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Data Retention Schedule

Schedule for Graduate Admissions Materials Submitted Online

The Graduate School retention schedule for graduate admissions materials submitted online follows the UW retention policy.

After the retention periods have ended, all application materials* will be purged and will no longer be accessible in MyGradProgram. For statistical use, the UW Student Database has over ten years of admissions history.

Application Status Retention
User Profiles created, with no associated program applications started.  2 quarters after the last update.
Applications started but not submitted (were never available for review in MyGradProgram)  2 quarters after the application quarter.
Applications submitted but applicant didn’t enroll in program (denied, withdrawn, offered but didn’t enroll) Twelve months from the 10th day of the application quarter/year
Applicants who were offered admission and enrolled Six years following the last academic quarter of enrollment or on-leave status
  • All application materials and information provided online, either by the applicant or by the department, are included in this retention schedule. These include but are not limited to:
  • Graduate School application
  • Criminal history background check
  • Official test score report
  • Official transcript (uploaded by department staff)
  • Personal statement
  • Portfolio
  • Program application form
  • Online letters of recommendation
  • Resume or vitae
  • Statement of purpose
  • Unofficial transcript
  • Work sample
  • Writing sample or essay
  • GSEE personal statement
  • Self-reported test scores (GRE, GMAT, TOEFL, etc.)
  • Departmental decisions and notes, including transactions
  • Biomedical Application
  • Application review data and scores