments are compiled by the Office of Educational Assessment, comment sheets are returned to departments.

Official Copy: Faculty/Academic Departments
Retention: 3 years after end of quarter
Disposition Method: Shred

Course Evaluation Rating Summaries:

Compilations of ratings and comments from individual course evaluation forms.
NOTE:Summaries are compiled by the Office of Educational Assessment.

Official Copy: Office of Educational Assessment
Retention: 3 years after end of quarter
Disposition Method: Shred

Other Copy: Faculty/Academic Departments
Retention: 3 years after end of quarter
Disposition Method: Shred

Course History Files:

A record of the content of approved academic courses. May include course descriptions, syllabi and bibliographies, sample examinations, etc.

Official Copy: Academic Departments
Retention: until course is dropped
Disposition Method: Transfer to Archives for review

Curriculum Committee Reports:

A record of curriculum changes approved during the Curriculum Committee’s monthly meeting. May include information on the addition, deletion or renaming of courses or degree programs.

Official Copy: Registrar — General Catalog and Curriculum Office
Retention: 5 years after end of quarter
Disposition Method: Transfer to Archives

Other Copy: Academic Departments
Retention: 1 year after end of quarter
Disposition Method: Recycle

Curriculum Database Printouts:

Quarterly comprehensive listing of all approved courses currently offered by an academic department.

Official Copy: Registrar — General Catalog and Curriculum Office
Retention: 3 years after end of quarter
Disposition Method: Recycle

Other Copy: Academic Departments
Retention: 1 year after end of quarter
Disposition Method: Recycle

Curriculum Proposals — Approved:

Documentation of the planning and development of academic courses or programs which have been approved. May include Course Change Applications, New Course Applications, departmental proposals and supporting papers (course or program descriptions, faculty data, etc.).

Official Copy: Registrar — General Catalog and Curriculum Office
Retention: 2 years after course is dropped
Disposition Method: Transfer to Archives

Other Copy: Academic Departments
Retention: 5 years after proposal approved
Disposition Method: Transfer to Archives for review

Curriculum Proposals — Denied:

Documentation of the planning and development of academic courses or programs that have not been approved. May include Course Change Applications, New Course Applications, departmental proposals and supporting papers (course or program descriptions, faculty data, etc.).

Official Copy: Registrar — General Catalog and Curriculum Office
Retention: 2 years after end of academic year
Disposition Method: Recycle

Other Copy: Academic Departments
Retention: 1 year after proposal denied
Disposition Method: Recycle

Lecture Series:

Provides a record of planning for lectureships. May include correspondence, notes, memoranda, copies of financial records, publicity materials, and A-V materials.

Official Copy: Any Office
Retention: 5 years after end of calendar year
Disposition Method: Transfer to Archives for review

Outreach Programs:

Documents department or program outreach efforts to the University as well as to specific audiences outside the University community.

Official Copy: Any Office
Retention: 5 years after end of calendar year
Disposition Method: Transfer to Archives for review

Program Evaluations:

Documents the internal evaluation of special programs/interdisciplinary centers/institutes within a specific school or college. May include comments from outside sources, students, faculty, administrators and other interested parties.

Official Copy: Any Office
Retention: 6 years after the end of calendar year
Disposition Method: Transfer to Archives for review

Program Reviews — Graduate:

A record of 10 year cycle departmental self-evaluation and review by the Graduate School Office.

Official Copy: Graduate School Dean’s Office
Retention: 10 years after end of calendar year
Disposition Method: Transfer to Archives

Other Copy: Academic Departments
Retention: 10 years after end of calendar year
Disposition Method: Transfer to Archives

Program Reviews — Undergraduate:

A record of 10 year cycle departmental self-evaluation and review by the Provost’s Office for programs which offer only undergraduate degrees.

