Skip navigation

University College Dublin Logo
SEARCH UCD

Advanced Search

UCD Records Management and Freedom of Information

Aonad Bainistíochta Taifead & Saoráil Faisnéise UCD

Student Records Retention Schedule
General Guidelines - This retention schedule will be reviewed periodically in light of experience and any legal or other relevant indications.
Approved April 2002

General classes of records held by Registrars' offices and departments.
Default retention period : This is the suggested time period for which these records should be held based on legal precedence and experience elsewhere
Final disposition: After the retention period expires the records should be archived or shredded.
Student registration forms - undergraduate and postgraduate Duration of studies plus one year Destroy by confidential shredding
Changes to registration records Duration of studies plus one year Destroy by confidential shredding
Changes to biographical records Duration of studies plus one year Destroy by confidential shredding

Deferral, withdrawal and applications for transfer

Duration of studies plus one year Destroy by confidential shredding
Postgraduate progress reports Duration of studies plus one year Destroy by confidential shredding
Records of unsuccessful direct applicants for undergraduate and postgraduate courses Two years Destroy by confidential shredding
Student file (general correspondence) Duration of studies plus two years Destroy by confidential shredding
Overseas recruitment/exchange Duration of agreement with agent plus two years Destroy by confidential shredding
Examination papers Indefinitely Archive
Examination scripts Thirteen months Destroy by confidential shredding
External examiners' reports Indefinitely Archive
Examination board meeting records Indefinitely Archive
Records of project/examination grades Indefinitely Archive
Formal signed result sheets, broadsheets and class pass lists Indefinitely Archive
Conferring records Indefinitely Archive
Alumni records Indefinitely Archive