| Activity | OP4912 Student Admissions - Graduate Programs |
| Records Series | 30 - Applications to Graduate Programs |
| OPR | School of Graduate Studies and Postdoctoral Affairs |
| Description | Records 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 Trigger | Admissions decision made by School of Graduate Studies and Postdoctoral Affairs. |
| Total Retention | 3 years |
| Final Action | DP/D |
| Disposition Plan | Once 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. |
| PIB | PIB |
| 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.
GLOSSARY
- AR = Transfer to Archives
- AY = End of Academic Year
- CO = Continuous OVerwrite
- 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 Thursday, Apr 25 2024