SFU Records Retention Schedule and Disposal Authority (RRSDA)
Unsuccessful / Withdrawn Admissions Applications

Description | PIB | Authorities | Retentional rational | Rentention and filing guidelines | Status

RRSDA number


Record series

Unsuccessful / Withdrawn Admissions Applications

Office of Primary Responsibility (OPR)

All University Departments (General Records Series)

Retention periods

Records Active retention (in office) Semi-active (records centre) Total retention Final disposition
All departments holding these records: CY application denied / withdrawn + 1 year Nil CY application denied / withdrawn + 1 year Destruction

CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.

Description, purpose and use of records

Records relating to applications for admission to the university which were either denied by the university (unsuccessful) or accepted by the university but withdrawn by the applicant (did not attend).

Records may include correspondence, memoranda and email; application forms, statements of interest, transcripts, interview forms, referees' letters, TOEFL results, Senate appeal forms, supporting documentation, and decision letters.

Application procedures vary depending on the program for which admission is sought. This schedule applies to the paper files created in the various departments involved in processing and adjudicating applications. It does not apply to the electronic records stored in the student information system database which may have been generated during the process.

Records relating to the successful applications form part of the individual's student file; see RRSDA 1999-016, Student Files.

Personal Information Bank (PIB)

This series is a Personal Information Bank; click here for PIB description.


These records are created, used, retained and managed in accordance with the following authorities:

Retention rationale

The FOI/POP Act (RSBC 1996, c. 165, s. 31) requires that personal information used to make a decision that directly affects an individual must be retained for at least one year. Unsuccessful applicants who wish to try again will have to re-apply following the same procedures, resulting in a new file.

Retention and filing guidelines

Do not send these records to the University Records Centre (URC); destroy at the end of the total retention period (CY + 1). These files contain sensitive personal information and must be destroyed by confidential shredding; contact Facilities Management to make arrangements.


RRSDA is in force.

Approved by the University Archivist: 12 Oct 2000

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