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common records schedule


Records relating to documentation of students' academic history and provision of support services to students.


Admissions - Graduate - Case Files **UNDER REVIEW**

Consists of records of application for admission to York University graduate programs. Records may include applications, supporting documentation, standardized test scores (TOEFL, GMAT, GRE), final decisions of admission committees, appeals, file analysis documents, letters of reference, personal statements, portfolio materials and correspondence.

Office of Primary Responsibility

Admissions and Recruitment

Faculty of Graduate Studies

Osgoode Hall Law School

Schulich School of Business


After last active session


Amalgamate with student record after last active session

Other Copies


1 year after decision



See Also

STU00 - Policies, Procedures, Standards for admission policies and criteria

STU02 - Reports and Statistics for admission statistics

STU03 - Committees for the records of Admission Committees

STU15 - Admissions - Undergraduate - Case Files for applicants applying to undergraduate programs

STU17 - Admissions - Not Registered - Case Files **UNDER REVIEW** for the records of unsuccessful applicants and applications who were admitted but did not register

STU45 - Student Records - Graduate

Retention Rationale

Records kept as other copies must be retained for at least one year after the admission decision in accordance with the requirements of the Freedom of Information and Protection of Privacy Act R.R.O. 1990, Reg. 460, s. 5(1).

Filing Guidelines

Once an applicant is admitted and registers, all admissions information which records the basis of admission to the University is transferred to the student record. Graduate admission files are frequently maintained separately from the student record. In faculties or departments where this is not the practice, transfer all records necessary to the student record immediately after admission/registration.

Approved by University Secretary and General Counsel on 2008-06-20