| Activity | OP4915 Annual Evaluation of Graduate Students |
| Records Series | 31 - Annual Progress Reports |
| OPR | School of Graduate Studies and Postdoctoral Affairs |
| Description | Records consist of annual progress reports submitted by students and feedback from supervisors or supervisory committees. |
| Retention Trigger | Students complete a program or withdraw. |
| Total Retention | 8 years |
| Final Action | DP/D |
| Disposition Plan | Remove personal information (paper records) or links to personal information (electronic records) one year after students complete a program or withdraw. The rest of the records are to be kept for a minimum of three years, but up to eight years. Then the records are to be destroyed. A graduate program can decide how long to keep the records according to its periodic appraisal cycle as long as it is within the range of three to eight years. |
| 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
- P = Permanent
- PIB = Personal Information Bank
Printed on Friday, Jul 18 2025