Official Copy: Provost’s Office
Retention: 10 years after end of calendar year
Disposition Method: Transfer to Archives

Other Copy: Academic Departments
Retention: 10 years after end of calendar year
Disposition Method: Transfer to Archives

Back to top

4. Materials That May Be Disposed of Without A Specific Retention Period

The following materials are considered to have no administrative, legal, fiscal or archival requirements for their retention. They may be disposed of when no longer needed for reference.

  • Document Errors: Incorrect versions of documents, forms for reports that had to be regenerated in order to correct errors in typing, data entry, spelling, grammar, or format.
  • Duplicate Copies: Duplicated copies of correspondence, forms, bulletins, reports, had copy printouts from a database, electronic files extracted from a mater file or database, mailing lists, and other duplicates used only for reference or informational distribution.
  • Information-only Copies: Copies or extracts of documents distributed for reference or convenience, such as announcements or bulletins.
  • Preliminary Drafts: Drafts of documents that represent stylistic, spelling, grammatical, or other changes.
  • Published Reference Materials: Printed materials received from other PLU offices or off-campus institutions which require no action and are no needed for documentation purposes. (Note: two copies of all PLU publications are transferred to Archives for historical purposes by University Publications at time of printing.)
  • Requests for Information: Routine memos or forms used to request, or respond to requests, for information.
  • Routing Slips: Memos used to direct the distribution of a document.
  • Transmittal Information: Memos and facsimile cover sheets which accompany a document, but do not add any substantive information to the transmitted material

Back to top

5. Digital Records (Including Electronic Mail)

Note:Digital records that were formerly produced in print should have the same retention requirement as the printed format.

Electronic Mail Best Practices Guidelines

Correspondence, Department/Office/Administration (Including electronic mail)

May include departmental chair/administrator correspondence, memos to departmental faculty/staff, and other correspondence pertaining to routine management of the department/office. Does not include policy documents.

Official Copy: Originating office
Retention: 4 years after end of academic year

Other Copies:
Retention:

Correspondence, Interdepartmental (Including electronic mail)

Includes secondary copies of correspondence between campus offices where the subject matter does not specifically pertain to the receiving office’s programs. Files by subject or by individual campus office. Documents distribution of information between campus offices.

Official Copy: Any office
Retention: 1 year after end of fiscal year

Other Copies:
Retention:

Correspondence, President and Vice-President (Including electronic mail)

Official Copy: President and Vice-President’s Offices
Retention: End of term, transfer to the University Archives

Other Copies:
Retention:

Back to top

6. Financial Records

Accounts Payable

This includes invoices, check request forms, vouchers, travel expenses.

Official Copy: Business Office
Retention: 7 years. Shred

Other Copies: Any office
Retention: 3 years. Shred

Accounts Receivables

This includes property, student loans, third party billing

Official Copy: Business Office
Retention: 7 years after full payment. Shred

Accounts Receivables, Collection files

Official Copy: Business Office
Retention: Permanent

Accounts Receivables, Loans assigned to the Dept. of Education

Official Copy: Business Office
Retention: Permanent

Accounts Receivables, Write-offs

Bad debts, death, bankruptcy, etc.

Official Copy: Business Office
Retention: Permanent

Annual Approved University Budgets

Official Copy: Finance and Operations
Retention: 7 years. Transfer to University Archives.

Other Copies: Any office
Retention: 1 year. Shred

Annual Forms 1099, 1042-S and other Individual Tax Reporting Forms

Official Copy: Business Office
Retention: 7 years or until audit is complete, whichever is greater. Shred

Other Copies: Any office
Retention: 1 year. Shred

Audits

Provides a record of the final audit results of specific University programs and/or fiscal activities, including the University’s response.

Official Copy: Business Office
Retention: 7 years. transfer to University Archives

Audit Reports/Supporting Documents

Official Copy: Business Office
Retention: 7 years. Shred

Banking

This includes banking statements

Official Copy: Business Office
Retention: 7 years. Shred

Other Copies:
Retention:

Capital Asset Records

This includes depreciation

Official Copy: Finance and Operations
Retention: Life of the asset plus 1 fiscal year. Transfer to University Archives

Other Copies: Any office
Retention: 1 year. Shred

Cashier Records

This includes student payments and deposit, departmental deposits, misc. transactions (transcripts, parking tickets, cash advances/reimbursements, etc.)

