Retention periods for personal data
Last modified on 30-10-2024 11:52
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 (including supporting documents) 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 authorisations issued by the Examinations Board | Two years after enrolment has ended |
Proposals for individual open curricula submitted by the student | Two years after enrolment has ended |
Approval statements 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 practicum submitted by students with a disability | One year after adjustment became obsolete |
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, in case of partial grades, usually one year |
Lists of exam results signed by the examiner | Seven years |
Products of practical course components submitted by students: excursions, practicums, work placements | Two months after completion, work placement agreement seven years after completion |
Assessment of practical course components issued by the examiner | Two months after assessment, but usually one year |
Thesis or other graduation project submitted by the student (internship report if internship was part of graduation) | Seven years after grading |
Assessment forms for graduation projects completed by the examiner | Seven years after grading |
Reports on sample evaluations of graduation projects issued by the Examinations Board | Two years after evaluation |
Fraud and plagiarism statements submitted by students | Two years after enrolment has ended |
Judgement of the Examinations Board regarding cases of fraud or plagiarism resulting in a temporary sanction or expulsion | Two years after enrolment has ended or five years after the student’s expulsion |
Objection to the decision of the Examinations Board and all subsequent documents (student’s reply, defense by Examinations Board, possible settlement or other documents) | Ten years after completion (decision or settlement) |
Binding study advice issued by the Examinations Board/study adviser | Five years after advice |
Complaints by students on matters other than objections or appeals | 5 years after completion |
Certificate of propaedeutic exam (first year diploma) issued by the Examinations Board | Issued to the student, if not collected, the original certificate will be destroyed after 50 years |
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) |
Graduation applications submitted by students | Seven years after application |
Decision on the assessment of exit qualifications issued by the Examinations Board | Seven years after issuing |
Bachelor’s degree certificate, Master’s degree certificate, joint degree certificate, including the degree supplement issued and signed by the Examinations Board | Issued to the student, if not collected, the original degree certificate and supplement will be destroyed after 50 years |
Unsigned degree supplement in MS Word | 50 years after creation |
Entry in the examination register by the Examinations Board | Permanent |
Proof of issuing diploma | 50 years after issuing |
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: 30 October 2024.