Retention periods for personal data

Last modified on 14-08-2024 15:47

Here you can find the retention and deletion period for documents pertaining to various academically related processes within the UvA.

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Documents that contain personal data of students	Retention periods specified by the minister
Admission decision issued by the Examinations Board/Admissions Board	Two years after enrolment has ended
Results of admission exams	Two years after enrolment has ended
Exemption applications submitted by students	Two years after enrolment has ended
Exemptions authorisation issued by the Examinations Board	Two years after enrolment has ended
Proposals for individual free curricula submitted by students	Two years after enrolment has ended
Approval statement for individual curricula issued by the Examinations Board	Two years after enrolment has ended
Registrations for examination components submitted by students	Two months (one year in practice)
Requests for adjustments in teaching and practicals submitted by students with a disability	Two years after enrolment has ended
Decision in application for adjustments in teaching issued by the dean or another authorised official	Two years after enrolment has ended
Exam answer explanations submitted by students	Two months (one year in practice)
Lists of exam results signed by the examiner	Seven years
Products of practical course components submitted by students: excursions, practicals, work placements	Two months after completion, work placement agreement seven years after completion
Assessment of practical course components issued by the examiner	Two years after enrolment has ended
Thesis or other graduation project submitted by the student (internship report if internship was part of graduation)	Seven years after graduation
Graduation project evaluation forms completed by the examiner	Seven years after graduation
Graduation project sample evaluation reports issued by the Examinations Board	Two years after evaluation
Fraud and plagiarism statements submitted by students	Two years after enrolment has ended
Decisions on dealing with cases of fraud or plagiarism resulting in a temporary sanction or expulsion issued by the Examinations Board	Two years after enrolment has ended or five years after the student’s expulsion
Appeal to examination board decision and student's reply	Six weeks after decision
Examination board's defence on student appeal, possible settlement	Six weeks after decision
Request for defence and rejoinder, ruling on appeal filed by CBE	10 years after graduation
Binding study advice issued by the Examinations Board/study adviser	Five years after advice
Student complaints on matters other than objections or appeals	5 years after graduation
Copy of certificate of propaedeutic exam issued by the Examinations Board	50 years after issue
Passing more than one examination statement (transcript) issued by the Examinations Board	50 years after issue
Registration of study progress of non-EEA students, reason for insufficient progress, proof of sufficient financial means prepared by the Examinations Board/study adviser	Five years after deregistration with the Immigration and Naturalisation Service (IND)
Examination applications submitted by students	Seven years after award of diploma
Assessment of exit qualifications decision issued by the Examinations Board	Seven years after award of diploma
Bachelor’s degree certificate, Master’s degree certificate, joint degree certificate issued by the Examinations Board	Permanent (at student)
List of marks and diploma supplement issued by the Examinations Board	50 years after issue
Copy of the list of marks and the diploma supplement (signed by the chair of the Examinations Board)	50 years after issue
Exam sheet prepared by the Examinations Board	Permanent
Proof of issuing diploma	50 years after issue

Personal data is only kept for as long as is required for processing. There are a few exceptions to this, where the UvA is obliged to keep certain data because of various laws, tax laws and laws and regulations regarding archiving and scientific research, among other things.

source: department of DIV, date: 13 August 2024.

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