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Graduate Studies

Records Retention

Only complete application files are reviewed for admission to a graduate degree program. Graduate Studies closes all incomplete applications at the conclusion of each admission cycle and disposes of these files after two years. Please review our retention policies below for more information:

Record
Type

Examples
(including, but not limited to)

Retention Policy

Admissions Data:
Applicants Who Enroll

 

Application for Admission; Correspondence, relevant; Entrance exam reports/test scores; Letters of recommendation; Placement tests records/scores; Transcripts (high school, college, evaluations); Admission Decision letters"

 

6 years after graduation or date of last attendance

     
Admissions Data:
Applicants Who Do NOT Enroll  (regardless of acceptance/denial)


Application for Admission; Correspondence, relevant; Entrance exam reports/test scores; Letters of recommendation; Placement tests records/scores; Transcripts (high school, college, evaluations); Admission Decision letters


2 years after the applicant's intended term of enrollment 

  Contact and demographic data for prospective students who do not enroll

2 years after date received
     
Admissions Data:
General Records

 

Annual reports - statistical reports concerning admissions activities, enrollment statistics, etc.


Sufficient to meet operational needs

  Recruitment collateral:
Brochures, catalogs, etc. deadling with admissions, graduate programs, and scholarships

3 years after application term
     
Scholarship Records

Scholarship application data - for programs coordinated by Graduate & Extended Learning only; Correspondence, relevant; Decision letters


6 years