/Institutions/University-of-Dubai/json/2024-2025/Student-Handbook-2024-25-local.json

/Institutions/University-of-Dubai/json/2024-2025/Student-Handbook-2024-25.json

Student Handbook 2024-25 > Students Records Policy

Students Records Policy

Policy 

The University of Dubai maintains students’ records in fire-proof security vaults, and these records are regularly updated by the Registration Department (RD).

 

1. Students Records/Files:  

The records/files for UD-registered students must contain the following original items: 

1. Completed Application form

2. Original high school certificate(s) (for UG students). Attested Bachelor’s degree certificate (for Master’s Students) and attested Master’s degree certificate (for PhD Students) along with official grade transcripts for all students

3. Equivalence of previous degrees if obtained internationally

4. Valid EID and passport copy at the admission and graduation time

5. Four passport-size photographs in paper and digital formats (JPEG file)

6. Official TOEFL/IELTS/EmSAT or equivalent certificate(s)

7. Record of the Math placement test result for undergraduate programs

8. Recent copy of UD Transcripts upon request

9. Original copies of any other grade transcripts for transfer students

10. Probation/warning (academic or disciplinary) notification letters

1. Student Status Report (Checklist form)

1. Conditional Admission letter from MOE for conditionally accepted student (UG)

2. Military letter (for UAE Nationals)

3. Interview form for BBA, LLB and Engineering students

4. Employment letter for employed students

5. Attendance policy declaration

6. Campus violation declaration

7. Copy of final degree certificate (after graduation)

 

 2. Records - Backup

• The IT Services takes back-up of the CAMS database twice daily. A second back up is undertaken for all servers at UD on a daily basis. Student files must be also being kept in a digital format and must be periodically updated.   

• Retention period for critical records is not less than 50 years “based on the standard”.

• University of Dubai securely keeps all critical student records such as transcripts, English proficiency scores, degree audits and degree completion authentications. Such documents are securely stored on CAMS as soft copies, and are accessible for a period of not less than fifty (50) years.

• Type of records that are permanent, may be disposed, or held for 50 years and then disposed.

Note: Students’ records may not be amended without the prior approval of the Registrar, and such approved amendments are strictly based on official documents.