Student Training Records Retention

Students are strongly advised to retain copies of all FEMA course completion certificates for their personal and professional records. Maintaining these certificates helps document completed training, verify prerequisite requirements for advanced courses and support the development of a comprehensive professional training portfolio. Retaining personal copies of training records may also help minimize disruptions during government shutdowns, system outages or periods of limited access to federal training systems. Organized training documentation ensures students can readily provide proof of course completion for employment, credentialing, qualification reviews, and future training opportunities.

 Students should retain both PDF copies of individual course completion certificates and updated FEMA transcripts to ensure complete and accessible documentation of all completed training. Individual course certificates are the preferred form of documentation and may be required in certain circumstances.

 Students whose agencies require access to agency networks or government systems to retrieve email are strongly encouraged to use a personal email account that is accessible during course attendance for both FEMA SID management and state course registration activities. Use of an accessible email account supports on-site secondary course registrations, timely distribution of course materials, and delivery of important course communications, including schedule updates, venue changes, and other critical information.

 Please note that Washington Emergency Management Division does not have access to FEMA student training records, FEMA-issued course certificates, FEMA transcripts, or individual FEMA student portal accounts. Students are responsible for maintaining their own training documentation and managing access to their FEMA Student Identification (SID) accounts and associated records.

WA EMD Training Records Requests

The State Training Program maintains student records and certificates for a minimum of six years for paper records. Electronic student records within the Learning Management System (LMS) will be retained as long as supported by the LMS vendor and system capabilities. Electronic record retention within the LMS began in 2018.

 Requests for replacement certificates should be submitted to EMD.Training@mil.wa.gov and should include as much identifying information as possible, including course title, course location, course date, and student information, to assist with records retrieval.

Please note that the State Training Program does not issue or maintain state training transcripts. Upon request, the program may provide replacement certificates for eligible records that are available within the established retention periods.