Oct 2, 2020 10:15 am
ActivityOP4912 Student Admissions - Graduate Programs
Records Series

30 - Applications to Graduate Programs

OPRSchool of Graduate Studies and Postdoctoral Affairs
DescriptionRecords consist of online application data, transcripts, letters of recommendation, degree / graduation certificates, course lists, test scores (such as GRE, TOFEL), application number, student number.
Retention TriggerAdmissions decision made by School of Graduate Studies and Postdoctoral Affairs.
Total Retention 3 years
Final ActionDP/D
Disposition PlanOnce students register at Queen's University, successful candidates' records to be reclassified as OP4910-30 Graduate Student Files.

Electronic records of unsuccessful candidates and students who decline offers are to be destroyed after three years; all supporting documentation submitted in hardcopy may be destroyed after one year.
Retention Rationale
Retention based on anticipated operational use.
Vital Records

This schedule applies to official records in all media. Convenience or duplicate copies of official records are considered transitory and should not be kept longer than necessary, and in no event longer than the official copy.


  • AR = Transfer to Archives
  • AY = End of Academic Year
  • CY = End of Calendar Year
  • D = Destroy / Delete
  • DP = Special Disposition Plan
  • FY = End of Fiscal Year
  • OPR = Office of Primary Responsibility
  • PIB = Personal Information Bank

Printed on Sunday, Sep 24 2023