Facebook Pixel WKU Records Management - Quarterly Updates | Western Kentucky University Skip to main content

WKU Records Management - Quarterly Updates

The Kentucky State University Model Schedule commonly called the General Records Schedule, is a tool for the staff and faculty of the Kentucky's public universities and KCTCS institutions to use when managing the records in their offices. It lists common records series created by most units in the university, gives an assessment of their value by indicating when (and if) those records should be destroyed. The General Records Schedule provides administrative and support staff with the necessary information needed to administer unit records in an efficient and cost-effective manner. The records schedule is maintained, revised and approved by the Kentucky Department for Libraries and Archives in conjunction with the university records officers who meet quarterly. The WKU Archivist and Records Officer is authorized to retain any record that he or she deems to have archival value.

Kentucky State University Model Schedule is available in pdf format. 

Contact the WKU Archivist at archives@wku.edu if you have questions about the records schedule or would like to discuss proposed additions, revisions or deletions.

Revision Date: December 14 2017. Next review March, 2017 by University Records Officers and the State Archives & Records Commission.  If you have questions or comments about these items or want something added to the schedule please contact WKU Archives

Additions Approved December 14, 2017

U0141 Supporting Documentation - Annual Security Report

This series covers supporting documentation for college and university annual security reports (ASR) required under the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crimes Statistics Act. The Clery Act requires colleges and universities participating in federal financial aid programs to maintain and disclose campus crime statistics and security information. Under the law, those colleges and universities must disseminate a public ASR to employees and students every October 1st. The ASR must include statistics of campus crimes for the preceding three calendar years; details about efforts taken to improve campus safety; and policy statements regarding (but not limited to) crime reporting, campus facility security and access, law enforcement authority, incidence of alcohol and drug use, and the prevention of/response to sexual assault, domestic or dating violence, and stalking. 

Access Restrictions: Universities should consult legal counsel regarding open records matters. 

Contents: Series includes but is not limited to: Copies of crime reports, daily crime logs, arrests and referrals for disciplinary action, timely warning reports, letters to / from campus security authorities, letters to / from local police. Clery Act correspondence with the federal Department of Education, Annual Security Report availability notices to students and employees. 

Retention: Retain until three (3) years after the latest publication of the report to which the documents apply, then destroy. Annual Security Reports are covered by Series U0112 Reports - Annual or Summary, which has a permanent retention. 


There were no revisions proposed for existing series. 


 No series were marked for deletion.

Kentucky State University Model Schedule
email: archives @wku.edu

Kentucky State University Model Schedule

Transferring Records to WKU Archives

WKU Records Destruction Form

WKU Records Management 101 & Notes

Faculty Records Management 101

Schedule a Consultation  / Training Session


Suellyn Lathrop, WKU Records Officer

3rd floor Kentucky Building
Hours: Monday - Friday 8 am - 4:30 pm
Summer Hours: Mon-Fri 7:30 am - 3:00 pm

Kentucky State University Model Schedule sections:

U0100 - General records found in most offices
U0200 - Fiscal, see also U1500 & U2200
U0300 - Awards Committee
U0400 - Student / Course
U0500 - Library / Archive / Museum
U0600 - Personnel
U0700 - Physical Plant
U0800 - Student Housing
U0900 - Athletics
U1100 - Food Service
U1200 - Bookstore
U1300 - Police
U1500 - Financial Aid
U1600 - Real Property
U1700 - Medical
U1800 - Sponsored Programs
U2000 - University Attorney
U2100 - Electronic Records
U2200 - Development
U2300 - Animal Diagnostic Laboratories
U2400 - Plant Disease Laboratories

Some of the links on this page may require additional software to view.

 Last Modified 12/5/18