University Admissions Document Retention

Policy Statement

This policy outlines the standards for retention and destruction of records stored by the Office of University Admissions only (hereby referred to as “office” below).

Reason for Policy

The purpose of this policy is to establish the rules and guidelines pertaining to the retention and destruction of records stored by the Office of University Admissions only.

Who is Governed by This Policy

This policy applies to the Office of University Admissions Office, in regards to application documents for all enrolled students as well as applicants who decide not to attend Adelphi University.

Policy

• The office will generate, use, maintain, store, retain and destroy records in accordance with all applicable laws and best practice recommendations by the American Association of Collegiate Registrars and Admissions Officers (AACRAO).
• The Office will retain records related to students who do not enroll at Adelphi University for two years.
• The Office will retain records related to students who enroll at Adelphi University for seven years after their graduation or last date of attendance.
• After the aforementioned timeframes, all relevant documents will be purged (either deleted or shredded).
• Brief or transactional email messages used primarily for communication of information are not considered as records under this policy.
• All Admissions records are the property of Adelphi University. No University employee or student has any personal or property right to these records even if they may have developed or compiled them.

Definitions

A record within the office is defined as recorded information, in hard copy or electronic version, acquired or produced by Adelphi University. This may include but is not limited to all application documents, papers, letters, images that are received and/or generated for University Admissions operations and services.

Procedures

This policy does not have forms associated with it at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Forms

This policy does not have forms associated with it at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Related Information

• Overall University Document Retention Policy (login required)

Document History

• Last Reviewed Date: March 15, 2023
• Last Revised Date: March 15, 2023
• Policy Origination Date: June 21, 2022

Who Approved This Policy

Executive Leadership on July 1, 2022