University Data Retention: Unenrolled Students' Records Retention Policies

When a student unenrolls from a university, the institution's procedure for handling their data and accounts varies. Some universities may delete student accounts and data after a certain period, while others may retain records indefinitely. In some cases, universities might only disable or suspend accounts, allowing alumni to maintain access to transcripts and other resources. The decision to delete or retain student data is often influenced by factors such as data storage costs, legal considerations, and the potential future use of the data.

Characteristics of unenrolling a student from a university

Student accounts and data retention

Student data is retained by the University to comply with the General Data Protection Regulation (GDPR) and the University of Cambridge Master Records Retention Schedule. The Moodle Data Retention Policy outlines which data is retained and for how long. System- and user-generated content is deleted automatically on a rolling schedule to maintain the performance of the service and improve the user experience.

For example, course backup files with an .mbz files extension are deleted 13 months after their creation. The system emails the creators of these files one month and one week before their deletion, and they can choose to download and store the files on their local devices if they wish to retain them. All logs are stored for 20 months, with a regular process running on the first day of each month to remove records that exceed this retention period.

From 1 June 2022, unenrolled Friends accounts will only be retained if they have been created within the past 12 months, with a monthly process removing records that exceed this retention period.

When a student is unenrolled from a course, they are removed from the student list and will no longer receive course emails. However, unenrolling a student does not delete their data from the course. Instructors can temporarily enrol an unenrolled student to access their grades and submitted work.

If a student is entirely removed from the school, all data related to them will be permanently lost.

Withdrawing before starting a programme

Withdrawing your application before starting a programme is a common occurrence and there are many reasons why you may need to do this. You may have had a change of heart about the programme or university, or you may have been accepted to another programme that you prefer. Financial considerations are also a common reason for withdrawing an application, such as an inadequate financial aid package or a desire to start at a community college and transfer later. Alternatively, you may have decided to work for a year to save money for university.

Whatever your reason for withdrawing your application, it is important to notify the university as soon as possible. This is not only courteous but also essential for the university's admissions process and for other applicants on the waitlist. The process for withdrawing an application may vary depending on the university, but there are some general guidelines you can follow.

If you have not yet received a decision on your application, you should contact the university's admissions office to inform them that you wish to withdraw your application. If you have already been accepted to the programme, you should follow the steps outlined in your acceptance letter to decline admission. Some universities may also allow you to withdraw your application through an online portal or by email.

It is recommended that you include certain information in your notification, such as your application ID and type (freshman or transfer). Withdrawing your application in a timely and responsible manner will help both the university and other applicants.

Withdrawing after starting a programme

Following this, you should notify your university or college that you are withdrawing from your programme. This will differ depending on the institution, but it often involves submitting a withdrawal form or request. For example, at University College Dublin, students log into SISWeb and select 'Programme Services', then 'My Leave of Absence/Withdrawal Requests' and finally, 'Withdraw from my Programme'. It is important to read all the advice provided at the start of the form and answer all the questions. Some questions will be compulsory, and you may be asked if you have discussed your withdrawal with a staff member.

Once you have submitted your withdrawal notification, your registration as a student will be ended. You may be required to return your student card, and your registration record will be updated within a few days. It is recommended that you seek advice from staff members before completing a withdrawal form, to understand the implications of your request, including any fee deadlines.

Financial obligations when withdrawing

Withdrawing from a university or college will have financial implications, and it is important to understand the financial obligations that will arise when withdrawing. Firstly, students are responsible for meeting their prorated tuition obligations. This means that the tuition fee will be calculated based on the number of days the student has attended classes. If a student has only made a partial payment and the prorated charges exceed this, the additional amount is due at the time of withdrawal.

Financial aid will also be impacted by withdrawal. If a student has received financial aid, this will be prorated, and the aid will be reduced from the full amount, often resulting in an additional balance. In the case of loan funds that have already been disbursed, this may require a repayment of funds. The last date of attendance is verified by faculty and is not taken from the withdrawal forms completed by the student.

University grants and scholarships will also be prorated and reduced according to the percentage of attendance. University aid is only renewable for a specific number of semesters, and this limit remains even if the student only receives a prorated award for the withdrawal term.

Students receiving federal financial aid may be subject to specific regulations and may need to repay a portion of the aid received. The amount to be repaid is determined by a federal formula, and this law also specifies the order of return of the funds to the awarding programs.

Students who have taken out student loans will be responsible for repaying any tuition fee loans and maintenance loans as normal, unless there has been an overpayment. In the case of overpayment, the student loan company will be in contact to arrange early repayment or to discuss reducing future payments if the student returns to study.

If a student withdraws from their course and then decides to return, they may be able to get full funding to study another course if they withdrew in their first year. However, if they left in their second year or later, they may have to cover some or all of the tuition fees themselves.

Official paperwork and transcripts

The Transcript of Records (ToR) is a comprehensive document listing the course units taken, the exams passed, and the credits gained. It includes the course unit code, course titles, duration, local grade, and any ECTS credits earned. If the home university does not use the ECTS system, the transcript should include an explanation of the credit and grading systems employed. The ToR is typically requested towards the end of a student's academic programme, after they have completed their exams.

Unofficial transcripts, on the other hand, are available to current students through self-service from the Student Information System. They serve as a tool for students to review their academic records and differ in format and content from official transcripts. For instance, external transfer credit details may appear on an unofficial transcript, but only the school from which the credit was transferred and the total number of accepted hours will be mentioned on an official transcript.

It is important to note that academic standing statements may vary between unofficial and official transcripts, depending on the student's career level. Certain statements, such as "Ineligible to Register" or "Probation Incomplete," may only appear on the unofficial transcript for undergraduate students. Students in the School of Graduate Studies, for example, will not see academic standing statements on their official transcripts.

Additionally, milestones achieved during a student's academic career may be reflected differently on official and unofficial transcripts. Final Oral Defense and Waiver of Registration milestones, for instance, may only appear on the unofficial transcript for students in the School of Graduate Studies. Therefore, it is essential for students to carefully review their transcripts, ensuring that all relevant information is accurately presented and that the transcript meets the requirements of the institution to which it will be submitted.

Frequently asked questions