| A | B | C | D | E | F | G | H | I | J | K | L | |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
1 | UDDS | Department/Unit | Schedule # | Schedule Title | Description | Retention Event (EVT) | Retention Time Period | Disposition | PII | Confidential | Sunset Date | Superseded |
2 | For Use By Any Extension Department or Program | A0001964 | Division of Extension Adult Program Participant Records | This series consists of adult (18 years and older) participant records for individuals who attended in-person or virtual Division of Extension programs and events. Participant records may vary based on the type of program attended. Records may include, but are not limited to, contact and demographic information, accommodation requests, liability waivers, release forms, and other information used to plan, execute, and assess programming. | Calendar Year of Last Interaction | EVT + 7 years | Destroy Confidential | Yes | No | August 2033 | 112000 - Program Participant Data and Records/ Registration Forms | |
3 | For Use By Any Extension Department or Program | A0001965 | Division of Extension Participant Data Sets | This series consists of data sets that have been extracted and anonymized from Division of Extension and may outlive the original data they were drawn from. Data sets may be created from adult and minor program participant records around demographic data for example, as well as program evaluations and learner assessment data. These data sets can be used for a variety of purposes, including but not limited to, program management and historical trend analysis. | Creation | EVT + 7 years | Destroy | No | No | August 2033 | N/A | |
4 | 473532 | Extension - Community Dev Inst - Broadband | 118 | Building Community Capacity through Broadband Grant Records | The Building Community Capacity through Broadband was a grant-funded project under the Broadband Technology Opportunities Program (BTOP) that built broadband infrastructure throughout Wisconsin. The Community Development Institute within the Division of Extension, which manages the grant, continues to monitor the project’s compliance with the grant award terms and support project partners. The records include, but are not limited to, grant applications, grantor policy and procedures, network maps, accounting and budget records, sub-award monitoring reports, Uniform Commercial Code (UCC) filings, property and equipment records, environmental assessments, external contract files, and payroll records. | Date Grant Closed | EVT + 23 years | Destroy Confidential | No | No | March 2036 | |
5 | 473830 | Extension - 4-H Program | A0001950 | Wisconsin 4-H Charters | All 4-H clubs and groups are required to apply for a charter and renew it annually with Wisconsin 4-H, which is part of University of Wisconsin-Madison, Division of Extension. Records held by Wisconsin 4-H include, but are not limited to, the charter application form, club or group activity reports, and documentation of compliance with federal laws. Clubs and groups that maintain banking accounts may also be required to submit supporting documentation related their finances as part of the annual application process. Some records in this series may be confidential under Wis. Stat. § 19.36(13). | Creation | EVT + 7 years | Destroy Confidential | Yes | Yes | November 2032 | 114000 - 4-H Charters |
6 | 473830 | Extension - 4-H Program | A0001951 | Wisconsin 4-H Membership Lists | 4-H membership lists verify that a youth is officially a member of the Wisconsin 4-H Program. Membership lists are created annually from information submitted on yearly enrollment forms and managed by Wisconsin 4-H, which is part of University of Wisconsin-Madison, Division of Extension. Information found in membership lists include, but is not limited to, a member’s name, birth date, contact information, parent/guardian names, demographic information, and accommodation requests. Retention time based on the maximum years an individual can participate in the 4-H Program, which starts in five-year-old kindergarten (5K) to age 19. | Creation | EVT + 15 years | Destroy Confidential | Yes | No | March 2033 | |
7 | 473830 | Extension - 4-H Program | A0001963 | Wisconsin 4-H Adult Volunteer Records | This series includes records of adults volunteering with Wisconsin 4-H. Information in these records include, but are not limited to, applicant name and contact information, Volunteer Behavior Expectations Agreement forms, responses to questions regarding experience and interest, and training records. Wisconsin 4-H volunteers are considered inactive after 5 years of no volunteer activity. | Date Volunteer Becomes Inactive | EVT + 7 Years | Destroy Confidential | Yes | No | June 2033 | 103000 - 4-H Enrollment and Application Forms - Youth, Adults, Volunteers, and Groups 104000 - Photo/Video/Audio Release Forms 111000 - Criminal Records Checks or Criminal Background Checks - Volunteers 109000 - Behavior Expectation Forms - Youth and Adults |