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.

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.

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