Official Copy: Business Office
Retention: 7 years. Shred

Contracts and Agreements (Vital Record)

Official text of contracts and agreements to which the University is a party. May include certificate or insurance and working papers.

Official Copy: Finance and Operations
Retention: Until completed.

Other Copies: Any office
Retention: 1 year after termination of contract

Daily Deposits

This includes cash and checks

Official Copy: Business Office
Retention: 7 years. Shred

Other Copies: Any office
Retention: 1 year. Shred

Deeds of University Owned Property (Vital Record)

Official Copy: Finance and Operations
Retention: Permanent.

Other Copies:
Retention:

Grants — Received

Includes proposals and notifications of grant award, funds requested in kind contributions and plan of work. Statement of terms and conditions of funded grand project.

Official Copy: Business Office
Retention: 7 years. Transfer to University Archives

Other Copies:
Retention:

Grants — Not Received

Official Copy: Development Office
Retention: 3 years. Shred

Other Copies:
Retention:

Internal Monthly University Financial Statements

Official Copy: Business Office
Retention: Permanent

Other Copies: Any office
Retention: 1 year. Shred

Insurance Policies

Official Copy: Finance and Operations Office
Retention:

Other Copies:
Retention:

Journal Entries

This includes expense and revenue transfers

Official Copy: Business Office
Retention: 7 years. Shred

Other Copies:
Retention:

Master Licenses

Official Copy: Business Office
Retention: 7 years.

Other Copies: Any office
Retention: 1 year.

Purchase Orders

Pre-numbered purchase form used by Purchasing and departments to order goods and/or services from private vendors; includes check request for pre-payment of good/services. May include order form, renewal notice, or invoice, etc. detailing purchasing information.

Official Copy: Business Office
Retention: 7 years. Shred

Other Copies: Any office
Retention: 1 year. Shred

Purchasing Card (Credit Card)

Provides a record of PCard use, transaction approval and reconciliation. Includes receipts, packing slips, printed on-line orders/copy of order form, invoices and credit documentation.

Official Copy: Business Office
Retention: Receipt kept through audit. Shred

Other Copies: Any office
Retention: 7 years. Shred

Purchasing Documents, Corporate Express

Monthly report downloaded from Corporate Express website and distributed to campus departments listing purchases order on-line. Shows detail of order number, date, quantity, item, description, amounts. Signed by budget authority. Report is reconciled with packing slips.

Official Copy: Business Office
Retention: Receipt kept through audit. Shred

Other Copies: Any office
Retention: 7 years Shred

Real Estate Records

This includes donated properties – paid in full

Official Copy: Finance and Operations
Retention: Permanent

Student Loans — Federally Funded with Collection files

Official Copy: Business Office
Retention: Permanent

Other Copies:
Retention:

Student Loans — Federally Funded — Write-offs

Bad debts, death, bankruptcy, etc.

Official Copy: Business Office
Retention: Permanent

Other Copies:
Retention:

Travel Authorization

Pre-numbered three-part form combining functions of travel authorization, travel justification, and travel expense advance approval. used to process and record staff, faculty, non-employee and interviewees travel.

Official Copy: Business Office
Retention: 7 years. Shred

Other Copies: Any office
Retention: 1 year. Shred

Travel Expenses

This includes vouchers, auto mileage forms, and supporting documentation.

