Records Management - Admissions

The following is a summary of our timeline for records retention. For full procedures see Admissions GDPR Data Retention

UCD Applications System Data processing information
Paper Documents Unsubmitted Applications One year after start of term applied for
Unsuccessful Applicants One year after start of term applied for
Deferrals Retained until following year and thereafter follow timelines for that year
Successful Applicants Seven years
Electronic Records Unsubmitted Applications One year after start of term applied for
Incomplete Applications One year after start of term applied for
Unsuccessful Applicants One year after start of term applied for
Deferrals Retained until following year and thereafter follow timelines for that year
Successful Applicants Personal details form basis of Student Record and thereafter is covered by the Student Record Data Management Policy. Documents supplied as part of the application will be retained for Seven years.
CAO Applicants Data processing information
Paper Documents Unsuccessful Applicants One year after start of term applied for
Deferrals Retained until following year and thereafter follow timelines for that year
Successful Applicants Seven years
Electronic Records Unsuccessful Applicants By end of calendar year (e.g. applicants for entry in September 2019 to be purged by end of 2019).
Offers not accepted By end of calendar year (e.g. applicants for entry in September 2019 to be purged by end of 2019).
Deferrals Retained until following year and thereafter follow timelines for that year
Successful Applicants Personal details form basis of Student Record and thereafter is covered by the Student Record Data Management Policy.
Veterinary Medicine Work Experience Two application cycles after the one initially applied for (because the decision carries forward)
PAC Applicants Data processing information
Paper Documents Admissions does not normally hold any paper documents for PAC applicants.
Electronic Records Unsuccessful Applicants By end of calendar year (e.g. applicants for entry in September 2019 to be purged by end of 2019).
Offers not accepted By end of calendar year (e.g. applicants for entry in September 2019 to be purged by end of 2019).
Successful Applicants Personal details form basis of Student Record and thereafter is covered by the Student Record Data Management Policy.
Garda Vetting Data processing information
Paper Documents Vetting applications Seven years
Disclosures Seven years
Electronic Records Vetting applications Seven years
Disclosures Seven years
If the student has cancelled the programme acceptance, records may be deleted sooner by request of the student.
Appeals
Any documentation received as part of an appeals process will normally be purged 18 months following resolution of the appeal/final date for appeal.