Records Management
Records Management Policy
UCD Registry - Admissions keeps your documents securely and operates the following destruction schedules.
Direct Applications
Paper Records
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At the start of the main academic session (i.e. October) all paper files relating to applications during the previous academic year will be archived to a separate filing system. | |
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After two years the archived files will be reviewed. | |
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Files for unsuccessful applicants, who have not deferred or subsequently reapplied, will be destroyed. | |
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Files for applicants who have deferred or subsequently applied will be kept in the filing system for the most recent application session and treated with the timeline for that session. | |
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Files for those who became students will be retained for 7 years. | |
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Applicants who wish to have originals of documents (e.g. transcripts) returned, should enclose a stamped addressed envelope at the time of submission of documents. Applicants are advised that, should they receive an offer, they may be required to resubmit their original documentation. They may also request, with a stamped addressed envelope, that their documents be returned at any time within the two-year period. Applicants from outside ROI are required to send an addressed envelope with reply coupon. | |
Computer Records
Online applications create a preliminary record in a limited part of the student system when an application is initiated in order to allow the applicant to complete his/her application. When an application is complete and submitted a further record is created in the main part of the student system. Finally, if the application is successful and the applicant accepts a place a full student record is created.
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Incomplete applications will be purged from the system two years after the start of the term applied for. |
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Application records for unsuccessful applicants and successful applicants who decline a place will be purged from the system two years after the start of the term applied for, unless a successful applicant has deferred a place or otherwise indicated that s/he intends to apply again in the near future. |
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Application records for successful applicants who accept a place will remain attached to their student records and any records management decision on these is outside the remit of the online applications team. |
N.B. financial transactions relating to application fees are held for seven years but this information is held separately by the service provider (REALEX) and it is not therefore necessary for it to be retained on the student system
CAO Applicants
Paper Records
Paper records exist only for a very small percentage of applicants, generally in cases where there has been correspondence with the applicant. Following the close of the CAO season, CAO sends paper files for students who accepted UCD to us.
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Files for unsuccessful applicants, who have not deferred or subsequently reapplied, will be destroyed approximately 13 months after the start of the term for which they applied. | |
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Files for those who became students will be retained for 7 years. | |
Computer Records
The main records for applicants reside on the CAO computer. Applicant records are held on UCDs Student Informaiton System but staff outside the Admissions team have very limited access to them. Records for unsuccessful applicants are purged from the Student Information System approximately four months after the start of term. For those who accepted a place, the application record forms part of their student record and is retained.
Garda (Police) Vetting Records
Paper Records
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Vetting application forms will be retained for 7 years. | |
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Disclosures will also be retained for 7 years. | |
Computer Records
Information on the UCD computer system, intakes that the student has been vetted and whether the hold was cleared or not. If it was not cleared details are held in an area accessible to Admissions only. These form part of the permanent student record.
Where disclosures are received electronically from the National Vetting Bureau, they are retained for 7 years as for paper records.
All offers of a place are subject to UCD's Terms and Conditions of Offer. All students must comply with the general regulations of the university