RRS_Series: Admissions

Activity
III.05. ADMINISTRATION OF STUDENT AFFAIRS/Student Records
Series Name
Admissions
Series ID
305-10-105
Description

Document application and supporting material for admission or readmission to the University of Oregon and its programs, including entry to honors programs for matriculated students and prebaccalaureate programs for high school students.

These records found in all media (paper, digital, or other) may include but are not limited to:

  • applications for admission;
  • credit by examination results;
  • entrance examination and placement/standardized test scores (e.g. ACT/SAT, LSAT, GRE, TOEFL);
  • dual enrollment forms ;
  • medical/immunization information/proof/waivers;
  • military/veterans documents;
  • residency classification forms or affidavits;
  • transcripts (high school and other college);
  • supplemental applicant statements, essays, or work samples;
  • waivers of rights of access to admissions letters of recommendations;
  • admissions notifications/notices to applicants to the university or any of its programs of their admission, waitlist or denial status;
  • related documentation and correspondence, including e-mail.
Retention and Disposal Instructions

(a) Undergraduate, honors or other special programs, and prebaccalaureate enrolled: 3 years after last enroll term, purge; 

(b) Undergraduate, honors or other special programs, and prebaccalaureate not enrolled (including started but not submitted, incomplete, withdrawn, or denied): 3 years after application term, purge;  

(c) Graduate applicants enrolled: 7 years after last enroll date, purge; 

(d) Graduate applicants not enrolled (including started but not submitted, incomplete, withdrawn, or denied): 3 years after application term, purge; 

(e) Law School applicants enrolled: applications for admission or readmission for matriculants (including visiting students), character and fitness disclosures, LSAT test scores, handwriting sample, retain in perpetuity; all other material, 3 years after last enroll term, purge.   

(f) Law School applicants not enrolled (including started but not submitted, incomplete, withdrawn, or denied): 3 years after application term, purge. 

Exception: In the event of a subpoena, audit, legal hold, public records or similar state or federal information request, halt until further instructed any scheduled disposal activities, including purging or transferring material to University Archives.

Custodian
Student Services and Enrollment Management/Schools and Colleges
Citations
American Association of Collegiate Registrars and Admissions Officers (2019). S…
National Network of Law School Officers (2015). Recommended Best Practices for …
OAR Predecessors
OAR 166-475-0110 (15) Graduate Students Denied Admission/No Show Records
OAR 166-475-0110 (21) Law Student Records
OAR 166-475-0110 (27) Prospective International Student Records
OAR 166-475-0110 (32) Special Academic Programs Student Records
OAR 166-475-0110 (35) Students Admissions Records
OAR 166-475-0110 (43) Students (Undergraduate) Denied Admissions Records