Official Copy: Business Office
Retention: 7 years. Shred

Other Copies: Any office
Retention: 1 year. Shred

Trial Balance Reports

Official Copy: Business Office
Retention: Permanent

Other Copies: Any office
Retention: 1 year. Shred

Vendor Contracts

This includes rentals and KPLU agreements

Official Copy: Business Office
Retention: 7 years. Shred

Other Copies: Any office
Retention: 3 years. Shred

Back to top

7. Research and Grant/Contract Records

Administration Records for Grants/Contracts — Awarded:

A record of awarded grant or contract. May include Request for Approval of Application for Grant or Contract, Proposal for Grant or Contract, award letter/notice, agreements (including supplements or amendments), Notice to Establish Account, correspondence, final equipment inventory, project/planning files, etc.

Official Copy: Office of Sponsored Programs
Retention: 6 years after final termination of grant/contract
Disposition Method: Transfer to Archives for review

Official Copy: Equipment Inventory Office — final equipment inventory
Retention: 3 years after final disposition of equipment
Disposition Method: Recycle

Other Copy: College/School or Department
Retention: 3 years after final termination of grant/contract
Disposition Method: Shred

Back to top

8. Personnel & Payroll Records

9. Student Records

Academic Program Contracts

Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred.

Academic Standing Letters/Information

Probation, warning, etc.

Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred.

Academic Standing on Transcript

Official Copy: Registrar
Retention: 5 years, transfer to Archives

Acceptance Letters

Official Copy: Registrar &
Retention: 5 years after graduation or last attendance, shred.

Academic Assistance Records

Policies and procedures.

Official Copy: Academic Assistance Office
Retention: 5 years, transfer to Archives

Academic Assistance Student Employment Records

Official Copy: Academic Assistance Office
Retention: 5 years, shred

Academic Assistance Usage Statistics Records

Official Copy: Academic Assistance Office
Retention: 5 years, transfer to Archives

ADA (Americans with Disabilities Act) Records

Official Copy: Disability Support Services
Retention: 5 years from last contract, shred.

ADA – Documentation of Disability

Official Copy: Disability Support Services
Retention: 5 years from last contract, shred.

ADA – Documentation of Resources for Faculty

Official Copy: Disability Support Services
Retention: 5 years from last contract, shred.

ADA – Documentation of Resources for Students

Official Copy: Disability Support Services
Retention: 5 years from last contract, shred.

ADA – Letters of Accommodation

Official Copy: Disability Support Services
Retention: 5 years from last contract, shred.

Other Copies: Any faculty member
Retention: Shred after current semester.

Add/Drop Forms (change of courses)

Official Copy: Registrar
Retention: 1 year after date submitted, shred.

Admission or Reentry Applications

Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred.

Advance Placement Records

Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred.

Advising Records for Students who do not finish

Official Copy: Academic Advising Office
Retention: 3 years, shred.

Advising Records for Students who graduate

Official Copy: Academic Advising Office
Retention: Shred upon graduation.

Associated Students of PLU (ASPLU)

Official Copy: ASPLU Office
Retention: 5 years. Transfer to Archives.

Athletics

Official Copy: Athletics Office
Retention: stored in locked closet for 7 years, shred
(Kris questions if these are policies and procedures that should come to the Archives)

Athletics: Sports Information Office

Official Copy: Sports Information Office
Retention: Forever
(Kris questions this, after at least 10 years, should come to Archives).

Audit Approvals

Official Copy: Registrar
Retention: 1 year after date submitted, shred.

Campus Safety Records

Official Copy: Campus Safety Office
Retention: 7 years, shred
(Are these policies and procedures? If so, they should come to the Archives)

Campus Safety Parking Records

Official Copy: Campus Safety Office
Retention: Shredded annually

Career Development Policies

Official Copy: Career Development Office
Retention: Until superseded. Transfer to Archives

Other Copies: Any office
Retention: Until superseded, shred.

Career Development Records

Official Copy: Career Development Office
Retention: Shred 3 years after student graduates.

Career Development Student Employment Records

Official Copy: Career Development Office
Retention: 3 years after student graduates, shred.

Correspondence(With students?)

Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred.

Counseling Center Records

Official Copy: Counseling Center
Retention: 7 years from the academic year when student was last seen, shred.

