The FGSR keeps files of registered graduate students for at least ten years from the date of convocation or last registration. The files are kept in the FGSR office for one year (or until convocation) and in the University Archives for the remaining years. Students' academic records (transcripts) are kept permanently by the Registrar’s office.
The FGSR recommends that the files of applicants who have been refused admission and incomplete files be kept for one year from the start of the term to which the student was refused or one year from the date of last correspondence.
The University's documents retention schedule recommends that registered student files in departments be kept from the date of last registration plus five years.
The FGSR keeps the files of applicants who are admitted, but do not register, for one year from the start of the term to which the student was admitted.