Credit by Exam forms

Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred.

Curriculum Change Authorizations

Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred.

Degree Audit (CAPP Reports)

Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred.

Emerging Leaders Records

Official Copy: Student Involvement and Leadership
Retention: 3 years, transfer to Archives

Entrance Exam Reports (ACT, SAT, etc.)

Official Copy: Registrar
Retention: 3 years after application term, shred.

EXPLORE

Official Copy: Student Involvement and Leadership
Retention: 3 years, transfer to Archives

FERPA Documents

Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred.

Grade Change Forms

Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred.

Grade Rosters

Official Copy: Registrar
Retention: Permanent

Graduation Application

Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred.

Graduation Lists

Official Copy: Registrar
Retention: 5 years after graduation, transfer to Archives.

Hold Authorizations

Official Copy: Registrar
Retention: Until released

Independent Study Forms

Official Copy: Registrar
Retention: 1 year after date submitted, shred

International Student Forms (I-20, etc.)

Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred

International Student Funding Sources Records

Official Copy: International Student Services
Retention: 3 years, transfer to Archives

Internship Forms

Official Copy: Registrar
Retention: 1 year after date submitted, shred

Leadership Recognition Records

Official Copy: Student Involvement and Leadership
Retention: 10 years, transfer to Archives
(Student Involvement and Leadership says 25 years, not to Archives, Kris questions that, they are Archival records)

Meant to Live Records

Official Copy: Student Involvement and Leadership
Retention: 3 years, transfer to Archives

Military Documents Submitted for Credit

Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred

NAFSA Records

Official Copy: International Student Services
Retention: 5 years, transfer to Archives

Name Change Authorizations

Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred

New Student Orientation Records

Official Copy: Student Involvement and Leadership
Retention: 5 years, transfer to Archives

Pass/Fail Forms

Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred

Pastoral Counseling Records

Official Copy: Campus Ministry
Retention: 7 years, shred

Recommendation Letters

Official Copy: Registrar
Retention: 3 years after application term, shred

Relay for Life

Official Copy: Student Involvement and Leadership
Retention: 5 years, transfer to Archives

Residential Life Records

Official Copy: Residential Life Office
Retention: 7 years from enrollment, transfer to Archives
(Don’t know exactly what kind of records they are?)

Student Conduct Records- Graduated students

Official Copy: Student Involvement and Leadership Office
Retention: 3 years after student graduates, shred.

Student Conduct Records – Students leaving PLU w/o graduating

Official Copy: Student Involvement and Leadership Office
Retention: 3 years after student leaves PLU, shred.


Student Conduct Records- Students suspended or expelled from university

Official Copy: Student Involvement and Leadership Office
Retention: Indefinite or Permanent

Student Clubs and Organizations

Official Copy: The Clubhouse
Retention: 10 years, transfer to Archives
(suggest 15 years, but Kris questions that length)

Student Education Records

Governed by FERPA

Official Copy: Student Involvement and Leadership
Retention: 5 years after graduation, shred.

Student Employment Records

Official Copy: Student Employment Office
Retention: 5 years after graduation, shred.

Student Handbook

Official Copy: Student Involvement and Leadership
Retention: 5 years in Netstor, transfer to Archives.

Student Medical Records

PLU Health Center is governed by the Washington State Administrative Code.

Official Copy: Health Center
Retention: 10 years after last term, shred.

Transcript Requests

Official Copy: Registrar
Retention: 1 year after date submitted, shred

Transcripts (College)

Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred

Transcripts (High School)

Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred

Transfer Credit Evaluations

Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred

U.S. Immigration Records

Official Copy: International Student Services
Retention: 7 years from graduation, shred.

Waiver/Substitution Forms

Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred

Withdrawal Authorizations

Official Copy: Registrar
Retention: 5 years after graduation or last attendance, shred

Back to top

10. General Office Administration Records

11. Publications

12. University Events & Recognitions